The Control Defaults General Tab set-up form is accessed via the Kerridge Utilities / Control Defaults menus options within the Contract Administration module.
The General Tab is used to define (at set-up) a number of checkboxes, codes and unique sequential reference numbers related to the generation of items within the Contract Administration module.
The base date used by the system when calculating either a single projection or all projections. These options are found within the Summary Options menu option.
A checkbox that, when selected, denotes that Quotations may go through a third party, enabling payment of broker commission.
A checkbox which denotes whether negative profit is allowed on a broker payment. For example, if a broker commission of £300 takes the profit on an agreement into a negative value a tick here denotes that this is allowed whereas a blank checkbox denotes that such an agreement cannot be written.
A checkbox that, when selected, denotes that all Purchase Ledger invoices passed through from Fleet are automatically put on STOP. This prevents the system from authorising them for payment within the Purchase Ledger until they are released.
The number of days in advance of the next posting date (see Next Invoice Date held against the Lease Type). The system is not permitted to raise regular rentals more days in advance of this value.
The number of days to retain posted records within the Ipend file.
The number of days prior to expiry. Used by the system to calculate the renewal due date.
The number of days prior to expiry. Used by the system to calculate the renewal due date.
The number of days prior to expiry. Used by the system to calculate the renewal due date.
The Journal Account within the Sales Ledger used to process Budget postings through to the Nominal Ledger.
Enter the SL Account Code directly or select the ellipsis (...) button immediately to the right of this field to initiate an SL Account codes search. 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 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 General Tab.
A checkbox which, when selected, denotes that credit notes are to be separate from invoices.
A checkbox which, when selected, denotes that daily budget rates are calculated to three decimal places.
A code which denotes which field is to be used as the suffix value posted to the Nominal Ledger. There are three valid entries:
- R Registration
- A Agreement Number
- V Vehicle Magic
Tip: This suffix value may then be used as one of the selection criteria elements in the Posting Buffer i.e. Suffix field.
A checkbox which, when selected, denotes that Sales Ledger invoices are to be split by suffix.
A checkbox which, when selected, denotes that the system is to generate a backup file copy during accounts posting routines.
From which of the available Vat Assumptions can 100% be reclaimed. This is typically F (Finance) but the system enables for this value to be edit (for possible future rule changes).
The VAT Assumption Code may be entered directly or select the ellipsis (...) button immediately to the right of this field to initiate a VAT Methods search. The cursor is located in the search field. Key part or all of the required code and select the Method command button. 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 General Tab. If the code is not known, selection of the Method command button displays all available codes.
Enables for selection of the account code to be used for rental account allocation during the periodic procedure and during initial invoice production. This field (FC.ctrls.INVACCHO$) holds an alpha value, verified to be either A or C. 'A' signifies agreement and 'C' signifies customer.
In addition to this field there has been a change to the ipend population routine. As standard, the system allocates the invoice account based on the following criteria: if the field (Customer) fc_custo$.fc_cu_hireacc$ is empty then the system uses the FM_agree$.fm_ag_account$ value from the agreement; otherwise it uses the account from the customer file (fc_custo$.fc_cu_hireacc$). The function that does this (held within the alternate_invoice_account() sub-routine has been amended to ensure that this is only done if the new FC.ctrls.INVACCHO$ field is set to a value of C or an empty space. If the field FC.ctrls.INVACCHO$ has a value of A then the agreement (and only the agreement) is used for the destination SL account code for the rental.
The Invoice Account Source Code may be entered directly or the drop-down-arrow button immediately to the right of this field may be selected to display and select the following currently available options:
Code Description A Agreement C Customer
A checkbox which, if selected, controls the creation of secondary contracts to ensure that the start date of the secondary contract must match the end date of the primary contract (i.e. the system automatically defaults a start date of the Primary End Date +1). The system does not enables the Start Date within the Start Contract process to be less or greater than the Primary End Date + 1.
In addition, this flag ensures that the vehicle record must be immediately updated to show the secondary contract number (as opposed to the primary contract number) as the current linked agreement number. If this checkbox is not selected then the system uses the Primary number until the Primary contract end date has been reached and then the Secondary number is used.
This field is used to call the next unique sequential invoice number at the time of batching sales invoices. The Contract Administration module has been modified to use Centralised Document Numbering and as such keep in line with modern accounting practices. Fleet has adopted the Autoline approach to document numbering for 8.3. The documents are numbered from a new table in the Nominal Ledger NL.docnm. Each module's posting programs now call global routines that allocate the next number in the sequence and log this in a history file NL.doclg. Each of the following modules/files (00.FC.ctrls.sq, 00.FA.ctrls.sq, 00.FT.ctrls.sq and 00.FO.ctrls.sq) has a new field JOURTYPE (C2 Occurs 5) added. In addition 00.FC.ipend.sq has the same field added and also SEQTYPE (C8) so that this information can be added to the Nominal Ledger invoice buffer NL.invbf in the posting process. SEQTYPE is not currently used.
The FY/STD62 program contains the fm_update_controls routine which previously allocated the next invoice number from the system controls for each module. It is called usually, but not always, from the Daily Procedure option which validates FC.ipend and allocates invoice numbers. In turn fm_update_controls calls the fm_get_controls_field which has also been modified. A new routine fm_GetCentralDocumentNumber is now called instead of the old fm_get_controls_number (but only if the fm_process$ is an invoice type). The NL routines are called and the next invoice number returned as before All the above module/programs are modified to show the Journal Type instead of the Next invoice number as before. The invoice number field remains on the dictionary so a to provide a reference for conversions/upgrades, etc. All these programs that call the fm_update_controls routine have therefore been amended as this now needs the invoice date to be passed as well. The Journal type is also written to the FC.ipend for later transfer to the NL.invbf when Post to Accounts is run.
