To access the Supplier/Misc. 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 Supplier/Misc. Tab.
The System parameters (Supplier/Misc. Tab) form is displayed when the System parameters option is selected from the System Maintenance menu and the Supplier/Misc. Tab is selected.
The following fields are contained within this form.
Cost of Sale NL account: When the customer is invoiced the system makes its standard Sales Ledger postings but it also makes an accrual posting to the Cost accrual NL account (of the values in the Supplier Prices Tab) in anticipation of the expected supplier costs invoice that is to follow. The accrual posting remains until the Process Supplier Invoice function is used at which time the accrual posting is reversed out and finally placed in this NL Account.
Tip: The default value is 0040 5030.
Cost accrual NL account: For a broker agreement. When the customer is invoiced the system makes its standard Sales Ledger postings but it also makes an accrual posting to this account (of the values in the Supplier Prices Tab) in anticipation of the expected supplier invoice that is to follow. The accrual posting remains until the Process Supplier Invoice function is used at which time the accrual posting is reversed out of this account and finally placed in the Cost of Sale NL Account.
Tip: The default value is 0000 9070.
Off Hire Used: A customer bespoke requirement. This introduces a new agreement status of H to denote Off-Hire. This falls between the On-Hire status and Returned status. A vehicle that has a status of On-Hire may be taken to a status of H by selecting the Off Hire option within the Agreement form.
Tip: The default value is Ticked.
External Hire Used: A checkbox which, if ticked, enables the utilisation of the external hire/broker rental routines. This effectively enables selection of a supplier (rather than a registration number) at the vehicle allocation stage; the selection of a supplier is the basis of the external hire functionality.
Tip: The default value is Unticked.
Off Hire Brokerages: A checkbox which, if ticked, enables the utilisation of the external broker off-hire process. This has a number of implications: firstly, the status of the agreement remains as it was (it is not updated to H to denote off-hired as with standard functionality; secondly, if the Estimated flag is unticked whilst taking a booking then the system pops-up the Off-hire form for generating an APU (Automatic Pick-up) off-hire; finally, only one off-hire/on-hire toggle selection is allowed per session so the agreement must be saved and re-accessed before the agreement can be re-off-hired (if an error has been made for example).
Tip: The default value is Ticked.
Add supplier charge on-fly priority: The permission level required to add a supplier charge on-the-fly to the Supplier Prices Tab.
Tip: The default value is 5.
Maximum variance %: When the Process Supplier Invoice function is used to post a supplier invoice the system does allows a variance from the expected value.The system allows a variance of whatever is the least in monetary value between the Maximum variance % and the Maximum variance value fields. This variance is then posted to the Variance NL account.
Tip: The default value is Blank.
Maximum variance value: When the Process Supplier Invoice function is used to post a supplier invoice the system does allows a variance from the expected value.The system allows a variance of whatever is the least in monetary value between the Maximum variance % and the Maximum variance value fields. This variance is then posted to the Variance NL account.
Tip: The variance checks look at the Maximum variance % and Maximum variance value parameter. It takes the smallest of the two in order to check the variance. If the Maximum variance value parameter is ZERO the system only accepts a ZERO acceptance tolerance. This field is typically set to 99 if a Maximum variance % is specified.
Variance NL account: The NL account to which any variance (determined in the above fields) is posted.
Tip: The default value is 0040 7880.
Audit:
Audit changes: A tick denotes that the system is to audit various events within the Vehicle Rental module. The Audit Log function is accessed from the Utilities Menu from within the main Agreement form.
Tip: The default value is Ticked.
Include System Changes: A tick denotes that as well as manual edits to records, that fields subsequently changed by the system (as a result of the manual edit) are to be audited also.
Tip: The default value is Ticked.
Audit Events: A tick denotes that the system is to audit various events (e.g. change of status such as Allocation) within the Vehicle Rental module as well as auditing of field changes.
Tip: The default value is Ticked.
Audit Flagged Fields Only: If only certain fields need to be audited (to save memory) this field may be switched on and user-definable fields set at dictionary level to $FLAUDIT=TRUE. Only changes to fields set as TRUE are then recorded. If this flag is then switched off fields are audited as per normal.
Note: The system only audits fields set up in data dictionary. e.g. Long Name - Vehicle Group; User Definable = $FLAUDIT=True
Tip: The default value is Unticked.
Audit Text Pop-up: In addition to standard auditing, a number of predetermined fields may require more detailed auditing i.e. whenever these fields are edited a reason must be entered for the change. These fields are as follows:
- Driver Name
- Change insurance to CDW (Supplier insurance) or COI (Customer own ins)
- Group
- Start/End date
- Start/End time
- Delivery fields
- Collection fields
Tip: The default value is Unticked.
Tip:When this form is displayed within the agreement, the TAB key should be used to enable the save icon.
Booking Transfer:
Booking transfer allowed: A checkbox which, if ticked, denotes that the facility for transferring a booking from one Vehicle Rental location to another via the Transfer Booking form is available.
Tip: The default value is Ticked.
Booking transfer priority: The priority required to use the Transfer Booking option.
Tip: The default value is 8.
Reports:
In many parts of the system a reports option is now available within the menu bar and tool bars that enables access to a Quick Reports facility. This displays a list of user-defined reports applicable to the current process. Within the Daily Rental module, once written within RepGen reports may be selected for inclusion within this menu list via the fields below.
User Defined Report 1: The Repgen report code for the first report to be displayed in the Reports menu.
Tip: The default value is K02.
User Defined Report 2: The Repgen report code for the second report to be displayed in the Reports menu.
Tip: The default value is K03.
User Defined Report 3: The Repgen report code for the third report to be displayed in the Reports menu.
Tip: The default value is K05.
User Defined Report 4: The Repgen report code for the fourth report to be displayed in the Reports menu.
Tip: The default value is K54.
User Defined Report 5: The Repgen report code for the fifth report to be displayed in the Reports menu.
Tip: The default value is K50.
Long term report: This report is not displayed in the quick report drop down from the menu. This is the key report used within the Long term invoicing process; this report displays the values for all invoices that are to be generated within the invoice run and it is essential that this report is run prior to invoices being posted.
Tip: The default value is KLT.
Additional Priorities:
Edit non-bill table: There is a Non-billing table function within Miscellaneous Options that allows a calendar table to be created for the year and define the days that are considered to be non-billing or bank holidays. When these days fall within the invoicing period a negative STND charge is created for each non-billing day. This is the priority required to edit the non-billing charge created within the Prices Tab.
Tip: The default value is 8.
Edit mid-period rates: There is a parameter that enables a Next Prices Tab to be created within the agreement. This tab is used for changing the tariff rate value midway though the hire period. This is the priority required to create/edit the new mid-period tariff rate.
Tip: The default value is 5.
Vehicle movement options:
Keep ownership: When a Vehicle movement is Finished then, using standard functionality, at this stage the Currently at location field in the Rental Details Tab of the CRM Vehicle Rental record (MK.drveh) is updated to the location that is receiving the vehicle. Therefore, for revenue purposes the vehicle is now owned by the receiving location. However, when this checkbox is ticked the original owning location retains ownership of the vehicle for revenue purposes.
Tip: The default value is Unticked.
Change ownership priority: If the Keep Ownership checkbox is ticked then the permission level set within this field is required to force the change of location ownership when a Vehicle movement is Finished.
Tip: The default value is 8.
Override Max Rental priority: The priority to override the Maximum hire period(days) and Minimum hire period(days) fields in the General 2 Tab of System Parameters. These are fields which enable the longest and shortest hire periods (in days) to be defined.