Sale Management Sale

The Sale screen allows the user to generate PDF invoices for the sale of the vehicle. The invoice can be emailed by the system to the purchaser.

Features of the Sale screen

• Fields updated on this screen would update the existing field on fm_contracts (e.g. terminated date).

• This screen can be partially completed and have a pending status until posted.

• Multiple invoices per vehicle can be generated as separate batches if required.

• For the Profit calculation, if the Payout has not been entered yet, the budget residual amount from the contract is used.

• Batches can be Unposted only if the GL Export has not yet occurred.

• "Net Charges" displays the actual costs recharged in Contracts / Maintenance where Posting Classes / Detail "Termination Cost" is checked. This would be used to show costs like Off Lease Damage etc.

Creating Sale invoices

The "New" button allows for a new invoice batch to be created. The user enters the purchaser code (or uses the search facility), then enters the Purchase Reference and Purchase Order (defaults as the rego number), followed by the Invoice Date.

The user can then enter the transaction rows with the following data:

• Disclose - if this button is ticked, the transaction row will be displayed on the PDF invoice. If it is un-ticked the transaction will not be displayed on the invoice and the amount will be included in the first transaction row.

• Class - A valid posting class must be entered. Classes must also be available on the Contract Types/Sale screen in order to obtain the correct GL code etc. Available codes can be viewed using the ? search. Certain classes only update the contract 'Sales Price', i.e. classes 'SALE' and 'INSWO' with their GST inclusive amounts.

• VMRS Code - Must have an invoice type of "Sale". Available codes can be viewed using the ? search.

• Description - This defaults from the VMRS code but can be edited.

• Amount - net of GST (note Classes can be set as a 'credit' type to default a negative value - refer Contract Type - Sale screen)

• GST - this is calculated according to the flag set in the Contract Type/Sale screen for GST. This can be edited.

Generating Credit Notes

If configured, you can generate credit notes when the transaction total is negative. This needs to be set-up and is not the default configuration.

Button Actions

• Initially there is only one button, New.

• Clicking New will go into edit mode with buttons Create, Cancel.

• Clicking Create will obtain the next batchno and save at least one record in fmbilling with the status flag at 'pending'.

• At pending stage these Controls are available: Edit, Check, Output (list box with PDF, Text(csv), and Email), Invoice, History, Delete. Output, Invoice, History, and Delete are disabled until a successful Check is performed.

• Clicking Edit will go into edit mode with buttons Save, Cancel

• Delete boxes are available beneath the dustbin icon. Ticking one or more of these delete check boxes will enable the Delete button and disable the Check button.

• Unticking all of the check boxes will disable the Delete button and enable the Check button.

• Clicking the Delete button will delete all of the rows where the delete checkbox is ticked on, disabling the Delete button and enabling the Check button.

• Clicking Check will check the sold to id, invoice date and will perform a GST check.

• If on clicking Check everything is OK, the Check button is disabled and the Output, Invoice and History controls are enabled.

• Clicking the History button will pop up a confirm box, clicking OK will save this batch with status 'history-only' then display only Un-Post and New buttons.

• Cancel will abort.

• The Invoice button will submit the form and put the screen in 'lock down' mode, it will generate the output (PDF, CSV, Email), then give these controls: Output, Re-Print, Post, and Abort.

• After successfully completing either the History process or the Post process the Un-Post and New buttons are available.

• Clicking Un-Post will un post this batch if the batch has not been exported to the external accounting system. The invoice number is discarded.

• If the current batch on display is posted the buttons Un-Post and New are available.

• After posting, invoice copies can be re-printed using the Re-Print button.

• Note that the email output will send the email to the Client Accounts payable and CC contacts.

Column One

• Sold To (Lookup) - Enter or lookup the "Client Code" of the client the vehicle was sold to. This can also be entered on the Sale Management / Detail tab and the Contracts / Contract tab.

Save

• Save as a Credit Note? - Click OK to save as a Credit Note. The sale document will generate with a 'Credit Note' heading instead of 'Tax Invoice'. Click on Cancel to continue with 'Tax Invoice'.

Navigation to Sale tab

Batch No xxxxxx is locked by user xxxxxx. Contact Catch-e support to unlock the batch if this user session has ended and not in the middle of invoicing. Where a Sale Invoice has been created but not posted, and the Catch-e session has either timed out or temporarily lost connectivity, the system will create a lock against the User. This alert will appear, advising you of the lock.

Invoice No xxxxxx was generated but not posted. This Invoice no has been removed and recorded in gbdiscardedinvoice_nos. Where the invoice has been created but not posted and the Catch-e session has been closed down outside normal processes and/or after the above lock has been removed (see above), this alert appears on re-entry to this screen. On selecting 'OK' in the alert box, the sale invoice is re-instated and the process can be executed as per normal.