Accessed via the Contract Upload menu option and selection of the Budgets Tab.
Selection of the Budgets Tab enables set-up of the required contract rental and budget details and generate/view the required budget profi lines for the selected Contract Upload record. The Budgets Tab is initially disabled (greyed-out) until the Details Tab has been visited.
This tab allows entry of the budgets for the contract depending on the Contract Type selected on the Details Tab. The relevant options are made available for input depending on this Contract Type.
All rental information on the left hand side is input as a period value. Budgets on the right hand side are for the total contract period.
Following entry of the required budget and periodic rental values the
icon should be selected to generate the
budget profi lines. This information is for the billing and budgeting.
The contents of the Budgets Tab Dialogue Box is as follows:
This table displays the following four columns for each element of the selected product:
- Element
The elements displayed are determined by the product. Products are initially defined within Fleet System Management / Miscellaneous Options / Posting Controls / Product Details with the elements being determined within the First, Second, Third and Fourth Tabs (e.g. Maintenance, Admin, RFL, None). The product and its associated elements are selected against the Lease Type (i.e. Default Product Code). They are then brought through to the Contract Upload Budgets Tab via selection of the Lease Type within the Details Tab.
Also held against the Lease Type is the FQ_Product Code Xref field which determines the associated "Quotations Product" (Quotations products are initially defined within Fleet Quotations / Miscellaneous Products / Product Management / Product Details)
- Initial Rental
A single-left-click in this field allows entry of the initial rental value for the appropriate element row. (N.B.
- Regular Rental
Access to this field can be achieved by way of the Tab key (from the Initial field). Alternatively, a single-left-click in this field allows entry of the regular periodic rental value for the appropriate element row.
Note: The values entered within this table are periodic values.
This table displays the following three columns for each budget:
- Option
Displays each of the possible budget lines for the proposed contract (e.g. Maintenance, Additional RFL).
- Adv
A checkbox which, if ticked, denotes that the budget line is taken in advance.
Note: Provided the maintenance value tables are populated then the maintenance value (if the selected product is Maintenance inclusive) for the selected variant is automatically populated (by way of the Variant Key [FM.impor.VARIAKEY] field) following selection of the Product, Period of Lease and Contract Distance fields in the previous Details Tab. If no tables are present then this field should be manually populated.
- Total Budget
A single-left-click in this field allows entry of the budgeted cost for the appropriate budget row.
Note: The values entered within this table are total contract budget values.
Following entry of the required budget and periodic rental values the
- Description
A full Make-up Source Description of the budget profiline that is generated e.g. Rental - Periodic.
- Method
The VAT Reclamation Assumption Code which determines the product element split (e.g. Maintenance, Admin, Relief, etc) to which the budget profi line belongs.
VAT Reclamation Assumption Codes are initially defined within Fleet System Management / Miscellaneous Options / Posting Controls / VAT Assumptions with the elements being determined within the First, Second, Third and Fourth Tabs of the Product.
For example, the periodic rental (Rental - Periodic) may have three budget profi lines within the table - one for each element defined within the product. The first budget line may have code M (for the Maintenance Split), the second budget line may have code A (for the Administration Split) and the third budget line may have code R(for the Road Fund License Split).
- From
The month within the contract from which this budget line is to commence.
If the Start field within the Details Tab is defined as month 2, then the From field within a periodic rental budget line, for example, is also 2. Also, if an initial rental is defined (using the Initial field within the Details Tab) then any initial rental budget lines contain a value of 0 (zero) within the From field i.e. initial rentals are received upfront.
- To
The month within the contract at which this budget line ends.
For example, if within the Details Tab the Initial field has a value of 3, the Regular field has a value of 57 and the Start field has a value of 2 then the end month displayed in the To column is calculated at month 58.
Also, if an initial rental is defined (using the Initial field within the Details Tab) then any initial rental budget lines contain a value of 0(zero) within the To field i.e. initial rentals are received upfront.
- Skip
Displays the frequency of the profile payments.
- Period Val
This column contains the value a customer is to be invoiced for each period of the contract.
For example, if £300 is entered for the maintenance element in the Regular column of the Period Rentals Table above then £300 is displayed as the period value for a periodic rental budget line. This is slightly different in the case of initial rentals. If, for example, £300 is entered for the maintenance element in the Initial column of the Period Rentals Table above then £900 is displayed as the period value for an initial rental budget line; this is because the Period Val is, as stated above, the value to be invoiced for each period and, although there are three initial rental payments, they are all contained on the one invoice.
- Total Val
This column contains the total value of periodic rentals a customer is to be invoiced for the life of the contract.
For example, if within the Details Tab the Initial field has a value of 3, the Regular field has a value of 57 and the Start field has a value of 2 then if the periodic rental value is £300 the Total Value is calculated at 17100 (i.e. 57 regular rentals of £300 ).
- To-date
The total value of periods invoiced to the present date.
- Basis
The Calculation Basis(e.g. MONTH)which determines the frequency of the budget calculation.
The Calculation Basis is initially defined within Environment / Quotations / Schedule Basis.
- Src
This is the Make-up Source e.g.H (Rental - Periodic).
The Make-up Source is initially created within Fleet System Management / Miscellaneous Options / Posting Management / Make-up Sources.
- Cost
The Maintenance Cost Analysis Code.
The Maintenance Budget may be split into discrete maintenance cost analysis areas. There is one line of income but the budgets are split. The Maintenance Cost Analysis is displayed in the Cost Summary Tab (within Contract Review ).
The Maintenance Cost Analysis Code is initially created within Environment / Review / Maintenance Analysis e.g. T Tyres and Punct. This code is used within the budget profiles to denote the appropriate maintenance summary category in which budget values are placed.
- Credit
The Nominal Ledger credit expense code to which the budget item is allocated. e.g. 9550 First Service Reserve.
- Debit
The Nominal Ledger debit expense code to which the budget item is allocated. e.g. 9300 Sales Ledger Control Account.
Tip: A single-right-click on any row within the Budget Profi Lines Table displays a small sub-menu displaying the following menu options:
- Add
- Amend
- Delete
Selection of either of these options results in the display of the Budget Setup form which enables the required menu option to be carried out on the selected budget line.