This program is used to process lease/loan payments and can produce three reports:

1. A Test Report showing what will happen if payments are actually made.
2. A Real Report where payments are made as the report is produced and entered as vehicle history records.
3. A Last Report showing what occurred the last time a Real Report was run.

Information shown on the report includes the vehicle number, year, license number, make, loan date, loan amount, number of payments made, the amount paid this time, total amount paid to date, balance due, and the last payment date. The report is sorted by vendor, with page breaks after each vendor if the detail option is selected. There are grand totals for the number of vehicles reported, number of vehicles paid, number of vehicles in the fleet, number of vendors, loan amount, amount paid on this report, amount paid to date, and balance due.

There is an option to show detail, one line per vehicle or summary totals only.

Regardless of the selection parameters, this report excludes all foreign vehicles in your fleet. Vehicles whose Status Codes are either S (Sold) or C (Converted) will be included unless their Balance Due field is set to zero. This feature allows you to continue making payments , even though the vehicle has an S Status Code.

To access the Lease/Loan Payments program, type PAYMNTS (RET) at any menu "OPTION:" field or the appropriate line number from the Fleet Menu. The screen will then display:

OPTION: __ LEASE/LOAN PAYMENTS 1 Report Type 1 (1=Test Run, 2=Real Run, 3=Last Run) 2 Payment Date 04-12-04 3 Owning Location TUS 4 Vendor ALL 5 Pay first month 6 Sort Order V V=Vendor Number, P=Posting Code 7 Detail/Summary D 8 Print/Display P Printer: PRINTER 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. REPORT TYPE	1=Test Run 2=Real Run 3=Last Run TEST RUN - Enter 1 to request a Test Report. It is a good habit to run a Test Report prior to running a Real Report so that any possible problems can be found before payments are actually posting. The default for this field is 1. REAL RUN - Enter 2 to request a Real Run. This does the following: Posts the payments to inventory file and creates vehicle history records. Creates a record in the Vehicle History File using Service Code X3. The amount of the payment is entered as the 'cost' for the history record. LAST RUN - Enter 3 to request a Last Report. Last Reports can be used if a Real Report is somehow lost or extra copies are needed. EXAMPLE: Type 1 (RET)
2. PAYMENT DATE	REAL AND TEST - Using your selected date format, enter when the Payment Date is made. A vehicle will not appear on this report if its last Payment Date is in the same month as the date entered in this field. That is, you cannot make two payments in the same month. Press RET to de fault to today's date. LAST REPORT - Using your selected date format, enter the Payment Date from the last Real Report that was run. If this date is not identical, no vehicles will be reported. The Payment Date from the last Real Run can be discovered by either reading the heading on the report or by examining the vehicle record of one of the affected vehicles for its last payment date. EXAMPLE: Type 033104 (RET)
3. OWNING LOCATION	Enter up to 6 alphanumeric characters to select a single owning location. Press RET to default to your terminal's default Owning Location. EXAMPLE: PRESS (RET)
4. VENDOR	Enter up to 8 alphanumeric characters to indicate the Vendor Code of the lending or leasing company. If you are running a Last Report, this field must also match that of the last Real Report. Press RET to default to All Vendors. EXAMPLE: TYPE FORDCC (RET)
5. PAY FIRST MONTH	Indicate whether or not a payment is made in the first month of ownership; that is, the month in which the vehicle was purchased. Y = Yes, a payment is made. N = No, skip the first month. EXAMPLE: TYPE Y (RET)
6. SORT ORDER	Select how the reported information should be sorted: V = By Vendor Number P = By General Ledger Posting Code EXAMPLE: Type V (RET)
7. DETAIL/ SUMMARY	Enter 1 alpha character to select the report format. D = Detailed Report. S = Summary Report. When running a Real Report, it is suggested that you always run a detailed report. EXAMPLE: Type D (RET)
8. PRINT/ DISPLAY	Enter: 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: __ LEASE/LOAN PAYMENTS 1 Report Type 1 (1=Test Run, 2=Real Run, 3=Last Run) 2 Payment Date 03-31-04 3 Owning Location ALL 4 Vendor FORDCC 5 Pay first month Y 6 Sort Order V V=Vendor Number, P=Posting Code 7 Detail/Summary D 8 Print/Display P Printer: PRINTER 1BEGIN 2 3ERASE 4 5 6 7HELP 8

PRESS "F1" AT "OPTION:" TO EXECUTE THE PROGRAM.

NOTES ON RUNNING THE PROGRAM AND READING THE REPORT

When the report is run in detail, it can be used conveniently as a tear apart document with each section detailing a separate vendor. Because of this, the SELECTIONS and GRAND TOTALS information always show on a separate last page.

It is not possible to make payments more than once a month on the same vehicle. Vehicles added to the fleet after the program has been run for a month can be processed on another report done for the same month. Vehicles previously processed in that month will simply show as * NOT PAID *.

Certain vehicle records are skipped by the report:

1. Foreign vehicles.
2. Vehicles with no monthly payment.
3. For Test and Real Reports, vehicles whose balance is zero.

These records are counted in the VEHICLES IN FLEET total at the end of the report.

In no case will payments cause the balance due value to become less than zero. When the monthly payment is greater than the balance due, the monthly payment is set to the balance due.

The balance due column represents the value after the payment is made.

For a Last Report, if the vehicle's last payment date does not match the payment date entered, the vehicle will show as * NOT PAID *. This means that an incorrectly entered date will give an erroneous report of what actually happened on the last Real Report.

If during a Real run the program should be terminated abnormally, There is a system crash or the program is stopped by the user, it may be impossible to produce a complete Real Report. In this case do the following:

First, run another Real Report with the same payment date as before. This will pay those vehicles not processed on the previous report, but will not pay vehicles processed prior to the termination of the previous report. The grand totals will not reflect a complete run.

Second, run a Last Report using the same payment date again. This report should show the same information, including totals, as the Real Report would have shown, and thus it may be substituted for the lost report.