The cost centres table is designed so that there is a method of allocating individual agreements against specific cost centres/departments for a selected customer.
For fleet invoicing customers, users will be asked to choose a fleet address group associated with that customer. They will also be asked to choose a cost centre from fleet if that address group has any. If the customer is not a fleet invoicing customer, but requires a cost centre then a new vehicle rental cost centre file will be used to allow the user to select from pre-set cost centres for that customer. If no cost centres exist then the user will be able to enter a freetext cost centre into the cost centre field.
Cost centres can be allocated in two ways: firstly, if an address group is being used and that address group requires a cost centre; secondly, if the Marketing company record is ticked as requiring a cost centre but there is no link to fleet invoicing then a cost centre may still be selected (or created) for use within the vehicle rental system.
At the point a Sales Ledger/CRM company is selected within Vehicle Rentals, if that company has the Use Fleet Consolidated Billing (within the CRM Company Rental record) ticked and only if fleet is installed on the system, then this company is deemed to be a fleet consolidated invoicing customer and a fleet address group needs to be found for it. The address group is stored in a new field (FLTADGRP) within the Vehicle Rentals agreement file (DR.agree) for use in the posting routines later. This address group selection is a critical step in the account code selection and it should not be possible to continue with the booking unless an address group has been allocated. Once the address group has been selected (and if the Use Cost Centres flag is ticked in the Rental Details 2 Details Tab) the system validates if there are any cost centres associated with the selected address group. The cost centre defined within Fleet System Management / Miscellaneous Options / Posting Management / Cost Centres should be checked using the selected address group. If there are entries the user is prompted to choose a cost centre from the list displayed. The list is not displayed if there are no entries. The selected cost centre is then stored in the existing Authorisation 2 field (DR.agree.POREF).
At the point a Sales Ledger/Marketing (CRM) company is selected within Vehicle Rentals, if that company has the Use Fleet Consolidated Billing (within the Marketing Company Rental record) unticked, but the Use Cost Centres flag (MK.drcom.USECC) is ticked then a cost centre needs to be selected from the vehicle rental cost centres set up within this table. All cost centres that match the company magic number are displayed within the agreement and a selection should be made. If there are no matching entries for that company the user is allowed to manually enter a cost centre. The selected cost centre is then stored in the existing Authorisation 2 field (DR.agree.POREF).
To access cost centres:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS menu is displayed.
Select Miscellaneous options.
The MISCELLANEOUS OPTIONS menu is displayed.
Select the Cost Centres option.
The Cost Centres form is displayed.
The Cost centres form is displayed when the Cost Centre option is selected from the MISCELLANEOUS OPTIONS menu.
New cost centre codes may be created, amended, displayed, deleted or searched. The
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may be used to select the required
Company number and Cost Centre code fields.
The Amend option is covered below, during which the content of each of the fields held against the cost centre table is explained:
Company number: The unique CRM company number to which this cost centre is applicable. In Create mode the word search facility enables a lookup within the CRM Company database.
Cost centre: Input the code required. Cost centre codes may be up to twenty characters in length; this is an alphanumeric field.
Cost Centre Description: The full description for the associated cost centre code being edited. It can be up to thirty characters long.
COMMAND BUTTONS:
Exit: Returns to the MISCELLANEOUS OPTIONS menu.
Save: Saves the cost centre code.
Cancel: Aborts the amendment process and returns to the initial menu without establishing an amended cost centre code.
