The parameter ‘Use Standard Notes’ needs to be enabled and standard notes are configured in Rental Counter > Config > Standard Notes

The benefit of having standard notes is that customers will receive more consistent information.  It could also be used to promote other services that your company provides or for Sales promotion

When the button is selected on the Rental Contract or Quote, the pre-configured notes will display, the user does have the option to exclude the standard notes by de-selecting.

Once standard notes are in use, they can’t be edited, so if the standard note is being used on a contract/quote the description field is locked.

Note: A change to the stationery would be required to include the printing of the standard note

When a service job is saved, the job type parameter is locked for normal editing. The job type can be changed through Service Jobs > Actions > Change Job Key Parameter.

Users require the ‘Process Supervisor’ security permission to use this action (Security > Users).

Error Message: “You do not have access to change this job to internal”

This message may appear when running Plant due for Service, message: no SACode for Job/Reason/Branch Combination.

Message:

“SACode cannot be derived using this combination of Reason, Branch and Plant Number.”

“Error calling_sp_fleet_UpdateServiceInfo_vb. Could not find any SACode for this Job/Reason/Branch Combination” __

Cause:

The Equipment is entered in the Equipment Ledger as owned by Customer however when entering the Service Schedule, the “Recharge” flag has not been ticked.

This means that the equipment is being attached to an SA account as if it is to be treated as Internal rather than External. By being External it would be chargeable to the customer.

Basically, if the recharge flag is un-ticked, the system will try to create an Internal Job, but there was no Reason Branch SA code found for that Job type.

Solution:

If the customer is to be billed for the particular Service Reason you will need to go back to the Service Schedule and tick Recharge.

If you want to be able to perform internal inspections and service calls with that service reason without billing the customer, you need to go to Equipment Management > Configuration > Reason Branch SA Codes and create a record for that Service Reason using the steps below:

Steps:
-check what the reason Branch SA code is
-check the category of the Equipment number
-check the Reason branch SA code screen and see if a combination for the Branch/Equipment/Category exists. Otherwise, a record will need to created for that combination.

The above checks are necessary to ensure that there is an SAcode available to be derived when the service detail record is added.

Usually, zero value invoices are created for an internal customer such as a branch or related company, when ‘selling’ to a customer related to your company

To allow these zero value sales order invoices the Internal Customer option in Customer > Customer Master > View > Options should be ticked.

An asset cost can be adjusted using one of the following methods:

Revalue
The asset record and the General Ledger will be updated with the increased / decreased cost.

Cost Adjustment
Only the asset record  will be updated with the increased / decreased cost.

For example: A cost adjustment could be used where a purchase order has been raised for an asset and the supplier invoice value is different from the purchase order receipt value.  Posting the supplier invoice will update the general ledger, posting the cost adjustment will update the asset record.

How DW % is derived – the system uses this method.

  1. Check Rental Contract information (Equipment Rental screen).
    If DW checkbox is not checked and DW percentage is null, DW does not apply.
    If the checkbox is checked then.
  2. Check Customers Site.
    If DW checkbox is checked, use the non zero DW % from the customer site
    If checkbox is not checked then.
  3. Check Rental Contract detail line.
    If chargeDamageWaiver field is checked then use the Damage waiver percentage

GL journal detail lines may be prepared in an Excel spreadsheet and may then be imported into the Journal Entry screen. A template is required for this process. Template is stored in the Enterprise installation folder.

  • Select General Ledger > Journal Entry
  • Click ADD
  • Enter the relevant description
  • Select the journal type from the Type drop down list
  • Click SAVE

On the spreadsheet copy the lines (not the headers)

  • Select Actions > Paste From Excel

The detail lines will be posted into the open GL Journal entry screen.

  • Process the journal as per normal process

Note: The GL Journal Template

Fields except Debit & Credit should be formatted as Text.

Refer to the input details on the excel file template.

Process the purchase return as usual.

Create a journal entry for the re-stocking fee and process it with the next creditors payment.

If there is a GST implication, create a creditors invoice for the re-stocking fee.

This is the process to follow for Asset Scrap/Disposal:

1. Parameter Default GST Code [Description: Default GST code when dispose the asset] needs to be set appropriately.

2. Make sure the Default SA Code is set up per Branch. Default SA Code – SA Code for Linked Asset (and Non Linked Asset.)

These contain the default Customer SA codes that are used for the disposals & you will need to ensure that these are configured correctly.

The SA Code Linked Asset is used when there is an asset record; it doesn’t have to be linked to an equipment item & is for all assets not just Bulk Assets. This will default to the Customer invoice and cannot be changed.
The SA Code Non Linked is used when there isn’t an asset, so for Equipment items only.

3. If the asset is linked to an equipment item, make sure that the Rental Status of the equipment item is ‘AVAILABLE’.

4. Process the sale either through Asset Master > Asset Operations > Scrap/Dispose or Equipment Ledger > Equipment Operations > Sale of Equipment Ledger

Both procedures will bring up the same form if the Equipment item is linked to an asset – Dispose of an Asset screen. If an Equipment Item is not linked to an asset, the Sale of Equipment screen will display.

5. Fill in the fields as required.

6. If you are Scrapping an Asset, do not enter Customer Code & Sale Price and this will result in no invoice being created.  The asset status will be updated to Scrapped.

7. An OPEN Customers Stock invoice will be created for a Disposal or Sale of Asset. This can be added to an existing invoice or a new invoice created.

You are able to create a new invoice for the sale or add the sale to an existing customer invoice. In order for the sale to be added to an existing invoice, there is specific criteria that must be met. All invoices that meet this criteria will display in the Add to Invoice No drop down list.

The criteria is as follows:

1. The Customer Code on the invoice must be the same as the code entered on the Asset Disposal screen

2. The Site Code on the invoice must be the same as the code entered on the Asset Disposal screen

3. Source of the invoice must be ‘Assets’ or ‘Machine’. The source will be ‘Machine’ if the disposal was processed from the equipment ledger & the source will be ‘Assets’ if the disposal was processed in assets.

4. Status of the invoice must be ‘OPEN’

5. Invoice Type must be ‘STOCK’ – The invoice type will be ‘stock’ if the sale was processed from the equipment ledger or the asset master.

6. The invoice type must be ‘I’ – Invoice

Additional parameters that control how asset disposals are processed:

1. Prompt to Dispose Sub Assets in the Asset Disposal screen

When enabled & the ‘Automatically Scrap Sub Assets’ parameter is disabled, a selection screen will be displayed when an asset is disposed. This allows sub assets linked to the Equipment Code of the original asset to be disposed at the same time – even if the main asset number is different. After the assets are selected, the Dispose Asset screen will be displayed for each Asset ID, one by one. It allows you to enter a sale price for each asset & the profit/loss is calculated for each asset. In order for all assets to be included on one invoice, the ‘Add to Existing Invoice’ option must be used on the Asset Disposal screen.  To include all assets on the one invoice, the ‘Add to Existing Invoice’ option must be used on the Asset Disposal screen.

The intention of the ‘Prompt for Selection of Sub Assets in Asset Disposal Screen’ parameter is to allow you to dispose of sub assets separately to the main or other sub assets.

2. Automatically Scrap Sub Assets

If enabled, when an asset is disposed all associated sub assets (those that have the same main asset number) will be scrapped as well. The sale will be reflected in the asset being disposed and the sub assets will show as ‘Scrapped’.

This behaviour is governed by a parameter.

Caption: Always ask question if estimates or actuals need to be printed for a service job.

Description: Always ask question if estimates or actuals need to be printed for a service job even if there are no job estimates.

This Parameter needs to be Enabled to allow you to print Actual or Estimate, i.e. it will ask a question. If it is Disabled it will always print Estimate.

Parameter : [Affect stock when adding stock item to credit note]

This parameter relates to credits created from existing invoices. If enabled, when processing credit notes & the credit in full button is used, the Affect Stock checkbox will be unticked by default.  So the credit note will not return the item to stock, but credit the revenue charged to the customer on the original invoice.

If editing the detail line using the Credit Line Item screen, the Affect Stock checkbox will be unticked by default & may be edited if the user has the ‘Edit Affect Stock on Credit’ security permission enabled. If disabled, when the credit in full button is used, the Affect Stock checkbox will default to the value from the original invoice detail line.

If editing the detail line using the Credit Line Item screen, it will default to the value from the original invoice detail line &  may be edited if the user has the ‘Edit Affect Stock on Credit’ security permission enabled.

If using Manual Credits, and you do not want to affect stock, select Item Type 4 (Non Stock) where you are able to bypass the Item Code if you wish, and just enter a Description (which may include the original stock item) as well as the qty prices etc.

So remember if you are crediting the $$ and wanting to return the inventory item to stock, the checkbox needs to be ticked.  If you just want to credit the $$ do not tick the checkbox.

General Ledger is always rolled from General Ledger > Procedures > End of Month.  The current and new month will display – check before proceeding.

The sub ledgers are able to be rolled from Utilities > End of Month.  Multiple sub ledgers may be rolled from this screen.  Tick the sub ledgers to be rolled.  It is common to roll Customers, Stock, Equipment & Payroll at the actual end of month after all processing and reports have been generated, then a week or so later roll the Assets & Suppliers modules.  This allows time to receive invoices from your suppliers and input as required.

Also note, that it is important to roll Stock & Equipment modules at the same time, as unexpected outcomes could result if they are out of sync and reconciliation can be a time consuming and sometimes costly problem.

Some points of interest.

Problem: Unable to close EOM via Utilities End of Month.

Message: eg “Assets has already been rolled, you cannot roll it again.”

Solution: To ensure you are do not inadvertently roll the modules twice by mistake, once the Utilities > End of Month process has been run for any or all of the modules, you are unable to run the process again until the General Ledger End of Month has also been processed.   If you do require the module to be rolled further ahead of the GL, you are able to do that from the sub ledgers e.g. Assets, Customers etc., > Procedures End of Month options.

The other option is select General Ledger > Procedures > End of Month- Utilities > End of Month – and roll the GL then go back to the Utilities process again.

Adding a Manual Cashbook Line
Highlight the required Cashbook Account from General Ledger > Cashbook and click the SELECT button

Click the edit icon at the top of the form and then click Details > Entry/Edit Details (Alt E) or just click Alt/E after clicking the edit icon.  This will open up the form to add the entry.

Enter the required information.
Cheque No is optional
Actual Amount is not required
Enter Date (or accept today’s default), Payee, Major, Minor, Account Code, Sub Account Code, Amount, GST Code and Description (if different to the Payee)
Click the green tick icon at the bottom right of the form to continue entering other manual detail lines.
or
Click the save icon at the top of the form if this is the last manual detail line you wish to enter at this time.  Answer Yes to saving the detail line you were adding.
If you are adding a Withdrawal item enter the amount in negative eg -100.00.  Positive amounts will display as Deposits.
The next step is to post to the GL.  Currently you have just entered the transaction in the cashbook.
If you decide you have made a mistake and need to delete a line before posting to the GL.

To Delete a Manual Cashbook Line
This can only be done before Post to GL process has been done.
Click the Edit button at the top of the form.
Double click the detail line which will open up the Entry/Edit Details (Alt E) tab.  check this is the correct entry and click the icon with the x at the bottom right of the form.
Answer Yes to the message ‘Deleting this line will also delete any associated GL Detail lines.  Do you want to continue?’
click the Save icon at the top of the form.

Presenting a Manual Cashbook Detail Line.
Manual Cashbook lines are able to be presented even though the Reference fields are blank – unlike cashbook lines that have been generated from the Suppliers & Customers sub ledgers.

The Post to GL checkbox will be ticked, but the Posted checkbox will be unticked until the POST TO GL process has been done.
Post to GL
Click the Post to GL button at the bottom left of the form.
Answer OK or YES to the Questions This procedure will post the cashbook entries of the current page to General Ledger.
Posting to GL has been successfully completed will result in the Posted checkbox displaying as ticked and the GL Batch No will also be added to the form.  Double click on the GL Batch No to view the GL Batch created.

Which GL Period will the manual entry post to?
Depending on this parameter setting, the GL Batch created when posting manual Cashbook Entries will post to either the Current GL Period or the Current Period of Customers (Deposit amount) or Suppliers (Withdrawal amount.)
Parameter Using Journal Date Resolve Period Byte – 1 = General Ledger, 0 = Customers and Suppliers.

Here is the process which will result in the Qty on the Equipment Ledger being updated as a result of Purchase Order/Asset transactions:

  1. Equipment Ledger Item is already linked to an asset that is flagged as a Bulk Asset, so the Equipment Ledger item would normally not be serialised, although this is possible too
  2. Create a purchase order for Line Type A, which on receipt will create a skeleton Asset Record (e.g. Main Asset ID will be ~TMP123)
  3. Ensure that the Branch on the Asset is the Branch for the location of the additional item(s)
  4. Update the Link To Equipment No. field on the Asset Master to the Equipment Ledger ID – this will also allow you to copy various fields from the original asset master (when saving the record, answer ‘Yes’ to the question Plant is already  linked to asset ID xx.  Do you wish to copy all the relevant data from this asset? )
  5. When the Asset is activated, the additional items will be added to the Location Details qty of the Equipment Ledger record.

The split of the asset locations can be seen in Asset Master > Views > Asset Locations

Sometimes you need to dispose of a sub asset even though the equipment it is linked to is still in your rental fleet.  eg old digger buckets

When trying to process a sub asset disposal for an asset that forms part of an equipment ledger record:

From the Menu select Assets > Asset Master > Actions > Scrap/Dispose if the following message appears…. **

Message: “Operation Failed for asset: 123 This Equipment is delivered in a contract 456”

Go to Equipment Management and filter on the Equipment Ledger record the sub asset is linked to.
Select Views > Purchase Info > and using the navigation buttons find the related sub asset record.
Edit this form and remove linked asset id from screen and save the record.

The sub asset is now unlinked from the equipment record  and sub asset disposal will now be possible.

The following process can be used when an employee has left without giving notice.

This process will also clear any accruals and update the General Ledger correctly too.

1. Payroll > Employees record > Actions > Terminate Employee, edit the record and enter the Termination Date and Terminator

2. Enter the reason manually – no need to select from list

3.  Save the record and the following message will appear.
This employee will be terminated and all Leave accruals will
be cleared without being paid, are you sure you wish to continue?

