Before using this program:
Tax Code: There should be valid Tax Codes set up in the Tax Code File. The default tax code used is the Tax Code from the Edit Location record, if one has been entered. If some invoice items will not be subject to tax, use a Tax Code with a zero tax rate on those items.
Invoice Number Range: Invoice Numbers: Use the Edit Next Invoice Number program on the Accounting Control Files Menu to define a range of invoice numbers. A range can be assigned to the operation in general, to a location group, or to individual locations. If a number range for the location exists, it will be used. Otherwise the number range for the location group is used. If neither of those are set up, the general number range for the operation is used. (This number range is shared with the Sundry Invoice program used for non-vehicle related items.)
Service Codes & G/L Accounts: In order to post invoices to the customer's Account Receivable, a valid G/L account number must be entered in the G/L Revenue Account Field in the Service Code record.
Note on dates: Each invoice has 3 dates attached to it:
Invoice date - This is the date entered in Field #2 and is the date used in Accounts Receivable as the invoice date.
Create date - This date is automatically assigned to the invoice by the computer's internal clock and is the date on which you entered the transaction. (Similar to a DBR date for Batched RAs.) This date is not accessible, nor does it display anywhere in the invoice record.
Modified date - This date is also automatically assigned to the invoice by the computer's internal clock. If the invoice is modified in any way after it is created, the date on which it was last modified is referred to as the "modified date". This date is displayed when an invoice is recalled to this screen.
Example: Assuming that on August 3 you created a Vehicle Sundry Invoice for ABC Co., Cust. # 1030. The invoice date entered was July 31. On August 4, because it had not been posted as yet, you changed the amount of the invoice. In this case, the dates involved are:
July 31 is the invoice date.
August 3 is the create date.
August 4 is the modified date.
Note that sundry invoices are selected for posting by the modified date if there is one; otherwise, they are selected by the create date. In the example above, whenever the work of August 4 is posted, this invoice will post and show a date of July 31 on the Customer's account in AR. Use caution in entering invoice dates!
Posting Vehicle Sundry Invoices
The Vehicle Sundry Invoicing program writes records to the following two main files:
- The Sundry Invoice file itself. This record carries the obligation the renter has for the charges on the invoice.
- The Vendor Invoice file. This record carries the obligation that is owed by the rental company to the vendor who made the vehicle repairs.
The Sundry Invoice file is posted to the Accounts Receivable files by the program Post Sundry Invoices.
The Vendor Invoice file is posted to the Accounts Payable files by the program Vendor Invoice Report.
Therefore, for a Vehicle Sundry Invoice to be fully posted, both programs MUST be run.
User tip: Invoices entered through the Vendor Invoice Entry program (shortcut VENINV) cannot be
brought up in this program. If an attempt is made to do so, the message"NO RECORD FOUND' will display.
To access the Vehicle Sundry Invoice program, type VEHINV (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: __ SUNDRY INVOICE FOR VEHICLE CHARGES 1 Vehicle # * License # * Model * 2 Dmg Rpt# * 3 Date 07-01-14 4 Time 1135 5 Odometer * 6 Cust# * Name */* 7 PO# * 8 Gen Desc * 9 Vendor# * Name * 10 Our PO# * 11 Invoice# * 12 Invoice Amt * 13 Invoice Date * 14 Due Date * 15 Charge Loc * SC/Descr VenAmt/TaxCd/Tax CustAmt/TaxCd/Tax 16 */* 17 */*/* 18 */*/* 19 */* 20 */*/* 21 */*/* 22 */* 23 */*/* 24 */*/* 25 */* 26 */*/* 27 */*/* 28 */* 29 */*/* 30 */*/* 31 */* 32 */*/* 33 */*/* 34 */* 35 */*/* 36 */*/* 37 */* 38 */*/* 39 */*/* 40 */* 41 */*/* 42 */*/* 43 */* 44 */*/* 45 */*/* 46 Prevent Post N Ven Chrg * Charge Total * Post Status N Ven Tax * Tax Total * 47 Amount Paid * Ven Inv * Invoice Total * F1=SAVE F3=CLEAR F5=BACKUP F6=SEARCH F8=TIRES F12=PAYMENT |
