Accessed via Contract Review and selection of the Agreement Tab.
Selection of the Agreement Tab enables the review of the constituent parts of the agreement including contract options, dates and mileage information.
In most cases this data is retrievable from the FM.agree file (Master records).
The Agreement Tab Dialogue Box contains the following fields:
Consists of two fields. The first field contains the contract lease type code. The lease type is a two digit alphanumeric code (e.g. CM) that is created within Fleet System Management / Miscellaneous Options / Lease Types. The lease type is initially selected against the vehicle quotation within the Convert Quote menu option within Fleet Quotations.
The second field contains the full lease type description associated with the lease type code e.g. Contract Hire With Maintenance.
Located between the two Lease Type fields. A checkbox which, if ticked, denotes that the current contract rental attracts future Retail Price Index rises.
The basic function of the lease definition is to provide a posting table behind the lease type. The Lease Definition is the heart of the nominal coding for fleet contracts. Some of the areas are overwritten by their equivalent nominal code within the posting table but the core budgetary elements are maintained here. The lease definition is a legacy of the Rev 7 system (where a number of lease definitions/posting tables were defined). A Definition needs to be selected within Kestrel Fleet system Management for posting table purposes but the lease elements are now controlled within the Fleet Quotations product. The lease definition does not have to be selected within the quotation itself although Convert Quote and Contract Upload prompt for it.
Consists of two fields. The first field contains the lease definition code e.g. A that is created within Fleet System Management / Miscellaneous Options / Posting Controls / Lease Definitions.
The second field contains the full lease definition description associated with the lease type code e.g. Contract Hire With Maintenance.
Consists of two fields. The first field, if applicable, contains the finance house code (e.g. UDT) for the finance house that is funding the agreement. If the agreement is not funded then this field is left blank.
The second field contains the full free-format textual description for the Finance House name e.g. UDT Finance.
This is not the Business Source field held against the CRM company record and viewable within the Quotations form as the Source field (this source code is used to focus, for analysis purposes, on the original enquiry source for the quotation e.g. REF for "Referral". The Source Code that may be viewed here is that which may originally be selected within the Convert Quote process within the Quotations module. This Business Source record table is set-up within Fleet System Management / Miscellaneous Options / Posting Controls / Business Sources and allows Balance Sheet and Profit & Loss cost centres to be allocated to the source. This field may be amended via the Change Business option within the Tools menu of Contract Review.
The account code for the Sales Ledger account that is being invoiced for the currently selected vehicle contract. e.g. G0001.
Within the Quotation the Salesman ID may be selected but the quotation actually defaults to the user who is currently logged-in. This is converted and carried across to the agreement.
A checkbox which, if ticked, denotes that the selected contract under review is being funded by a finance house.
A checkbox which, if ticked, denotes that the agreement is brokered through a third party agency. This data originates from the initial quotation.
The Fleet Management code for the type of fleet management deal that is included within the contract. This is accessed by way of Additional Costs within the Fleet Quotations module. Fleet Management types are initially set up within Environment / Quotations / Fleet Management Types.
The date on which the quotation (not the agreement) is created.
If the contract is suspended, utilising the Suspend Contract option (in the Tools Menu) within Contract Review, then this field displays the date from which the customer invoicing is to be suspended.
Consists of three fields. The first field contains the motor club type code e.g. RAC
The second field contains the Motor Club Code e.g. FEMA set up within Fleet Quotations / Miscellaneous Options / Product Management / Motor Club Options.
The third field contains the Motor Club Option Description (e.g. Fleet European Motoring Assist) associated with the Motor Club Code.
Consists of two fields. The first field contains the RFL type code e.g. PD.
The second field contains the Additional RFL Costs code e.g. RFL1 set up within Fleet Quotations / Miscellaneous Options / Product Management / RFL Options.
Displays the Mechanical Relief Vehicle Description (e.g.24 Hour) created in the Mechanical Tab of the Relief Vehicle Costs form (set up within Fleet Quotations / Miscellaneous Options / Product Management / Relief Vehicle Setup.
The date on which the selected contract was last invoiced.
The monthly period in which the selected contract was last invoiced e.g. 10.
The number of months hire currently invoiced e.g. 12 (including initial rentals).
The date on which invoices for the selected contract were last posted to the Nominal Ledger.
Individual customers may have a master agreement number to which individual agreements are allocated. The Master Agreement field is therefore held within the customer's address group within the Details 2 Tab. When a quotation is converted into an agreement the system checks the address group and if a master agreement number is present it populates this field within the individual agreement.
The number of the original quotation that was converted into the existing agreement.
Individual customers may have a master agreement number to which individual agreements are allocated. The Master Agreement field is therefore held within the customer's address group within the Details 2 Tab. When a quotation is converted into an agreement the system checks the address group and if a master agreement number/date is present it populates the master number within the individual agreement.
Individual customers may have a master agreement number to which individual agreements are allocated. The Master Agreement field is therefore held within the customer's address group within the Details 2 Tab. The date on which the master agreement is created is also held in the Date field within the Details 2 Tab. When a quotation is converted into an agreement the system checks the address group and if a master agreement number/date is present it populates the date within the individual agreement.
The Schedule Definition attached to the relevant lease definition on the rental line.
The contract period of the lease. This comes from within the Period field within the General Tab of the Lease Definition.
Displays the Status Code of the last vehicle movement or tracking record e.g. LIVE (Contract Started).
Selected within the original quotation. the source-code is used to focus (for analysis purposes) on the original enquiry source for the quotation e.g. REF for "Referral". Business source codes are set-up using the Source of Business Codes option within CRM / Miscellaneous Options.
If the selected agreement under review is the primary contract then this field displays the agreement number of the secondary contract if the agreement is formally extended.
If the selected agreement under review is the secondary extended contract then this field displays the agreement number of the primary contract.
The calculated "estimated" odometer reading for the displayed number of months into the contract.
The annual distance is a calculated figure derived from a division of the contract distance by the contract period.
An estimated current distance figure based on readings taken whilst processing maintenance approvals and invoices.
The original agreed contract distance.
The projected end-of-contract distance based upon current available odometer readings.
- Current Odo Contract
The calculated "estimated" odometer reading for the displayed number of months into the contract.
- Current Odo Vehicle
An estimated figure based on readings taken whilst processing maintenance approvals and invoices.
- Current Odo Excess
The current excess or under distance calculated from the difference between the Actual Odo Contract and the Current Odo Vehicle reading.
- At End Odo Contract
Contracted maximum odometer reading.
- At End Odo Vehicle
Projected estimate of odometer reading at the end of the contract based upon maintenance (or other) distance postings.
- At End Odo Excess
The projected excess or under distance for the end of the contract based upon the difference between the At End Odo Vehicle and At End Odo Contract.
The current contract month e.g. 10
The original contract period (prior to any extension, etc) in months e.g. 36.