CREDIT CHARGE

Overview

The Credit Charge screen is accessed by way of Terminations / Termination Washouts and selection of the Credit Charge menu option.

This option enables the raising of credits for charges made incorrectly, or allows for part credits to be issued. When a credit is credit the system does not reduce the value of the original invoice but simply raises a completely different invoice/credit for the input amount. A separate entry is recorded on the termination posting record against the contract.

This Credit Charge screen is split into five parts that are as follows:

Title Bar

In addition to displaying the screen name the Title Bar provides a number of useful buttons.

Menu Bar

The content of the Credit Charge menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:

• File

Open

Clears the screen of current data and locates the cursor in the Registration Number field in order that a new credit entry may be selected/created.

Save

Saves changes made to credit entries. The system prompts Are you sure you want to credit the charges shown?. If the N command button is selected then changes are discarded. If the Y command button is selected then changes are saved and the screen is cleared for selection of the next vehicle record if required.

Exit

Exits to the Termination Washouts menu.

• Help

Provides online access to a context sensitive Help screen.

Toolbar

As with the menu bar, the content of the Create Charge toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:

Exits to the Termination Washouts menu.

Clears the screen of current data and locates the cursor in the Registration Number field in order that a new credit entry may be selected/created.

Saves changes made to credit entries. The system prompts Are you sure you want to credit the charges shown?. If the N command button is selected then changes are discarded. If the Y command button is selected then changes are saved and the screen is cleared for selection of the next vehicle record if required.

Provides online access to a context sensitive Help screen.

Create Charges Dialogue Box

The Create Charges Dialogue Box contains a number of fields and a Charges Grid.

• Reg No

The registration number of the vehicle against which a credit charge is to be allocated.

Selection of File / Open or the enables entry into this field and enables the ellipsis (...) search button. The registration may be entered directly or by clicking-on the ellipsis (...) button to the right of the field a Fleet Global Search form is displayed that enables selection from the current available vehicle records. The cursor is located in the search field. Key part or all of the required registration and select the Search command button. Vehicles matching the entered criteria are displayed and, having selected the required vehicle registration by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Credit Charge screen.

• Master Record

The master agreement number (produced at the Convert Quote stage of the contract e.g. 100045 ) for which the credit charge is to be created. The ellipsis button (...) immediately to the right of the Master Record field is used to initiate the Fleet Global Search . This screen is utilised to locate, select and open a particular vehicle record by way of a number of alternative selection criteria methods.

• Status

The status of the contract e.g. Terminated.

• Charge Type

The drop-down-arrow button immediately to the right of this field displays the charge types available for which credits may be raised. The items in this list box depend upon the charges originally raised against the termination record. The facility to raise a credit only exists against an issued charge. Items in list are as follows:

• 1 Vatable

• 2 Non-Vatable

• 3 Excess Distance

• 4 Under Distance

• 5 Other Charges

• 6 Extra Days

The Charges Grid displays the current charges held against the vehicle record and enables the creation of credit charges. This is done with a single-left-click of the mouse which opens the Maintain Credit Detail sub-form allowing input of the credit value.

The fields contained within the Charges Grid are as follows:

• Description

The text description of the charge for which the credit is to be created.

• Value

The value of the original charge.

• Type

Displays the text value of CREDIT when the charge line is credited.

• Credit Value

The value that is credited against the charge. This may be fully or partially credited.