To access the Purch./Misc.Inv. 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 Purch./Misc.Inv. Tab.
The System parameters (Purch./Misc.Inv. Tab) form is displayed when the System parameters option is selected from the System Maintenance menu and the Purch./Misc.Inv. Tab is selected.
The following fields are contained within this form.
Purchasing settings:
NL GIS account: When using the Vehicle Rental Purchasing option when the purchase order is Finished the system makes a GIS posting to this account for the amounts.
Tip: The default value is 0000 9579.
P.O. VAT Tolerance: There may be a discrepancy between the Purchase order produced by the rental company and the invoice sent by the supplier due to VAT rounding. This field allows a certain tolerance when matching the invoice to the purchase order.
Tip: The default value is 0.05.
Days before closing: The number of days before a matched Purchase order is set to a status of Closed. Once Closed the Days to keep orders flag within the General 3 Tab of System Parameters determines how long he orders are to be kept live before they are archived. The Delete old purchase orders menu option within Miscellaneous Options then uses the Days to keep orders value to validate which orders are to be archived.
Tip: The default value is 999.
Link to Invoice Reg: When matching an invoice, received from a supplier, to the original purchase order created by the rental company, the system requires input of the invoice number. If this checkbox is ticked then the system only allows the selection from a list of invoices which have already been processed via the invoice register within the Purchase Ledger.
Tip: The default value is Unticked.
Purchasing pty values (1 - 5): A series of five priority occurrences. For each occurrence a purchasing limit value should be entered in the first field; and in the second field, the priority required for a user to generate invoices up to that limit.
Advance invoice date: A priority to stop the posting of a supplier's invoice with a date in the future; this was introduced to prevent input of the wrong date in e.g. 9999 rather than 1999.
Tip: The default value is 5.
Access all locations: This parameter allows the selection of a different location to your own when creating a purchase order; however, the alternative location must be within your own Admin location. If the priority is lower than required then you can only choose your own location when inputting a purchase order.
Tip: The default value is 5.
Access all companies: Similar to Access all locations but allows the selection of any location even if the Admin location is not the same as that of the user logged in. This is used for those personnel based at headquarters, etc.
Tip: The default value is 5.
Override VAT tolerance: The priority required to override the PO VAT Tolerance parameter.
Tip: The default value is 5.
Purchasing priorities:
Pty to create PO: The priority required to create a new purchase order.
Tip: The default value is 5.
Pty to edit PO: The priority required to edit an existing purchase order.
Tip: The default value is 5.
Pty to print PO: The priority required to print a purchase order.
Tip: The default value is 5.
Pty to finish PO: The priority required to finish a purchase order.
Tip: The default value is 5.
Pty to match PO: The priority required to match a purchase order.
Tip: The default value is 5.
Pty to copy PO: The priority required to copy a purchase order.
Tip: The default value is 5.
Pty to cancel PO: The priority required to cancel a purchase order.
Tip: The default value is 5.
Pty to unfinish PO: The priority required to unfinish a purchase order.
Tip: The default value is 5.
Misc. invoices/credits:
Fields are displayed for defining the highest value invoice and highest value credit that may be created for users with a given priority level.
Priority values (1 - 5): A series of five priority occurrences to denote the priority required to generate invoices/credits up to that limit. For each occurrence an invoice limit value should be entered in the second field; and in the third field, a maximum credit value should be entered.
Max Invoice Value (1 - 5): For each priority occurrence a maximum invoice limit value should be entered in this corresponding field.
Max Credit Value (1 - 5): For each priority occurrence a maximum credit limit value should be entered in this corresponding field.
Link to Fleet System: A checkbox which, if ticked, denotes that any Miscellaneous Invoices created are posted to the Fleet System if the rental vehicle has an associated hire agreement within Kestrel. The record is held in the Maintenance History Tab within Maintenance Control.
Tip: The default value is Unticked.
Maintenance Analysis Code: If the Link to Fleet System checkbox is ticked then the maintenance history record created within Fleet has the maintenance analysis code defined within this field.
Tip: The default value is u.
Priority to print a misc. estimate: Standard functionality allows users of miscellaneous invoicing within DR to save an invoice before it is finally created and printed; this is saved as an estimate which can then be recalled and edited before being finally printed as an invoice. Some rental companies do not require this option to be available and, as such, this priority enables this function to be prioritised. If the priority is set to a high level then if the user's priority in DR is less than this new priority the save button is not enabled during creating a miscellaneous invoice. This forces users to either abort their entry or print the invoice/credit note.
In addition, if the print option is selected and the user is below the new priority then they are not able to select print/estimate and are only be able to select print/invoice. Currently credit notes cannot be saved so this facility is not required for them.
Tip: The default value is 1.