The Charges form is displayed when the Charges option is selected from the MISCELLANEOUS OPTIONS menu.
Users may do the following:
Create new Charge codes
Amend existing ones
Display the contents of a charge code record
Delete a charge record or search the file.
Warning: Care should be taken if these codes are amended, or deleted, while they are in use on current agreements. The agreement will not function correctly if these codes are amended without care.
We will cover the Amend option, during which we will explain the content of each of the fields held against the charge code record.
There is no limit to the number of charge codes that can be stored on the charge file, although only ten may be utilized on any single rental agreement.
Hire Group: On selection of this option, the screen will prompt for input of the charge code to be amended. Input the code required or use the ellipse [...] button search facility to locate it.
The following fields are displayed on the Details tab:
General
Description: This is the description of the charge code being edited. It can be up to fifteen characters long.
Charge Type: This is the charge calculation basis. Enter O to charge once only for each agreement, enter D to charge the amount once for each day of the hire duration or F to charge by a factor.
If F is chosen, the Prices screen within an agreement will ask how many units should be charged when the agreement is being edited. A mileage charge for example would be a number of units per mile entered here, and then it would multiply this figure against the number of miles entered on the Agreement prices screen in order to calculate the value to charge.
Unit: This is the description of the unit to enter against a charge that is being factored. In the example above, the text ' Miles' could be entered.
Users will only be allowed to enter this field if F is input in the charge type box above.
Charge sign: It is possible to make sure that users always enter a charge as a positive or negative figure. Discounts for example should always be negative, but users may forget to enter a minus sign in front of the numbers they type in to the prices screen of the agreement. If the charges sign here is entered as a - minus sign then it will always show as a minus sign on the agreement. A positive + symbol would have the opposite effect, preventing negative amounts for this charge code. Leave the field blank to allow operator choice.
Accumulator: This is the analysis slot that will record charges made using this charge type. The vehicle accumulator record is displayed for each individual vehicle in the marketing system and will allow analysis of the sale of the various charge records and rental types. Use the ellipse [...] button search facility to locate the appropriate code.
VAT code: This is the VAT code applicable to this charge type. Use the ellipse [...] button search facility to find the required code.
Rate
Rate 1 to 5: This is the rate which will be charged, split over five lines. In some cases, the charge may be the same on each line, in other cases it may differ.
The hire of a portable phone for example may only be charged at a single rate, regardless of the vehicle it is being hired with. A CDW charge on the other hand may be quite different when charged against vehicles in different groups.
If the charge is entered in a group record, you will be asked which of these five different rates would be most applicable to the group being edited. This can be seen on the Group charges screen covered in the previous section.
Analysis
SL and NL sales analysis coding: This is the nominal ledger cost code and expense code combination that will be used when the postings are made in the nominal ledger. The ellipse [...] button search facility can be used to find the correct code combination. Up to five analysis codes are allowed. The top one will be the default code and will be used whenever the other four cannot be matched. The codes are matched by comparing the Sales Ledger account type on the table with that recorded against the sales ledger account code being used on the agreement. In this way you may choose to individually analyse internal CDW sales against that used by customers. If this is not a requirement then leave the sales account type blank and just enter the nominal analysis code that all occurrences of this charge code will be analyse to.
Tip: Once this has been completed to your satisfaction you may Save or Cancel the charges.
BUTTONS
Exit: Returns you to the MISCELLANEOUS OPTIONS menu.
Save: This will save the charge type record along with the new values just edited.
Cancel: This will abort the amendment process and return you to the initial ring menu without establishing an amended charge type record.
