The Purchasing goods/services option allows the management of the purchasing codes which are used when creating a purchase order within the associated Purchasing option within the Vehicle Rental module.
To access purchasing goods/types:
From the Master Menu, select the Vehicle rentals option and the Company required.
The VEHICLE RENTALS menu is displayed.
Select Miscellaneous options.
The MISCELLANEOUS OPTIONS menu is displayed.
Select the Purchasing goods/services option.
The Purchasing goods/types form is displayed.
The Purchasing goods/types form is displayed when the Purchasing goods/services option is selected from the MISCELLANEOUS OPTIONS menu.
Users may do the following:
Create new purchasing codes
Amend existing codes
Display the contents of a purchasing code record
Delete a purchasing record or search the file.
Warning: Care should be taken if these codes are amended or deleted while they are in use on current purchase orders. The purchase order may not function correctly if these codes are amended without care.
The Amend option is covered below, during which the content of each of the fields held against the purchase code record is explained.
There is no limit to the number of purchase codes that can be stored on the purchasing file, although only ten may be utilized on any single purchase order.
Code: Input the code required or use the
search facility to locate it. Purchase codes may be up to four characters in length.
The following fields are displayed on the Details tab:
Goods type desc: The full description of the purchasing code being edited. It can be up to twenty five characters long.
NL analysis code: The nominal ledger cost code and expense code combination that are used when the postings are made in the nominal ledger for the vehicle order expenses. The
Priority to use: The priority that a user must have for the Vehicle Rentals module in order to select this charge within a purchase order.
Regno required: A checkbox which, if ticked, denotes that if this purchasing code is used within the purchase order then it is mandatory that a specific vehicle registration number must also be allocated to the order. This may be utilised for a damage charge, for example.
Recharge goods: A checkbox which, if ticked, denotes that if this purchasing code is used within the purchase order then the recharge flag is automatically populated within the purchase order that is being raised. This then forces the user to select an agreement against which the purchase cost is to be recharged.
VAT only goods: Not typically used. Enables a purchase order to be raised for the VAT element of a goods type. This may be used if a mistake has been made with regard to the appropriate VAT code, etc.
COMMAND BUTTONS:
Exit: Returns to the MISCELLANEOUS OPTIONS menu.
Save: Saves the purchasing type record along with the new values just edited.
Cancel: Aborts the amendment process and returns to the initial menu without establishing an amended purchasing type record.