The Lease Types set-up form is accessed via Fleet System Management / Miscellaneous Options / Lease Types.>
The concept of lease types is one that may vary slightly from one customer to another. However, the flags and controls which may be set for each individual lease type that is created are constant, even though the values set may vary.
The form is split into three areas. These are the Titlebar, the Lease Types 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 lease type select the Create Command Button.
To view or amend an existing lease type use the following procedure:
The cursor is located in the Lease Type field prompting selection of a lease type for the purposes of viewing/editing an existing record. A single-left-click of the ellipsis button to the right of this field displays an Lease Types List Box that enables selection from the current lease types on the system. If necessary, the scroll bar (to the right of the form where applicable) may be used to locate the required lease type. Following selection of the required lease type by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Lease Type form.
The Lease Type code is a two digit alphanumeric field e.g. CM.
There are three Tabs containing data necessary to the Lease Type; these are as follows:
Displays a number of details relating to the selected record, which are as follows:
Displays a free-format meaningful textual description for the selected Lease Type e.g. Contract Hire With Maintenance.
A checkbox which, it ticked, denotes that the vehicles is part of the leasing company's own fleet (e.g. company car) and as such rentals and invoices are not to be generated.
A checkbox which, if ticked, denotes the this record is a finance lease type. Subsequently, within Finance Funding, a finance lease type can be set up so that a decision may be made as to where the maintenance and finance elements of the lease are to be invoiced.
A checkbox which, if ticked, denotes that Fleet management is allowed on this Lease type.
If the Fleet Management checkbox is ticked then this ellipsis button is enabled to provide a lookup to the required FM Type code table.
A checkbox which, if ticked, denotes that VAT is capitalised within this lease type.
A checkbox which, if ticked, denotes that this Lease Type runs split income, between Capital and Interest.
The balance sheet cost centre.
A single-left-click of the ellipsis button to the right of this field displays a Cost Centre List Box that enables selection from the current cost centres on the system. If necessary, the scroll bar (to the right of the form) may be used to locate the required cost centre. Following selection of the required cost centre by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Lease Types form.
The profit_loss cost centre.
A single-left-click of the ellipsis button to the right of this field displays a Cost Centre List Box that enables selection from the current cost centres on the system. If necessary, the scroll bar (to the right of the form) may be used to locate the required cost centre. Following selection of the required cost centre by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Lease Types form.
This is the cost centre digit to be used if the cost centres are being built by the system. Built cost centres are made up with Fleet Areas, Fleet Types Lease Types and the Lease Definition.
There is a flag set within Environment/ System Parameters which denotes whether cost centres are built in this way, whether they are defined from the customer code or whether they come purely from the lease type.
This is the first of two schedules which can be defined. The schedule that is going to be used to post the vehicle discount e.g. MONTH - Monthly Drip.
A single-left-click of the ellipsis button to the right of this field displays a Schedule Definitions List Box that enables selection from the current schedules on the system. If necessary, the scroll bar (to the right of the form) may be used to locate the required schedule type. Following selection of the required schedule by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Lease Types form.
This is the second of two schedules which can be defined. The schedule that is going to be used to post profit e.g. MONTH - Monthly Drip.
A single-left-click of the ellipsis button to the right of this field displays a Schedule Definitions List Box that enables selection from the current schedules on the system. If necessary, the scroll bar (to the right of the form) may be used to locate the required schedule type. Following selection of the required schedule by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Lease Types form.
A checkbox which, if ticked, denotes that maintenance is automatically recharged on this lease type.
The ellipsis button search links to the default product code within FM (Fleet System Management)with its associated splits e.g. 3 - Contract Hire With Maint
The ellipsis button search links to the default product code within FQ(Fleet Quotations) e.g. CHWM - Contract Hire With Maintenance.
A Customer Specific field. A checkbox denoting a Pence Per Kilometre lease type.
A checkbox which, if ticked, denotes that RFL renewal is valid on this lease type.
If the lease is terminated two weeks early, for example, does the customer receive a partial credit or not.
A checkbox which, if ticked, allows specific lease types to be included/excluded from the annual excess and under charging process. This is a bespoke customer specific enhancement.
Some leasing companies need to be able to continue billing Fleet Management Fees for a determined period past the termination date of the agreement. This field, that allows, for example, the isolation of FM deals specifically, as there may well be customers that have both Fleet Management and Contract Hire agreements and the Contract Hire agreements would not be relevant) together with the Period to Extend Billing in the Address Groups Termination Tab (which determines the period applicable) are used in conjunction with each other to achieve this aim.
This process allows for the billing of Fleet Management Fees beyond the termination date for the period as specified within the Period to Extend Billing in the Address Groups Termination Tab field e.g. 6 denotes continue billing for an additional six periods. It does not affect the Termination date of the agreement.
