By entering vendor invoices in this program, it is possible to recall the invoice entry to the screen by the invoice number or through the F6 search routine of the invoice file by vendor number or invoice number.
If multiple repairs and/or services were done to the vehicle, this program can be used as an alternative to the Vehicle History Update program. For example, if an oil change, tune up, tire rotation, and fuel filter replacement were done, the Vehicle History Update program would require that 4 separate entries be made for the different services and repairs. In Vehicle Invoice Entry, all 4 items could be entered on the screen at once along with the vendor's invoice number for future reference. Up to 5 Vehicle History records can be entered from this single screen.
NOTE: Although you can create Vehicle History records from this program, you cannot:
Update the vehicle odometer reading
Change the vehicle's status
Change the vehicle's location
To enter one of the above records, use one of the following programs in addition to entering the Vendor Invoice:
To access the Vendor Invoice Entry program, type VENINV (RET) at any menu "OPTION:" field or the appropriate line number on the Invoicing Sub Menu of the Rental Accounting menu. The screen will display:
| OPTION: __ VENDOR INVOICE ENTRY 1 Vendor # 2 Invoice # 3 Our PO # 4 Invoice Date 5 Due Date 6 Charge Location 7 Invoice Amt 8 Vehicle Number Model 9 Date 03-09-07 10 Time 0644 11 Odometer 12 Service Code 13 Description 14 Amt Acct 16 Amt2 Acct 18 Service Code 19 Description 20 Amt Acct 22 Amt2 Acct 24 Service Code 25 Description 26 Amt Acct 28 Amt2 Acct 30 Service Code 31 Description 32 Amt Acct 34 Amt2 Acct 36 Service Code 37 Description 38 Amt Acct 40 Amt2 Acct 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6SEARCH 7 8TIRES |
Retrieving an existing invoice: Enter the Vendor Number and the Invoice Number (Fields 1 and 2).Or use the F6 function key to search the Invoice File by vendor number of invoice number.
To create a new entry, enter data as follows:
|
1. VENDOR # |
Enter up to 8 alpha numeric characters representing the vendor number. This number must already exist in the Vendor File. EXAMPLE: Type AG0818 (RET). |
|
2. INVOICE # |
Enter up to 15 alpha numeric characters representing the Vendor's Invoice Number. EXAMPLE: Type R102088 (RET) |
|
3. P O # |
If applicable, enter up to 6 characters representing your organization's purchase order number. EXAMPLE: Type 50309. (RET) |
|
4. INVOICE DATE |
Using your selected date format, enter the date of the vendor's invoice. EXAMPLE: Type: 031507 (RET) |
|
5. DUE DATE |
Using your selected date format, enter the due date of the invoice. EXAMPLE: Type 033107 (RET) |
|
6. CHARGE LOCATION |
For a certain CARS+ user who posts from this program into their accounting system, enter the location that should be charged with this expense. If the operation uses profit centers, the profit center number from the Location File will be used along with the G/L Expense account(s) shown below in posting to the accounting files. For other CARS+ users, this field is informational only. The default is the vehicle's current location. EXAMPLE: Type LAX (RET) |
|
7. INVOICE AMT |
Enter the total of the vendor's invoice. In order to save the entry, the sum of the details entered in Fields 18 - 40 must equal the value entered in this field. EXAMPLE: Type 2390.00 (RET) |
|
8. VEHICLE # |
Enter up to 6 alpha numeric digits representing the vehicle unit number. If the CARS+ feature is turned on to allow access of your vehicles by license plate number, enter the license plate number. EXAMPLE: Type 4C0102 (RET) After pressing (RET), the vehicle's license plate number is displayed to the right of the vehicle unit number. |
|
MODEL |
This field displays the vehicle's model code. |
|
9. DATE |
Fields 9 and 10 are used to record the date and time of the transaction in the Vehicle History program. Using your selected date format, enter the date of the service or repair. EXAMPLE: Type 031404 (RET) |
|
10. TIME |
Using your selected time format, enter the time of the service or repair. EXAMPLE: Type 1000A (RET) |
|
11. ODOMETER |
Enter up to 6 numeric characters to indicate the odometer reading which existed at the time of the event you are recording. When the vehicle number is entered, the current odometer reading and date from the Vehicle Inventory File are displayed. You may enter a reading less than the displayed value if the event you are recording occurred in the past. EXAMPLE: Type 35030 (RET) |
