Surcharges

Any document holding surcharge elements is retained until either the dirty unit is returned or it has been agreed that the surcharge amount has to be paid. To this end, a surcharge invoice is automatically put on hold and should be retained until the surcharge credit has been created, at which point they can be released for transmission. An option has been provided within Manufacturer Systems to enable surcharge elements produced on separate invoices and credit notes to be matched and released for transmission.

Note: A reason and VMRS must be supplied for each surcharge part.

Creating Surcharges in POS

When surcharges are created, they are automatically set to Held by the system. When you are in a position to transmit surcharges, you need to change the status of a document to live before it can be submitted to DAF.

Note: All held surcharges are set back to live after seven days.

Invoices and credit notes are matched automatically in the three following ways: by WIP number, amount and S for surcharge.

To create a surcharge

1. In POS, add parts and labour to the WIP in the usual way.

   If the part you have added to the WIP has been parameterised as a surcharge part in the Master Parts Price File the following menu is displayed:

   Note: Surcharged parts appear on the WIP with an XP suffix.

   • Continue
   • Create-surcharge-credit
   • Reserve-surcharge-credit

   • Select Create-surcharge-credit if the unit is returned and replaced at the same time. This invoice is credited immediately.

   • Select Reserve-surcharge-credit or Continue to continue the transaction if the unit has not yet been returned. Automatically sets the document to R (reserved status). The invoice must be credited within seven days.

2. Surcharge elements must be matched on separate invoices and credit notes.

   Basic functionality is set up in the Single Point Invoicing interface to resolve outstanding surcharges.

Resolving Surcharges

The Resolve-surcharges option automatically matches surcharge elements that have been produced on separate invoices and credit notes, and releases them for transmission.

To resolve a surcharge

1. Select the Single point invoicing menu option from the DAF TRUCKS OPERATIONS menu.

2. Select the Single point Invoicing utility option from the Single point invoicing menu.

   The Single point invoicing utilities form is displayed.

3. From the Single point invoicing utilities form, select the Resolve-surcharges option from the tools menu.

   Invoices and credit notes are matched automatically by WIP number, amount and S for surcharge.

4. These matches (pairs) are automatically selected for deletion. Other Documents are set to live, releasing them for transmission.

   Live documents can now be included in a batch and transmitted to DAF.

Note If you are in any doubt about the match, please check the individual document details via the Documents.

Purge Old Records

Purge old records is activated automatically each time SPI utilities is opened. This option removes invoices older than purge limit. Linked extract files, old batch records and related extract and log files are also deleted. The purge limit is adjustable using the DAF TRUCKS parameter called 'SPI Purge in days'in the parameters and controls. If the purge limit is set to 0 it defaults to 42 days.To view the purge limit select Settings in the File menu of the SPI Utilities form.