Use this screen for entering REG or CTP transactions in bulk.

Import

Registration and CTP renewal data can be imported using a standard format file: REGCTPImport.csv.

Import batches create one "Item No" record using the first supplier_code presented in the file is applied. i.e. one import per supplier. The imported batch is left in pending status and can be added to or checked and posted at this point.

Batch

• Batch No (Lookup) — Create a new Batch to begin or search for an uncompleted batch. Batches may be saved anytime without posting for continuation later.

• Type — Batch invoice type.

• Last Edit — Datetime when it was last edited.

• By — User who last edited the batch.

• Status — Current status of the batch.

• Posted — Shows the posted date of batch. It will show blank if batch is not posted.

Items

• Item No (Num) — Each Batch may contain one Item or many Items. Typically an item will be for each individual supplier and or invoice. Each item can contain many lines or transactions.

• Supplier (Lookup) — Enter the Supplier Code if known or search for the Supplier Code.

• BPAY (Check Box) — Check the BPAY flag if paying directly to the supplier using BPAY export file.

• Biller Code (Text) — Selecting "BPAY" will enable this field. If stored, this field will populate from the Suppliers / Account tab "BPAY Biller Code" field. It can be entered here if it's missing and changed if it's incorrect. Changes here will update the Suppliers / Account tab "BPAY Biller Code" field when saved. If the selected supplier has a stored biller code, but it has not been checked on here, you will be alerted to make sure you want to record the payment without using the BPAY feature.

• Target (Num) — Enter the Target for the batch. This is the GST Inclusive amount of all the invoices and items to be entered into the batch.

• Variance — Once data entry is completed, the Variance field should balance to zero and turn into a green colour. If not, check the batch total and data entry for errors.

Item Row

• # (Check Box) — To delete items within a batch, select # and save the batch.

• Rego — Upon entering the Reg number the system will check that it is valid. If it is valid the default Recharge Flag, and Client Id are auto entered. If the Rego is invalid, suspended or about to end in next 6 weeks then the system will alert the user. Invalid Rego number or which has past their suspend date can be added to batch but it needs to be fixed before it can be posted. See section below for a flowchart showing the business rules and restrictions.

• VMRS (Text) — *Enter VMRS code. The only valid codes here are: #REG (registration renewal) #REG3 (registration renewal) #REG6 (registration renewal) #CTP (compulsory third party) #LBL (replacement label) #PP (personalised plates) #TSD (transfer stamp duty) #CSL (CTP Stamp duties & Levies) REG, LBL and TSD all use the gl codes and recharge defaults for the class 'REG' on the 'Expenses - Other' page of Contract Types. CTP uses its own applicable class defaults on the same page.

• R? (Y/N) — Set to 'Y' to recharge your client. Set to 'N' to accrue as a budget. The default setting comes from the Contract Types / Expenses Other "R" field.

• Description (Text) — Auto populates to show the description of vmrs selected.

• Date (Date) — This field defaults to the system's present date for the first row entered, but can be edited. Subsequent rows default in the date stored in the previous row. This date is used as the invoice date and odometer date saved into the maintenance table. It displays on the Contracts/Maintenance tab and is used in reporting and interfacing to your financial system.

• Renewal (Date) — If the entered VMRS for the row is 'REG', this field defaults to 12 months from the current renewal date (this can be edited). A warning is given if the Renewal greater than 13 months from today. On posting, the Contracts/Vehicle "Reg Expiry" is updated to this value and the "Pink Slip Received" and "Rego Papers Received" check boxes are unchecked. If the entered VMRS for the row is 'REG 3',this field defaults to 3 months from the current renewal date (this can be edited). A warning is given if the renewal is greater than 4 months from today. If the entered VMRS for the row is 'REG 6', this field defaults to 6 months from the current renewal date (this can be edited). A warning is given if the renewal is greater than 7 months from today. If CTP is entered, the current renewal date is displayed and no contract updates are performed. Note: CTP up to 30/6/2003 is set to ‘N’ for GST as input credits could not be claimed until 1/7/2003. Any GST component of CTP must be entered as ‘Net’ to ensure input credits are not passed across to the interface files.

• Reference (Text) — The first Reference number entered is repeated as a default for subsequent lines when BPAY flag is unchecked. But when checked, it defaults to blank that needs to be populated. On post, the populated value overwrites the Contracts / Vehicle "BPAY Reference" field. Extra leading spaces are removed before storing the value in the database table.

• Client (Text) — The Client Code defaults to the one linked to the selected Rego but can be overridden if the charge is to be recharged to another client.

• G (Y / N) — Y = GST applicable, N = GST not applicable. Once a contract record has been selected, this field will populate with the "G" value stored in the linked Contract Types / Expenses-Other 'REG' class record. If you have imported a file, "G" will match the gst situation in each row, I.e. if costgst is not 0, "G" will be 'Y', if costgst is 0, "G" will be 'N'.

• Total (Num) — Shows total cost applicable. $0.00 is allowable.

• GST (Num) — Shows gst applicable to the transaction.

• Net (Num) — Non-editable field. It is Total - GST. $0.00 is allowable.

Action buttons

• New Batch — Click on New Batch to create a new batch. Header details are recorded and you are taken to "Supplier" to begin entering the first item.

• Save — Displayed while in edit mode. Saving will store records with an 'active' status.

• Cancel — Displayed while in edit mode. Cancel discards a new batch or changes to an existing batch.