4. Click YES

5. Result is Employee is set to Terminated, Accruals are set to zero and GL Batch created to update accruals in the GL as well

6. Remember to delete any Standard Pays for this Employee

Yes.  To finalise the previous financial year’s reports, General Ledger journals may still be posted back into the previous financial year. To allow this, make sure the parameter Allow Postings back to Previous Periods Last Year is enabled.  Make sure the Period in the GL journals being processed refers to the last period of the previous FY.

For Trial Balance and other General Ledger reports that refer to This Year, Trial Balance reports will run as expected once the GL EOFY had been processed and the current GL Period is CCYY01.

Service Quotes cannot be printed for Internal service jobs.

On the service job check the Job Type is External.  If it is not, then change the job type to External via Change Key Parameters (Service Jobs | Actions | Change Key Parameters).

Once the job is External, the service quote should be able to be printed.

Note: If the user is unable to change the parameter check Security | Users – The user must have the security group Process Supervisor to change the parameter.

If you are wondering why a customer has not received an invoice in the Reminder Service functionality, check if the Printed checkbox is already enabled.  You can check when it was ticked by checking the audit (footprint).

Reminder Service emails are only sent for unprinted invoices.

If Stock item has Sales item disabled (unticked), negative quantities  can be added to rental contracts if the Discount on Non Sales Item checkbox on the Stock Master is enabled (ticked).

The default quantity on the Add Rental Item screen (Item Type: Sales Item) becomes -1, but may be changed to other negative quantities.

The below information explains:

  • How to make the PASTE button appear on the Supplier Reconciliation screen
  • How to make the PASTE button no longer appear on the Supplier Reconciliation screen

The PASTE button on the Supplier Reconciliation screen only appears when there is something to paste (i.e. you have copied text waiting in your clipboard, like any usual copy-paste scenario).You can test this by entering a text, copying the text using CTRL + C or by using right click-copy – the PASTE button will appear.

When the PASTE button appears on the Supplier Reconciliation screen, it can only be removed when there are no items on the clipboard to paste. In other words, when the clipboard has been emptied or cleared, the PASTE button will no longer appear. The quickest way to empty the clipboard (which will also make the PASTE button disappear) is to click the PRINT SCREEN button or copy an image.

A project is only for capturing P&L type accounts that is, income and expenses.

The rule is, if it is not an expense (or income), then it can’t be linked to the project.

The following CAN be linked to a project:

Customer Invoices – Manual
Equipment – Service Jobs (non cap prep)
Supplier Invoices – Costs
General Ledger – Journals
Purchase Orders – Line Type ‘O’ only

The following CANNOT be linked to a project:

PDW’s are not used with projects as these are assets. If a related service job is for Capital Preparation the project fields will be locked.
Stock or Inventory items are assets and can’t be directly linked to the project.
PO’s cannot be linked for Line type ‘I’.

Outstanding items/work to be done next time the equipment is serviced or plan required work are able to recorded.

For example: A mechanic may notice the seat requires recovering, or a lens is cracked when they go to perform a scheduled service or any other repair. Outstanding Items may be added from the Service Calls or Service Jobs screens (Actions Menu) and the Equipment Ledger screen (Views Menu).

Selecting the Action Outstanding Items checkbox on the Posting Service Jobs screen (Equipment Management > Posting Service Jobs) will set all Outstanding Items as completed and they will no longer appear on the list. You are also prompted to do this when posting a service job from the Service Jobs screen.

You may wish to control the actioning of the Outstanding Items yourself. For example: If only 1 of the 2 was done. In that case, you would go to the Outstanding Items screen, edit and select the item you wish to complete and select the Actioned checkbox and save the record.

1. From Payroll > Configuration > Tax Scales, add a new record and enter the relevant tax scale numeric code &  a description for the tax scale.

2. Enter the wage level value that this tax rate should apply up to; so if the employee is always supposed to be taxed at this rate, enter a value that they won’t reach, such as $999,999.00.

3. Enter the A coefficient as the flat tax rate percentage, eg 18%. (.18)

4. As the employee is taxed at a flat rate, there is no B Coefficient so enter it as zero.

5. Then, assign this tax rate to the employee by accessing the relevant employee record and selecting Views > Payment Details, and then editing the record and selecting the new tax scale.

6. The Calculate Current and Calculate All process will apply a flat tax rate of 18% to the pay.

Solution:

To be able to see multiple branches in the Equipment Inspection screen, include the “All Branches – Hire and Reports” group to the relevant user’s security permissions.

When a Customer Collection Note is created, and an Action Code is selected, the Action Code value is saved against the customer.

When the next Collection Note is created for the same customer, the Action Code defaults to the saved value for the customer.

If the Action Code is changed, then is saved for the customer, ir will be the default for the next Collection Note for that customer.

This message may be caused by incorrect configuration.

Message: “Creditors Invoices/Credit NotesInvoice posting failed. Cannot Post Journal Batch. Unable to post to retained profits account [Major.Minor.Account.Sub Account] For GL_JHisDet ID:[GL Batch Id.]

Check  General Ledger | Configuration | Account Master for the related account, ensure that the correct account type has been added.  **   (e.g.Profit & Loss)

This message may be cause by incorrect configuration.

Message: “Purchase Order Receipts Error in posting receipts. Error when calling sp_stk_update_stock_newError in calling  sp_stk_rec_stktrans_VB Please setup Stock Purchases Account for prodgroup XXXX and whouse nnnnn”

Check that the Minor code on the related GL Group is ACTIVE

The following message displays when trying to edit another user’s collection note:
“Chase (frmDBTChase)Do not have permission to edit/delete other user’s notes”

There is a flag on the User screen (Security Users – OTHER panel) which allows this – Override Chase Notes. When checked, the user is able to override other user’s collection notes.

Problem:
If a rental agreement was cancelled after a deposit had been processed and trying to reverse the deposit resulted in the following error:

‘Cannot cancel Rental contract _nnnn_, it has open payments/deposits.’

Add a negative deposit to the contract and complete the Post to Cashbook process for both deposits.

You will then be able to complete the Actions Cancel process successfully.

There is a 2 stage process to be able to add/edit supplier master contacts.

1.  Create or edit the contact in Utilities Contacts, note that users need to have security permissions to Utilities > Configuration > Contacts (AddNew, Delete, Edit).

2.  Once the Contact has been added in the Utilities/Contact form, it will be available for selection in the Suppliers Contacts Name combo.

This is to ensure only users with sufficient permissions are able to create Supplier contact information to assist in the security of the information.

If the following message displays when trying to post a payroll record:

“Operation Failed. Invalid Account details for pay type [Description of pay type] Code = eg. 101.401.6210.00″

Make sure this entry is valid in General Ledger > Configuration > Allowed Combinations.

Reason: Assets may not be appearing in the reports if the asset master record has no Reporting Group information. Once this is added, the assets will be included in the Fixed Asset report(s), as expected.

How should the Assets GL Group be configured for disposal of Assets?
Our Financial Controller has advised that if it is not the usual course of business to sell assets, the usual accounting entries should show the NET balance of proceeds from sale less the net book value of the asset.

If it is the usual course of business, then the proceeds are usually reflected on a gross basis as revenue, and the Net book value as an expense or COGS.

