The Fine Types set-up form is accessed via Miscellaneous Options / Fine Types and is used to create, edit and delete fine type codes which are used by the fines and fixed penalty system (available when analysing invoices).
The form is split into three areas. These are the Titlebar, the Fine Codes Dialogue Box and the column of Command Buttons down the right-hand side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
To create a new fine code type select the Create Command Button.
To view or amend an existing fine code type use the following procedure:
The cursor is located in the Type Code field prompting selection of a fine code/description for the purposes of editing an existing record. A single-left-click of the ellipsis button to the right of this field displays a Fine Types search form that enables selection from the current available fine type codes. The cursor is located in the search field. Key part or all of the required fine code and select the Fine Code command button. Fine codes matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Fine Types form.
The fine code is numeric only and a range from 1 to 9999 is possible.
Displays a number of details relating to the selected fine type, which are as follows:
- Description
Displays a free-format meaningful textual description for the selected Fine Type e.g. Parking Fine
- Invoice Type
The type of invoice to be used for the fine recharge e.g. 101 (Fines Recharge).
Invoices types are created in System Management / Miscellaneous Options. A single-left-click of the ellipsis (...) box to the right of this field will display an Invoice Types List Box from which the appropriate invoice type is selected. A double-left-click selects and confirms the required invoice type (alternatively, single-left-click and select the OK command button).
- Administration Fee
The amount to be added to the fine as an administration cost.
- Admin Fee VAT Rate
The VAT code to be used for the Administration Fee e.g. S(tandard). A single-left-click of the ellipsis (...) box to the right of this field will display a VAT Types List Box from which the appropriate VAT type is selected. A double-left-click selects and confirms the required VAT type (alternatively, single-left-click and select the OK command button).
- Purchase Ledger Account
The Purchase Ledger account code to be used to pay the fine e.g. b0001 (Bank Account -Non P/L Cash Payments).
A single-left-click of the ellipsis button to the right of this field displays a PL Account Code search form that enables selection from the current available purchase ledger accounts. The cursor is located in the search field. Key part or all of the required account code and select the Account Code command button. Account codes matching the entered criteria are displayed. Having selected the required account code, by highlighting with the mouse, use the OK command button to confirm this selection and return to the Fine Types form.
- Purchase DR Expense
The Nominal Ledger code to be used for the Purchase Ledger debit e.g. 9330 (*Prepayments)
A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes. The cursor is located in the search field. Key part or all of the required expense shortname and select the Shortname command button. Expense codes matching the entered criteria are displayed and the OK command button is used to confirm this selection and return to the Fine Types form.
- Purchase CR Expense
The Nominal Ledger code to be used for the Purchase Ledger credit e.g. 9500(Purchase Ledger Control)
A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above).
- Sales DR Expense
The Nominal Ledger debit code to be used for the Sales Ledger recharge entry e.g. 9300(Sales Ledger Control Account)
A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above).
- Sales CR Expense
The Nominal Ledger code to be used for the Sales Ledger credit entry e.g. 9330(*Prepayments)
A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above).
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the Fine Types form and returns to the Miscellaneous Options Menu.
Provides online access to a context sensitive Help form.
Enables the creation of an additional Fine Type. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Fine Type code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Fine Type code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Fine Type record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Fine Type code record.
On first accessing the Fine Typeform this command button is greyed-out. Following selection of the Amend button the Confirm option then becomes available to enable any edits to be confirmed.
On first accessing the Fine Types form this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK"
Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current Fine Types code record.