To access the Master Contract Entry program, type LSEMCE at any menu "OPTION:" field or the appropriate line number on the Leasing menu. The screen will then display:
| OPTION: ______________ MASTER CONTRACT ENTRY 1 Servicing Location TUS 9 Start date * 2 Master Contract # * 10 End date * 3 Physical Master Contract # * 11 Terms code * Last clone 4 Customer # * 5 Cost Ctr* 12 Invoice day * * Name * * 13 Group invoice * Billing address city * 14 Allow exchanges?* CNPJ # * 15 Damage cost % * 6 Inv km separately * 16 Stolen cost % * 18 Rate * 7 Inv fuel separately * 17 Totaled cost % * 19 Invoice at som? * 8 Inv drop separately * Subwindows:A-Models B-Options C-Adj N-Notes F1=SAVE F3=ERASE F5 F7=HELP |
Enter data as follows:
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1. SERVICING LOCATION |
Enter up to 6 alphanumeric characters representing the Location Code for the location that will print the invoice for the Master Contract and all subcontracts. EXAMPLE: Type TUS (RET) |
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2. MASTER CONTRACT # |
To bring up an existing Master Contract, enter up to 8 alphanumeric characters representing the contract number of the Master Contract. EXAMPLE: Type T6789 (RET). If a new record is being created, skip this field. The next consecutive Master Lease number will be assigned automatically when the data is saved. The range of Master Lease numbers is assigned to the Servicing Location (see Field 5 below) in the Edit Locations Control File. |
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3. PHYSICAL MASTER CONTRACT # |
Enter up to 8 alphanumeric characters representing the number from the actual lease paper signed by the customer. This is referred to as the Physical Master Contract. There can be multiple Master Contracts under the same Physical Master Contract. EXAMPLE: Type HN710498. |
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4. CUSTOMER # |
Enter up to 6 alphanumeric characters representing the Customer Number of the customer who will be billed for leases created under this Master Contract, or press Shift/F7 to invoke the search of the Customer File. If a Customer Record is selected from the search, the appropriate information will be loaded onto this screen. Note that the customer record must have a Fed. ID# (Page 3, Field 1 of Customer File Update.) EXAMPLE: Type FER002 (RET) User tip: During the process of creating son contracts, the bill-to party (entered in this field) is both the renter and the bill-to. When the delivery of the vehicle is recorded, the name of the actual renter is entered. The customer number from this field then continues to be the bill-to party. Because the bill-to customer is also temporarily the renter, the bill-to customer's Customer Type must be defined as one that CAN be used as a bill-to type (and not defined as used ONLY use a bill-to type.) Therefore, in the Edit Customer Types program, the field "Use as bill-to" should have the response "Y" (yes); not "O" (only). |
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5. COST CTR |
Enter the customer's cost center number or internal reference numbers so that the billing may be directed to the appropriate office. EXAMPLE: Type: HR234 (RET) |
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NAME, CNPJ#, AND BILLING ADDRESS |
These fields display the name, CNPJ#, and billing address that corresponds to the Customer Number entered in Field #3. These fields are not accessible from this screen. |
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6. INV KM SEPARATELY |
Indicate whether or not charges for kilometers or miles should be invoiced on a separate invoice from the one that is used to invoice time revenue.
EXAMPLE: Type N (RET) |
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7. INV FUEL SEPARATELY |
Indicate whether or not fuel charges should be invoiced on a separate invoice from the one that is used to invoice time revenue.
EXAMPLE: Type N (RET) |
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8. INV DROP SEPARATELY |
Indicate whether or not drop charges should be invoiced on a separate invoice from the one that is used to invoice time revenue.
EXAMPLE: Type N (RET) |
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9. START DATE |
Using the selected date format, enter the starting date for this Master Contract. EXAMPLE: Type 050503 (RET) |
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10. END DATE |
Using the selected date format, enter the ending date for this Master Contract. Son contracts cannot be opened after this date nor can they be extended beyond this date. However, this date can be edited and, if edited, all related son contracts are affected. EXAMPLE: Type 050504 (RET) |
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11. TERMS CODE |
Enter up to 3 alphanumeric characters representing a valid Terms code for billing purposes. EXAMPLE: Type A3 (RET) User tip: Terms Codes are set up in RealWorld Accounts Receivable module and govern how many days the customer has to pay before the invoice is considered past due. |
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LAST CLONE |
This display only field indicates the date for the last time this master contract had its son contracts cloned and closed. |
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12. INVOICE DAY |
Indicate the date of the month on which invoices are to be printed for this Master Contract. EXAMPLES: Type 1 to indicate the first day of each month. Type 10 to indicate the 10th of each month. Type 31 to indicate the last day of each month. ("31" is used to signify the "last" day of the month regardless of the number of days in the month.) |
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13. GROUP INVOICE |
Indicate whether or not this contract should be grouped with other Master Contracts for the same customer when printing invoices.
