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The user has an overview of the lines for the given permit on the Maintenance permission lines tab on the Maintenance permission header.

More detailed information about the "service allowance line" can be found on the line card. The tab is displayed via Manage/Edit or View. Or it can be opened in the list of rows, the user clicks on a specific row and the system opens the permission row card.

Service type and service type on the maintenance permission line

When creating maintenance permission lines, the system presets the "service type" and "service type" lines from the header.

The user can change it.

E.g. within one approval number for service it is necessary to create a line for "replacement vehicle" or "tire", the action will be added to the invoice for the service. In this case, the user changes the "service" on the permit line - selects the "replacement vehicle" service type and continues to enter the line.

The Category, Subcategory and Maintenance Code settings are settings for maintenance permission line and the system will allow you to select Same settings for "Replacement Vehicle" under the heading "Service" and "Insurance Claim". You just need to specify the correct "kind of service" on the line.

The advantage of using a different type of service for an insured event is that the user does not lose the link that the actions with the other type of service were related to the insured event (in the header of the allowance).

Some types of services are not related to a maintenance permit. For example, if the user selects the value Service Type=Road Tax, the system displays an error message and the user cannot continue (the maintenance permission cannot be based on Road Tax).

General Tab

The tab is used to enter a purchase.

The tab contains non-editable fields, copied from the header of the maintenance permission:

  • Maintenance Permission No.

  • Insurance Claim No.

  • Financing Contract No.

  • Chassis No. (VIN)

  • Serial number

  • Licence Plate No.

On the Maintenance Permission line, the user enters:

  • Service Kind and Maintenance Type Code

    • The Service Type and Service Type are written from the Maintenance Permission header to the line, but the user can change it. This means that a maintenance permission can contain approved lines with different services under a single number. E.g. an approval number with Service Type Maintenance can also contain lines for Replacement Car or Tire Service. The cost from the vendor comes on a single purchase invoice.

  • Maintenance Category Code

    • The user selects the settings of the cost page of the service from the 1st level list.

  • Maintenance Subcategory Code

    • The user selects the cost page settings of the service from the 2nd level code list.

  • Maintenance Code

    • The user selects the cost page settings of the service from the 3rd level code list.

  • Description

    • The system transfers the description from the maintenance code. The user can edit.

  • Standard Purchase Code

    • After you select a Level code, the system transfers the standard purchase and sales code for posting that is set on the maintenance code to the line.

  • Registered Number (Registered Number)

    • If the registered number is set on the maintenance code, the system will transfer it. The user can record.

    • The registered number is important for tires and rims

  • Unit Of Measure Code

    • The user can select a unit of measurement from the list if its value has meaning on the line.

  • Expected Price Excl. VAT

    • The user can enter an agreed estimated price.

    • Evidence Fields

  • Purchase Price Excl. VAT (Purchase Price Excl.VAT)

    • The user enters the agreed purchase price, which will be the basis for the purchase invoice line in the OC.

    • If the maintenance code used is labeled Direct Compensation by Insurance Company, then the purchase price must be negative.

  • Purch.Price Excl. VAT (LCY)

    • Fill in the system – converts the "purchase price without VAT" into the local currency.

  • Discount %

    • Fills in the system if it finds a set discount for a given item in the Discounts and Bonuses table of the Maintenance Agreement

  • Associated Purch. Invoice (Associated Purch.Invoice)

    • The flag is turned on by the user if it is necessary to add this line to an already created and not yet posted purchase invoice created from another allowance.

    • After checking it, you need to select "Purchase invoice number" in the following field. The selection is filtered to unposted invoices of the vendor.

  • Purchase Invoce No.

    • Fills in the system when a purchase invoice is created from the given line – Create Purchase Invoice function. The function ticks the non-editable field "Purchase invoice created" and fills in "Purchase invoice creation date"

    • The user can select the purchase invoice number only if the invoice is associated.

  • Type Text

    • The user marks if the line contains only text. It can then be used for invoicing to print.

  • Note (Coment)

    • Text box

After creating a purchase invoice and then posting, the system writes the following data to the line:

  • Purchase Invoice Created

  • Purch.Invoice Creation Date

  • Posted Purchase Invoice No.

  • Vendor Invoice No.

    • If the user fills them in before running the Create Purchase Invoice function, the system transfers the number to the function's dialog box.

On the line, the user can set:

  • Invoice To

    • Here, the user chooses who pays the costs, where the purchase invoices arrive

    • The default value is Leasing Company

    • The second option, "customer", is just a record that the purchase invoice will go directly to the customer.

Sales Tab

On the Sales tab, you can set up re-invoicing of the cost to the client – flag Reinvoice.

Already on the financing product or template, it is possible to set that the Service should be reinvoiced to the customer. Then, when the maintenance permission is issued, the line is marked for reinvoicing, but the user can deselect it.

