You can view and amend credit header values and payment details, display a log of the last warranty payment file loaded from the Ford server and converted, and post a credit note to either a sales ledger account or a purchase ledger account. In the event of an attempt to post to non-valid accounts, you can view a list so that you can fix them before Autoline posts them.
What do you want to do?
This form is displayed when you select the Service and repair payments option from the Service and Repair Payments menu. It enables you to view and amend credit header values and payment details.
Menu bar and toolbar:
| Menu | Icon | Description |
|---|---|---|
| File > Exit |  |
Returns you to the Service and Repair Payments menu |
| The File menu also contains a list of recently displayed credit notes. | ||
| Tools > Parameters |  |
Edit financial parameters including flags, financial, and contingent liability |
| Tools > Search |  |
Find a credit note record to display its details |
| Tools > Import records |  |
Load and convert claim payments files (credit note files) |
| Tools > View Import log | Display the date, start time, user ID, and outcome of an attempted payment file import | |
| Credit notes > Post credit note |  |
Post a credit note to a selected account, a Confirm action box being displayed before proceeding |
| Credit notes > Posting preview |  |
Display transactions consequent on posting a selected credit note to the account ledger |
| Reports > Aged debt analysis | Displays the number of aged debt claims and their total value by month | |
| Help > Help overview | Displays the help page you are reading | |
| Help > help on credit note header details | Displays a help page about the Payment details tab of the Ford GWE Claim Payments form | |
 |
Deletes the credit note after a confirmation prompt | |
 |
Prints the selected item | |
Credit note number: All or part of the credit note number
VAT date: Transaction date for VAT records
No. of claims in credit: The number of claims comprising the payment record (the number of lines in the Payment details tab)
Credit note status: U indicates that the credit note has not yet been posted to an account, P indicates that the credit note has been posted
Date posted: When the claim was posted (if applicable)
Tip: Un-posted credit notes have Credit note status of U (unprocessed) and a blank Date posted.
Display mode: If this check box is selected, the credit note record is locked and cannot be edited or posted
Note: If a second user accesses the same credit note at the same time as you, Display mode is selected, preventing the credit note from being posted twice.
Tip: Even if you are the only user accessing the credit note, you can select Display mode to prevent inadvertently posting the record.
TABS:
To display a log of the last warranty payment file loaded from the Ford server and converted:
From the Autoline Ford Operations menu select the Warranty menu (v2) option.
The Ford GWE Claims menu is displayed.
Select the Claim payments menu option.
The Service and Repair Payments menu is displayed.
Select the Service and repair payments option.
If there is more than one Point-of-Sale company on your Autoline system, a menu displays a list of them, in which case you must select the required Point-of-Sale company.
The Ford GWE Claim Payments form is displayed.
Select Tools > View Import log from the menu bar.
A log of the last payments file import is displayed.
Tip: You can check a credit note before posting it. (This is distinct from previewing the posting transactions to be made when the credit note is posted to the account ledger.)
A credit note can be posted to either a sales ledger account or a purchase ledger account, and the action makes several postings in accounts:
The original sales ledger invoice from point of sale is settled and any differences are written off.
Any payments that cannot be matched to a sales ledger invoice are made as payments on account.
A posting for the full value of the credit note is made to either the sales or purchase ledger (depending on how the parameters have been set up).
Note: Whether the credit note is posted to a sales ledger account or a purchase ledger account is predetermined by a financial parameter.
To post a credit note:
If necessary, preview the credit note record to check the posting transactions to be made when the credit note is posted to the account ledger. (This is distinct from checking a credit note before posting it.)
Select Credit notes > Post credit note from the menu bar or click the Post this credit note toolbar button on the Ford GWE Claim Payments form.
One of the following happens:
A Confirm action box is displayed.
An Invalidity Reasons form is displayed containing a list of reasons why the credit note failed validation.
If a Confirm action box is displayed (outcome a in the preceding step) check that the credit note referred to is correct then click Proceed.
The credit note is posted to the account.
If an Invalidity Reasons form is displayed (outcome b in the preceding step) make a note of what you need to correct and click Exit.
You are returned to the Ford GWE Claim Payments form.