EXAMPLE: Type N (RET) |
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14. ALLOW EXCHANGES? |
Indicate whether or not vehicle exchanges on son contracts of this Master Contract are allowed.
EXAMPLE: Type Y (RET) User tip: If exchanges are allowed, an additional field (Temp/Perm) in the Exchange subwindow must have data entered in it. Indicate with a "T" or "P" if the exchange is temporary (such as for maintenance) or if it is permanent. Son RAs with temporary exchanges are noted on the Lease Vehicle Report. |
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15. DAMAGE COST % |
When a Damage Entry is made on vehicles under this lease, the percentage in this field is used to compute the damage charge added to the contract. For example, if 75 percent is entered in this field, and a damage appraisal was $1000, the damage charge added to the contract would be $750. Leave this field blank to charge the full amount of the damage. EXAMPLE: Type 75 (RET) |
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16. STOLEN COST % |
In a similar manner to the percentage in the above field, the percentage entered here is used on a Damage Entry when it is indicated that the vehicle was stolen. EXAMPLE: Type 90 (RET) |
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17. TOTALED COST % |
Like the two fields above, this percentage is used on a Damage Entry when it is indicated that the vehicle was totaled. EXAMPLE: Type 90 (RET) |
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18. RATE |
Enter up to 5 alphanumeric characters representing the Rate Product Code that will apply to all vehicles leased under this Master Contract. Although the monthly rate for each vehicle will be entered in a subwindow on this screen, the Rate Product is needed in order to load "rules" into the rental agreement. EXAMPLE: Type LS101 (RET) |
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19. INVOICE AT SOM |
Indicate whether or not the lease contract should be invoiced at the start of the month or after the month is over. For example, assume a contract closed and was cloned on June 30, and the Invoice Day specified in Field 12 is "10" (meaning the invoice will be created on the 10th of the month). The entry made in this field determines if the invoice can be created on June 10th (start of the month) or on July 10th (after the month ends). Enter: Y (or blank) = Yes. In this case, the invoice is produced at the start of the month. Using the example, the month of June would be invoiced on June 10. N = No. In this case, the lease invoicing program works in a manner similar to Multiple Invoiced Rentals. That is, the invoice is produced after the month has elapsed. Using the example, the invoice for June can be created on July 10 and not before. EXAMPLE: Type Y (RET) |
The screen will then display:
| OPTION: ______________ MASTER CONTRACT ENTRY 1 Servicing Location TUS 9 Start date 050503 2 Master Contract # T6789 10 End date 050504 3 Physical Master Contract # HN710498 11 Terms code A3 Last clone 4 Customer # FER002 5 Cost CtrHR234 12 Invoice day 10 Name FERDINAND CORP 13 Group invoice N Billing address city SAO PAULO 14 Allow exchanges?Y CNPJ # * 15 Damage cost % 75 6 Inv km separately N 16 Stolen cost % 75 18 Rate LS101 7 Inv fuel separately N 17 Totaled cost % 90 19 Invoice at som? Y 8 Inv drop separately N Subwindows:A-Models B-Options N-Notes F1=SAVE F3=ERASE F5 F7=HELP |
SUBWINDOWS
Subwindow A - Models
This subwindow is used to enter the model type, quantity, and monthly rate for vehicles that will be leased under this Master Contract. Up to 6 Models can be viewed at one time.
