Definition:
WHOLESALE VOUCHER.Any certificate or letter that lays out conditions and authorizes a wholesale rental is called a wholesale voucher. Generally, a voucher will contain the following information:
Note: Vouchers for insurance replacement rentals have a a separate invoicing program, Insurance Invoicing.
General discussion: All vouchers used for payment of rental services are recorded in the CARS+ Deposit/Payment file. These vouchers are tagged with a Form of Payment (FOP) Code which is the Customer number for the issuing company) and a FOP Type Code. For a detailed discussion on Wholesale Vouchers, refer to the chapter of the manual titled Apx - Wholesale Voucher Processing.
Voucher Invoices are created from information stored in the Deposit/Payment file and will match the information posted to the Accounts Receivable Open Item file (from which statements are created). However, because CARS+ handles the rental agreement as the revenue generating invoice for each rental transaction, voucher invoices must be handled in a special manner. They are transactions which do not generate revenue but rather transfer the receivables obligation from the renter to the voucher issuing company.
The following discussion covers printing of voucher invoices and presents suggestions on procedures which are important.
Like other invoicing programs, transactions must be posted on the Accounting DBR before invoicing them.
To access the Voucher Invoicing program, type VCHINV (RET) at any menu "OPTION:" field or the appropriate line number on the Invoicing Sub-menu of the Rental Accounting Menu. The screen will then display:
| OPTION: __ VOUCHER INVOICING 1 Start DBR Date 04-30-07 2 Start DBR Time 1200M 3 End DBR Date 04-30-07 4 End DBR Time 1159P 5 Prepaid Only N 6 FOP ALL 7 FOP Type ALL 8 Print/Display P 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
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1. START DBR DATE |
Using your selected date format, enter the Starting DBR Date. The DBR date referred to here is the closing DBR date. Press RET to default to Today's Date. EXAMPLE: Type: 030107 (RET) The date that prints on the invoice for each voucher is the opening date of the RA. Therefore many of those dates will be earlier than the date entered in this field. |
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2. START DBR TIME |
Using your selected time format, enter the Starting DBR Time. Press RET to default to 12:00 midnight. EXAMPLE: Type 0700A (RET) |
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3. END DBR DATE |
Using your selected date format, enter the Ending DBR Date. Press RET to default to Today's Date. EXAMPLE: Type 031607 (RET) |
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4. END DBR TIME |
Using your selected time format, enter the Ending DBR Time. Press RET to default to 11:59PM. EXAMPLE: Type 1000P (RET) |
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5. PREPAID ONLY |
Enter 1 alpha character to select the vouchers to be invoiced.
EXAMPLE: Type Y (RET) |
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6. FOP |
Enter up to 6 alphanumeric characters to indicate the Form Of Payment or Voucher Company. Press RET to default to All FOPs. EXAMPLE: Type HHT (RET). |
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7. FOP TYPE |
Enter up to 3 alphanumeric characters to indicate the Customer Type FOPs or Wholesale Companies. Press RET to default to All FOP Types. EXAMPLE: Type WHL (RET) |
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8. PRINT/ DISPLAY |
P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers. D = Display this report on your terminal screen. See the General Data Entry Instructions Chapter on how to control the screen display. EXAMPLE: Type P (RET) |
The screen will then display:
| OPTION: __ VOUCHER INVOICING 1 Start DBR Date 03-01-07 2 Start DBR Time 0700A 3 End DBR Date 03-16-07 4 End DBR Time 1000P 5 Prepaid Only Y 6 FOP HHT 7 FOP Type WHL 8 Print/Display P 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.
User tip: There are several variations of the Voucher Invoicing print program as certain Thermeon customers have requested unique formats customized to their operation. When vouchers are edited after having been invoiced, certain invoicing print programs print the following phrase on the invoice:
THIS IS A CORRECTED INVOICE FOR THE RENTAL DESCRIBED BELOW.
In this case, the new invoice is a corrected one for the entire voucher; it is not just for the net changes that resulted from the edit.
PROCEDURAL SUGGESTIONS IN INVOICING VOUCHERS
CARS+ will allow you to reprint invoices for the same vouchers should there be any problem with the first print run. By the same token, there is no check to see if any of the vouchers that you are currently invoicing have been listed on a previous invoice. Therefore, we recommend that off system you keep track of the starting and ending dates and times of each invoice session. If you will not be invoicing all vouchers from all sources at the same time, (ie. some will be invoiced weekly, others bi-monthly, etc.), off-system records should be kept for each wholesale company.