• Check — perform the data validations that are required before posting is allowed. If data is missing or incorrect, validation messages will guide you to correct these before being allowed to post. In addition, it will go through the process of GST Checks to verify if the GST entered is within the tolerance range set in gst_tolerance). Once the check validation has passed, the Post button is enabled.

• Post — Posting the batch will update the reg renewal dates. If any contracts are currently being edited by other users than a message will be displayed. The system must have exclusive access to the contracts database file in order to update the registration renewal date. If the file is in use then you will need to contact that user and request them to leave edit mode or try posting the batch later. (Note a subsequent release will only require database file locking on those contracts in the batch instead of the entire file).

• New Item — Select New Item to create another item in the batch.

Contract Validation Alerts

Validations and Alerts

Below are alerts you may see during this process and the reasons why they have happened.

• Data Entry Calculated renewal date date is more than 13 months in the future! 'OK' to use this date, OR 'Cancel' to use existing renewal date date Calculating Contracts / Vehicle "Reg Managed / Expiry" date + 365 is more 13 months from the system date. Check the date.

Import

• Import failed! The contents of this file have already been imported into Batch No nnnnnn. — The file has already been imported in the named batch. A new empty batch is created in this process. This batch can be used or disregarded. 'Validation failed, bad date in column G!' You have saved the CSV file using the File Type 'CSV UTF-8 (Commad delimited)(*csv) Save again in excel and **Save as *type: CSV (Comma delimited) (.csv) or You have incorrect header names in the file. Dowload REGCTPImport.csv and refresh your file with the correct headers.

Save

• Supplier has a stored "BPAY Biller Code", OK to select "BPAY"? — The chosen supplier has a stored bpay record. OK will check "BPAY" on and populate the suppliers "BPAY Biller Code". Cancel will continue the save without checking "BPAY" on.

• "Biller Code" is required when "BPAY" is selected. — The item will not go into a BPAY / Payments batch correctly without the BPAY Biller Code.

• '{reference/invoiceno}' already exists on another transaction for supplier '{suppliercode}'. '{supplier_code}' does not allow duplicate reference or invoice number entries. — This supplier has Suppliers / Account "Allow Duplicate Reference" un-checked. 1. You must use a unique reference number for this recordor, 2. Edit the supplier record and check on "Allow Duplicate Reference".

Check

• Batch error. Please delete the batch and try again! If problem persists, please contact your system administrator. — Invoice_type of the batch is not 'registration-renewal'

• Item No {001} : Blank Class! — Enter a VRMS Code in any rows where it is missing.

• Item No {001} : Blank Description! — Enter a Description in any rows where it is missing.

• Item No {001} : Blank or Invalid Renewal Date! — Enter a correct Renewal date for the record.

• Item No {001} : Blank Reference! — Blank Reference Number

• Item No {001} : Invalid GST amount.GST amount is out of tolerance! — Alert is triggered when "GST" amounts are within the tolerance range set in .

• No supplier! — Supplier is missing.

Post

• Batch error. Please delete the batch and try again! If problem persists, please contact your system administrator. — Data did not save completed when this batch was created and has become corrupted.

Troubleshooting

My import file fails

When I try to import a Reg or CTP Renewal file, it says 'Validation failed, bad date in column G!'

1. You have saved the file using an incompatible CSV file type (there are many files with a .csv format that are subtly different), E.g. 'CSV UTF-8 (Comma delimited)(csv)

2. Save again in excel using **Save as *type: CSV (Comma delimited) (.csv)
   or

3. You have incorrect header names in the file

4. Download REGCTPImport.csv and refresh your file with the correct headers.

Useful SQL

This Query selects data in the format required for the REGCTPImport.csv from a previous batch.

SELECT
    t3.supplier_code AS supplier_code,
    t2.contract_id AS contract_id,
    t4.posting_class_code AS posting_class_code,
    t5.vmrs_code AS vmrs_code,
    t2.recharge_flag AS recharge_flag,
    t2.description AS description,
    t2.invoice_date AS invoice_date,
    t6.reg_renewal AS renewal_date,
    t2.invoice_no AS invoice_no,
    t7.client_code AS client_code,
    t2.total_cost AS cost_net,
    t2.gst_cost AS cost_gst
FROM gl_batch_items t1
INNER JOIN fm_maintenance t2
    ON t2.maintenance_id = t1.record_id
INNER JOIN fm_suppliers t3
    ON t3.supplier_id = t2.supplier_id
INNER JOIN gl_posting_classes t4
    ON t4.posting_class_id = t2.posting_class_id
INNER JOIN fm_vmrs_codes t5
    ON t5.vmrs_code_id = t2.vmrs_code_id
INNER JOIN fm_contracts t6
    ON t6.contract_id = t2.contract_id
INNER JOIN fm_clients t7
    ON t7.client_id = t6.client_id
WHERE t1.batch_no = 100000;

Reg Or Ctp Renewals items

Delete a pending Reg or CTP Renewals record

Registration Renewals

The Reg Renewals report lists vehicles and when their registration is due for renewal. I.e. due on or before the "Reg due by" date you enter on the screen.

When you navigate to this report, "Reg due by" date defaults to the last day of the current month. Only where the Contracts / Vehicle "Reg Managed / Expiry" check box is checked will be shown in the report.

This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page.

This report can also be run from the Web Services API executeReportWebService.

PDF Output

Office(xls) and Text(CSV) Output