This program has a standard file maintenance facility with the options to Create, Amend, Display, Delete records.
This excludes the vehicle itself, any factory fitted options, incremental costs for colour and/or trim and manufacturer's delivery charge. In addition to this, there are a further 15 user defined slots for analysing items which are not recovered directly with specific charges on the customer's invoice, and three for defining additional charges imposed by the manufacturer or concessionaire on a per vehicle basis, such as advertising subsidies. Once defined, one of these codes is attached to each dealer option, non-recoverable option and extended warranty scheme set up in franchise data.
Note: If you use analysis codes in a different way to that specified here, the other stock accounts (or costs in progress accounts, if used) will not clear because the double entry is not processed through the same account.
Incorrect use of analysis codes does not show as a reconciliation error because, as far as the VSB is concerned, the postings are correct as per the posting table and system parameters. The opposite entry to the other stock/progress posting is to a reserve account. If you journal between the reserve account and other stock/progress account, the VSB reconciliation report shows a reconciliation difference because of the manual intervention via the nominal ledger. That causes the other stock/progress accounts and the reserve account balances to be incorrect as far as balance sheet purposes are concerned. However, they are correct as far as the VSB reconciliation is concerned.
Vehicle Types
Select either of the two radio button options which best describes the vehicle codes.
New vehicle codes
There is one record for new vehicles and one for used vehicles, per vehicle stockbook company. As the following new vehicle example shows, the recoverable analysis codes are identified by the first fifteen characters of the alphabet A to O, whilst the non-recoverable codes are in the range P to Z and 1 to 4. These letters cannot be changed, nor the break point between recoverable and non-recoverable items.
Recoverable costs
Against each code there is an up to 20-character description and a default source code. When an item is added to a vehicle specification, such as a dealer fitted accessory, the description and analysis code of that item will be updated to the vehicle specification record. In addition, the default source code will be taken from this table and also updated to the specification record. The analysis code cannot be changed on the vehicle specification line itself, whereas the default source can. Source codes available are as follows:
W: | For items supplied through the workshop or some other internal department, via the Point-of-Sale routine. Franchise data options must have the Estimated/Fixed Cost flag set to Estimated. |
O: | For items ordered from an outside supplier using the purchase order routines provided within vehicle administration Franchise data options must have the Estimated/Fixed Cost flag set to Estimated. |
P: | For items where the cost will be updated by way of a purchase invoice processed through the batch input or invoice register routines in the purchase ledger, but no purchase order raised. Franchise data options must have the Estimated/Fixed Cost flag set to Estimated. |
S: | For items where the cost or income will be updated by way of an invoice or credit note processed through the batch input routines in the sales ledger. Franchise data options must have the Estimated/Fixed Cost flag set to Estimated. |
F: | For ex-factory items included on the main vehicle purchase invoice, or items where the cost is of a fixed nature, such as house charges or first service reserves, and there will be no invoice posted to update the actual cost. Franchise data options must have the Estimated/Fixed Cost flag set to Fixed. |
D: | For discount items only showing a reduction in income, but no associated costs |
Items of a recoverable nature with an analysis code in the range of A to O will update their income to the field RECOPRIC, Recoverable option price, and their costs to the field RECOCOST, Recoverable option costs, which are both 'occurs' fields (more than one field with the same name but a sequence number to make it unique), with 15 occurrences, where the values relating to items with an analysis code of A would be updated to the first occurrence, B the second one, and so on, up to O and the fifteenth occurrence.
Non-Recoverable Costs
Items of a non-recoverable cost nature with an analysis code in the range of P to Z and 1 to 4 will update their costs to the field COSTS, other costs, which is an 'occurs' field (more than one field with the same name but a sequence number to make it unique), with 15 occurrences, where P would be updated to the first occurrence, Q the second one, and so on, up to Z and the eleventh occurrence followed by 1 to 4 which would be the twelfth to fifteenth occurrence.
There is no default source code for the three additional items associated with the manufacturer charges. So far as these items are concerned, they will update their costs to the field NRCOST, non-recoverable cost, which is an 'occurs' field with 3 occurrences, where the first one would be updated to the first occurrence, and so on.
Tip: If a non-recoverable analysis code is to be used for income as opposed to costs, it is recommended that the description be contained in parenthesis to remind the operator to enter it as a negative value.
Button
Save: Saves all changes made to Analysis codes.
Cancel: Returns you to the MISCELLANEOUS MENU.
Help: Displays help on the current application in your default company browser.
