The Set Excess/Under Base Date screen is accessed from Terminations / Excess/Under Calculations and selection of the Set Excess/Under Base Date menu option.
This process performs two functions:
- Sets the base date for the selected vehicle from which excess calculations are to be performed.
- Determines the frequency in which excess calculations are carried out.
This Set Excess/Under Base Date screen is split into five parts that are as follows:
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
The content of the Set Excess/Under Base Date menu bar contains the following options:
- File
- Open
Displays the Fleet Global Search form enabling selection of a new vehicle record.
- Save
Saves the details of the current excess/under base date.
- Exit
Exits the Set Excess/Under Base Date form and returns to the Excess/Under Calculations Menu without saving amendments.
The full toolbar contents are as follows:
Exits the Set Excess/Under Base Date form and returns to the Excess/Under Calculations Menu without saving amendments.
Displays the Fleet Global Search form enabling selection of a new vehicle record.
Saves the Termination Quotation details and returns to the quotation.
Provides online access to a context sensitive Help screen.
The following fields are displayed:
The registration number of the vehicle. The ellipsis button (...) immediately to the right of the Registration No field is used to initiate the Fleet Global Search (Alternatively, the
The address group name of the customer associated with the currently selected vehicle record.
The date from which excess calculations are to commence for the selected vehicle. This is typically the contract start date (the value that is defaulted-in to this field is in facct the contract start date). The setting of this date may be included within a company's internal contract start procedure.
A single-left-click enables entry into this field and enables the ellipsis (...) search button. The date may be entered directly or by clicking-on the ellipsis (...) button to the right of the field a monthly diary screen is displayed 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 date field.
Determines that, from the Base Date, the excess mileage for the selected vehicle is to be calculated for the frequency that is selected within this field e.g. Quarterly, Annually,etc. The drop-down-arrow button immediatelt to the right of this field displays the currently available options:
- M Monthly
- Q Quarterly
- B Bi-Annually
- A Annually
If, for example, this value is set to Annually then a vehicle that is one year through a three year 60,000 mile contract and has amassed 25,000 miles is therefore charged for 5,000 excess miles (unless it is part of a pooled mileage scheme). The system calculates that it should have amassed a sum of 20,000 miles at this stage of the contract and has therefore calculated the additional 5,000 miles as excess. This value is then initialised for the following year of the contract.