The Cost Centres set-up form is accessed via Fleet System Management / Posting Management / Cost Centres and is used to create, edit and delete cost centre records which allow invoices to be raised on a monthly basis in customer cost centre order.
The form is split into three areas. These are the Titlebar , the Cost Centres 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 cost centre record type select the Create Command Button.
To view or amend an existing cost centre record use the following procedure:
The cursor is located in the Cost Centre Code field prompting selection of a cost centre 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 Cost Centres search form that enables selection from the current available cost centre codes. Select the required code by highlighting with the mouse. The OK command button is used to confirm this selection and return to the Cost Centres Details form. If there are more cost centres than can fit on the form then the cursor is located in the search field. Key part or all of the required cost centre code and select the Cost Centre command button. Cost Centre codes matching the entered criteria are displayed and following selection with the mouse the OK command button is used to confirm this selection and return to the Cost Centres Details form.
The cost centre is a ten character alphanumeric field.
Contains a number of details relating to the selected cost centre , which are as follows:
- Description
A thirty character alphanumeric free-format meaningful textual description for the selected cost centre .
- Address Group
The customer to whom the cost centre is attached.
Enter the Address Group (e.g. 8POLARFO ) directly or select the ellipsis (...) button immediately to the right of this field to initiate an Address Group search . The cursor is located in the search field. Key part or all of the required address group code and select the Address Group command button. Address Groups 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 Cost Centre form.
- Posting Basis
The Cost Centre Type .
Enter the Cost Type (e.g. D07 ) directly or select the ellipsis (...) button immediately to the right of this field to initiate an Cost Type search . The cursor is located in the search field. Key part or all of the required cost type code and select the Cost Type command button. Cost Types 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 Cost Centre form.
- 445 Start Date
If the calculation is to be based on thirteen periods, then this field is used to provide the base date from which the calculations are to be effective.
- Next Invoice Date
Date of the next invoice due to be raised for this cost centre.
- Last Invoice Date
This date field cannot be edited. It is automatically maintained by the system following the production of an invoice using this cost centre record.
- Invoice
A checkbox, which if ticked denotes that invoices are required to be calculated using this cost centre.
- Sub-divide by Batch
A checkbox, which if ticked denotes that invoices are to be split in the normal batching method. This decides which items (e.g. initials, periodic rentals, recharges, etc) appear on the same invoice.
- Stationery Format
If the Sub-divide by Batch field checkbox is not selected, the system needs to be informed of the appropriate invoice format to use when printing.
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 Cost Centre Details form and returns to the Posting Management Menu .
Provides online access to a context sensitive Help form.
Enables the creation of an additional Cost Centre Details record. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Cost Centre code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Cost Centre code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Cost Centre record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Cost Centre code record. Note : Ensure that there are no agreements linked to the cost centre before deletion takes place.
On first accessing the Cost Centre Details form 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 Cost Centre Details 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 Cost Centre code record.