Note: This is only relevant for Normal Terminations. The system writes out an extension line for the additional periods needed for Fleet Management Fees only (Source U). No other Profi lines are affected.
When Terminating an agreement via the Quotations & Extensions process, the termination process continues as normal until the Final process is taken (or, in the case of a Quick Termination, the Accept quotation is saved - this is deemed a Final procedure). At this point the system performs the following checks:
- If the Termination Type is Normal (FT.termi TYPE is N) the system looks at the Lease Type on the agreement and checks if the field FM.lease EXTBILLG is completed; if N (i.e. checkbox unticked) or blank, then the termination continues as normal.
- If Y (i.e. checkbox ticked) then the system look at the (FT.custo EXTBILLP) field and takes the period detailed in there to create extra profi lines once the Final process has been taken.
The system then prompts The agreement will continue billing for ??? Months (The ??? is the number entered in the field FT.custo EXTBILLP). An OK then finishes the process.
Having referenced the field FT.custo EXTBILLP and taken the period detailed in here the system creates extra profi lines for Regular Fleet Management Fees only (Source U) once the Final process is taken. The new profi lines use the same Source Code and NL expense codes as the existing lines.
A checkbox which, if ticked, denotes that an order number is mandatory when confirming costs within the maintenance approval forms.
When terminating an agreement this field is used to estimate pro-rata contract mileage. This process requires a new field held both here (FM.lease) and against the Terminations Tab (FT.custo) held in the address group.
Field options in here are either a Y, N or Use System Parameter.
Tip: Field options against the Termination Tab (FT.custo) are either a Y, N or L Use Leasetype.
If Yes then the system uses the current calculation method : (FM.agree.AGREEMILES / (FM.agree.ENDS - FM.agree.START) +1 ) x (Quoted end date - Start date)
If No then the system uses the current calculation method : (FM.agree.AGREEMILES / FM.agree.PERIOD ) x FT.termi.PERIOD.
If L then the system uses the calculation method determined by the Use System Parameter flag (see above).
A checkbox whhich, if ticked, denotes that the selected lease type is to be included in the FRV (Final Residual Value) Automatic Informal Extensions review. The associated Automatic Extension Type field (within the Invoice Control Tab determines the period of time for which the agreement is to be extended.
- Last Invoice Raised
The date the last rental invoice run was completed. This field cannot be edited.
Days to Next Invoice
The number of days which may expire before the next invoice run is completed by the system. If the number of days is set to zero then it means that monthly invoicing will take place. This field cannot be edited.
- Next Invoice Date
This is the date that the next invoice run for this fleet type takes place.
- Informally Extend
A checkbox which, if ticked, denotes that informal extensions are allowed for this lease type.
- Automatic Extension Type
An extension type code that determines the period by which a lease type is to be automatically extended. The current options are as follows:
CH Contract Hire. The code which determines the period for which contract hire lease types are to be extended when using the Automatic Informal Extensions option. This period is defined in the Contract Hire Extension Period parameter held in the Details Tab within Terminations / System Maintenance / System Parameters.
BB Buy Back. The code which determines the period for which buy back lease types are to be extended when using the Automatic Informal Extensions option. This period is defined in the Buy Back Extension Period parameter held in the Details Tab within Terminations / System Maintenance / System Parameters.
OA Other Agreement. The code which determines the period for which other agreement lease types are to be extended when using the Automatic Informal Extensions option. This period is defined in the Other Agreement Extension Period parameter held in the Details Tab within Terminations / System Maintenance / System Parameters.
This field works in conjunction with the Informally extend field. If the Informally extend checkbox is ticked then this field is enabled; if the Informally extend checkbox is not ticked then this field is disabled.
- Last Washout Run
The date the last washout run was completed. This field cannot be edited.
- Days to Next Washout
The number of days which may expire before the next washout run is completed by the system. If the number of days is set to zero then it means that monthly washouts will take place. This field cannot be edited.
- Next Washout Run
The date that the next washout run for this fleet type takes place. This field cannot be edited.
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 Lease Types form and returns to the Miscellaneous Options Menu .
Provides online access to a context sensitive Help form.
Enables the creation of an additional Lease Type . Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Lease Type code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing nearest match Lease Type code so that only required values need be edited.
Note:Users should not attempt to create a new lease type record without consultation with KCC.
Only KCC are allowed to create a new record numbered below 100.Type in a number and press return. (Alpha codes are not allowed). If a number above 100 is typed in the system only allows a description to be entered against the new record. The system defaults-in several values.
Provides the facility for editing the set-up options of the current Lease Type record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Lease Type record.
Do not delete any Lease Types unless advised to do so by KCC. The file is quite small, therefore retaining an old lease type on the system has little or no impact on disk space.
On first accessing the Lease Types 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 Lease 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 Lease Type record.