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Maintenance Permission Setup

Maintenance Permission Setup

Owned by Lango: Language and translation manager
Last updated: Oct 08, 2024 by Monika Dluhošová
5 min read

The process of creating a service permit and invoicing:

  • Creation of a Service Permit

  • Create a purchase invoice

  • Create a sales invoice

In operative leasing for the Maintenance area, the following basic code lists are used to work with service permits:

  • Service Types

  • Maintenance Categories

  • Maintenance Subcategories

  • Maintenance Codes Buy / Sell

Service Types

In the Service Types code list, the user sets the basic data for each type of service.

For the service type, the following is used in the area of service permissions:

  • Service Kind

    • The user chooses the basic classification of the service

  • Code

    • A user enters a code for a given service

  • Description

    • It is used for a more detailed description of the service

  • Tire Service

    • It is used to specify the Tire Service service, whether it is Tire, Rim, Storage, Tire Change or Rim Accessories

  • Maintenance Permission Nos.

    • Here, the user assigns a number sequence for the approval number of the service. E.g. a service station will be numbered SExxxxxx, a tire service will be numbered PSxxxxxxx, a replacement vehicle may be numbered NVxxxxxx. Then it will be clear from the approval number which kind of service it is.

  • Service Type Limit Amount

    • The user sets the value that the system can apply when checking the amount from the purchase invoice against the maintenance permission. For a data record, if the difference in the value in the data record for the service type is less than or equal to the limit amount, the system automatically creates a delta row with that value.

    • The limit amount for the service type is also applied when importing a data record if Check amount or Check approval number (mandatory approval number) is checked on the relevant invoice interface template. E.g. in the data sentence there is a line for storage with a value up to the limit set on the service type "storage" of tires and there is no maintenance permission line for storage. The system creates a new allowance line for storage

  • Do not write mileage (Do not write Mileage)

    • If the user sets to Yes, the system will not store the odometer status in the Odometer Status History when the service permit is approved.

The table is described in detail in Services Pricelists

Maintenance Categories

Maintenance Category is a first-level code list for specifying the cost side of the service.

For maintenance categories, the user must select the service kind. If the User leaves the Service Type field blank, it means that the category is valid for any type of service of that type. We only need to specify the service type if we need to differentiate the settings for this particular type of service from other types of services of that kind.

Maintenance Subcategories

The maintenance subcategory is a second-level code list. It is used to break down a given category.

Again, the user enters the service type only if he needs to differentiate for a specific type of service, otherwise the field is empty.

Maintenance Codes

The third level of setting is the "Maintenance Purchase Codes" dial. This section is divided into settings for buying and for selling. The purchase side is entered by the user for the given type of service via the icon "Maintenance Purchase Codes“.

If a user enters a "maintenance code" from the subcategory form, the categories and subcategories are transferred, and then the user enters the maintenance code.

For a specific maintenance code, the user enters:

  • Purchase Currency Code

    • The field is not used, because the currency can only be entered on the Standard Buy/Sell Code

  • Description

    • The text is transferred to a new line for the service permission

  • Invoice To

    • The set value is carried over to the new maintenance permission line when the maintenance code is used

    • Here the user chooses who pays the costs, who to issue the purchase invoice to – the default value is Leasing Company. Another option is to invoice to the Customer.

  • Reinvoice

    • The user marks if this maintenance code always needs to be reinvoiced to the customer. The system transfers to the service permission line.

  • Standard Purchase Code

    • Settings for Expense Account Posting and item posting groups on the purchase invoice line

    • The user selects Standard Purchase Codes from the code list

  • Registered Number (Registered Number)

    • If the number is specified, the system will pre-fill it after creating the allowance line.

    • When processing a tire data record, the quantity from the data record is filled into the registered number

  • Description 2

    • Informative field, not transferred to the allowance line

  • Labour/Material (Labour/Parts)

    • Determining whether it is labor or parts is important if the company counts different bons as labor and others as parts. Then, by correctly determining the maintenance code, we will set the source for calculating bonuses correctly.

  • Direct Compensation from Insur. Company)

    • In the case of a maintenance code, the user can mark for the deduction of the amount paid by the insurance company directly to the workshop (in the insurance claim allowance)

    • When using the maintenance code on the allowance line, the system will check if the entered purchase price is negative. If it is positive, an error message follows

    • On the Bonuses tab, the system will not fill the Amount without VAT (parts) or the Amount without VAT (labour) on the Bonuses tab. The leasing company is entitled to a bonus from the entire purchase price, regardless of the fact that part was paid directly by the insurance company.

For Maintenance Code, you must enter a Standard Purchase Code for the purchase, according to which the system will set up the posting of the purchase invoice.

Standard Purchase Code

On the Standard Purchase Code card, you must set up two different posting methods.

If we want to choose other accounts when the expense is overinvoiced and uninvoiced, we can differentiate between the option in the Reinvoice field. An Option field has the values -empty, Reinvoice, Do Not Reinvoice.

One in case the cost will be reinvoiced by the user and the other in case the amount goes to the costs of the leasing company.

For example, in the case of "Reinvoicing", it is possible to set up posting to balance sheet accounts (class 3). In the case of "Non-reinvoicing", posting to profit and loss accounts (class 5).

The system then selects the appropriate line based on whether or not the service permission specifies that it should be reinvoiced.

If there is no need to differentiate between the posting method, the user enters only one line and leaves the Reinvoice field blank.

It is possible to set different billing not only according to the Currency Code, but also according to the Proproduct of Financing.

Sales Maintenance Code

The sales side is entered by the user for a specific "maintenance code" via the " iconSales Maintenance Codes“.

The system fills in these fields from the default maintenance code:

  • Service Kind

  • Maintenance Type Code

  • Category Code

  • Subcategory Code

  • Code (Code)

The user fills in the field:

  • Description

    • Informative text field only, maximum length of 150 characters

  • Standard Sales Code

    • Settings for Revenue Account Posting and product posting groups on the sales invoice line when reinvoicing to a customer

    • The user selects from the Standard Sales Codes code list

  • Description 2

    • Only an informative text field with a maximum length of 30 characters

Standard Sales Code

Here, the user prepares a line for posting the reinvoicing of the cost to the customer. It is possible to set up different accounting based on the currency or financing product

Here, the user prepares only one line for a given standard sales code.