To access the General 3 Tab:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select System maintenance option.
The System Maintenance menu is displayed.
Select the System parameters option.
The System Parameters form is displayed.
Select the General 3 Tab.
The System parameters (General 3 Tab) form is displayed when the System parameters option is selected from the System Maintenance menu.
The following fields are contained within this form.
Reserve Tariff Type: The tariff code which must be used when making a booking to reserve a vehicle for a service or Maintenance Swap. The system recognizes this tariff code and initiates the routine to link the two agreements together. If this tariff code is not used the link cannot be established and the subsequent swap made more complicated.
Tip: This has a status less strong than a booking. If a vehicle is reserved, the system warns if someone tries to book for another company.
Workshop tariff type: The tariff code the system uses for a workshop booking/agreement. In the Maintenance Swap scenario it is the tariff used after a reserve vehicle swap has taken place. A vehicle is reserved using the reserve tariff code, the vehicles are then swapped at the allotted time and the workshop agreement started. As it starts the workshop agreement the system changes the tariff code from the reserve to the workshop code.
Crosshire account type: The Sales Ledger account type the system expect to see whenever a cross hire internally between vehicle rental companies is carried out (True Crosshire). Ensure that this account type is not on internal accounts that may be used for workshop type bookings.
If the SL account type has this code then a list of vehicle rental companies is displayed for choosing which rental company the vehicle is being loaned to. The vehicle then appears in their reservation form for the duration of this hire.
Tip: The default value is I.
Suffix by registration: If ticked then all Nominal Ledger transactions are suffixed by the vehicle registration number of the agreement/miscellaneous invoice/purchase transaction. (Open item reference).
Tip: The default value is ticked.
No O Licence Print: If no O Licence details are available against the MK.drcom record and an O Licence is required for the selected Hire Group then the system does not allow the agreement to be printed at any stage (if this checkbox is ticked).
Tip: The default value is ticked.
Manual LTI: It ticked this checkbox forces the production of a manual invoice at the end of a Long-term rental. In this way the last invoice in a series of long-term invoices is not produced automatically by the system. It is left to be produced manually when the vehicle is returned and the mileage and fuel details can be recorded and charged for on the invoice.
Tip: The default value is ticked.
Days to keep orders: The minimum number of days to keep orders before the Delete Old Purchase Orders process (usually run within Timed Operations) purges the completed ones from the file. A value of 9999 should be entered for an indefinite retention but beware of file sizes.
Tip: Only orders that are received and posted are purged within this process.
Grace Period (minutes): The grace period allowed (in minutes) for a late return of vehicle before the system is to charge another day.
Tip: The default value is 59.
Purchase Control Integration: When a vehicle is externally hired from a 3rd party source the purchase control module may be used to verify the purchase invoices when they arrive. If so, then this checkbox, if ticked, ensures that purchase invoices are automatically forced through the Purchase Control invoice log and verified before they are paid. Remember that you are not limited to using these orders for just external hires, so it may be as well to make sure they are all verified.
Tip: This parameter was used in an old version of purchasing but is now obsolete.
Invoice suspend type: Invoices may be suspended for a valid reason. A value of P denotes that Long Term Invoices only may be suspended. A value of S denotes that both Long Term Invoices and manual invoices may be suspended.
Tip: The default value is P.
Manual Summary Invoice: It ticked this checkbox forces the production of a manual consolidated invoice at the end of a long-term rental. A consolidated invoice is when all of the current agreements for a particular company are billed on the same invoice. In this way the last consolidated invoice in a series of long-term invoices is not produced automatically by the system. It is left to be produced manually when the vehicle is returned and the mileage and fuel details can be recorded and charged for on the invoice.
Tip: The default value is Ticked.
Disable payment tab: The Payment Tab on the agreement form (for cash rentals) may be disabled at various stages throughout the agreement. This field may be left blank so that the tab is not disabled or an agreement status value (BAORC) may be entered at which the payment tab is to become disabled.
Tip: The default value is C.
Prompt to Apply Daily Rate: For a Tariff Rate table that is set up as a zero rate tariff (i.e. no values setup for daily/hourly/weekly/monthly rates, etc) then, if this checkbox is ticked, and a weekly or monthly tariff rate is manually entered within the agreement the system prompts: Do you want me to calculate a daily rate from your entered weekly/monthly rate?. If the Yes command button is selected then the system takes the monthly rate (for example) and divides it by number of chargeable days to calculate the equivalent daily rate and populates this rate within the daily rate field.
