The Link Charges screen is accessed via Terminations / Miscellaneous Options / Link Charges and is used to link the charges from one agreement to another, ensuring that the original charges are only released with the secondary agreement. This is normally done when an agreement is terminated early to allow for a charge in the lease with a new agreement being created and started the following day. this avoids the system sending out charges to a customer that are related to the original contract.
It is possible to link any number of postings from one agreement to another enabling only specific charges to be held or all of them. The linked contracts automatically raise the charges to the customer when the secondary agreement is terminated.
The screen is split into three areas. These are the Titlebar , the Link Charges Record Table and the column of Command Buttons down the right-hand side of the screen.
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
This screen displays a record table of all the termination charges and associated agreement number for all agreements on the system.
A single-left-click on any row/agreement record moves the cursor to the Link Number field. This field is highlighted and an ellipsis (...) button is enabled allowing the current agreement number to be edited/linked to a secondary agreement by providing a search for an alternative agreement number. This is the only field which may be edited.
The following details are displayed for each agreement row:
The original agreement number of the selected contract.
The registration number of the vehicle associated with the selected agreement.
The monetary value of the termination charge for the selected agreement.
The termination charge description
The secondary agreement to which the original agreement is linked. This defaults to the original agreement number until an amendment is required. The linked agreement may be entered directly. Alternatively, a single-left-click within the Link Agreement cell displays an ellipsis button. Selection of the ellipsis button displays an Agreement Search Form that enables selection of the required agreement number to which the original agreement is to be linked.
Within the blank field at the top of the search box some or all of the required agreement number may be entered and the Shortname command button selected. All of the agreements that meets the entered criteria are displayed in the list box below. The required agreement should be selected with the mouse and the OK command button used to confirm this selection.
Alternatively, this field may be left blank and selection of the Shortname command button then displays all current agreements in numeric order and the scroll bar to the right of the screen used to locate the required code.
Note: There is No facility to abort this screen without saving changes. As soon as an edit is made it is saved. Only accessing the screen again and re-editing the field enables the required value to be saved.
The full list of command buttons is as follows:
Exits the Link Charges screen and returns to the Miscellaneous Options Menu .
Provides online access to a context sensitive Help screen.
Note: Only a contract that is not already posted to Accounts may be edited. If the item is already posted through then a message is displayed within the Status Bar at the bottom of the screen stating Charge Already Posted . The edit option is never available again after posting has taken place.