The Charge Codes set-up screen is accessed via Terminations / Miscellaneous Options / Charge Codes and is used to maintain the charges that may be added to the termination for onward transmission to the customer. They are also used in the Sale of Vehicle option for items such as auction fees, etc.. The charge code also holds the Nominal Ledger Expense Codes to be used if the cost is posted to the Accounts on termination or washout.
The screen is split into three areas. These are the Titlebar , the Charge Codes 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 charge code select the Create Command Button.
To view or amend an existing charge code use the following procedure:
The cursor is located in the Cost Code field prompting selection of a charge code 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 Charge Codes List Box that enables selection from the current disposal codes on the system. If necessary, the scroll bar (to the right of the screen) may be used to locate the required code. Following selection of the required charge code by highlighting with the mouse, the OK command button is used to confirm this selection and return the charge code to the Charge Codes screen.
The dialogue box displays a number of details relating to the selected charge code record , which are as follows:
A thirty character alphanumeric free-format meaningful textual description for the selected charge code . This should relate to the type of termination charge record for which the code is used e.g. Auction Charge .
The Nominal Ledger Debit expense code used for the selected charge when posting to Accounts e.g. 9300 . Once selected the appropriate expense code description is displayed to the right of this field e.g. Sales Ledger Control Account .
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 cost
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.
The Nominal Ledger Credit expense code used for the selected charge when posting to Accounts e.g. 2755 . Once selected the appropriate expense code description is displayed to the right of this field e.g. Miscellaneous Termination Cost .
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 cost
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.
The default VAT code used by the system when the charge code is selected during invoicing. The down-arrow-button immediately to the right of this field displays a drop down list of appropriate VAT rate values from which the required VAT code may be selected.
A checkbox which, if ticked, enables Washout to occur for this charge cost.
The Nominal Ledger Debit expense code used for the selected charge cost when posting to Accounts on Washout. This field is only enabled if the Posted At Washout checkbox is ticked.
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 charge.
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.
The Nominal Ledger Credit expense code used for the selected charge cost when posting to Accounts on Washout. This field is only enabled if the Posted At Washout checkbox is ticked.
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 charge.
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.
Note: There is No facility to abort this screen without saving changes. As soon as an edit is made it is saved. Only accessing the screen again and re-editing the field enables the required value to be saved.
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 Charge Codes screen and returns to the Miscellaneous Options Menu .
Provides online access to a context sensitive Help screen.
Enables the creation of an additional Charge Code . Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Charge Code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Charge Code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Charge Code record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Charge Code record.
On first accessing the Charge Code 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 Charge Code 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 Charge Code record.