Accessed via Address Management and selection of the Contract Administration 1 Tab.
Selection of the Contract Administration 1 Tab gives access to the contract administration control sub-record which governs the printing of invoices, selection of specific account codes and the status of credit checks.
In order to avoid an over-populated form, the contract administration record is distributed over two tabs.
Invoices for the selected customer cannot be raised unless an contract administration sub-record is present.
If the contract administration 1 record for this address group does not exist then following selection of the Tab the system prompts: Contract Administration Sub-Record does not exist. Create? The Yes or No command button is selected as appropriate.
The Contract Admin 1 Tab Dialogue Box contains three groups of data which are General, Account Codes, Card Details and Payment Types.
A check box which, if selected, suppresses invoice production. The normal response is to leave the check box blank. If invoices are suppressed the production of maintenance recharge invoices cannot be prevented.
An example of why this check box may be selected is to prevent production of invoices for internal accounts. Be aware that if the invoices are not printed they do not generate an archive document either thus making this option unsuitable for external customers. In practice the items are allocated an invoice number for processing reasons, but the documents are never produced, unless of course they are maintenance recharges.
Some customers may require their invoices to be split by cost centre. Selection of this check box enables such a split, however it is advisable to discuss the process with an Autoline consultant prior to making such a decision. The split operates on all Sales Ledger invoices for the selected address group.
A check box which offers further flexibility during invoice production. Although rare, some customers require that all sales invoices are produced in such a way that individual vehicles appear on their own invoice. This option applies to all vehicles for the selected address group. This option could be used, for example, to group all charges relating to one vehicle on one document. The Sales Batching option in Contract Administration must be set up correctly ensure that suitable charge types appear together in one invoice design.
A customer specific development. A check box which, if selected, denotes that transactions for this customer/address group are not to be invoiced but exported to a file for subsequent import by the customer into a SAP system. The SAP Export process is located in the Invoicing Procedures menu within the Contract Administration module.
A customer specific development. A check box which, if selected, sorts contracts with the same master agreement number onto one invoice.
The default RPI value to be used for this customer if no RPI percentage is available from the RPI process (if the RPI has not been updated, for example). A value is required if the customer is applicable for RPI.
The system requires seven main account numbers for use by the named functions. All of these accounts must have previously been created in the Sales Ledger. The same account code may well be used for all seven functions for most customers however the flexibility of using alternative Sales Ledger accounts is offered for these main invoice types.
The account code applicable to contract invoices.
This code may be keyed directly, if known (for example, A0010), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Contract Administration 1 Tab.
Note: Changing the invoice account for a customer is not an everyday occurrence and if it is done it is necessary to ensure that this is reflected on all agreements belonging to the affected vehicles. If the SL account is changed the system does not automatically reflect this change on every agreement (fm_agree_ACCOUNT) for that customer. Currently it is necessary to load each agreement in the Fleet agreement review form and select Tools / Change Customer and then select Update. It is probably best if a report is written to carry out this procedure.
Maintenance Recharge
The account code applicable to maintenance recharge invoices.
This code may be keyed directly, if known (for example, A0010), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Contract Administration 1 Tab.
Excess / Under Dist'ce
The account code applicable to excess mileage invoices.
This code may be keyed directly, if known (for example, A0010), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Contract Administration 1 Tab.
Pooled Mileages
The account code applicable to pooled mileage invoicing.
This code may be keyed directly, if known (for example, A0010), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Contract Administration 1 Tab.
Termination Charges
The account code applicable to termination invoicing.
This code may be keyed directly, if known (for example, A0010), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Contract Administration 1 Tab.
Cash Options Account
The account code applicable to the cash options account.
This code may be keyed directly, if known (for example, A0010), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Contract Administration 1 Tab.
Renewal Charges
The account code applicable to renewal charges.
This code may be keyed directly, if known (for example, A0010), or the ellipsis button (...) immediately to the right of this field initiates a Customer Accounts Search that enables selection from the current available SL account codes. The cursor is located in the search field. Key part or all of the required customer account shortname (this must be in the correct case) and select the Shortname command button. Accounts matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Contract Administration 1 Tab.
B/S Cost Centre
The balance sheet cost centre code.
P/L Cost Centre
The profit and loss cost centre code.
A check box which, if selected, denotes that this company participate in the CPC electronic procurement card scheme.
The unique customer number that identifies this customer as a participator in the CPC electronic procurement card scheme.
The unique ID number of the procurement card (to be presented to the repairing garage).
The expiry date of the procurement card.
This Payment Types table contains all the valid payment types that can be entered into the Customer records (FC.custo) Contract Admin 1 Tab in fields INITIAL, REGULAR and RECHARGE. This shows how the customer pays for each of those types of invoices.
It also populates part of the Sales Invoice NL customer reference indicator field which aids the credit department in identification of the invoice type from the sales ledger transaction form with a payment type and date for example, DD21, DD30, CH??, etc. Payment types are initially defined within the Payment Types table and then held within this tab at customer level; this can be used to select individual documents for direct debit payment within a customer's account on specific days of the month. for example, an initial rental invoice to be taken by direct debit on the 21st of the month would have a reference which started 001DD21. The payment type code (within the Address Group Contract Admin 1 Tab has been extended to 4 characters to accommodate this.
It can then be used to select different invoice types for direct debit collections on specific dates for each customer rather than selecting all invoices for that customer and deleting those which should not be taken.
Note: This is so that the 4th, 5th, 6th and 7th characters in SL.trans.REFERENC can be read and for fleet invoices (SL.trans.TRUEMOD = FC) only select transactions in which (POS(YFL=SL.accts.BACS) not equal 0) and str(SL.trans.REFERENC,6,4) = DD01. The numeric portion is variable and should be part of the prompt mechanism. For non fleet invoices (SL.trans.TRUEMOD not equal FC) and fleet invoices where str(SL.trans.REFERENC,4,2) = " " the selection criteria should revert to the BACS selection criteria on the account header.
The code for defining how initial rental payments are to be made for example, DD21 to denote an initial rental invoice to be taken by direct debit on the 21st of the month.
Note: Initial Invoice Types are invoice type 001.
The code for defining how the regular periodic rental payments are to be made for example, DD28 to denote a regular rental invoice to be taken by direct debit on the 28th of the month.
Note: Regular Invoice Types are invoice type 002.
The code for defining how any other Sales Ledger invoice type (raised outside of the Fleet module - for example, (DR) Vehicle rental and (FB) Accident Management) payments are to be made for example, DD28 to denote a payment invoice to be taken by direct debit on the 28th of the month.
Note: In order for this to work the postings routines should be reviewed so that the customer reference is populated with the relevant payment code for postings generated from the Vehicle rental module and Accident management module. The payment reference for Vehicle Rental Misc invoices/Credits has to be keyed manually at the point of generating the invoice (s). The payment reference for Sales ledger postings would have to be keyed manually at the point of generating the invoice(s). All customers need an Address Group if postings from Vehicle Rental were to go via ipend. This relates to Sales invoices and credits only.
Tip: AT the point of posting from ipend into accounts the NL.invbf REFERENC field is written out. For all sales ledger invoice types (FM.invtype.LEDGER = 'S') FC/POST reads the relevant payment type for that invoice type from the address group and writes the 4 character code of the payment type in to the 4th, 5, 6th and 7th spaces in the REFERENC field for example, CH01, DD21, DD30, or SO01, etc. If the payment type is blank then the 4th, 5th, 6th and 7th spaces should also be blank.