Selection of Finance Management from the Finance Funding Main Menu presents the Finance Management screen which enables the following options:
- Rollback of the funded finance.
- Reset the finance.
- Remove the finance.
- Transfer of the finance to another contract.
To access Finance Management:
From the Master Menu, select the Finance Funding option and Company required.
The Finance Funding Menu is displayed.
Select the Finance Management option.
The Finance Management form is displayed.
This form is constituted of four elements, which are as follows:
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
| Menu | Icon | Description |
|---|---|---|
| File > Open |  |
This presents the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria. |
| File > Exit |  |
Exits the current form and returns to the Finance Funding Main Menu. |
| Tools > Rollback |  |
The Rollback option rolls back the finance funding postings to a particular date in time so that errors may be rectified. A sub-form prompts for the input of a date to which the finance is to be rolled back. This defaults to the Finance Charged To date as standard but may be overtyped with the required date. If Yes is selected at the Are you sure you want to roll back finance? prompt then postings are generated within IPEND to reverse the entries created since the specified roll-back date. The accounts module is updated during Timed Operations.If the postings for this agreement have not yet reached the date that has been entered as the Rollback date, then the Raise Catch-up Invoices? prompt is displayed. Postings are generated to reverse the entries created since the specified roll-back date. The funding is then amended in the Funds Allocation process and postings are re-generated. |
| Tools > Reset |  |
The Reset option only becomes available if the selected agreement is at a Live status. If Yes is selected at the Are you sure you want to reset finance? then postings are generated within IPEND to reset all finance entries allowing for the Funds Allocation process to be repeated. The accounts module is updated during Timed Operations. |
| Tools > Remove |  |
The Remove option deletes the finance from the contract by deleting the FU.allog (this file sits between the Finance Agreement (FU.agree) and the Vehicle Agreement (FM.agree) and holds the finance information) record and reversing any postings already made from ipend (FM.profi). |
| Tools > Transfer |  |
The Transfer facility enables the transfer of finance between vehicles. This is useful if during the allocation of funds process the incorrect Registration Number is selected. The Transfer facility can only be used on an agreement record where the actual finance to date value is zero. To zero the agreement actual finance record the following processes must be carried out the same day. See the Transfer process. |
| Tools > Global Review |  |
Displays the Global Review form. |
| Help > |  |
Provides online access to context sensitive help for the current application using the default browser. |
The following data fields are contained within the Finance Management Dialogue Box:
Registration Number: The registration number of the vehicle undergoing a finance management process. Selection of the
button immediately to the right of this field presents the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria.
Master Record: The master number of the relevant agreement that is linked to the vehicle. The agreement number produced at the quotation stage of the contract. Selection of the
Status Flag: Located immediately to the right of the Master Record field. The status flag denotes the status of the agreement e.g. L(Live).
Master Number: The master number of the relevant agreement that is linked to the vehicle. The agreement number produced at the quotation stage of the contract.
Customer: The customer Address Group code.
Lease Type: The contract Lease Type Code e.g. CM. Following selection, the full lease type description is displayed to the right of this field e.g. Contract Hire With Maintenance.
Lease Definition: The basic function of the lease definition is to provide a posting table behind the lease type. The Lease Definition is the heart of the nominal coding for fleet contracts. Some of the areas are overwritten by their equivalent nominal code within the posting table but the core budgetary elements are maintained here. The lease definition is a legacy of the Rev 7 system (where a number of lease definitions/posting tables were defined). A Definition needs to be selected within Kestrel Fleet system Management for posting table purposes but the lease elements are now controlled within the Fleet Quotations product. The lease definition does not have to be selected within the quotation itself although Convert Quote and Contract Upload prompt for it.
Note: The Default Lease Definition allows a default lease definition for each lease type to be created to save duplication when creating new lease definitions. In Kestrel it is now not necessary to create more than one lease definition for each lease type so this is generally not required.
Registration Number: The registration number of the vehicle undergoing a finance management process.
Period of Lease: The period over which the repayments are to be made to the Finance House.
Contract Distance: The proposed number of miles for the vehicle that is linked to the agreement that is being financed.
Invoice Account: The Sales Ledger account code for the customer attached to the selected agreement. This is obtained from the Contract Invoices field within the Contract Administration 1 Tab of the Address Group Code.
Start Date: The date the funded finance agreement is started.
End Date: The date the funded finance agreement is due for completion.
The facility enables the transfer of finance between vehicles. This is useful if during the allocation of funds process the incorrect Registration Number is selected. The Transfer facility can only be used on an agreement record where the actual finance to date value is zero. To zero the agreement actual finance record the following processes must be carried out the same day.
Daily: Accounting Control- >Invoicing Procedures-> Daily: Accounting Control->Invoicing Procedures->Daily
Release Batches: Accounting Control->Batch Control->Release Batches (both Finance Rental & Vehicle Sale to Finance): Accounting Control->Batch Control->Release Batches (both Finance Rental & Vehicle Sale to Finance)
Build Batches: Accounting Control->Batch Control->Build Batches: Accounting Control->Batch Control->Build Batches
Print Invoices: Accounting Control->Invoicing Procedures->Print Invoices (both Finance Repayments & Sales Invoices): Accounting Control->Invoicing Procedures->Print Invoices (both Finance Repayments & Sales Invoices)
The agreement linked to the currently selected vehicle acts as the source Agreement (i.e.
from where the finance details are to be transferred). Select the
icon.
The system validates the agreement. If outstanding postings exist then no further action can be taken. Only when the finance is completely cleared can a transfer take place.
A warning message is displayed on screen Funds Already Allocated to Vehicle. This is a double check to ensure the correct agreement is selected. Select the Continuecommand button. A Transfer Selection sub-form is displayed. The Registration number or Master Record may be input directly or selection of the ellipsis button to the right of either of these fieldspresents the Fleet Global Search screen that enables a vehicle to be found by entering search selection criteria. The agreement linked to this vehicle record is the destination agreement (i.e. To where the Finance details are to be transferred).
Select the OK or Cancel command button as appropriate. Selection of the OK command button results in the display of a Transfer Finance Confirmation Warning message:
Are you sure you want to transfer funds from <A> to <B>
(Where <A> is the source vehicle registration and master number and <B> is the destination registration and master number).
Select the Yes or No command button as appropriate. Selection of the Yes command button transfers the finance details from the source agreement to the destination agreement and returns the user to the Finance Management screen.
Note
If a finance transfer is required from agreement "A " to agreement "B" and "B" has finance already allocated, then the finance must be transferred from "B" to a "dummy agreement" first. To do this: