Rego Label Sent

Use this event to record the date the renewal label was forwarded to the driver or client contact.

You can also generate an advice letter to send to the Client Contact or Driver within this event.

Workflow

Select the Class REGL - an event will be created with today's date as the event date, but this can be overwritten.

If a "Registration Label Sent Note:" has been entered in the Clients/Contract Defaults screen, the message will appear in a pop-up window.

You will be asked "Create Letter?"
If "OK", a PDF letter will be generated and stored against this event.

A pop-up window containing the letter will appear for you to print and send with the registration renewal label.

You can close this window and view (and print) the letter later by clicking on the PDF icon.
If "Cancel", the REGL event will be created without a PDF letter.

Letter Configuration

The REGL letter can be sent to either a Client Contact or a Driver, depending on the preferences you set in in the Clients/Contract Defaults screen.

If the recipeient is a Client, their name and company address will be used in the letter. If a Driver is prefered, their name and address is used instead.

If no Driver is specified on the contract, the advice sentence stops before reference to the Driver is made.

Set-up Notes

The Posting Class REGL needs to be set-up as an event, i.e. the "Event?" Checkbox should be checked ON.

The default address for the letter needs to be set at Clients/Contract Defaults. If it is not set, the "Create Letter?" question will not be asked and a PDF letter will not be generated.

There are separate defaults for novated and non-novated contracts. This allows the letter to be addressed to either the driver (for a novated lease) or the fleet contact (for an operating lease).

A letterhead incorporating your logo can be set-up for this letter.

Delete a pending Reg or CTP Renewal

Qualifiers

1. You have a pending Reg or CTP renewal

2. You are not going to make a payment for this transaction

Delete your pending record

1. Go to Contracts / Maintenance

2. Find the pending record to delete

3. Reference - click on the hyperlink

4. You will be navigated to the Maintenance / Reg/CTP Renewals screen

5. Find and check on the # check box for the record you want to delete

6. Verify that the uploaded registration numbers are valid and other data is valid.
   The check will also run the GST Checks to make sure the "GST" amounts are within the tolerance range set in gst_tolerance).

Post your Batch

If ready, post your batch.

1. Post the batch.
   Posting the batch will update the contract "Reg Expiry" date and "Reg BPAY Ref" fields (if "BPAY" is checked in the Batch).

2. If any contracts are currently being edited by other users than a warning message will be displayed. The system must have exclusive access to the contract records in order to update the "Reg Expiry" date.

Import a Reg or CTP Renewals batch

Prepare your file

1. Use the sample spreadsheet REGCTPImport.csv as a basis to create your import files

2. Create a separate import file for each supplier. i.e. one file per supplier.

3. Populate your file with the required records.

4. All field headers must exactly match the headers as they appear in REGCTPImport.csv

5. The costnet and costgst columns in the file must be formatted as number, not currency.

6. Save the file as a CSV file.

Upload your file

1. Go to Maintenance / Reg/CTP Renewals

2. Browse and attach the required file

3. Click on Upload

4. Once uploaded, check that "Variance" is zero and has a green background.

5. If it is not, check the batch total and data entry for errors.

Check your Batch

1. Verify that the uploaded registration numbers are valid and other data is valid.

2. The check will also run the GST Checks to make sure the "GST" amounts are within the tolerance range set in gst_tolerance).

Post your Batch

1. Posting the batch will update the contract "Reg Expiry" date and "Reg BPAY Ref" fields (if "BPAY" is checked in the Batch).

2. If any contracts are currently being edited by other users than a warning message will be displayed. The system must have exclusive access to the contract records in order to update the "Reg Expiry" date.

Warrant of Fitness

The Warrant of Fitness profile is similar to the Registration profile and is useful in New Zealand only.

Like Registration, it supports an annual uplift rate, which you can see working in the Warrant of Fitness calculation spreadsheet.

If the Warrant of Fitness is a stored profile for the Contract Type, it will default into new quotes and calculate automatically, this can be checked OFF or edited as required.

If the profile has been added to an existing Contract Type, the WOF profile will be checked OFF on existing quotes, this can be checked ON or edited as required.

Global Controls

The following Global Control needs to be populated if you want to use an uplift in the calculation.

Posting Classes

To use this profile 'Warrant of Fitness' must be created as a Posting Class

Go to menu Fleet / Controls / Accounts / Posting Classes / Details Tab.

To create a new posting class

1. Select 'New'

2. Enter class code 'WOF' - this must be 'WOF' to ensure that there is consistency through out quotes and reporting.

3. Enter Name 'Warrant of Fitness'*

4. Check ON the box next to 'Event View Flag?' if you wish to create contract events

5. Select Quote Profile Table 'qtquotewarrantoffitness' from the list to enable the Profile to be created when quoting.

If a posting class already exists, make sure that the Quote Profile Table is set to 'qtquotewarrantoffitness'.

Contract Types

Now that the profile has been set up, it needs to be included into the Contract Type you will offer it under.
Go to menu Fleet / Controls / Accounts / Contract Types.

1. Enter or search for Contract Type Code

2. Go to Accruals Tab

3. Select Edit

4. From the drop list select 'WOF'

5. Enter required set up details in the right of screen and save. Any new quotes will have the profile available. Existing quotes, will need to be re-calculated to introduce the new profile.