The next unique sequential invoice number that is allocated by the system at the time of batching finance invoices. The Contract Administration module has been modified to use Centralised Document Numbering and as such keep in line with modern accounting practices. Fleet has adopted the Autoline approach to document numbering for 8.3. The documents are numbered from a new table in the Nominal Ledger NL.docnm. Each module's posting programs now call global routines that allocate the next number in the sequence and log this in a history file NL.doclg. Each of the following modules/files (00.FC.ctrls.sq, 00.FA.ctrls.sq, 00.FT.ctrls.sq and 00.FO.ctrls.sq) has a new field JOURTYPE (C2 Occurs 5) added. In addition 00.FC.ipend.sq has the same field added and also SEQTYPE (C8) so that this information can be added to the Nominal Ledger invoice buffer NL.invbf in the posting process. SEQTYPE is not currently used.
The FY/STD62 program contains the fm_update_controls routine which previously allocated the next invoice number from the system controls for each module. It is called usually, but not always, from the Daily Procedure option which validates FC.ipend and allocates invoice numbers. In turn fm_update_controls calls the fm_get_controls_field which has also been modified. A new routine fm_GetCentralDocumentNumber is now called instead of the old fm_get_controls_number (but only if the fm_process$ is an invoice type). The NL routines are called and the next invoice number returned as before All the above module/programs are modified to show the Journal Type instead of the Next invoice number as before. The invoice number field remains on the dictionary so a to provide a reference for conversions/upgrades, etc. All these programs that call the fm_update_controls routine have therefore been amended as this now needs the invoice date to be passed as well. The Journal type is also written to the FC.ipend for later transfer to the NL.invbf when Post to Accounts is run.
The next unique sequential number that is allocated by the system at the time of updating Ipend with any invoices. This is a sub-key sequence number. Ipend is the file that holds all transactions awaiting posting to the Accounts modules. The various items are validated within the Ipend file prior to posting, and may also be consolidated down before transfer into the invoice buffer, for onward transmission into the Sales, Purchase and Nominal Ledgers. This figure should never be altered without advice from an Autoline consultant.
The next unique sequential invoice number that is allocated by the system at the time of batching broker invoices. The Contract Administration module has been modified to use Centralised Document Numbering and as such keep in line with modern accounting practices. Fleet has adopted the Autoline approach to document numbering for 8.3. The documents are numbered from a new table in the Nominal Ledger NL.docnm. Each module's posting programs now call global routines that allocate the next number in the sequence and log this in a history file NL.doclg. Each of the following modules/files (00.FC.ctrls.sq, 00.FA.ctrls.sq, 00.FT.ctrls.sq and 00.FO.ctrls.sq) has a new field JOURTYPE (C2 Occurs 5) added. In addition 00.FC.ipend.sq has the same field added and also SEQTYPE (C8) so that this information can be added to the Nominal Ledger invoice buffer NL.invbf in the posting process. SEQTYPE is not currently used.
The FY/STD62 program contains the fm_update_controls routine which previously allocated the next invoice number from the system controls for each module. It is called usually, but not always, from the Daily Procedure option which validates FC.ipend and allocates invoice numbers. In turn fm_update_controls calls the fm_get_controls_field which has also been modified. A new routine fm_GetCentralDocumentNumber is now called instead of the old fm_get_controls_number (but only if the fm_process$ is an invoice type). The NL routines are called and the next invoice number returned as before All the above module/programs are modified to show the Journal Type instead of the Next invoice number as before. The invoice number field remains on the dictionary so a to provide a reference for conversions/upgrades, etc. All these programs that call the fm_update_controls routine have therefore been amended as this now needs the invoice date to be passed as well. The Journal type is also written to the FC.ipend for later transfer to the NL.invbf when Post to Accounts is run.
The next unique sequential number that is allocated by the system at the time of reconciling postings previously made for items posted through to the document archive. This figure should never be reduced from the one shown. If alteration is required the value is to be increased to avoid creating duplicate keys within the system. This figure should never be altered without advice from an Autoline consultant.
The next unique sequential number that is allocated by the system at the time of posting values to the posting history file. This figure should never be reduced from the one shown. If alteration is required the value is to be increased to avoid creating duplicate keys within the system. This figure should never be altered without advice from an Autoline consultant.
The next unique sequential credit note number that is allocated by the system at the time of batching sales invoices. This figure should never be reduced from the one shown. If alteration is required the value is to be increased to avoid creating duplicate keys within the system.
A checkbox which, if selected, denotes that the creation of Vehicle Rental vehicles is allowed. If this checkbox is not selected, then within the Start Contract option the system does not allow the allocation of Hire Groups, etc.
When posting to Accounts one of the following dates may be used against the item:
- I The Invoice date
- T Today's date
The default value is I.
The balloon value on the profile (paid to the finance house) is to be paid at one of the following times:
- B At the beginning of the final period.
- E At the end of the final period.
This choice has an effect on the APR value for the agreement.
- Edit Renewal Account
- Allow Spread Excess Credits