Given this, it is recommend that the account code entered in the POSA – Clearing account should be an income account, and should be the same account code entered in the Profit/Loss on Sales line of the Asset GL group & the Non Labour Sales Line of the Customers GL Group used in the disposal invoice posting. This will then give you a true indication of profit for the disposal of assets in the one account.

Please see detailed below an example of the journals that would be created for an asset disposal if an asset had a cost of $1500, Acc Depcn of $227 & was sold for $6500. The journals created will be as follows:

Asset/Debtor GL Group line used                                     DR                        CR

Asset Disposal Journal

POSA- Clearing Account (A/C code 1111)                  $6500.00

Accumulated Depcn (A/C code 2222)                          $227.00

Profit/Loss on Sales (A/C code 1111)                                                           $5227.00

Asset (A/C code 3333)                                                                                       $1500.00

 

Debtors Invoice Posting Journal

Trade Customers (A/C code 4444)                                $7150.00

Non Labour Sales (A/C code 1111)                                                               $6500.00

GST        (A/C code 5555)                                                                                   $650.00

Note: The parameters SA Code Linked Asset and SA Code Non Linked Asset contain the default customer (debtor) SA codes that are used for the disposals, and you must ensure that these are configured correctly. The SA Code Linked Asset is used when there is an asset record; it doesn’t have to be linked to an equipment item, and is for all assets, not just Bulk Assets. This will default to the customer invoice and cannot be changed. The SA Code Non Linked Asset is used for equipment items only, when there isn’t an asset.

The Equipment Make screen can be accessed from Equipment Management > Configuration > Equipment Make. This screen allows maintenance of Makes of equipment. This is used to populate the Make field in the Equipment Make/Model and the Equipment Ledger screens.

A checkbox is available to indicate whether a Make requires a Manufacturer Model. The RFQ screen uses these settings when checking whether the manufacturer’s model has been entered for Makes that have been flagged as requiring the manufacturer’s model.

Also linked to Equipment Management > Configuration > Warranty Types.

The Equipment Series screen accessed from Equipment Management > Configuration > Equipment Series, is the only configuration screen for the Equipment Series field selection on the Equipment Make/Model screen.
This is only used at a report grouping and filtering level.

Equipment Management > Configuration > Parameters
Caption [Use dropdown for stocktake reference in Equipment ledger].
If enabled, show the Stocktake reference code in the Stocktake reference field of Equipment Ledger, else show the descriptive text.
So, if the parameter is enabled, the Stocktake Reference field in the Equipment Ledger is a combo field, otherwise it is a Text field.

Issue: Unable to Present detail line in Cashbook. When trying to present, the following error message displays:

“This line has not been posted to the cashbook – presenting at this stage is not possible.”

Reason: The posting of Customer Payments through to the Cashbook is a 2 stage process.  Initially when you create and post a payment, the GL is updated and the detail line is created in the Cashbook.  However, until the Post to Cashbook process has been completed, the Reference fields in the Cashbook detail line remain blank.  If the Reference fields are blank, then the above error message displays when you attempt to present the detail line.

When you process certain types of Customer Payments such as, MasterCard, Diners Card, EFT, the system will update the Reference fields in the Cashbook via an overnight routine, or also see Parameter Post non cash/cheque payments via Post to Cashbook Function.  If you want to include the Credit Card payments in the daily/manual Post to Cashbook process, then enable this parameter.  This will allow you to select the Credit card payments in the Customer Procedure Post to Cashbook function instead of the overnight routine.  It is suggested you only do process this was if you enter the credit card payments directly from the Bank Statement.  ie ensure they have been accepted by the Bank before presenting them.
Payments update the reference fields when you process the Post to Cashbook routine from Customer Procedures – Cash/Cheques.
Direct Deposits update the reference fields in the Cashbook as soon as the Cash Receipt is posted in the Customers module.

Question: A rental invoice was raised and paid by the customer. Then, the equipment was off hired prior to the bill to date – correctly creating a negative invoice. How to process a refund to the customer?

Solution: Process a negative payment and assign the credit note.

Issue: The following message displays when trying to preview an unposted customer invoice:

“Customer Invoices/Credit Notes – Invoice not POSTED”

Resolution: Select the option [Allow Printing of Invoices without Posting] on the Customer Master > Views > Options,  and you will be able to preview the unposted invoice .

Question: How to process a supplier credit for back charges against a supplier through the Project Costing module? / How to process a supplier credit for costs incurred because of the product defects?

Requirement: The product was ordered, receipted and invoiced (not yet paid), and it was agreed the supplier would apply a Credit note for the out of pocket charges incurred due to the faulty product. Credit needs to be applied against particular lines of the project.

Solution: Use Manual Suppliers Invoices/Credits or Purchase Returns – both can be allocated to a project.

The Authorisation Configuration screen is accessed from Rental > Configuration > User Authorisation.

The purpose of this functionality is to restrict stand downs and off hires from being entered too far in the past or future.

Number of days entered are whole days

The Authorisation Reason is not maintainable by the client. This configuration is maintained by Baseplan only. Pre-set system Authorisation Reasons are Stand Down(SD) and Off Hire(OH).

Authority is given to individual users with a number of days (back dated or in advance).

The ‘Post to GL’ procedure creates a journal for the pay history.
The accounts it posts to are derived as follows:

1. For the entries that have the description (these are generated for any pay) ‘ xxx Leave Accrued’, ‘xxx Leave Taken’, Net Pays’, ‘Redundancy’, ‘Leave Loading’, ‘Superannuation’, ‘ RESC Employer Additional’, the GL account information is taken from the Payroll GL Group for the Employee.

2. For the actual pay detail entries:
2.a. If the detail line has no Major Code, then the value for the ‘Pay Type Major’ on the Employee’s GL Group is used. If this is also blank, then the Major Code for the Pay Type on the detail line is used. If this is blank as well, then an error will be issued.

2.b. If the detail line has no Minor Code, the parameter Minor as Branch will be checked. If enabled, then the Employee’s branch will be used. If the parameter Minor as Branch is disabled, then the value for the ‘Pay Type Minor’ on the Employee’s GL Group is used. If this is also blank, then the Minor Code for the Pay Type on the detail line is used. If this is blank as well, then an error will be issued.

2.c. If the detail line has no Account Code, then the ‘Account Code’ on the pay type is used. If this is also blank then an error will be issued.
If the detail line has no Sub Account Code, then the ‘Sub Account Code’ on the pay type is used. If this is also blank then an error will be issued.

If the calculated finance payment value is incorrect, it can be changed by editing the last line of the payment summary i.e. the Periodic payment value needs to changed to reflect the correct value by clicking on EDIT and then entering the correct payout value in the Periodic Amount field.

This will adjust the Interest/Principal values correctly. After saving the record, the Finance Payment Processing can be completed following the usual procedure.

For example: When emailing an invoice from the Customer Invoices/Credit Notes screen, the email subject must say “OUTSTANDING INVOICE”.

You can configure the Email Template through Utilities > Email Configuration:

  1. Enter the Subject “OUTSTANDING INVOICE”  in the filter mode
  2. Click FILTER and the Template is displayed
  3. Edit the Subject, and Body if required, and click SAVE

The next time an invoice is emailed, the changes will be used.

The difference between these reports is explained below:

The Stock Available Valuation Summary – by Product Group does NOT contain stock items that are allocated to a transaction. They may be on unposted Customer Invoices, Parts Issues or Sales Orders.