PULLING UP PREVIOUSLY SAVED INVOICES:
|
OPTION: |
The Option Field can be used to pull up a previously saved transaction. To do this, enter the Invoice Number preceded by the pound sign "#". EXAMPLE: Type #I*100112 (RET) The F6 Search function may also be used to retrieve invoices. Existing invoices can also be found using the F6 SEARCH feature or by
scrolling through the records using the Page up/ Page down keys. |
|
CREATING NEW INVOICES Required Fields: Fields1-5 and 8 are required fields. Field 6 (Customer #) is required if an amount is entered in any field of the "Cust Amt" column. Field 7, Purchase Order number, may be required based on the customer number entered in Field 6. Enter data as follows: |
|
|
1. VEHICLE # |
Enter up to 6 alphanumeric characters representing the vehicle number or use Shift/F7 to invoke a search of the Vehicle File. EXAMPLE: Type C41220 (RET). If the vehicle entered has incomplete Vehicle History records created from a Damage Report Entry, the following message will display:
Refer to the section later on in this chapter titled "Completing History Records from Damage Report Entries" for further instructions. |
|
2. DMG RPT# |
Refer to the section later on in this chapter titled "Completing History Records from Damage Report Entries" for further instructions. |
|
3. DATE |
Using your selected date format, enter the transaction date.. EXAMPLE: Type 031711 (RET). |
|
4. TIME |
Using your selected time format, enter the time for the transaction. EXAMPLE: Type 1220 (RET). |
|
5. ODOMETER |
Enter the odometer reading on the vehicle at the time of the transaction. EXAMPLE:Type: 10288 (RET) |
|
6. CUST# |
Enter the customer number to be billed. Or use Shift/F7 to invoke a search of the Customer File. This field is required if an amount is entered in any other fields in the "Cust Amt" column EXAMPLE: Type: BEN078 (RET) WARNING: If the transaction is one where repairs are being recorded for a Damage Report, the customer may have already been charged for damage on the rental agreement. Entering their customer number in this field and an amount in the "Cust Amt" column will bill the customer outside of the rental agreement. It is your responsibility to be sure you are not charging the customer for damage which was previously charged on the RA |
|
7. CUST PO# |
If applicable, enter the customer's purchase order number. If the customer record referenced in Field # 6 is flagged as one where a purchase order number is required in order to process a direct bill, this field is required. EXAMPLE: Type: ST0416 |
|
8. GEN DESC |
Enter up to 65 alphanumeric characters to explain the reason for this transaction. EXAMPLE: Type: BODY REPAIR REAR BUMPER AND TRUNK (RET) |
|
Note: Fields 9 - 14 are optional. However, if data is entered in Field 9, then Fields 11 -14 are required. |
|
|
9. VENDOR # |
Enter up to 8 characters representing a Vendor account number. This vendor is the one invoicing you for the repairs that have been made. Or press Shift/F7 to invoke a search of the Vendor File. EXAMPLE: Type: STT123 (RET) |
|
10. OUR PO # |
Enter up to 6 characters representing your purchase order number if applicable. EXAMPLE: Type: 072949 |
|
11. INVOICE # |
Enter up to 15 characters representing the vendor's invoice number. If a vendor has been entered in Field 9, this field is required. EXAMPLE: Type: 42371 (RET) Note: If this invoice number has previously been entered for this vendor, the data will be cleared from the field, and the following message will display:
User tip: Press Shift/F7 in this field to search the Vendor Invoice file. |
|
12. INVOICE AMT |
