Recalculate vehicle totals

As well as the data fields that can be input and/or amended by the users, certain fields held on every vehicle stock record are calculated based on arithmetic of 'amendable' fields. The Recalculate vehicle totals form is displayed when the Recalculate vehicle totals option is selected from the VS System Maintenance Menu.

Screen	Prompt	Field Name
Purchase Brief	Total Value	NETCONS
Cost and profit	Total (N/R costs)	TOTNRCST
Cost and Profit	Current (profit)	LPROFITV

In addition to this, the second aspect concerns the selling price and cost of items 'recovered' from the customer, as well as the non-recoverable costs such as PDI, which are held at a summary level in the vehicle stock record, itself equal to the sum of all vehicle specification transactions, with the equivalent analysis code (see Analysis Codes). In this way, all vehicle specification transactions with an analysis code of 'A' will have their sales values totalled at a vehicle level in the field RECOPRIC(1) with their associated costs updating the field RECOCOST(1). It therefore follows that all vehicle specification transactions with an analysis code of 'B' will have their sales values totalled at a vehicle level in the field RECOPRIC(2) with their associated costs updating the field RECOCOST(2), etc. right up to all vehicle specification transactions with an analysis code of 'O' having their sales values totalled at a vehicle level in the field RECOPRIC(15) with their associated costs updating the field RECOCOST(15). So far as the non-recoverable cost transactions are concerned, these are totalled at a vehicle level in the fields COSTS, where the analysis codes of 'P' to 'Z' equate to the fields COSTS(1) up to COSTS(11).

The third aspect concerns any costs posted in from Point-of-Sale invoicing or Purchase/Sales ledger batch input which are initially updated only to the vehicle specification transaction record, and not to the vehicle stockbook record itself, and which update the field IMPCOST, Cost import from WIP, in the vehicle specification record,not the field ACTCOST, Actual cost.

All of these aspects are addressed when a vehicle record is accessed through the Vehicle Administration program. What the Recalculate Vehicle Totals program carries out essentially is the same exercise as loading up a vehicle record in the Vehicle Administration program, making sure that both types of calculated or total fields reconcile to the sum of the associated 'other' fields or vehicle specification transactions, and if they do not, making the necessary adjustments, and updating the actual cost in the specification transaction record so far as costs coming from Point-of-Sale and Purchase/Sales ledger batch input, which in turn will cause an adjustment to be made to the corresponding vehicle stockbook RECOCOST or COSTS field occurrence.

The only reason for differences of the first two types, and the need to run this program during the day, would be after resolution of a system failure such as a processor or disk fault, which caused say the vehicle transactions records to be created, but the vehicle record itself not to be updated. As the vehicle log file and nominal ledger are normally posted at a vehicle level, it is possible that, as a result of these adjustments, entries may need to be made in the vehicle log file to support the adjustments, and posting made to the nominal ledger to reflect them.

This program normally runs in End-of-Day, on a daily basis, but should it be run manually from the System maintenance menu, there is an initial ring menu providing the option to Abort, in case the program has been selected in error, or continue with its execution via the alternative option Recalculate-vehicle-totals. Assuming that the second option is taken, the program will then process each new vehicle stock record in turn, followed by each used vehicle stock record, displaying the stock number of each at the foot of the screen as it goes, to give some idea of progress, and making any necessary adjustments to the vehicle record and creating any log file or nominal posting transactions as it goes. When it is completed, the program will return to the Vehicle Stockbooks system maintenance menu.