The Other Costs set-up screen is accessed via Vehicle Purchasing / Miscellaneous Options / Other Costs and is used to create, edit and delete "other costs" codes which may be included within the purchase of the vehicle. Other Costs may be allocated against the purchase order but are not part of the quotation price and as such do not add to the capital cost.
The screen is split into three areas. These are the Titlebar, the Other Costs Dialogue Box and the column of Command Buttons down the right-hand side of the screen.
In addition to displaying the screen name the Title Bar provides a number of useful buttons.
To create a new other cost type select the Create Command Button.
To view or amend an existing other cost type use the following procedure:
The cursor is located in the Cost Code field prompting selection of an other cost 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 an Other Costs search form that enables selection from the current available cost codes. The required code is located and selected by highlighting with the mouse and the OK command button is used to confirm this selection and return to the Other Costs screen.
The other costs code is a ten character alphanumeric field.
The contents of the Details Tab is as follows:
- Description
Displays a free-format meaningful textual description for the selected Other Costs type e.g. PDI Costs.
- Analysis
A single character maintenance Cost Analysis Code into which the Other Cost broadly falls e.g. S Servicing. This is also known as the Cost Summary Code (which is set-up within Environment / Review / Maintenance Analysis) which is used to build the maintenance summaries.
This code may be directly entered or a single-left-click of the ellipsis (...) immediately to the right of this field displays a Cost Analysis Codes search form from which the appropriate cost analysis code is selected. A double-left-click selects and confirms the required code (alternatively, single-left-click and select the OK command button). The scroll bar may be used to display further codes.
Following selection the full description of this code is displayed to the right of this field.
- Debit
The Nominal Ledger account to which the debit posting relating to the purchase of this item is posted.
A single-left-click of the ellipsis button immediately to the right of this field displays an Expense Code search form that enables selection from the current available expense codes. The cursor is located in the search field. Key part or all of the required shortname and select the Shortname command button. Expense codes matching the entered criteria are displayed and the OK command button is used to confirm this selection and return to the Other Costs screen.
- Credit
The Nominal Ledger account to which the credit posting relating to the purchase of this item is posted.
A single-left-click of the ellipsis button immediately to the right of this field displays an Expense Code search form that enables selection from the current available expense codes. The cursor is located in the search field. Key part or all of the required shortname and select the Shortname command button. Expense codes matching the entered criteria are displayed and the OK command button is used to confirm this selection and return to the Other Costs screen.
- VAT Code
The default VAT code used by the system for this cost. VAT is calculated using this code e.g. S Standard Rate, E Exempt, etc)
A single-left-click of the ellipsis (...) box to the right of this field displays a VAT Codes List Box from which the appropriate VAT rate is selected. This code has a matching VAT description. A double-left-click selects and confirms the required VAT rate (alternatively, single-left-click and select the OK command button).
- Recharge
A checkbox which, if ticked, denotes that if this cost is included within the vehicle order then it is to be recharged.
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 Other Costs screen and returns to the Miscellaneous Options Menu.
Provides online access to a context sensitive Help screen.
Enables the creation of an additional Other Cost Type. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Other Cost code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Other Cost code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Other Cost Type record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Other Cost Type record.
On first accessing the Other Costs screen 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 Other Costs screen 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 screen that provides an Ad-hoc Report Generator for the creation of quick query reports to screen.
Selection of this button displays a further screen that provides an itemised display of all the selection criteria for the current Other Costs code record.