| OPTION: _______________ MODELS & RATES Ln# Model/Year/Qty Req Qty leased Mthly Rate/Free KM/KM rate 1 */*/* * */*/* 2 */*/* * */*/* 3 */*/* * */*/* 4 */*/* * */*/* 5 */*/* * */*/* 6 */*/* * */*/* F2 NEXT 6 F3 ERASE F4 PREV 6 |
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MODEL |
Enter up to 8 alphanumeric characters representing the Model Code for vehicles on this Master Contract. This Model Code (and Model year) must already exist in the Model Code File. EXAMPLE: Type TAURUS (RET) |
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YEAR |
Enter the 2-diget Model Year for vehicles on this Master Contract. This Model Year (and Model Code) must already exist in the Model Code File. EXAMPLE: Type 02 (RET) |
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QTY REQ |
For this Model Code and Model Year, enter the quantity of vehicles to be leased. EXAMPLE: Type 15 (RET) |
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QTY LEASED |
This field displays the number of units that have been leased to date on this Master Contract. This field is not accessible. Each time a new son contract is opened, this field for the appropriate model is incremented by one. Once the quantity entered in the above field has been reached, no more son contracts for that model are allowed under this Master Contract. |
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MONTHLY RATE |
Enter in your currency the monthly rate for this Model. EXAMPLE: Type 995.00 (RET) |
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FREEKM |
Enter the number of free kilometers or miles allowed per month on this model. EXAMPLE: Type 4000 (RET) |
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KM RATE |
Enter the rate per kilometer or mile for any amount over the free allotment entered in the previous field. EXAMPLE: Type .15 (RET) |
Note that the "F2" key when pressed from the "OPTION" line of the subwindow allows viewing the next 6 records and that the "F4" key allows viewing the previous 6 records.
Subwindow B - Optional Charges Subwindow
This subwindow is used to indicate the options that will be associated with son contracts opened under this Master Contract.
| OPTION: ______________ OPTIONAL CHARGES Page:01 Ln# Option/Invoice separately? 1*/* 2*/* 3*/* 4*/* 5*/* 6*/* F2 NEXT 6 F3 ERASE F4 PREV 6 |
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1.- 6. OPTION |
Enter Option Codes that will be placed on each son contract associated with this Master Contract. Options that are charged on a per day or on a percentage basis will be automatically added to all contracts opened under this Master Contract. Options that are charged as a flat fee will not be added automatically to any son contract. However, they may be added manually when appropriate. They exist here for that purpose and to enable the set up of the invoicing instructions. EXAMPLE: Type VLFEE (RET) |
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INVOICE SEPARATELY |
Indicate whether or not this charge is to be invoiced on the same invoice as the Time charge from the rental. Y = Yes, a separate invoice should be created for this option. N = No, the charge for the option can be on the same invoice as the Time charge. EXAMPLE: Type N (RET) Note that the "F2" key when pressed from the "OPTION:" line of the subwindow allows viewing the next 6 records and that the "F4" key allows viewing the previous 6 records. |
Subwindow C - Adjustments Subwindow
Since lease RAs may run for several months or years, it is possible that the country's rate of inflation may increase significantly during the life of the lease. This subwindow is used to set an Inflation Index that will be applied to this lease's Time rate each time it's son contracts are cloned.
| OPTION: ______________ ADJUSTMENTS Page:01 1 Adjustment months * 2 Adjustment pct * 3 Inflation code * F2 NEXT 6 F3 ERASE F4 PREV 6 |
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1. ADJUSTMENT MONTHS |
Enter the frequency (in the number of months) that the Time rate on lease contracts should be adjusted for inflation. For example, entering the number "3" indicates that once every three months (or quarterly), the system will adjust the Time charge rates for inflation. EXAMPLE: Type 3 (RET) |
| DATA CAN BE ENTERED INTO EITHER FIELD 2 OR FIELD 3 BUT NOT BOTH. |
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2. ADJUSTMENT PERCENT |
If the inflation rate is to remain constant for the entire life of this lease, enter the rate in this field. This field will accept 6 characters before the decimal point and 2 characters after. This field will also accept a negative sign, "-", before the percentage if the rates are to decrease each time they are adjusted. EXAMPLE: Type 8.5 (RET) |
| 3. INFLATION CODE |
If the inflation rate is to tied to an inflation code where the percentages may vary over the life of the lease, enter the Inflation Code in this field. (Codes are set up in Edit Inflation Codes.) EXAMPLE: Type T2 (RET) |
Subwindow N - Notes
This subwindow is used to attach notes to the Master Contract.
| OPTION: __ NOTES F2=LINES +9 F4=LINES -9 Key 1 2 3 4 5 6 7 8 9 |
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KEY |
The key for a note on a Master Contract is: LSE (space) xx Where "xx" is the Master Contract number ( up to 8 characters). EXAMPLE: Type: LSE T6789 (RET) |