Enter the amount of the invoice. If a negative amount, enter a minus sign. EXAMPLE: Type:472.00 (RET) User tips: If an amount is entered in Field 12, a logic check is performed and must be met when saving the transaction. The amount of the vendor invoice total is calculated from the detail entered in Fields 15 - 44 below and displayed in the "Ven Chrg" (Vendor Charge) field located under Field #43. In order to save the transaction, that calculated total and the amount entered in Field 12 must agree. If this field has amount entered in it, the records in the rows below (Fields 15 - 44) will be examined by the program. Each row that has an amount in the Vendor Amount column will cause a record to be written to the Vehicle History File. |
|
13. INVOICE DATE |
In your selected date format, enter the vendor's invoice date. EXAMPLE: Type 031011 (RET) |
|
14. DUE DATE |
In your selected data format, enter the date that the vendor's invoice is due. EXAMPLE: Type 041011 (RET) |
| 15. CHARGE LOC |
This field defaults to the user's location. If profit centers are used and the expense should be charged to to another location, enter the appropriate location code. EXAMPLE: Press (RET) User tip: The General Ledger account number comes from the Service Code record and the profit center comes from the Location record. |
|
16. SC/ DESCR |
Enter a Vehicle History Service Code (which must already exist). Or use Shift/F7 to invoke a pop-up window listing of the Service Codes and descriptions. The description for the Service Code will display after the slash and this 34-character field may be edited. EXAMPLE: Type:44/BODY REPAIR Or, you can leave the Service Code field blank and use the description field by itself. EXAMPLE: Type: /REAR BUMPER & TRUNK
User tip: Each row with a Service Code entered will generate a record in the Vehicle History File as follows: Service Code & Description from Field 14 History cost Amounts 1 & 2 from Field 15 - Vendor Amount and Vendor Tax respectively. |
|
17. VEN AMT/ TAX CODE/ TAX |
Enter the amount for this item from the vendor's invoice. Then enter a slash (/) and the tax code that applies to the transaction. The tax amount will be calculated and entered automatically after the next slash. The tax amount may be edited or can be deleted by replacing the amount with an asterisk. The vendor amount and tax are optional on any row. EXAMPLE: 450.00/NT (RET) (For the certain CARS+ user posting vendor invoices to Accounts Payable through Vehicle Vendor Invoice Entry, the Tax Code is required in order to post the transaction properly. The G/L account numbers for the tax are governed by the Tax Code.) |
|
18. CUST AMT/ TAX CODE/ TAX |
Enter the amount being charged to the customer for this item. Then enter a slash (/) and the tax code that applies to the transaction. The tax amount will be calculated and entered automatically after the next slash. The tax amount may be edited or can be deleted by replacing the amount with an asterisk. If an amount is entered in the tax column, the Tax Code is required in order to post the transaction properly to Accounts Receivable. (The G/L account numbers for the tax are governed by the Tax Code.) EXAMPLE: 475.00/T1 (RET) WARNING: If the transaction is one where repairs are being recorded for a Damage Report, the customer may have already been charged for damage on the rental agreement. Entering their customer number in Field 6 and an amount in this column will bill the customer outside of the rental agreement. It is your responsibility to be sure you are not charging the customer for damage which was previously charged on the RA |
|
19. - 45. |
These fields for additional lines are used in the same manner as fields 15, 16 and 17. |
|
46. PREVENT POST |
Indicate whether or not this invoice should be prevented from posting. The prevent post flag can be useful when you need to verify something prior to posting.
EXAMPLE: Type N (RET) |
|
POST STATUS |
This field displays with Y (yes) or N (no) whether or not the invoice has been posted. |
| 47. AMOUNT PAID | This field displays the total of payments that have been entered on the
invoice. Payments cannot be entered directly in this field. To enter a
payment, move the cursor to the OPTION field at the top of the screen
