This chapter describes the process of creating a fuel card from each vendorsupplier.
There are two options in the Fuel Cards menu: Fuel Card and Fuel Card Transaction.
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In order to be able to create a fuel card for a client in the system, the a Fuel Card service Service must be created for a specific contract – a specific financed object.
On the fuel card type detail card, the user opens the fuel card discount detail in the navigation.
Here, the The only editable field here is Discount amount – customer, the field is pre-filled with the value from the code list, but the user can still edit it.
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An overview of fuel cards belonging to the contract or Financed Object will open. Use the New button on the Action Pane to open a blank Fuel Cards tab (see the chapter below for a detailed description of how to create a fuel card). The card consists of three tabs – General, Ordering and deliveryDelivery, Blocking and exclusionExclusion.
General Tab:
Field:
Card No.
The number will be filled in automatically by the system from the number series.
It will be set in the Contract with Service Contract Settings.
Card Kind
The user selects which type of card it is (customer/own)
The "customer" card is for a customer customers with a leasing contract. Most of the data in the general General tab is supplemented by the system on the basis of the contract and the fields are non-editable.
"Own" cards are intended for the vehicles of the leasing company, there is no leasing contract for them and they are not reinvoiced. In the case of your own card, the contract number must be blank – the system checks.
Card No. – Company
The card number is entered by the user after receiving the card from the card company.
The field is crucial for finding a card from a fuel card transaction when processing a data record
Card Name
Entered by the user after receiving the card from the card company.
Financing Contract No.
If the card is custom, then the field is non-editable.
If the card is a customer card, then the user selects the contract to which the card belongs. If there are is more than one fuel card services service on the contract, the system opens the "TK type details overview" valid as of the current date and the user selects which service to create the card for.
Financing Object No.
If the card is custom, then the field is non-editable.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Financing Object Name
If the card is custom, then the field will be non-editable.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Master Agreement No.
If the card is custom, then the field will be non-editable.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Card Vendor No.
If the card is custom, then the user selects from the list of suppliers.
If the card is a customer card, then it will be automatically updated refined according to the Contract No. and the fuel card service on the contract
Card Vendor Name
If the card is owned, then it is will be drawn according to the Vendor Number.
If the card is a customer card, then it will be automatically updated refined according to the Contract No. and the fuel card service on the contract
Fuel Card Pricelist
If the card is owned, then the field will be editable and the user will select the appropriate fuel card price list of the given supplier 's fuel card valid as of the current date. The system will pre-fill if the vendor has only one TK Price ListPricelist.
If the card is a customer card, then the system will automatically take over according to the contract number.
Fuel Card Type
The system will transfer the "card type code" set in the fuel card price list.
The field is editable.
Service No. (Service No.)
If the card is a customer card, the system will fill in the fuel card automatically after entering the Fuel Card Pricelistprice list
Customer No.
If the card is custom, then the field will be non-editable.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Customer Name
If the card is custom, then the field will be non-editable.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Customer Business Place No.
If the card is custom, then the field will be non-editable.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Customer Business Place Name
If the card is custom, then the field will be non-editable.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Driver No.
If the card is ownedthe card's own, the user manually selects the Driver.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Driver Name
If the card is your own, it will be automatically refined according to the Driver Number.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Licence Plate No.
If the card is owned, then the user enters the license plate manually.
If the card is a customer card, it will be automatically processed completed according to the Contract No.
Created At
The system will automatically fill in the date and time of creation
Non-editable field
Created By Name
The system will be completed automatically according to the logged-in user
Non-editable field
Modified At.
The system will automatically fill in the date and time of the last change
Non-editable field.
Modified By Name
The system will be completed automatically according to the logged-in user
Non-editable field
Order & and Delivery Tab
Field:
Order Date
The system will add the date when the email with the order email was created and sent to the contact person for ordering the fuel card
Ordered By
The system will be completed fill in automatically according to the logged-in user after completing the Order Date. If the user changes/deletes the order date, the value of the field will not change
Service Range Code
The system will be completed fill up automatically from the Fuel Card Price List
Service Range Description
The system will be completed fill in automatically from the Service Range Code
Vendor Service Range Code
The system will be completed from the Service Range Code (named by the supplier)
Fuel Card Customer No.
