Accessed via Address Management and selection of the Terminations Tab.
Selection of the Terminations Tab gives access to the terminations sub-record which governs how termination charges are to be calculated for the selected customer.
If the terminations record for this address group does not exist then following selection of the Tab the system prompts: Terminations Sub-Record does not exist. Create?. The Yes or No command button is selected as appropriate.
The Terminations Tab Dialogue Box contains three groups of data which are General, Under Credit, Excess Charges and Informal Extension Uplifts:
The basis code used as the default for all normal Terminations calculated for this customer.
Selection of the ellipsis button immediately to the right of this field displays a Termination Calculation Basis List Box that enables the appropriate calculation basis (e.g. NT Normal Termination) to be located. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Terminations Tab.
The basis code used as the default for all early Terminations calculated for this customer.
Selection of the ellipsis button immediately to the right of this field displays a Termination Calculation Basis List Box that enables the appropriate calculation basis (e.g. NT Normal Termination) to be located. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Terminations Tab.
The number of free days allowed beyond the end of the normal agreement end date before Extra days hire are brought into the calculation. For example, if this control is set to five days, and the customer returns the vehicle within five days after the actual end date of the contract, then NO excess days charges are calculated. However, if the customer returns the vehicle six days late, an invoice for the six days is issued.
A checkbox which, when ticked, denotes that excess or under charges are to be pooled for vehicles leased by the selected customer.
Pooled mileage calculation allows the aggregate mileages for a group of vehicles to be taken into account when invoicing for excess mileage. If the checkbox is blank then excess mileage is calculated on an individual vehicle basis.
If the checkbox is ticked then the Pooling Group field below is enabled.
The name of the pooling group to which the customer is allocated. The pooling group determines what type of pooling is in use for this customer.
Selection of the ellipsis button immediately to the right of this field displays a Pooled Charges Group List Box that enables the appropriate pooling group (e.g. Monthly With Credits) to be located. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Terminations Tab.
A checkbox which, when ticked, denotes that rental rebates are passed on to the customer.
Linked to the Rebates Given checkbox. When giving a rebate (if, for example, the contract is terminated 26 months into a 36 month contract) a periodic charge may be deducted from the rebate. For example, an Insurance Rebate may be set up for £ 2.00 per month but a charge of £ 0.50 may be deducted from this value as a periodic charge.
The Format stationery ID used when printing the Normal Termination quotations.
The Format stationery ID used when printing the Early Termination quotations.
The Format stationery ID used when printing the Theft and Write-off Termination quotations.
The Format stationery ID used when printing the Replacement vehicle quotations.
If a contract is terminated early, part way through a month for example, this field denotes whether a part month credit is allowed for the selected customer. The values available are Yes, No or determined by Lease Type.
When terminating an agreement this system parameter is used to estimate pro-rata contract mileage. This process requires a new field held both here (FT.custo) and against the Lease Type (FM.lease).
Field options in here are either a Y, N or L Use Leasetype.
Tip: Field options against the lease type (FM.lease) are either a Y, N or Use System Parameter.
If Yes then the system uses the current calculation method : (FM.agree.AGREEMILES / (FM.agree.ENDS - FM.agree.START) +1 ) x (Quoted end date - Start date)
If No then the system uses the current calculation method : (FM.agree.AGREEMILES / FM.agree.PERIOD ) x FT.termi.PERIOD.
If L then the system uses the calculation method determined by the Lease Type (see above).
The number of additional periods (typically months) to extend the billing following the termination of an agreement.
Some leasing companies need to be able to continue billing Fleet Management Fees for a determined period past the termination date of the agreement. This field, which determines the period applicable, together with a flag on the Lease Type (that allows, for example, the isolation of FM deals specifically, as there may well be customers that have both Fleet Management and Contract Hire agreements and the Contract Hire agreements would not be relevant) are used in conjunction with each other to achieve this aim.
This process allows for the billing of Fleet Management Fees beyond the termination date for the period as specified within this field e.g. 6 denotes continue billing for an additional six periods. It does not affect the Termination date of the agreement.
Note: This is only relevant for Normal Terminations. The system writes out an extension line for the additional periods needed for Fleet Management Fees only (Source U). No other Profi lines are affected.
When Terminating an agreement via the Quotations & Extensions process, the termination process continues as normal until the Final process is taken (or, in the case of a Quick Termination, the Accept quotation is saved - this is deemed a Final procedure). At this point the system performs the following checks:
- If the Termination Type is Normal (FT.termi TYPE is N) the system looks at the Lease Type on the agreement and checks if the field FM.lease EXTBILLG is completed; if N (i.e. checkbox unticked) or blank, then the termination continues as normal.
- If Y (i.e. checkbox ticked) then the system look at this field (FT.custo EXTBILLP) and takes the period detailed in here to create extra profi lines once the Final process has been taken.
The system then prompts The agreement will continue billing for ??? Months (The ??? is the number entered in the field FT.custo EXTBILLP). An OK then finishes the process.
Having referenced the field FT.custo EXTBILLP and taken the period detailed in here the system creates extra profi lines for Regular Fleet Management Fees only (Source U) once the Final process is taken. The new profi lines use the same Source Code and NL expense codes as the existing lines.
A checkbox which, if ticked, denotes that under mileage credits are returned to the customer.
If the checkbox is ticked then access is enabled to the next four fields on the form.
A checkbox which, if ticked, denotes that the system is to use the value in the NO Credit Percentage field to calculate the amount of credit to be given for under mileage. If this checkbox is left blank then the system uses the system default value.
The percentage of credit to be given for under mileage rebate. An entry of 10 would mean that under mileage is not credited if the final mileage is within ten percent of the total contract mileage.
A checkbox which, if ticked, denotes that a special user under mileage calculation is used for the selected address group record.
The maximum number of under miles for which credits are issued. This is a ceiling figure and overrides any actual under mileage figure. If, for example, 20000 is entered as a value then this is the maximum number of under miles for which credit is prepared to be given on any contract. If a contract then fell short of the contract mileage by 32,000 miles only 20,000 miles of the shortfall is credited.
A checkbox which, if ticked, denotes that the maximum under credit facility is to be used.
A checkbox which, if ticked, denotes that a percentage rate is used to calculate the number of excess miles the customer is allowed to achieve without an excess charge. Access to the following two fields is determined by the way this flag is set.
If the above Excess FOC %age checkbox is ticked then this field may be accessed to enter the percentage of the contract mileage that the customer is allowed without penalty.
The actual number of miles beyond the contract mileage that the selected customer is allowed free of charge.
If this control is set to 500, and the customer returns the vehicle with less than 500 miles over the allowed odometer reading for the contract then NO excess charge is calculated. If the customer returns the vehicle with 501 miles over the allowed odometer reading then an invoice for the full 501 miles is calculated.
If the Excess FOC %age checkbox is ticked then this field is disabled.
Allows informal extension rentals to be uplifted by a percentage for extended agreements for the selected address group. For manual extensions the system prompts, if the customer has an uplift value, before applying the uplift.
Tip: The field can contain a negative percentage value.
Allows informal extension rentals to be uplifted by a percentage for extended agreements for the selected address group. For automatic extensions if an uplift value exists it is applied without a prompt.
Tip: The field can contain a negative percentage value.