Accessed via Address Management and selection of the Contract Admin 2 Tab.
Selection of the Contract Admin 2 Tab gives access to part of the contract administration control sub-record which governs any alternate Sales Ledger accounts which may be used for specific purposes.
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 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 Administration 2 Tab Dialogue Box contains an Alternate Accounts Grid which enables the set up of alternative Sales Ledger accounts for specific product types.
Certain customers may require that Rental invoices are charged to an alternate Sales Ledger account, Contract Hire to another, Fleet management to a third and so on. This option enables this requirement to be satisfied.
The Alternate Accounts Grid contains the following information:
A single-left-click of the mouse within this column enables an ellipsis button (...). Selection of the ellipsis button displays a Products List Box that enables the appropriate product type (e.g. 2 Contract Hire Qualifying)to have an alternative Sales Ledger account specified. 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 2 Tab.
The full product description (e.g. Contract Hire Qualifying) associated with the selected product type code. This column is populated automatically following selection of the Product.
This Product is matched up with the appropriate VAT Assumption method.
A single-left-click of the mouse within this column enables an ellipsis button (...). Selection of the ellipsis button displays a VAT Assumptions List Box from which the appropriate VAT assumption method is selected. This code has a matching VAT assumption description. A double-left-click selects and confirms the required VAT assumption rate (alternatively, single-left-click and select the OK command button) and the system returns to the Contract Administration 2 Tab.
A specific Sales Ledger account code is allocated to utilise whenever rental invoices which match the Product type and VAT code are produced.
A single-left-click of the mouse within this column enables an ellipsis button (...). Selection of 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 2 Tab.
The full product Sales Ledger account name associated with the selected account code. This column is populated automatically following selection of the Account.
Note: Any rental invoice for this customer which holds a Product type and VAT Code combination not held within the Alternate Accounts Grid is posted to the default Sales Ledger account code selected within the Contract Administration 1 Tab.
A block of date fields allowing input of dates relevant to credit checking. These fields can be accessed using report generator or ad-hoc enquiries at a later stage. They are memorandum fields, although regular updating could be achieved using report generator.
The date on which a credit application was last made for the selected customer.
Credit Granted
The date on which a credit application was last granted for the selected customer.
Last Credit Check
The date on which a credit check was last made for the selected customer.
Next Credit Review
The date on which the next credit review is to take place for the selected customer.
Last Bank Report
The date on which the last bank report was reviewed for the selected customer.
Last Accounts Seen
The date on which the last company accounts report was reviewed for the selected customer.
Displays the Lease Type Credit Limits form which enables credit limit values to be determined at a lease type level (if required) and linked back to a company and, if required, a parent company. The Credit Codes are initially created within Credit Information Setup form within Contract Administration / Miscellaneous Options.