and press F12. To search of the Deposit/Payment file, press Shift/F7 from this field. |
|
VEN CHRG |
This field displays a running total of the individual charges in the vendor charge column. |
|
VEN TAX |
This field displays a running total of all of the individually calculated amounts in the vendor tax column. |
| VEN INV | This field displays the total of the vendor charges and the vendor tax as shown in the two previous fields. )If an amount was entered in the "Invoice Amount" Field above (Field 12), the amount shown here must equal the amount in Field 12 in order to save the transaction. |
| |
|
|
CHARGE TOTAL |
This field displays a running total of the customer charges column. |
| TAX TOTAL | This field displays a running total of the customer tax column. Tax calculations are carried out to 4 decimal places and the results (rounded off) are shown here. |
|
INVOICE TOTAL |
This field displays the total of the customer charges and tax. This is the amount that will post as an invoice to the customer's account in Accounts Receivable. |
The screen will then display:
| OPTION: __ SUNDRY INVOICE FOR VEHICLE CHARGES 1 Vehicle # C41220 License # JEG102 Model CARAVAN 2 Dmg Rpt# 3 Date 03-17-11 4 Time 1220 5 Odometer 10288 6 Cust# BEN078 Name BENJAMIN FENCE 7 PO# ST0416 8 Gen Desc BODY REPAIR REAR BUMPER AND TRUNK 9 Vendor# STT123 Name STATE AUTO BODY 10 Our PO# 072949 11 Invoice# 42371 12 Invoice Amt 472.00 13 Invoice Date 03-10-11 14 Due Date 04-10-11 15 Charge Loc SC/Descr VenAmt/TaxCd/Tax CustAmt/TaxCd/Tax 16 44/REAR BUMPER & TRUNK 17 450.00/NT/* 18 475.00/T1/47.50 19 01/LUBE OIL FILTER 20 20.00/T1/2.00 21 */*/* 22 */* 23 */*/* 24 */*/* 25 */* 26 */*/* 27 */*/* 28 */* 29 */*/* 30 */*/* 31 */* 32 */*/* 33 */*/* 34 */* 35 */*/* 36 */*/* 37 */* 38 */*/* 39 */*/* 39 */* 41 */*/* 42 */*/* 43 */* 44 */*/* 45 */*/* 46 Prevent Post N Ven Chrg 470.00 Charge Total 475.00 Post Status N Ven Tax 2.00 Tax Total 47.50 47 Amount Paid Ven Inv 472.00 Invoice Total 522.50 F1=SAVE F3=CLEAR F5=BACKUP F6=SEARCH F8=TIRES F12=PAYMENT |
OPTION: ______________ PAYMENTS Amount/FOP/#/Exp/Settled Auth#/Amt 1 */*/*/* 2 */* 3 */*/*/* 4 */* 5 */*/*/* 6 */* 7 */*/*/* 8 */* F2=SWIPE F11=REQUEST AUTH F12=REPORT AUTH |
| 1a. AMOUNT |
Enter the amount of the payment. This field accept 5 digits before the decimal point. EXAMPLE: Type 522.50/ |
| 1b. FOP |
If the Form of Payment is not a credit card (cash, checks, travelers checks, etc.), enter up to 6 alphanumeric characters to indicate form of payment used, such as CA for Cash. If the Form of Payment is a credit card, skip this field by typing a slash "/" and enter the card number in the next field. |
| 1c. # |
If entering a credit card, enter up to 20 alphanumeric characters to indicate the credit card number. EXAMPLE: Type 372449635311003 (/) |
| 1d. EXP |
Enter 4 numeric characters in the format MMYY to indicate the expiration date of the credit card. EXAMPLE: Type 1214 (RET) |
| 1e. SETTLED |
This field is used by the Electronic Draft Capture module and indicates whether or not the credit card transaction has been settled. For more information on this field, refer to the chapter titled Electronic Draft Capture Counter Operations Guide. Enter the value "Y" if this payment was settled by an external system and thus should NOT be settled by the CARS+ EDC logic. |
| 2a. AUTH # |
Enter up to 10 alphanumeric characters to indicate the credit
authorization number received when a credit check is made on the FOP. If using the optional CARS+ Credit Card Handling Module, leave
this field blank and use the F11 Function key to request a authorization check. Or leave the field blank and upon exiting the pop-up window an authorization will be requested. EXAMPLE: Type 256 (/) |
| 2b. AMT |
Enter the maximum dollar amount authorized by the credit check. EXAMPLE: Type 523 (RET) |
| 3 - 8. |
Repeat of Fields 1 and 2. |
To enter the tire tread depth readings, press the F8 key when the cursor is in the “OPTION” field. A pop-up window will appear as shown below. Enter the depth readings as appropriate.
