Accessed by way of the Terminations / Quotations & Extensions menu options followed by selection of Automatic Informal Extensions. Agreements due to terminate (i.e. that have a coontract end date equal to) on the date date displayed in the Extension Date field are automatically extended for what is, typically, an extra month or period. The exact way in which the agreement is informally extended is determined by several fields held within the Details Tab within Terminations / System Maintenance / System Parameters:
- Informal Extension
Determines whether the informal extension agreements are to be invoiced in Advance or in Arrears.
- Auto-Extension Method
Determines how long agreements meeting the informal extension criteria are to be extended for. This is typically for One Period or to the End of Month.
- Auto-Extension Advance Days
Determines the date displayed in the Extension Date field within this form i.e. if 30 days is set within this field then the Extension Date displays a date thirty days into the future.
Having ensured that the parameters are set up correctly then this process is typically run at the end of the month. Agreements for vehicles that have been returned must be terminated prior to running this process.
This routine can be placed within Timed Operations.
This screen is split into three parts that are as follows:
In addition to displaying the screen name the Title Bar provides a number of other useful identification criteria and buttons.
The Automatic Informal Extensions form contains the following dialogue and fields:
Defaults-in a date detemined by the Auto Extension Advance Days field within System Parameters i.e. if 30 days is set within this field then the Extension Date displays a date thirty days into the future.
This option enables the system to create automatic informal extensions for vehicles that are due to terminate before the date entered within this field, thus reducing the amount of informal extensions that are to be created manually.
Immediately to the right of this field is an ellipsis button which, if selected, displays a monthly diary screen in order to assist in establishing the correct date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary screen. A double-click on the appropriate day of the month enters this date into the appropriate date field.
The following command buttons are available within this form:
Proceeds with the informal extension of all agreements that are due to terminate on the Extension Date. The system prompts Process Using ??/??/?? as the date to allow confirmation that the correct date has been entered for the process. Then, for each vehicle that meets the requirements, the system then prompts: Informally extending contract for vehicle ??????? (where ??????? is the vehicle registration number. The OK or Cancel command button is used as appropriate.
Returns to the Quotations & Extensions Menu without proceeeding with the Automatic Informa Extensions process.
Provides online context sensitive help.