The Stock Valuation Summary – by Product Group contains ALL stock items regardless of the allocation.  That is to say, ALL stock currently held.

The process to write off bad debts is as follows:

  • Create a Journal go to Customers > Journal
  • Enter the amount as a negative.
  • The GL account should be the ‘Bad Debts Written Off’ account.
  • Post the Journal
  • Go to Customer > Payments
  • Create a new payment with $0.00 Amount. The Payment Method should be ‘Allocation’
  • Select the credit and debits to clear the account.
  • Post the Payment

If you select the Reason ‘WRITEOFF’, you can then use the Report called ‘Bad Debts Written Off’ this report lists the Bad Debts written off over a particular date range.

If you happen to then receive the monies owing, you would process a Customer Debit Journal with the Reason code ‘RECOVER’ this will put the debit back on the account and you’d be able to use the ‘Bad Debts Recovered’ report.

Both these reports rely on the specific reason codes being used.

Our understanding is that you’re still liable for the GST until you’ve gone through all due diligence to retrieve the outstanding monies. Most people write it off against their sales accounts, if you decide to write it off against GST as well, then you should be raising credits so you can report correctly on the GST payable. If in doubt, check with the Tax department as to the correct procedure.

User may receive the following receipt when receipting a PO.

Message: Error in Posting Receipts. Please setup Asset Account on PO detail line 99999 line 9. (Where 99999 is the PO number, and 9 is the detail line number).

This issue can occur when the Major, Minor, Account & SubAccount Codes on the PO detail line do not copy across to the Receipt detail lines.

Resolution:

1. Check the PO Receipt detail lines and ensure the Major, Minor, Account & Sub Account Codes for each line have been entered.
2. For any lines with missing GL Account Information, go the PO to check the information entered on the PO detail line, and update the respective receipt detail lines with the same information.
3. Ensure the Account combination entered on the PO Receipt detail line is configured as an Allowed Combination in the Allowed Combinations screen accessed from General Ledger > Confirguration > Allowed Combinations.
4. Try processing the Receipt again.
5. If Issue persists, email helpdesk@baseplan.com

There are three Customer parameters to be set:

Force Posting Always to Current Period – This parameter should be disabled (false)

Allow Posting to Future Periods – This parameter should be enabled (true). As a result, invoices dated in the new month before the old month is rolled, will post to the new month (as long as the parameter stated above is disabled).

Enable Posting DBT Payments to Previous Period – This parameter should be enabled (true). This will allow back dating of customer payments to the period they were received.

For Example: Processing of direct deposits from bank statement. So, the date will decide which period to post the payments to.

There are two Supplier parameters to be set:

Allow Future Posting – This parameter should be enabled (true) As a result invoices dated for the new month before the old month is rolled.

Force Posting always to current Period – This parameter should be disabled (false)

There is one Fleet (Equipment) parameter to be set:

Allow Posting to Future Periods – This relates to Parts Issue and Time sheets.  If enabled (true) Service Jobs can be posted to future periods.

Refer to the parameters below:

  • Allow Posting for Internal Customer with Low Margin
  • Minimum Margin Percentage
  • Allow Internal Customer With Low Margin

Note: An internal customer is a customer that you want to be able to transact with below the normal margin.

Customer | View | Options | Internal Customer – this flag has effects on Invoicing

When this Internal Customer is ticked, it will override the minimum margin warning from stopping invoice posting for this customer i.e. you will be able to sell items below the minimum margin set for the parameter: “Allow Internal Customer With Low Margin”

If the margin is below the parameter value, a message will display and allow you to continue

Message: The margin is too low. the retail price should be more than $$.cc Do you wish to continue?.  Yes/No

If the customer is not an internal customer and the margin is below the parameter value, a message similar to this will display and not allow you to continue

Message: The margin is too low. the retail price should be more than $$.cc  OK

However, if you DO have the Security Permission Debtor Invoices – Margin Override, you will be allowed to continue processing (similar to an internal customer).

With this permission, you’ll receive the below message if the customer is not an internal customer:

Message: The margin is too low. the retail price should be more than $$.cc Do you wish to continue?.  Yes/No

The MLD Staging Entry screen is used for entering docket information after the event, so you would be able to enter dockets for a contract where the equipment has already been returned.

As compared to the other screens, this screen operates differently. The top panel is not just a filter, it also controls and limits the details that can be entered in the bottom panel.

For example:

  • If you select a rental number in the top, Filter panel, the Equipment No drop down in the bottom, Docket Entry/Edit panel will be limited to the equipment items on that rental contract.
  • If you select a Customer Code in the Filter panel, it automatically fills in the Docket Entry/Edit panel and locks the Customer field.
  • If you enter a date range in the Filter panel, you must enter a Docket Date that falls within that date range, in the Docket Entry/Edit panel.
  • If you enter a rental number and date in the Filter panel, it limits the Equipment No drop down list to the equipment items that are on rent for the date period entered in the filter.

The multi-line dockets recorded in the Multi-Line Docket Entry(Staging) screen require authorisation before they can be converted into billable dockets. Authorising the dockets will:

  • Remove the authorised dockets from the Multi-Line Docket Entry (Staging)screen
  • Make the authorised dockets available in the Multi Line Docket Entry screen
  • Create a multi-line docket entry on the Equipment Rental screen
  • Update the meter readings if SMU is applicable

The multi-line docket can now be processed following the usual procedure

  • Multi Line Docket Entry screen (Rental > Multi Line Docket Entry)
  • Multi Line Docket Billing screen (Rental > Multi Line Docket Billing)

The following message will be received if the entry date is incorrect;

“Date needs to be on or after dd/mm/yyyy”, will be returned when the user tries to revalue the asset before this date.

The Revalue function can be accessed from  Assets > Asset Master > Asset Actions > Revalue.

Back dating revaluation is allowed IF the Revalue Date is in the current asset period, and if the date is not before an existing asset detail transaction.

The Revaluation Date entered will be checked against the following:

  • The From Date of the current Asset Period and if it is before this, the above message will be shown.
  • The last asset detail transaction date and if it is before this, the above message will be shown.

Follow the steps below to check if the Revalue Date passes the rules explained above

  • From the Menu, select Utilities > End of Month and check the current asset period or Assets Configuration Parameters Current Period
  • From the Menu, select General Ledger > Configuration > Period and check if the Revalue Date is before the From Date of the current Asset Period.
  • From the Menu, select Assets > Asset Master > Asset Views > Transactions and check if the Revalue Date is before the last Asset detail transaction date.

Checking the above will explain why the Asset cannot be revalued at the Revalue Date entered.

The general rule when swapping an equipment item on the Swap Items screen is that the equipment you enter in the Equipment field must be from the Rental Branch on the contract, otherwise the following message will be triggered:

“Item is not in list”

Below are other possible causes of the message when performing an item swap:

  • If the replacement equipment is unavailable due to being on another rental contract, or has a pending inspection, it may not be available for selection from the Equipment field.
  • If you specify a model, and the model of the equipment you enter does not match the model you specified.
  • If the data entered in any of the other fields on the Swap Items screen, does not exist

Try removing the Model and entering the item number

Try clicking the Show All Types option, in case there is a similar item with a different type.

