The Lease Definitions set-up form is accessed via Fleet System Management / Miscellaneous Options / Posting Controls / Lease Definitions .
Although some of its functionality is now superceded by functionality with the Fleet Quotations module the Lease Definition remains an extremely important record within the Fleet System Management module as itdetermines the nominal ledger debit and credit posting codes for these elements included within the contract and also holds the payment patterns for invoicing and budget drips.
Lease Definitions control what is included within a contract; how these items are invoiced to the customer and posted into the accounts system; and by what payment pattern rentals and budgets are posted.
A Lease Definition is constructed of a Lease Type , Definition , Default Lease Definition and Schedule Definition . The combination of these records combines to form the whole Lease Definition record.
Created within Fleet System Management / Miscellaneous Options / Lease Types . Lease Types control such things as: the type of lease, VAT capitalisation, income splits, Balance Sheet and Profit & Loss cost centres, and the posting schedules for discount and profit.
The full contents of the Lease Definition record is detailed below. In brief, this record controls what elements are included within a contract such as maintenance, motor club, RFL, etc. As well as determining what is to be included in the contract this record sets the nominal ledger debit and credit posting codes for these elements. Finally, this record also holds the payment patterns for invoicing and budget drips that are used when the contract becomes live.
Created within Fleet System Management / Miscellaneous Options / Posting Controls / Default Lease Definitions . Prior to a Lease Definition being created the Default Lease Definition must exist.
Created within Fleet System Management / Miscellaneous Options / Posting Controls / Schedule Definitions this record defines the payment pattern for the customer for the rentals in addition to the pattern in which budget postings are taken through to accounts.
All of this information pulled together in the Lease Definition record provides nearly all that is required to start the contract and to start billing the customer and making the postings into accounts without having to enter additional information.
The form is split into three areas. These are the Titlebar , the Lease Definitions 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 definition select the Create command button.
To view or amend an existing lease definition use the following procedure:
The cursor is located in the Lease Type field prompting selection of a lease type. 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 Definition form.
The Lease Type code is a two digit alphanumeric field e.g. CM .
This is a legacy of the Rev 7system and although a Definition needs to be selected it is not used as this is now controlled within the Fleet Quotations product.
A single-left-click of the ellipsis button to the right of this field displays an Definitions List Box that enables selection from the current lease types on the system. Within Kestrel all definitions have the same code so it does not matter which definition is selected.. Following selection of the definition by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Lease Definition form.
There are three Tabs containing data necessary to the Lease Definition ; these are as follows:
Displays a number of details and allocates debit and credit expense codes for discount and handling charges relating to the selected lease definition record , which are as follows:
This tab enables the allocation of debit and credit expense codes for Income, Interest and Capital related to the selected lease definition record .
This tab displays a grid that enables the selection of the required Lease Elements for the current lease definition record . This area is perhaps the closest mirror image to the Product within Fleet Quotations .
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 Definitions form and returns to the Posting Controls Menu .
Provides online access to a context sensitive Help form.
Enables the creation of an additional Lease Definition . Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Lease Definition code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Lease Definition code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Lease Definition record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Lease Definition record.
Do not delete any Lease Definitions 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 Definition 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 Definitions 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 Definition record.