Fast Driver Creation: A checkbox which, if ticked, ensure that for workflow purposes the Create Driver form is automatically displayed as soon as the agreement is opened.
Tip: The default value is Unticked.
Service Date Pop-up: A checkbox which, if ticked, enables the Service Date pop-up form process at the Allocation stage of the agreement. This form displays the next relevant MOT, Service, Warranty dates, etc.
Tip: The default value is Unticked.
Contract reference required: A checkbox which, if ticked, makes the Contract Reference field within the General Tab of the Agreement a mandatory field. This field then has to be be populated if the Agreement/Misc invoice/purchase transaction is to be saved.
Tip: The default value is Unticked.
Contract reference required 2: If the Contract Reference Required checkbox is ticked and if the analysis code held against the SL account selected within an agreement matches the parameter in this field (analysis code) then a contract reference becomes a mandatory requirement for the relevant Agreement/Misc invoice/purchase transaction i.e. a contract reference is only mandatory for SL accounts containing the analysis code held here.
Printer Name: For the entered Account types (in the General 4 Tab of System Parameters) the entered Document Types (in the General 4 Tab of System Parameters) are redirected to the named printer. This functionality is used for sending internal invoices to dummy printers.
Tip: The default value is Blank.
Disable B Status printing: A checkbox which if ticked denotes that agreements cannot be printed at Booking status. This prevents agreements being printed without a registration number (determined at allocation stage).
Tip: The default value is Ticked.
CH Initial Invoice: A checkbox which, if ticked, denotes that when the initial monthly invoice is raised for Contract hire tariff type agreements it is raised for two months and then gives a terminal pause at the end of the agreement.
Tip: The default value is Unticked.
Recalc on extension: A checkbox which, if ticked, denotes that agreements are able to be recalculated if they extend over a break point and the customer is flagged General Tab of the Marketing Company Record in the Rental Details form (drcom record) as requiring Recalc on extension..
Tip: The default value is Unticked.
Force CS Table: A checkbox which, if ticked, denotes that if the General Tab of the Marketing Company Record in the Rental Details form (drcom record) has an entry in the Customer rates/charges table, then the system will not allow a hire to a group that the customer does not have specific rates set up for.
Tip: The default value is Unticked.
Separate own/hired vehicles: Must be unticked. Was a special for a rev 7 customer.
Tip: The default value is Unticked.
Open Multiple agreements: A checkbox which, if ticked, denotes that more than one agreement can be opened at the same time in the reservation form (as with MS Word).
Tip: The default value is Ticked.
Days to retain utilisation: The number of days of Vehicle/Group utilisation that are retained on the system. Older days are deleted during the utilisation generation. The utilisation files (utilv and utilg are used for creating vehicle utilisation reports using Repgen).
Tip: The default value is 60 - 720.
Use revenue postings: If this checkbox is ticked then the nominal codes for the rental (not charges) are obtained from the Vehicle Revenue Postings in the Miscellaneous Options Menu rather than the Tariff Rates. Vehicle Revenue Postings are used to split the nominal postings depending on the type of customer (e.g. internal, inter group, external). The system checks SL.accts.ANALYSIS(1).
Tip: The default value is Unticked.
Edit Service Contact details: Normally, when a vehicle is booked onto a Workshop/Service agreement it is not necessary to complete a large part of the standard bookings form. The system does not prompt for driver details, contact details, contact phone numbers, etc. If this checkbox is ticked then the workshop agreement allows access to the reference field and contact and telephone section of the form to record a name and number for reference purposes. In many cases this is not used; indeed notes are typically recorded in the comments section of the agreement.
Single Summary Body lines: A checkbox which, if ticked, denotes that body lines within the Summary invoice format are executed once only (as opposed to being called several times). If unticked the system display two lines on the summary invoice. This enables two lines to be displayed for Contract Hire tariff types: the first line to display the finance element (which is the tariff itself; the second line to display the service element (which can be added to the agreement via a charge code).
Tip: The default value is Ticked.
Show Warnings: A checkbox which, if left blank, denotes that warnings about accounts over credit limits/on stop are not displayed on form. If ticked then the LTI run is held up (the Return Key needing to be pressed to remove the message from the form) each time an agreement within the run encounters a credit limit type problem.
Tip: The default value is Unticked.