|
12. SERVICE CODE |
Enter up to 2 numeric characters to indicate the service code that describes the event being recorded, or press Shift/F7 to access a list of the Service Codes. EXAMPLE: Type 41 (RET) |
|
13. DESCRIPTION |
When selecting a service code number, the related description is automatically displayed. Press RET to accept the default description. Or you can replace the description by entering alternate data in this field. EXAMPLE: Type TRANS. REPAIR UNDER PARTIAL WARRANTY (RET) |
|
14. AMT |
Note: "Amount 1" may be used for parts and supplies and "Amount 2" used for labor or GST. You may choose to use both fields or only one field. Enter up to 8 digits in front of the decimal point and 2 digits after it for the cost corresponding to this service or repair. EXAMPLE: Type 850.00 (RET) |
|
15. ACCT |
For most CARS+ users, this field has no function other than information. Enter the G/L account number that should be charged for the amount entered in Field 14. Or, if a default expense account has been designated in the Service Code File, press (RET) to accept the default account. EXAMPLE: Type 5250 (RET) |
|
16. AMT 2 |
Enter up to 8 digits in front of the decimal point and 2 digits after it for the cost corresponding to this service or repair. EXAMPLE: Type 1,540.00 (RET) Note: Contact Thermeon's Support Dept. if you prefer to have the description "GST Amt" in this field instead of "Amt 2. |
|
17. ACCT |
For most CARS+ users, this field has no function other than information. Enter the G/L account number that should be charged for the amount entered in Field 16. EXAMPLE: Type 5251 (RET) |
|
18. - 40. |
Fields 18 - 40 allow entry of 4 more service or repair records. |
An example of a completed entry is shown below:
| OPTION: __ VENDOR INVOICE ENTRY 1 Vendor # AG0313 AL'S GARAGE 2 Invoice # R102088 3 Our PO # 50309 4 Invoice Date 03-15-07 5 Due Date 03-13-07 6 Charge Location TUS 7 Invoice Amt 2390.00 8 Vehicle Number 4F0102450BCF Model TAURUS 9 Date 03-14-07 10 Time 1000A 11 Odometer 35030 12 Service Code 41 13 Description TRANS. REPAIR UNDER PARTIAL WARRANTY 14 Amt 850.00 Acct 5250 16 Amt2 1540.00 Acct 5250 18 Service Code 19 Description 20 Amt Acct 22 Amt2 Acct 24 Service Code 25 Description 26 Amt Acct 28 Amt2 Acct 30 Service Code 31 Description 32 Amt Acct 34 Amt2 Acct 36 Service Code 37 Description 38 Amt Acct 40 Amt2 Acct 1SAVE 2 3ERASE 4DELETE 5BACKUP 6SEARCH 7 8 |
Below is a sample of another entry where multiple services and/or repairs were entered.
| OPTION: __ VENDOR INVOICE ENTRY 1 Vendor # AG0818 AL'S GARAGE 2 Invoice # R102095 3 Our PO # 50315 4 Invoice Date 03-16-07 5 Due Date 03-31-07 6 Charge Location TUS 7 Invoice Amt 93.00 8 Vehicle Number 4F0225454BNJ Model TAURUS 9 Date 03-16-07 10 Time 1200N 11 Odometer 15030 12 Service Code 1 13 Description LUBE OIL FILTER 14 Amt 25.00 Acct 5100 16 Amt2 Acct 18 Service Code 2 19 Description TIRE ROTATION 20 Amt 8.00 Acct 5100 22 Amt2 Acct 24 Service Code 12 25 Description FLUSH COOLING SYSTEM 26 Amt 50.00 Acct 5110 28 Amt2 Acct 30 Service Code 13 31 Description REPLACE WIPER BLADES 32 Amt 10.00 Acct 5110 34 Amt2 Acct 36 Service Code 37 Description 38 Amt Acct 40 Amt2 Acct 1SAVE 2 3ERASE 4DELETE 5BACKUP 6SEARCH 7 8 |
ENTERING THE TIRE TREAD DEPTH
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: __ VENDOR INVOICE ENTRY 1 Vendor # AG0313 AL'S GARAGE 2 Invoice # R102088 3 Our PO # 50309 4 Invoice Date 03-15-07 5 Due Date 03-13-07 6 Charge Location TUS 7 Invoice Amt 2390.00 8 Vehicle Number 4F0102 450BCF Model TAURUS 9 Date 03-14-07????????? TIRE TREAD DEPTH ENTRY ????????? 12 Service Code 41 ?OPTION: __ TIRE TREAD D? 13 Description TRANS. R? 1 RF Tread Depth ? 14 Amt 850.00 ? 2 LF Tread Depth ? 18 Service Code ? 3 RR Tread Depth ? 19 Description ? 4 LR Tread Depth ? 20 Amt ? 5 PO No ? 24 Service Code ? ? 25 Description ?????????????????????????????????????????? 26 Amt Acct 28 Amt2 Acct 30 Service Code 31 Description 32 Amt Acct 34 Amt2 Acct 36 Service Code 37 Description 38 Amt Acct 40 Amt2 Acct 1SAVE 2 3ERASE 4DELETE 5BACKUP 6SEARCH 7 8 |
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.
User tip: The sum of the details entered in Fields 17 - 40 must equal the value entered in Field # 6 in order to save the entry. If they do not equal at the time of pressing "F1", the save will be terminated and the following message will display:
SERVICE CODE AMOUNTS DO NOT EQUAL INVOICE AMOUNT
User tip: Data must be entered in at least one set of Service Code fields in order to save the transaction.