The Schedule Definitions set-up form is accessed via Fleet System Management / Miscellaneous Options / Posting Controls / Schedule Definitions .
The schedules govern the time periods for when the invoicing is to be generated and when the budgets are to be processed through to the accounts. The philosophy behind the schedules is simple. The periods or blocks of periods when the invoicing/budget drips are to be processed must be specified. A necessary system requirement is that should there must be a requirement for payment/drips in advance then the periods must be set to 0 (zero).
The form is split into three areas. These are the Titlebar , the Schedule 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 schedule definition select the Create command button.
To view or amend an existing schedule definition use the following procedure:
The cursor is located in the Schedule field prompting selection of a schedule type
This code should be structured for ease of reference for when it is incorporated within the Lease Definition i.e. the first characters should specify the period covered by the schedule, the payment frequency ( M = monthly), the number of advance periods and the initial/terminal pause.
A single-left-click of the ellipsis button to the right of this field displays an Schedule Definitions List Box that enables selection from the current definitions on the system. Following selection of the definition by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Schedule Definition form.
A free format description of the schedule being created e.g. Monthly Drip . The description should contain the necessary dialogue to allow a distinction between schedules as they are selected.
The Calculation Basis code exists for both Rental income and for Budget drips. it informs the system how the item is to be treated on a regular basis. For example, it may be a straightforward monthly 'drip', a Reverse Rule of 78 calculation, or a simple rental income type of assumption.
The calculation basis is important. The Kestrel system currently uses all Schedule Definitions except those which have a calculation basis of RENTAL as this processing is currently performed within the Fleet Quotations module.
The system has all normal basis codes pre-defined at set-up and available for selection. If additional codes are required this should be done under the guidance of a KCC consultant.
The maintenance of calculation basis codes is carried out within Environment / Quotations / Schedule Basis.
A tabular grid contains the data necessary to the Schedule Definition which is as follows:
The start period in which this part of the rental/ budget is to be processed by the Periodic Processing option e.g. 1 . Up to 15 lines are available to specify the invoice/drip pattern for this schedule. The period number entered here is relative to the start date on the contract to which it is being applied. If advance periods are required then the system recognises these through the allocation of a 0 (zero) in the Start field.
The last period in which this part of the rental/ budget is to be processed by the Periodic Processing option e.g. 120 . Up to 15 lines are available to specify the invoice/drip pattern for this schedule. The period number entered here is relative to the start date on the contract to which it is being applied. If advance periods are required then the system recognises these through the allocation of a 0 (zero) in the Start field.
The quotation generation process calculates a single period value . When a quotation is saved and displayed the single period value is multiplied by the Times value to calculate the amount to be charged each time a charge is generated between the Start and End periods. The quotation calculation produces a value applicable to the period of contract payment requested e.g. if an annual payment is requested then the period value is an annual one, hence if a figure greater than 1 is input then the corresponding value processed for the period is multiplied by Times . The figure in this column may be less or equal to the maximum number of periods as specified within System Parameters .
The frequency of the invoice/drip into the accounts. If the payment/drip is required quarterly, for example, then a value of 3 is input. If the payment is in advance then a value of 0 (zero) is input. The figure in this column may be less or equal to the maximum number of periods as specified within System Parameters .
A facility to generate and display text within this field as an interpretive description of the values completed within the previous fields.
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 Schedule Definitions form and returns to the Posting Controls Menu .
Provides online access to a context sensitive Help form.
Enables the creation of an additional Schedule Definition . Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Schedule Definition code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Schedule Definition code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Schedule Definition record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Schedule Definition record.
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 Schedule 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 Default ease Definition record.