The Calculation Basis set-up screen is accessed via Terminations / Miscellaneous Options / Basis Details and is used to maintain the calculation to be used when a contract is terminated and the charges assessed. The settings of the basis codes affect the termination quotation.
The screen is split into three areas. These are the Titlebar , the Calculation Basis 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 calculation basis select the Create Command Button.
To view or amend an existing calculation basis use the following procedure:
The cursor is located in the C alculation Basis field prompting selection of a calculation basis for the purposes of viewing/editing an existing record. A single-left-click of the ellipsis button to the right of this field displays a C alculation Basi s List Box that enables selection from the current calculation records on the system. If necessary, the scroll bar (to the right of the screen) may be used to locate the required calculation basis. Following selection of the required calculation basis by highlighting with the mouse, the OK command button is used to confirm this selection and return the calculation basis code (a unique two digit alphanumeric field) to the C alculation Bas is screen.
The dialogue box displays a number of details relating to the selected calculation basis record , which are as follows:
Displays a free-format meaningful textual description for the selected Calculation Basis . This should relate to the type of termination for which the code is used e.g. Early Termination (or it may be more customer specific).
Type
Selection of the down-arrow-button immediately to the right of this field displays the three alternatives available which are as follows:
P = Percentage (a percentage of outstanding rentals)
R = Rentals (a fixed number of periodic rentals)
U = User (user-defined - values may be left blank for the end user to input the appropriate figures at termination)
This field determines the calculation applicable to the termination charge used within the linked termination record.
Percentage Completion Column
The percentage completion of the contract that the relevant calculation is to effect.
Percentage of Revenue Table
The value to be used in conjunction with the Percentage Completion Column field.
This table is best illustrated by way of an example.
If the Type is set to P ercentage. The contract is 50 % complete at the time of calculating the termination charge. The percentage of revenue is 75 . If the value of outstanding rentals is £4500 then the calculated charge is £3375.
If the Type is set to R entals. The contract is 50 % complete at the time of calculating the termination charge. The number of rentals is set to 20 and the value of the regular rental is £250. The calculated charge is £5000.
This table may contain the standard types of charge normally associated to the termination for which this calculation basis is to be used. For example, for Theft and Write-off terminations an administration fee may be charged, or with standard terminations there may be a refurbishment cost.
Charge codes may be entered directly. Alternatively, a single-left-click within the cell displays an ellipsis (...) button. A further single-left-click of the ellipsis button displays a Charges Code List Box from which the appropriate code may be selected. The OK command button is used to confirm the selection and return it to the Calculation Basis screen.
Up to five Charge Codes may be linked to any Calculation Basis code for use at termination. The Charge Codes do not default-in a standard charge and therefore will not automatically invoice unless a value is linked to the code at termination. Extra charge costs may be added at termination. The defaults are purely there to encourage the user to ensure that all of the standard items are checked and, if required, a value inserted.
The Nominal Ledger expense code used at the time the vehicle is sold. This is linked to the Calculation Basis to ensure that the basis used for Theft & Write-off or other specific termination types such as Contract Purchase , etc, may be sent to different areas within the Nominal for accounting purposes.
The NL code may be entered directly. Alternatively, selection of the ellipsis button displays an Expense Code List Box that enables selection of the required Nominal Ledger expense code for the selected vehicle sale.
Within the blank field at the top of the list box some or all of the required expense code shortname may be entered and the Shortname command button selected. All of the account codes with a shortname that meets the entered criteria are displayed in the list box below. The required code should be selected with the mouse and the OK command button used to confirm this selection.
Alternatively, this field may be left blank and selection of the Shortname command button then displays all current expense codes in alphanumeric order and the scroll bar to the right of the screen used to locate the required code.
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 Calculation Basis screen and returns to the Miscellaneous Options Menu .
Provides online access to a context sensitive Help screen.
Enables the creation of an additional Calculation Basis . Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Calculation Basis code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Calculation Basis code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Calculation Basis record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Calculation Basis record.
On first accessing the Calculation Basis screen this command button is greyed-out. Following selection of the Amend button the Save option then becomes available to enable any edits to be confirmed.
On first accessing the Calculation Basis 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 Calculation Basis record.