The system is completed from the customer number settings on the TK price list.
The user can change the
Fuel Card Customer No. Description
The system will be completed from the TK customer number
Limit Excl.VAT – Day/Week/Month
Complements the system from the TK price list
Territorial Validity
User selects from National/International values
Toll Payment
Ticks by the user if toll payment is enabled.
PIN Code
Will Does the user fill in the PIN code of the card manually after receiving the card
Validity From
To be completed manually by the user after receiving the card
Validity To
Completes the system after inserting "valid from"
The system calculates based on the default validity period set in the Default Fuel Card Validity fuel card validity field in the TK Customer Number No. table: Valid From from + Default Fuel Card Validity fuel card validity and it is the last day of the given month (e.g. Valid from = 11.1.2017, Default validity of TK validity = 3R, then Valid to = 31.1.2020).
Date of Card Submitting
To be completed manually by the user after handing over the card to the customer
Method of Card Submitting
User selects from Personal/Mail-in values
Blocking and exclusion tab
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Blocking Date
To be entered manually by the user
Blocking By
The system will be completed fill in automatically according to the logged-in user after completing filling in the Blocking Date. If the user changes/deletes the blocking date, the value of the field will change
Return Date
To be entered manually by the user
Exclusion Reason
The user selects from the following options: Expiration, Cancellation, Contract termination, Damage, Loss of card, Other reason
Exclusion Date
To be entered manually by the user
Card Excluded (Exclusion Exclused By)
The system will be completed fill in automatically according to the logged-in user after completing filling in the Blocking Date. If the user changes/deletes the blocking date, the value of the field will change
Note
To be entered manually by the user
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Card Type Code
The system will automatically refill according to the respective relevant fuel card.
Card No. – Company
The system will automatically refill according to the respective relevant fuel card
Fee Date
The system will be completed according to the current date. Non-editable
Fee Type Code
Selects the The user selects from the fees defined for the given card type.
Fee Excl. VAT (LCY)
The system will be completed automatically after selecting the Fee Type Code from the fuel card fee code list
Non-editable
Fee to Invoice Excl. VAT (LCY)
The system will be completed automatically after selecting the Fee Type Code from the fuel card fee code list
Editable – this value is included in enters the invoice
Invoice
If the user marks selects YES, Fee to Invoice for Invoicing Excl. VAT will be included in the invoice
If NO, the charge cannot be invoiced to the customer. When starting the "Invoice one-off time fee" function is triggered, the system displays the message "There is nothing to post!
Billing Method
After checking Invoice=YES, the user selects the billing invoicing method from the list:
Invoice for Fuel fuel – the fee will be included in the mass re-invoicing for fuel.
Individual invoice – the fee will not be included in the mass invoice for fuel – default value, An individual invoice will be issued manually by the user manually, according to the function described below.
Invoiced
Completes the system automatically after creating a sales invoice (unposted)
Sales Invoice No.
Completes the system automatically after a sales invoice is created
Posted Sales Invoice No.
Replenishes the system automatically after the posting a sales invoice is posted
Posting Date
Automatically completes the NAV with the posting date from the posted sales invoice
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If the user runs the Invoice One-off Charge function, the system displays a dialog window to enter specify the Posting Date and Due Date.
After filling in the information and confirmation, the user will see an unposted sales invoice that , which the user can edit and then post.
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The user can create a fuel card on the financed object if there is a service Service with the "fuel card" type on the contract.
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In this case, the system will open a dialog window box to select which fuel card we are creating.
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When creating a TK the system checks whether the TK service Service on the contract is still valid on the contract (if it has not endedexpired).
If the TK service is currently terminated Service has already ended or does not exist, it will display prints the error message "there is no TK serviceService" and terminateends.
Completion of important fields from the fuel card
After ordering a TK technical inspection, the user will receive receives a fuel card from the supplier. From the card, the user fills in Card Number-Company ( Card No. – Company)Next, it fills
It will also fill in from the Valid From tab (Valid From). On the fuel card, the system calculates the validity of the TK Validity To ( Valid To ) = expiry = the end of the card's validity according to the length of validity of the fuel card.
Your fuel card is ready to process TK transactions.
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On the financed object, the user has access to the item's fuel cards from two places. In the area menu Process and the FactBox Service Usage.