The main function of the accounts status is to control the timing of the vehicles postings made to the Nominal Ledger. The accounts status codes that are available for use within new, and used, vehicle stock records are held in the file astat together with their descriptions and certain other parameters detailed below. In theory therefore, new ones can be added and existing ones deleted, subject to priority. In practice, extreme caution should be exercised in any maintenance of this file.
The Account status codes form is displayed when the Account status codes option is selected from the VS Miscellaneous Menu.
The program has a standard file maintenance facility with the options to Create, Amend, Display, Delete, records and so on. The fields maintained against each accounts status are as follows:
Account status: This field consists of 1 alphabetic character. Some examples are listed below:
- O - Ordered
- C - Consigned
- A - Adopted
- F - Finished
- I - Invoiced
- X - Closed vehicle
Description: Up to 16 characters providing supporting narrative as to what purpose the status is used for.
Sequence code: This is the most critical field on the status record as it determines the hierarchy or order of the various status's. The following standard codes and descriptions are show in accounting sequence order.
A/C Seq. Code Description 1 M Memorandum (no update) 2 O On order (from the factory) 3 C Consigned 4 A Adopted 5 I Invoiced (to the customer) 6 F Fully costed (awaiting close) 7 X Closed (awaiting consolidation) It is because of this sequence code that the system knows that if a vehicle goes straight from status C (consigned) to status I (invoiced), that any postings due at status A (adopted) must also be actioned.
Valid progress codes: In order to ensure that only certain progress codes can be used in conjunction with each accounting status (see the next section for more details about progress codes ), a valid list of the progress codes that are allowable in combination with each accounts status is maintained here. Up to 16 different progress codes can be referenced against any one accounts status. If new progress codes are added to the system then the accounts status with which they are allowable will have to be amended as well.
Priority to edit: This field equates to the priority level which will be needed by you to either advance a vehicle record to this particular accounts status, or from it to another one.
Minimum P/X status: Controls the minimum status that a used vehicle taken in part exchange must enjoy, before the sold vehicle can be advanced to this particular status. As an example, before a sold vehicle can be set to accounts status I (invoiced) it would be reasonable to expect that the trade-in vehicle would need an accounts status of A (adopted).
Vehicle Type: This enables the account status codes to be filtered within in VS programs based on a new flag indicating if applicable to New, Used, or Both vehicle types. New and Used Vehicles Identity Tab, the Maintain Master Posting Table Form and Update Vehicle Statuses
PUSH BUTTONS:
Help: Displays help on the current program in your default company browser
Exit: Returns you to the VS Miscellaneous Menu
