The Invoice Types set-up form is accessed via Fleet System Management > Miscellaneous Options > Invoice Types, and is used to maintain the various different invoice types used by the system.
Warning: Although there are buttons that enable the creation and deletion of the various invoice types, these must never be created or deleted without approval from an Autoline consultant. Deletion of existing invoice types causes invoicing options to fail. Even if advice is given to create a new invoice type, it is required that invoice types must be numbered higher than 100. All invoice types below that number are reserved strictly for ADP use.
Invoice type: Invoice type number, for example 4.
Tabs:
This tab displays a number of details relating to the selected record.
Description: Free-format description for the selected Invoice Type.
Ledger Item: Code that denotes to what area the Invoice Type is applicable. One of the following:
- S: Sales Ledger
- B: Budget
- P: Purchase Ledger
Note: This field defaults to a value of S for user created invoice types numbered over 100.
Batching Code: Batching code letter, selectable with the ellipsis button, used to denote the appropriate invoice batch to be used when the batches are constructed by the system. One of the following:
- B: Broker Payments
- D: Disposal Costs
- F: Finance Repayments
- I: Insurance Renewals
- L: RFL Renewals
- M: Maintenance Invoices
- P: Purchase Invoices
- S: Sales Invoices
- b: Motor Club Renewals
- f: Fixed Penalty Notices
Note: This field defaults to a value of S for user created invoice types numbered over 100.
Make-up source Code: Make-up source letter, for example, E (Rental - Initial), selectable with the ellipsis button. It is left blank if the item is not a Make-up item.
Washout Posting: A check box which, if selected, denotes whether this item becomes part of the termination washout posting routine.
The following three fields are used in conjunction with the Payment Types table and Contract Admin 1 Tab in Address Group Management to allow the credit department to identify the invoice type from the sales ledger transaction form, to set the due date of invoices at an invoice type level and to select different invoice types for direct debit collections on specific dates for each customer rather than selecting all invoices for that customer and deleting those which should not be taken.
The final processing from these fields populates part of the customer reference field on the sales ledger account with the invoice type number allowing easy identification.
It also populates part of the same reference field with a payment type and date, for example, DD21, DD30, CH??, and so on, initially defined in the Payment Types table and then held in the Contract Admin 1 Tab at Address Group level. This can be used to select individual documents for direct debit payment from a customer's account on specific days of the month. For example, an initial rental invoice to be taken by direct debit on the 21st of the month would have a reference which started 001DD21.
The payment type code (within the Address Group Contract Admin 1 Tab has been extended to four characters to accommodate this.
Finally the solution populates the due date of the invoice from information set at the invoice type level allowing different due dates for specific invoices.
Fleet Transaction Indicator: User-defined code. It is the Sales Invoice NL customer reference indicator, which aids the credit department in identification of the invoice type from the sales ledger transaction form.
Note: At the point of posting from ipend into accounts the NL.invbf reference field gets written out. The system reads the invoice type from the ipend entry and populates the first 3 characters of the NL.invbf.REFERENC field with this invoice type number. This must be converted from numeric to alpha with leading zeros as required.
Use Credit Terms Override?: Check box which, when selected, enables specification of the due date Credit Terms for the selected invoice type taken from the NL Terms of Business grid (accessed via Nominal Ledger > Miscellaneous Options > Terms of Business). For example, 30 (30 days net).
Credit Terms: If the Use Credit Terms Override? check box is selected, you can use the ellipsis button to choose from the items in the NL Terms of Business grid (accessed via Nominal Ledger > Miscellaneous Options > Terms of Business). For example, 30 (30 days net). This enables specification of the invoice due date.
Currently the due date of a sales ledger document is calculated from the credit terms on the sales ledger header (SL.accts.CRDTERMS) when the daybooks are printed. For sales ledger invoice types (FM.invtype.LEDGER = S) selecting this check box enables the specification of payment terms for the selected invoice type. The payment terms available are held in a table in NL.terms. One of the codes in the table is applied to each invoice type that requires a due date to be derived differently from the standard held on the SL.accts.CRDTERMS.
When posting records to NL.invbf, if the FM.invtype.LEDGER = S and FM.invtype.USETERMS is selected, the NL.terms record that corresponds to the FM.invtype.CRDTERMS entry for that invoice type is used.
Exclude from CPC export: If this check box is ticked, the selected invoice type is removed from the CPC export.
Maintenance Recharge?: A check box which, when ticked, flags invoice type as Maintenance recharge. Removes all previous hard-coded invoice types that are greater than 99.
Batching Method: Batching method code, nearly always set to A for automatic. Users are not allowed access to these codes.
Reconcile Method: One of the following:
F: Full (sends full details out to the NL for example, if there are fifty vehicles then fifty transactions go to accounts).
T: Totals Only (sends a total for the fifty vehicles only).
I: Ignore (the system writes values to Ipend but not to the NL and so on).
One Inv. Per Vehicle in FC.ipend: May override the value in a Sales Batch for this Invoice Type. The batch may be set for consolidated invoicing but this field can override it and generate an invoice for each vehicle.
Washout Side Ignored: Either D (Debit) or C (Credit), depending upon which leg of the posting is to be ignored. A setting of D stops the system from making a posting of the relevant Debit postings for that invoice type. D denotes that the debit side is ignored by the system and C denotes that the credit side is ignored by the system.
Buttons:
Exit: Returns you to the Miscellaneous Options Menu.
Help: Displays this help topic in your default browser.
Create: Enables the creation of an additional Invoice Type. This is done in one of two ways, depending on which option button is selected:
Blank: Used if a new Invoice Type code is to be set up without utilising existing criteria.
Copy: Copies the values within an existing nearest match Invoice Type code so that only required values need be edited.
Warning: You should not attempt to create a new invoice type record without consultation with ADP. Only ADP consultants are enabled to create a new record numbered below 100. If a number above 100 is entered here, the system enables only a description to be entered against the new record, and supplies several default values.
Amend: Enables you to edit the set-up options of the current Invoice Type record. No edits can be made to a record until the Amend button has been clicked.
Delete: Deletes the currently selected Invoice Type record.Warning: Invoice Types must never be deleted.
Confirm: When you first display the Invoice Types form this button is unavailable. When the Amend button has been clicked the Confirm option becomes available to enable any edits to be confirmed.
Cancel: When you first display the Invoice Types form this button is unavailable. When the Amend button has been clicked the Cancel option becomes available to enable any edits to be cancelled.
Ad-hoc: Displays a form that provides an Ad-hoc Report Generator for the creation of quick query reports.
Setup: Displays a form that provides an itemised display of all the selection criteria for the current Invoice Type record.
Message box:
Displays messages relating to the status of the current record, for example Record Secured OK.