| OPTION: __ SUNDRY INVOICE FOR VEHICLE CHARGES 1 Vehicle # C41220 License # JEG102 Model CARAVAN 2 Dmg Rpt# 3 Date 03-18-04 4 Time 1130 5 Odometer 10288 6 Cust# BEN078 Name BENJAMIN FENCE 7 Cust PO# ST0416 8 Gen Desc BODY REPAIR REAR BUMPER AND TRUNK 9 Vendor# STT123 Name STATE AUTO BODY 10 Our PO# 072949 11 Invoice# 42371 ????????? TIRE TREAD DEPTH ENTRY ????????? 13 Invoice Date 03-10-04 ?OPTION: __ TIRE TREAD D? SC/Descr ? 1 RF Tread Depth ? Cd/Tax 15 44/REAR BUMPER & TRUNK ? 2 LF Tread Depth ? 18 01.LUBE OIL FILER ? 3 RR Tread Depth ? 21 */* ? 4 LR Tread Depth ? 24 */* ? 5 PO No ? 27 */* ? ? 30 */* ?????????????????????????????????????????? 33 **/* 34 */*/* 35 */*/* 36 */* 37 */*/* 38 */*/* 38 */* 40 */*/* 41 */*/* 42 */* 43 */*/* 44 */*/* 45 Prevent Post N Ven Chrg 470.00 Charge Total 475.00 Post Status N Ven Tax 2.00 Tax Total 47.50 Ven Inv 472.00 Invoice Total 522.50 F1=SAVE F2 F3=CLEAR F4=DELETE F5=BACKUP F6=SEARCH F7=HELP |
|
The tire tread readings will become part of the vehicle’s history record.Tire tread readings can be printed on the Vehicle History Report. PRESS "F1" AT "OPTION:" TO SAVE THE TRANSACTION. A prompt will appear for your password. The system then checks to be sure the user's Menu Type has access to this program. If it does not, the following message will display and the transaction will be aborted: The system will automatically assign an invoice number to each transaction that is saved User tip: The invoice number issued is controlled through the Edit Next Invoice Number program on the Accounting Control Files menu.
COMPLETING HISTORY RECORDS FROM DAMAGE REPORT ENTRIES Enter data as follows: To bring up the incomplete Vehicle History records, enter the Vehicle Number in Field 1 OR the Damage Report in Field 2. |
|
|
1. VEHICLE # |
Enter up to 6 alphanumeric characters representing the vehicle number or use Shift/F7 to invoke a search of the Vehicle File. EXAMPLE: Type C41220 (RET). If the vehicle entered has incomplete Vehicle History records created from a Damage Report Entry, the following message will display:
Answering "N" means that you want to proceed in entering new data. Answering "Y: means that you want to complete Vehicle History records created from a Damage Report and will cause the system to find all existing incomplete Vehicle History records for this Damage Report on the Vehicle entered in Field 1. The Vehicle History records will populate the first column below in Fields 15 - 42. |
|
2. DMG RPT# |
Instead of entering the vehicle number in Field 1, you can enter a Damage Report number in this field. Entering a Damage Report number will cause the system to find all existing incomplete Vehicle History records for this Damage Report. The Vehicle History records will populate the first column below in Fields 15 - 42. If more than 10 incomplete records exist for the Damage Report, the following message will display:
After editing and saving the first 10 records, you will be prompted if the next 10 should be displayed. This will continue until all records from the Damage Report number have been displayed and resaved. EXAMPLE: Type 701 (RET) |
|
17. CUST AMT/ TAX CODE/ TAX |
CAUTION: Remember, if you are completing history records created from a Damage Report Entry, the customer likely was already charged for the damage on the RA so this column should be left empty. Entering data in these columns will cause the customer to be invoiced a second time for the damage. |
|
Upon saving these entries, the Vehicle History records will be completed by recording the ending odometer reading, costs, and date. COMPLETING OPEN SERVICE TICKETS (PENDING VEHICLE HISTORY RECORDS To bring up the Open Service Ticket (pending Vehicle History record), enter the Vehicle Number in Field 1. |
|
|
1. VEHICLE # |
Enter up to 6 alphanumeric characters representing the vehicle number or use Shift/F7 to invoke a search of the Vehicle File. EXAMPLE: Type C41220 (RET). If the vehicle entered has Open Service Tickets (pending Vehicle History records), the following message will display:
Answering "N" means that you want to proceed in entering new data. Answering "Y" means that you want to complete Vehicle History records created from Open Service Ticket(s). The pending records will be loaded into the left column (beginning with Field 15.) Proceed with entering the amount charged for each repair. Note: The Customer Amount fields in the right column (beginning with Field 17) cannot be accessed when closing an Open Service Ticket. When the entry is saved, the Vehicle History Record(s) will be closed and updated. |