  • Standard Sales Code

    • The system will transfer from the settings to the maintenance code

  • Reinvoice

    • If the user ticks the field, the system will pre-fill the "Amount to be reinvoiced" according to the purchase price without VAT on the line. The User can edit the Amount to be reinvoiced. The system calculates the difference between the "amount to be reinvoiced" and the "purchase price excl. VAT" in the "Reinvoiced Amount Difference" field.

    • The field can be pre-set by the system automatically if any of the following cases occur:

      • The service of this type is not on the financing contract

      • The service on the financing contract is marked "reinvoice" (This can be specified on the financing product or financing template.)

      • The corresponding "maintenance code" is set with the "reinvoice" flag

    • If the financing contract is in a foreign currency, the system converts the amount to be reinvoiced into the contract currency

      • The purchase price in the local currency will be recalculated according to the current exchange rate of the currency from the header of the financing contract

      • The user can edit the amount to be reinvoiced, but must be aware that it is an amount in the contract currency.

  • Reinvoice Method

    • The default value is Mas Invoice. The Mass Reinvoice Maintenance task then collects the allowance lines that are set up for reinvoicing.

    • Individual Invoice – The user invoices the customer immediately by running the Reinvoice to Customer function

    • Billing – the amount to be reinvoiced will be applied in the financial settlement

    • Excessive Wear value - the cost remains in the company's costs, the amount to be reinvoiced is 0. It is not invoiced from the service permission. The system takes the cost from the object card - the "termination" tab, the "excessive wear" field - where the estimated value is. (the leasing company had excessive wear repaired)

  • Amount To Reinvoice Excl. VAT

    • After checking the Reinvoice field, the system will pre-invoice the purchase price excluding VAT. The user can edit

  • Reinvoiced Amount Difference

    • The system calculates the difference between the purchase price and the amount to be reinvoiced

  • Comment for Customer

    • A text field that can be used in printing for a customer

  • Reinvoice To

    • By default, the customer number of the financing contract is filled in

    • If it is necessary to re-invoice to another entity, it is possible to select a different customer number in this field.

  • Reinvoiced

    • This field is marked by the system when a sales invoice is created. It also enters the sales invoice number and, after posting, the number of the posted sales invoice.

  • Sales Invoice No.

    • Fills in the system after a sales invoice is created

  • Posted Sales Invoice No.

    • Fills in the system after posting a sales invoice

Tire Service Tab

For the service type "Tire service", it is possible to specify the data for the Tire service type Tire or Rims. For other types of tire service (storage, tire change, rim accessories), the Tire Service Type will be "empty".

If there is a permit line for the purchase of tires, after selecting the type of service, the system will add the "tire service code" from the service on the contract and add the tire category, width, profile and rim from the tire service detail.

Other Tab

  • Created automatically NO / YES

    • Non-editable field

    • The system marks Yes for lines that it creates additionally

      • when processing "purchase to limit" = approval without permission (additional)

      • when processing the "data record import", the system additionally creates an allowance,

      • When processing an insurance claim on the list of invoices,

      • When you create a difference line between the FA amount in the list of invoices and the assigned SP lines or the assigned batch

  • Date of issue

    • When the line was created

  • Created

    • Which user created the allowance line

  • Repair To Date

    • Registration field, the user can record the date promised vendor

Bonus Tab

The system fills in the bonus amount (parts) or bonus amount (labour) according to the maintenance code settings, whether it is work or parts when the purchase price is entered on the line.

Based on the discount and bonus settings on the framework service agreement, the code adds bonuses when a purchase invoice is created.

  • Bonus No. (parts) (parts)

  • Bonus No. labour (labour) (Bonus No. (labour)

  • Bonus % (parts) (Bonus % (parts)

  • Bonus % (labour) (Bonus % (labour))

  • Amount Excl.VAT (parts parts)

  • Amount Excl.VAT (labour labour)

  • Bonus Invoiced Date

    • The system pre-fills the date according to the purchase invoice. Bonuses can be invoiced after the purchase invoice has been processed. The date can be edited by the user.

  • Default Bonus Invoice Date

    • The system fills in the purchase invoice after posting. This is the default date for bonus invoicing.

If the maintenance code marked Direct compensation by insurance company is used on the allowance line, then the purchase price is negative and the system does not meet the Amount Excl. VAT (parts) or the Amount Excl. VAT (labour). The leasing company is entitled to a bonus from the entire purchase price, regardless of the fact that part of it was paid to the service directly by the insurance company.

Cancel Tab

If a purchase or sales credit memo exists for the line, the credit memo numbers are written to this Bookmark.

Allowance approval

If the user changes the status of the maintenance permission to Approved – the system assigns an Approval number from the number series attached to the given "Service Type"

The system assigns an "Approval number" to the maintenance permission, records the user who approved the permit, the date and time of approval – see the Maintenance Permission tab.

After the status is changed to Approved, the user can no longer return to the Preparing status.

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