Edit Lease Codes

Use this program to:

Set up additional fees that are to be charged to a sub-licensee that leases vehicles from your organization.
This program is NOT designed to be used for leasing vehicles to the general public.

A master licensee of a car rental operation can have sub-licensees that report to the parent organization. The master licensee often supplies the vehicles to the sub-licensee on a monthly lease arrangement. The program Fleet Leasing Report is used to produce a monthly invoice for the leased vehicles. The following are the required set up steps within CARS+ to invoice a sub-licensee for monthly fleet costs:

CUSTOMER FILE: The sublicensee must be set up as a record in the Customer File with Customer Type "F".

LEASE CODES: A record must be set up in this file for each Class and Model Year that are to be leased.

VEHICLE FILE: The units that are leased to a sublicensee must:

Have the sublicensee's Customer number as the Owning Location.

Have the value "L" in the field "Lic Flt Lease Flag"*

Have a Lease Code that has been defined with the matching Class Code and Model Year entered into the Lease Code field.

* Flagging a vehicle for Licensee Fleet Leasing will change the meaning of many of the fields on pages 3 and 4 of the Vehicle Record. For a complete description of how those fields must be set up, see the section at the end of this chapter.

To access this program: To access the Edit Lease Codes program, type EDTLES (RET) at any menu "OPTION:" field or the appropriate line number on the Vehicles for Sub-Licensees menu. The screen will then display:

OPTION: __ EDIT LEASE CODES

1. Lease Code
2. Class code
3. Model Year
4. Surcharge Amt

Add'l Fee Code Amount Acct #
5.
6.
7.

General Ledger Accounts
8. Base Amount
9. Surcharge
10. Sales Tax
11. Registration
12. Delivery Fees

1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Enter data as follows:

1. LEASE CODE	Enter up to 1 alphanumeric character to indicate the lease code which will define the parameters of the lease agreement. EXAMPLE: Type 1 (RET)
2. CLASS CODE	Enter up to 4 alphanumeric characters representing the Class of car to be provided to the sublicensee. EXAMPLE: Type CCAR (RET)
3. MODEL YEAR	Enter up to 2 numeric characters to indicate the Model Year. EXAMPLE: Type 12 (RET)
4. SURCHARGE AMOUNT	Enter the dollar amount (up to 999.99) for any monthly surcharge that is to be invoiced for the Class and Model Year defined above. EXAMPLE: Type 25.50 (RET)
FIELDS 5-7	The following three fields allow for up to three other monthly charges to be defined for the Class and Model year defined above. The first fee will appear on the Lease Statement under the heading "Ppd Miles". All others will appear under the Code defined here.
ADDITIONAL FEE CODE	Enter up to 3 alphanumeric characters for an additional monthly fee. EXAMPLE: Type ADM (RET)
AMOUNT	Enter the dollar amount (up to 999.99) for the monthly fee set up in the first column. This amount can be a negative amount in the case of a monthly credit. EXAMPLE: Type 10.00 (RET)
ACCOUNT NUMBER	Enter the G/L account this fee is to post to. EXAMPLE: Type 5230 (RET)
FIELDS 8-12
8. BASE AMOUNT	Enter the G/L account that the monthly lease charge is to post to. EXAMPLE: Type 5200 (RET)
9. SURCHARGE	Enter the G/L account that the surcharge defined in Field 4 is to post to. EXAMPLE: Type 5210 (RET)
10. SALES TAX	Enter the G/L account that sales tax is to post to. EXAMPLE: Type 5220 (RET)
11. REGISTRATION	Enter the G/L account that the vehicle registration fee is to post to. EXAMPLE: Type 5240 (RET)
12. DELIVERY CHARGE	Enter the G/L account that any delivery charge is to post to. EXAMPLE: Type 5250 (RET)

The screen will then display:

OPTION: __ EDIT LEASE CODES

1. Lease Code 1
2. Class code CCAR
3. Model Year 12
4. Surcharge Amt 25.50

Add'l Fee Code Amount Acct #
5.
6. ADM 10.00 5230
7. Qty -35.00 5200

General Ledger Accounts
8. Base Amount 5200
9. Surcharge 5210
10. Sales Tax 5220
11. Registration 5240
12. Delivery Fees 5250

1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.

ADDITIONAL SET UP INSTRUCTIONS FOR VEHICLES TO BE LEASED

As mentioned at the beginning of this chapter, all vehicles that are to be leased to a sub-licensee must have the value "L" placed in the field "Lic Flt Lease Flag". Doing that redefines many of the fields on page 4 of the Vehicle Inventory Control screen and one field on page 3. These fields must be set up correctly in order to invoice the licensee for the vehicle. The following describes just those fields on page 4 that have unique meanings for Licensee Fleet Leasing.