Inclusive invoicing: If this checkbox is ticked then the date that is entered into the long-term invoice program is inclusive so the system actually charges to the next day. For example, if the rental agreement runs from 8.00am and the 20th of the month is entered in the Invoice To field of the LTI run the system invoices up to 8.00am on the 21st. If the checkbox is left blank then the system invoices up to 8.00am on the 20th.
Tip: The default value is Ticked.
Group search by vehicle: A checkbox which, if ticked, enables the ??? icon in the Create Booking and Create Quotation forms. This icon enables a word search for a specific vehicle description suitable for a hire request (from a possible list of several thousand vehicles, for example). The search returns matches for the entered text in the Vehicle Search form and this reduced list forms the basis of the user choice for the vehicle required and populates the associated Hire Group field.
Tip: The default value is Unticked.
Mid-Period Rates: A checkbox which, if ticked, generates a Next Prices Tab within the agreement which enables a new rate to be entered at some stage throughout the life of the agreement.
Tip: The default value is Unticked.
Credit on unsuspend: The system enables an agreement to be suspended by selecting the Suspended flag within the Vehicle Tab of the agreement. When the agreement is unsuspended the system prompts for if the invoicing is simply to catch-up the period of time it has been suspended or whether a credit is to be generated for this period. If this checkbox is ticked then a credit is enabled and negative charges are created in the Price Tab in the form of STND days (the code for which is determined in the Suspension field in the General 2 Tab of System Parameters).
Tip: The default value is Ticked.
NL Deposit account: This is the default nominal ledger code used for posting cash deposit payments taken on the agreement. A holding area for all monetary transactions. The
button enables a search of the nominal ledger cost centre and expense codes.
Tip: The default value is 0000 9530.
Internal acc. types: A code may be entered here for account types that are considered as internal and require an internal invoice number sequence. Up to 6 codes may be entered. As the code length is a single digit no commas need be used to separate each code.
Tip: The default value is I.
Allow no drivers: A checkbox which, if unticked, denotes that agreements which use CDW (Our Insurance) must have a driver attached. If ticked, agreements which use CDW (Our Insurance) do not necessarily have to have a driver attached. Agreements using Company Insurance are unaffected by this flag.
Tip: The default value is Unticked.
Default cost rate: Defines from where the system derives the default daily cost for the vehicle for an agreement which can then be used when creating utilisation reports. The values are 1 - 6 or F). 1 - 6 come from the group extensions file that may be set up within Miscellaneous Options; F is derived from the Rental Details Tab of the CRM Record (MK.drveh file) i.e. the Factored Cost field. Whether the factored cost is a daily, weekly, or monthly value is determined by the Vehicle Factor Type field within the General 2 Tab of System Parameters.
Tip: The default value is F.
Print Payment Receipts: A checkbox which, if ticked, denotes that cash receipts can be printed if the Auto-numbering field is correctly set in the Payment Methods table and a Receipt format is set within the General Tab of System Parameters.
Tip: The default value is Unticked.
Archive agreements: A checkbox which, if ticked, denotes that agreements (at a Returned or Closed status) are to be archived to a separate area of the system after a given length of time (defined below).
Tip: The default value is Ticked.
Days before archiving: Denotes the number of days before archiving.
Tip: The number of days entered here determines the days displayed in the Cut-off date in the Delete Closed Agreements process.
Tip: The default value is 720.
Day to keep archive: Denotes the number of days to keep the archived agreements.
Tip: The default value is 9999.
Postings by location: If more than one location in use then this allows postings according to the location table in system utilities. If ticked then the cost centre for all Nominal Ledger accounts is changed to be the cost centre for the location for that agreement/miscellaneous invoice/purchase transaction, etc. It uses the cost centre from the GB.locat file (as opposed to Vehicle Rental locations).
Tip: The default value is Blank.
CC Max Rental Days: The maximum number of days to be taken into account for a rental agreement for credit checking purposes. For example, if a truck is placed on hire for two years and this field is not restricted to a reasonable number of days then the Sales Ledger credit limit may easily be exceeded (particularly if the Sales Ledger customer has a number of trucks on hire.
Tip: The default value for this field is 56.
Inter Company CC: Not yet in use in Rev 8. A checkbox which, if ticked, denotes that the credit check performed against a particular Sales Ledger account takes into account in its calculation rental agreement balances across all vehicle Rental companies.
Tip: The default value for this field is Unticked.
No driving licences: A checkbox which, if ticked, denotes that drivers may be added to an agreement (and the agreement subsequently started) without them having to have associated driving licence details.
Tip: The default value for this field is Unticked.