Navigate the equipment master and check the Rental status and location of the item you want to swap with.

Check the Service Status on the equipment master

The rate fields will be locked under the following circumstances on the Rate Structure screen;

  • The item has been billed
  • The item has been swapped
  • The item is part of a Package Type 3

However, the rate can be changed by selecting Actions > Rate Adjustment.

Select the line and enter the new rates.  When the rate adjustment is saved the application will return the original item on the contract detail line and add a new line with the new rate.

The original line will be billed from the Start Date (or the last billed to date) until the branch closing time the date before the ‘Apply From’ date entered on the Rate Adjustment screen.

To configure this option go to Stock > Contract Pricing

Create a new record, there are only three fields that need to be populated;

  • Customer Code
  • Start Date
  • Markup

However, if you want to add an End Date then this should be entered as well.

After the above configuration the application will assume that ALL stock purchased by the selected customer will be charged at the Average Cost on the Warehouse + MarkUp %, starting from the date entered.

The reason the billing is not using the cheaper rate is because the option “Use Day Rate only”is checked on the Customers’ site.

When this option is ticked the default rates for Threshold 2 to 5 will not be used.  The entire billing period will be billed at the Daily Rate.

There are two different processes depending on the Job Type

INTERNAL JOBS

  • Create a new service job exactly the same as the original service job
  • Add the same part/s from the same warehouse as a ‘negative quantity
  • Add a parts issue for the correct part.
  • Post the parts issue and then the service job

EXTERNAL JOBS

  • Create a credit from the original invoice and choose to ‘affect stock‘ when prompted
  • Create a new manual invoice for the correct part/s

In Stock Master, the ‘Created User’ cannot be viewed  via the application, but can be retrieved from the database.

You can use either of the Audit tables listed below for your SQL query:

BP_AuditTrail
STK_Master_Audit

Depending on how many accounts require editing, there are a couple of options…

1.   If only a few accounts are to be edited, the Chart of Accounts screen can be edited, as required. Clicking the EDIT button at the top of the screen will allow the Budget and Forecast fields to be changed.
2.   If there are many accounts to be changed, it is preferable to output the current budgets to the template (General Ledger > Procedures > Import Budget), change in Excel and then reload back over the top of the current values. Budgets that have not changed may be left ‘as is’ and will reload along with the changed values.

The Relationship of Stock Warehouses with Regard to Stock Re-ordering and Advanced Re-ordering Processes is explained below:

Generally, a national warehouse is not required, unless advanced reordering is going to be used. The national warehouse is the only warehouse that does not have a main warehouse (it is the top of the hierarchy). Movement between warehouses are not counted as sales/consumption; however, this is where the warehouse hierarchy is important. The consumption of all the warehouses underneath this warehouse in the hierarchy, is included in the average monthly quantity of this warehouse. This is to enable the user to either purchase for this warehouse and its warehouses underneath using standard or advanced reordering, or generate transfers to this warehouse from the warehouse above which could have done all the ordering, which can be done form the standard reordering screen. The general structure followed is as below:

  1. One national warehouse – Top of the hierarchy
  2. Several state warehouses feeding into the national warehouse (their main warehouse would be the national warehouse)
  3. Several van warehouses feeding into the state warehouses (their main warehouse would be the relevant state warehouse). All warehouses which are not van warehouses are flagged as being main. These are the warehouses you can do direct replenishment purchase orders for in the advanced reorder screen.

There is no functionality similar to Suppliers or Sales Orders for rental contract processing i.e., there is no ability to escalate the request to release the customer from a credit hold situation. Therefore, the user must either manually contact the person ‘in charge’ of the credit control to uncheck the Hold when Overdue and Hold when Over Credit Limit check boxes, or if those options are unchecked, the user will be warned they are over the limit(s) but will be able to continue. In that case, there must be an internal process allowing the user to deliver the equipment, only after it has been authorised by the delegated member.

Related Parameters:

  • Authorisation required for all contracts –  When the parameter is enabled ALL contracts will require authorisation before they can be delivered.

The following information relates to credit control in other modules.

Credit Related Parameters:

  • Allow holding Service Transactions for Credit Limit and Overdue –  When the parameter is enabled, the system will set the new flags,Held Due to Credit Limit Exceed and Held Due to Overdue Invoices (that have been added to the Service Job AND the Service Call screen, in panel called On Hold Details), based on credit limit and overdue calculation on Service Calls, Service Jobs and Service Quotes screens. The system will also allow users to release held transactions by entering a valid reason. When disabled, the system will not allow users to create new service transactions when the credit checks for the customer fail.
  • Allow holding sales orders for credit limit and overdue – When enabled, the system will set the new flags Held Due to Credit Limit Exceed and Held Due to Overdue Invoices? These fields will show on the Sales Order screen.

NOTE: Before using the above parameters, the reason codes need to be added in Customer / Configuration / Reasons.

Select the Module as OverrideHOLDinSO and then OverrideHoldOnSvc add a code and description.  This is the code that allow the user to continue when the account is held.

Customer Master:

There is an option on the customer master to enter Payment Terms for Sales.  These terms can be different for sales items.

  • Payment Terms
  • Credit Limit
  • Sales Payment Terms

Customer Master Options:

You will find the following options that relate to ‘Credit’ for the customer;

  • Hold When Overdue – account will be held when terms exceeded
  • Hold When over Credit Limit – account will be held when credit limit has been exceeded
  • Credit Hold – When ticked this will stop ALL further transactions regardless of other settings
  • Allow Actions – Allows only Actions on contract to continue regardless of other settings.
  • Allow Sales Items – Invoices can still be raised for sales items only.
  • Special Customer –  This is used with the Collections module. When this option is ticked a customer cannot have the hold when overdue or hold when over credit limit ticked.
  • Internal Customer –

The Hold when Over Credit Limit and Hold When Overdue flags are governed by the Check Credit Limit parameter.

The customer credit checking process works as follows:

  1. If the Check Credit Limit parameter is disabled, then do not check credit terms or limits.
  2. If the Check Credit Limit parameter is enabled, then check the credit terms and limits based on each customer master.
  • If the Check Credit Limit parameter is enabled and the customer is in excess of credit terms or limit, then issue a warning message when creating contracts, invoices etc. but allow the transaction to proceed if required.
  • If the Check Credit Limit parameter is enabled and the customer is in excess of credit terms or limit, and the Customer Options have the Hold when Overdue or Hold when Over Limit option(s) selected, then issue a message and do not allow the transaction to proceed.

Do NOT enter manual Cashbook entries for foreign currency cashbook transactions.

Where the Cashbook Accounts are set up to use foreign currencies, GL journals must be entered for manual cashbook transactions, these journals will then update the cashbook.

When the Cashbook GL Account combination is entered for a foreign currency bank account on the journal, the application displays the FOREX field for entry and then, calculates the local currency based on the currency exchange rate in Supplier’s Configuration.

When the GL Batch is posted, the application will create a detail line in the Cashbook in the appropriate foreign currency.

When the user tries to incorrectly add a manual journal they may receive the following error;

“Cashbook Master – [bank account name]Cannot set Column ‘a_c_line_no’ to be null.  Please UseDBNull instead.”

When attempting to add a manual cashbook detail line, the user may also report that there are no ADD/SAVE buttons on the detail line input screen.