Page 4 screen will then display:

OPTION: __ VEHICLE INVENTORY CONTROL
(Page 4 of 4)
1 Lease Code 21 Sale date
2 Residual amount 22 Sale price
3 Loan date 23 Sold to
4 Stamp Duty% 24 Capital cost
5 Base Amt 25 Current value
6 Last Inv date 26 Depr type M 27 Depr code
7 Balance due 28 Depr percent
8 # Times Invoiced 29 Depr amount
9 Buy back 30 Last Depr
10 Lease begin date 31 Depr count
11 Accepted date 32 Depr Start date 03-31-08
12 Legal owner 33 Misc code 34 Misc Amt
13 Loan term date 35 GST on Purchase
14 Lease number 36 Tax on Purchase
15 Lease tax/month 37 GST on Sale
16 Residual value 38 Tax on Sale
17 Purchase dealer 39 Batch No
18 Invoice No. 40 Tax Refund due
19 Replacement Cost 41 GST Claim date
20 Prepaid fees 42 Cashback

1SAVE 2NEXT 3ERASE 4 5BACKUP 6SEARCH 7 8NEXT PG

Enter the data as follows:

1. LEASE CODE	Enter a one character Lease Code that has been defined for this vehicle's Class Code and Model Year. EXAMPLE:: Type 1 (RET)
2. RESIDUAL AMOUNT	Enter up to 8 numeric characters to indicate the residual value of the car after the lease period. EXAMPLE: Type 17100.00 (RET)
4. STAMP DUTY %	Enter the sales tax rate That should be calculated on the monthly lease cost for this vehicle. This field will accept up to 2 characters before the decimal point and up to 3 characters after it. EXAMPLE: Type 4.75 (RET)
5. BASE AMOUNT	Enter up to 6 numeric characters (no decimals) to indicate the amount of the monthly lease cost. EXAMPLE: 395 (RET)
6. LAST INVOICE DATE	When the Fleet Leasing program is run, this field is updated by CARS+ to indicate the date of the last invoice made. You should not have to enter data into this field from the keyboard.
7. BALANCE DUE	Enter up to seven numeric characters for the amount that the licensee can purchase the unit for after the end of the lease period. this amount will print on Lease termination Report that is produced by the Fleet Leasing Report program. EXAMPLE: Type 10000 (RET)
8. # TIMES INVOICED	When the Fleet Leasing program is run, this number is increased by one, thus showing total number of invoices made to date. You should not have to edit this field.

10. LEASE BEGIN DATE	Enter the date on which the lease begins. Vehicles will not be invoiced until after this date has elapsed. EXAMPLE: Type 100111 (RET)

20. PREPAID FEES	Enter into this field any delivery costs that are to be passed on to the licensee. The value entered here will be divided by 12 in the Fleet Leasing program and applied to the Lease Statement for the first 12 months of the lease. The charge will appear on the statement under the heading "Deliv Fee". After 12 months, no more delivery fee will be invoiced.

33. MISC CODE	This field and the one following are for a "Treadwear or Mileage" fee. This code indicates the number of months per year, the Treadware/Mileage fee is to be changed. Enter 1 though 9 to indicate one through nine months, the letter "A" for ten months, "B" for eleven months or "C" for twelve months. EXAMPLE: C (RET)
34. MISC AMT	Enter the total charge for Treadware and Mileage. The field will accept any number up to 9999.99. The amount entered here will be divided by the code entered in the previous field and the corresponding monthly charge will appear on the Lease Statement for the number of months requested. EXAMPLE: Type 300.00(RET) User Tip: Entering a "6" in Field 33 and $300.00 in this field will mean that the licensee will be charged $50.00 per month for the first 6 months of the lease. After 6 months there will be no additional Treadware or Mileage charge. If the lease period is longer than 12 months, this change will NOT be reapplied for the second or subsequent years. Each time a real run of the Fleet Leasing Report is run, both of these fields will be reduced by the amount just invoiced. So using the example above, after the first invoice, Field 33 will have the value 5 (this charge is to be invoiced five more times) and Field 34 will have the value $250.00.

In addition, the following field will be redefined on Page 3

7. LEASE TERM DATE

Enter the date on which this lease agreement terminates.

EXAMPLE: Type 100113 (RET)