The purchase transactions options displays details of invoices that have been either been produced and updated to the associated purchase ledger accounts, or batch input quoting the vehicle type (new or used) and the full 6-digit vehicle stock book number (including any leading zeros) in the supplier reference field, Reference
The details of the invoices will not appear on this screen until the purchase ledger daybook has been printed. In addition to the Account number, invoice number, invoice date, vehicle stock number (under the heading 'Reference') and invoice amount, the screen will detail what amount has been paid for each invoice, and in total.
To select the Purchase transactions:
Ensure that the vehicle record is opened. To open an existing record.
From the main toolbar, select the Display option.
Select the Purchase transactions option.
The Purchase ledger Transactions form is displayed.
Vehicle definition.
The purchase transaction display is automatically integrated to the used vehicle stock books because the self-billing invoices are raised (and subsequently document archived) through the system. There is a facility to 'scan' incoming purchase invoices into the document archive system, and attach the copy to the purchase ledger transactions, so the display copy document feature will provide any output, even if the supplier reference is the vehicle stock book number.
The vehicle administration stock records are heavily integrated to the CRM database. This is done at two primary levels. The first link is between the new or used vehicle stock record and the CRM vehicle record, and the two records are joined by a common chassis number. In the case of a new vehicle stock record, if it is created before a chassis number has been identified then a CRM record will not be created at that time.
When the vehicle stock record is updated to include a chassis number (probably when a consignment note is entered) then the vehicle administration program will search the CRM vehicle database for that chassis number, to determine if a record exists. In the normal course of events it will not be found and the operator will be prompted to create a fresh record . The two records for that vehicle, one in the vehicle stock books, and the other in the CRM vehicle database, will be linked from then on until the vehicle has been invoiced to a customer.
Where the information is common on both records, such as engine number, key numbers, colour and trim, etc., it can only be amended in the vehicle stock record up until this time. This will manifest itself by the cursor 'jumping' over the common data fields when editing the CRM vehicle record. Any changes of common data to the vehicle stock record will be updated automatically to the associated CRM record when the vehicle record is saved. Once the vehicle invoice has been produced the two records will become independent again.
The second link is between the new or used vehicle stock record and the CRM customer, or person, record. When the operator accesses the sales brief page of the vehicle stock book record, the system will determine whether or not the vehicle has been attached to a CRM customer, that is the person who it is reserved for or will be sold to.
customer: Will transfer the operator to the CRM customer record associated with the vehicle stock record (if it has been attached).
Vehicle: Will transfer the operator to the CRM vehicle record associated with the vehicle stock record (if it has been attached).
CRM: Will take the operator to the CRM main ring menu with the options Company customer Vehicle and Abort, and will allow the operator to search and access any aspect of the CRM database, but with no effect on, or limitation by, the vehicle stock record itself.
Abort: Will take the operator back to the Vehicle main ring menu.
The vehicle sales system supports invoicing in foreign currencies which have been previously defined in the nominal (general) and sales (receivable's) ledgers. In order to sell a vehicle in a currency other than the domestic or home currency, the sales ledger account to which the vehicle sale is posted must be set up with the currency concerned. It is not possible to enter part-exchange (trade-in) vehicle details on foreign currency invoices. The vehicle sales value in foreign currency cannot be entered on to the vehicle record as such. The foreign currency amount is calculated from the exchange rate entered at the time of raising the invoice.
To select the Foreign currency invoicing:
From the Rev.8 Master menu, select the Vehicle stockbooks option and the company you require.
Click the OK button.
The Vehicle Stockbook menu is displayed.
Select the Vehicle administration option.
Click the OK button.
The Vehicle Administration form is displayed.
From the main toolbar menu, select File, then Open.
Enter the number of the Stockbook number and click OK.
Deselect the Display only check box at the top of the form.
From the main toolbar menu, select File, then Print options.
The Print Options form is displayed.
Right click the Vehicle price field, which is located at the bottom of the form,in the Product description area.
A pop up menu is displayed.
Select the Select for invoice option and click the OK button.
The Currency Conversion form is displayed.
In this way, the process of raising the invoice is identical to that covered in Print option is specified. When the Print invoice option is taken, the system will prompt for the exchange rate in a window
The exchange rate can be calculated by one of four methods as per the ring menu options provided:
Use Current exchange rate: This option takes the current exchange rate, as defined in the nominal (general) ledger against the currency concerned, entered either through the option Currency exchange rates or Add/modify currency codes in the Bank & currency options menu. This method should be used where currency exchange rates are fixed for a period of time every day, week or month and all foreign currency vehicle sales should be carried out at that rate.
Use exchange rate from vehicle: This option takes the rate previously held against the vehicle, and will only be relevant, and potentially different, where the vehicle has been previously invoiced and subsequently credited, and is now to be re-invoiced. If the reason for crediting and re-invoicing was nothing to do with the exchange rate, and the current rate has now been updated, but the prevailing rate applied to the original invoice should be used, then it may be correct to use the Last-rate option.
Enter-exchange-rate: This option allows the operator to specify the exchange rate to be used for this particular invoice, overriding the current rate held against the currency code in the nominal (general) ledger.
Enter-currency-value: This option allows the operator to specify the converted foreign currency value to be used for this particular invoice, for the total invoice value, from which the effective exchange rate will be calculated.
Once the Print-document option is taken, the system will prompt the operator to Enter document format, that is the code for the format stationery layout to be used for printing the invoice. A format stationery will need to exist which prints the foreign currency values as opposed to the domestic currency values. As the default against this prompt will be the layout stored against the franchise of the vehicle being sold, and is therefore unlikely to be the correct layout for the currency being invoiced, the operator should take care in identifying the correct layout code to use, utilising the '?' to search option if necessary.
For the purposes of handling the foreign currency transaction the following fields are held on the new and used vehicle stock record (VS.newst and VS.usdst).
|
CURRCODE |
The foreign currency code for the invoice |
|
CURRRATE |
The exchange rate used for the invoice |
On the individual vehicle specification lines (VS.vspec), the following fields are held:
|
CURRCODE |
The foreign currency code for the invoice |
|
CURRRATE |
The exchange rate used for the invoice |
|
CURRVAL |
The net invoice value of the line in foreign currency |
|
CURRVAT |
The VAT value of the line in foreign currency |
The production of foreign currency credit notes is exactly the same as for domestic currency invoices, as it is a mirror image of the original invoice, with the exception of the tax point date. Supplementary invoices go through the same exchange rate/value calculation as main invoices.