The system does NOT allow the user to add entries for foreign currency accounts from the Cashbook screen; these must be added through a manual GL journal entry as explained above.

If you receive the following message;

**”Purchase Order Receipts – Error in posting receipts. Parts Issue No: XXXXX was originally for X units of Item: XXXXXXXX but the line has 1 units of Item: XXXXXX“,

when trying to post a PO Receipt, the parts issue must be unlinked from the order/receipt to continue.

Follow the steps below to resolve the issue;

  1. From the relevant purchase order, select Actions > Remove PI/SO Link (Parts Issue/Sales Order)_

2. Select the required detail line ** and save.

This will allow the user to receipt the order for the reduced quantity.

3. Process the receipt as normal. This will add the items into the warehouse, but will not allocate them directly to the job.

4. Delete the original parts issue; it will have a status of either ‘BACKORDER’ or ‘OPEN’

5. Process a new parts issue allocating the items from the warehouse to the service job

If a user receives the following message/s when returning a rental item, then please review the solution below.

Message: “Terminate Rental – Required procedure parameter (@BranchID) not provided”
or
Message: “Default reason ID for branch xxx has not been set”

This message appears when the user’s profile on the Security-Users screen does not have a Branch ID, and therefore when creating or processing the Offhire, the application  cannot derive the user’s branch code.

To resolve this issue go to Security > Users and right click on the user’s Name.  Click ‘Edit User’ to bring up the user’s configuration screen.

On the user’s configuration screen, add a branch code to the user’s profile.

Yes, the asset depreciation details such as, rate, term or method can be changed but it does NOT lead to a recalculation of the old depreciation.

The details must be manually calculated and entered.

For example: If an asset has currently been depreciated for 4 years of its term and straight line is used, and the user wants to set the term to ‘7 years’,  the new depreciation rate must be calculated in such a way that the asset will go to a zero value in 3 years, where the deprecation is calculated based on the cost of the asset.

Note: The term is not used to determine when the depreciation calculations will finish. The term must be set to sync with the depreciation rate. For example: If the user wants the asset to depreciate in 10 years straight line, the depreciation rate must be set to 10% at the beginning of its life.

If a stock item is not appearing in a stocktake for a warehouse where there is a current quantity, check if the ‘Not in use’ flag is ticked on the stock location record.

Stock items that have the ‘Not in use’ flag ticked on the stock location record will NOT be included in stocktakes for that warehouse.

Firstly, the parameter to use contract authorisation must be enabled and the authorise option needs to be ticked in the users security group.

Parameter

Authorisation Required – enabled

When parameter is enabled, then ALL rental contracts will be created with the ‘Authorised’ checkbox UNCHECKED.

Security Groups

The option can be located under the Rental – Equipment

The option to restrict who can authorise contracts, is controlled from the rental Security Group. Thereafter, only the users with that Security Group option selected will be able to authorise contracts.

The checkbox on the Equipment Rental screen will always be unchecked when creating the contract, regardless of the parameter setting. However, if the parameter is enabled, a message will display when delivering the item, warning that ‘Authorisation is Required’

The contract can be authorised by selecting Rental Actions > Authorise. This will check the Authorised check box.

The ‘Authorise’ option will only appear on the Actions menu if the relevant parameter is enabled.

The Capex Types can be configured in Purchase Orders / Configuration / Capex Types.  On the capex type, there is an option to tick the ‘Replacement’ , when this is ticked the option to enter a replacement equipment number will be visible on the PO

When creating a Purchase Order from the RFQ (Request for Quote) screen, the Capex field will display on the detail line.  When Replacement is selected, the user will be able to select the equipment item that is being replaced.

The receipting of non-sales items has no impact on the stock location (warehouse) quantities. Non-sales items are often used for generic purchases such as, Utilities (gas, electricity, rent etc.) Stationery, Staff Amenities (Coffee, tea, etc.)

A non-sales item is defined as a line type ‘O’ on the purchase order detail line.

When purchasing non sales items, the item is directly expensed to the GL account code that is in the ‘Purchases’ line, of the GL group attached to the Product Group of the item.

GL groups for non-stock items can be configured with the SOH & Purchases lines having the same account codes.

The system uses the below process to determine the retail price of stock items.

Please note, Item 1 (below) is how the system identifies the cost price. Items 2-5 (below) are the order the system checks to determine which retail price to use. So, if there isn’t a price determined for the item using step 2, then proceed to step 3. If price is not determined using step 3, then proceed to step 4.

  • Step 1. Determine cost price for purchase orders – This is the actual cost of the item that is entered on the purchase order; for the rest, this is the average cost from the warehouse of the stock item. If the item is purchased for a service job, then the purchase order cost is used, instead of the average cost from the warehouse.
  • Step 2. If DBT parameter ‘Use Contract Pricing‘ is enabled, try to get the retail price using contract pricing.
  • Step 3. Alternatively, if there is a site code, try getting a retail price using the site markup. If the retail price that is calculated is different from cost price, then this retail price is used.
  • Step 4. Otherwise, try getting a retail price using the sales group (i.e. retail price, sales_price_1, sales_price_2, etc) of the customer master. If the retail price calculated is different from the cost price and not zero, then this retail price will be used.
  • Step 5. Otherwise, use stock master markup to calculate the retail price. If the markup is 0, then this would result in the cost price being used.

There isn’t a report that shows which transfers between branches have NOT been received.

However, on the Equipment Transfer screen, the user can filter by the Status ‘TRANSFERRED’ and then, view the records by clicking the data sheet view icon to see the list of Transfer IDs that are yet to be received.

Note: The Data Sheet view screen does not show the ‘From’ or ‘To’ branch, but clicking each transfer ID brings up the relevant transfer.

Transfer Status;

  • Cancelled
  • Open
  • Received
  • Rejected
  • Requested
  • Transferred

The following reports show the list of transfers but NOT the status of the transfer;

  • Equipment Transfers Listing – Scoping for Equipment No and Date range only
  • Equipment Transfer – Scoping for Date and Sending/Receiving Branch only

The following report includes ALL types of movement including any transfers but NOT the status of the transfer.

  • Equipment Movement Report – Scoping for Equipment No, Period, Transfer From and Transfer To branch.

The parameters, ‘SA Code Linked Asset’ and ‘SA Code Non Linked Asset’ contain the default Customer SA codes that are used for the disposals.  These SA codes are used on the customer invoice when an asset is sold.

SA Code Linked Asset

This is the sales analysis (SA Code) code where the revenue will show when an asset, that is linked to an equipment record, is sold/disposed

SA Code Non Linked Asset

This is the sales analysis (SA Code) code where the revenue will show when an asset or equipment item is sold/disposed that is NOT linked to the asset.

The Supplier Master will be missing the ‘Country’.

Edit the Supplier Master and select the country, the GST field will then be unlocked.

If the following message is received when printing the barcode labels check the configuration shown below.

Message: “The default barcode printer xxx-xxxxx-xxx ……. in users table or Branch is invalid.”

Troubleshooting tips:

  • Check if the user has a default branch on the Security – Users screen
  • Check that the checkbox for Use Barcode in the user’s profile is checked on the Security – Users screen
  • Go to the Fleet_Branch System parameter called, ‘Barcode Printer’, check that each branch has the correct printer. Click EDIT to change the value to show the correct network path for each printer.
  • Check Stock > Configuration > Barcode printer screen and set the Bar code printer

Other Causes:

The Client’s Label printer does not have the functionality required to print the file format the Baseplan Bar code printing function uses.

Client should check with the Printer’s Manufacturer or the store they purchased the printer from, if the Label printer they are using is an enabled XML printer for printing from 3rd party applications (e.g. Baseplan Enterprise)?

If not, they will need a Printer with the required software to export the label file directly to the Label printer. e.g. ZebraDesigner for XML or Bartender Automation.

The file format is XML and the requirements to print a label printer from Baseplan are as follows:

  1. Can send files directly to the printer
  2. Can design labels for use with XML data sent to the printer from a 3rd party application (e.g. Baseplan Software)
  3. Can connect to both an Ethernet and usb based computer? IE. The label printer has both an Ethernet and USB connection.

Supported Printers (Zebra GK420D USB Label Printer)

The ability to email, fax or export reports is controlled by security.

The security options to enable missing icons, and can be found in the Groups panel of the Security-Users screen.

Go to Security / Users

Add the ‘Exportreports’ and ‘Emailreports and ‘Faxreports’ security functions to the user profile by dragging and dropping them on to the user’s profile.

The Branch field may not display on the Equipment Ledger screen if the equipment item is  a ‘bulk’ item.

A ‘Bulk’ item is defined on the Make/Model screen with configuration and Serial No validation.

If the equipment that is being added should be serialised, an entry in the Serial Number field will result in the Branch field displaying as expected.

The reason that the EOM cannot be rolled from the Utilities menu when the message “Assets has already been rolled, you cannot roll it again” is received, is that the application does not allow the modules to be more than one period apart when rolling from the Utilities menu.

i.e. You cannot process EOM from the utilities menu twice in one month.  This is to ensure that the button isn’t pushed twice by mistake.

If you do require the module to be rolled it can be done from within the sub ledgers e.g. Module > Procedures > End of Month.

Note that the general ledger must ALWAYS be processed from the module itself.

This message can be encountered when confirming a PO Receipt.

Message: Please set up Asset Account on PO Detail line nnnnnn line nn

Reason for Message:  The minor code may be ticked as inactive

Solution: Navigate to GL > Configuration > Minor – and check the flag on the ‘Inactive’ box.

Function Bulk Posting of Service Jobs

Equipment Management | Procedures | Posting Service Jobs

The logic behind the Bulk Service Job Post process.
The behaviour is dependent upon the following 3 parameters:

  • Do not allow posting of service jobs with outstanding purchase orders
  • Check Authorised when posting
  • Hour meter entry is mandatory in service job posting

This screen only displays internal jobs where:

1.       The status is Open AND
2.       The service date was before today AND
3.       There are no un-receipted or partially receipted POs AND
4.       There are no open or backordered parts issues AND
5.       There are no open time sheets AND
6.       There are no outstanding items for the fleet item AND
7.       There are no serialised items in the job details AND
8.       Transport is not required AND
9.       There are no job details with a job line type in group F AND
10.     There are one or more detail lines AND
11.     If [Do not allow posting of service jobs with outstanding purchase orders is Enabled] There are no outstanding POs AND
12.     If [Check Authorised When Posting is Enabled] The completion status is ‘Authorised’ AND
13.     If [Hour meter entry is Mandatory in Service Job posting is Enabled] The hour meter has been set, and is greater than the previous service hour meter AND
14.     The job is allocated to a non-IVT mechanic OR else the IVT mechanic has completed their work (Equipment Job Mechanic Status = ‘Completed’)

NOTE: If the option ‘Posting Service Jobs’ is not appearing on the left hand menu it could be that the user does not have the security option in Security | Menus

The settings in the stock master control what parts or non stock items can be added to a service job and how they can be added,

Check the stock master flags for ‘Sales Item’ and ‘Do not Stock’

The entry method of the part also depends on the Service Job Type (Internal or External)

Refer to the template below for data entry method.

Flag Setting in Stock Master Method of Entry on Service Job
Sales Item Do Not Stock Job Type Parts Issue Detail Entry
FALSE FALSE Internal TRUE
FALSE FALSE External TRUE
FALSE FALSE Cap Prep TRUE
TRUE FALSE Internal TRUE
TRUE FALSE External TRUE
TRUE FALSE Cap Prep TRUE
FALSE TRUE Internal TRUE
FALSE TRUE External TRUE TRUE
FALSE TRUE Cap Prep TRUE
TRUE TRUE Internal TRUE
TRUE TRUE External TRUE
TRUE TRUE Cap Prep TRUE

Multiple service jobs can be posted as a batch using the Posting Service Jobs procedure (Equipment Management | Procedures | Posting Service Jobs)

If Jobs are not appearing on this screen it may be due to the Mech Status on the Job not being COMPLETED. The Mech Status is linked to SM (Service Mobility) and is updated automatically by the mechanic as the job is progressed.

If  SM is not used, the status has to be updated from the service job via Actions > Add Multiple Mechanic/Complete Mechanic. The Mech Status will be updated when the Complete button is used.

Service Jobs should be reviewed before posting all.  You can control who can post bulk service jobs within the Security | Menus | Equipment Mgmt | Procedures – Remove the ‘Posting Service Jobs’ from the users security to prevent users from accessing this option.

To upload rental rates go to the Rates Maintenance screen (Rental\Configuration\Rental Rates), then click on the Filter Menu and select the Upload Rates option.

You are able to get the template from the Rental Rates Upload screen by clicking on the Excel button.  An empty Excel spreadsheet with the relevant columns will be created.  You can then enter the rates and save the spreadsheet when completed.

To import the rates, you click on the ‘Select file’ (… button) button and select the relevant file, then click on the Upload Spreadsheet button.

When the new rates are activated, the old rate records status will automatically change to be ‘Superseded’.

Please note that the Customer code column cannot be left blank, in order for the rates to be used, this field needs to have a value.  If the rates apply to ALL customers then you will need to enter ALL in the customer column or enter the specific customer code for the rental rates.

To Update from PROPOSED to ACTIVE:
After uploading, go to Rental Rates screen and scope by Status = PROPOSED. Do Not Apply the filter but go straight to the Datasheet view. This brings up a special datasheet screen with additional buttons. Click on the TAG ALL button and then click ACTIVATE.

The best way to obtain the both the customer & supplier information would be to export it from the Masterfile (Customers\Customer Master & Supplier\Supplier Master)  into Excel.  So using the Customers as an example, go to the Customer Master, you will need to enter something to filter the transactions by, so firstly untick the Not in Use flag as you only want active customers, then enter the branch code & then click on the datasheet view.  Don’t click on the Filter button first as this will only return the first 50 customer records.  Then export it to Excel and save as a CSV file.  This file can then be used in Word to import into a template for a mail merge.

If you use the Bulk Email Statement procedure to send your statements, you could also add the new bank details into the email body that is used for a couple of months.  This is configured in the Email Statement Message Body parameter.  Please test this in your test system first by changing the parameter details and then change the email address on a customer to an internal email address & send the statement from the Bulk Email Screen to ensure that the format of the email is as required.

If you use the EFT Payment Processing, you could also add the change of address details into the Email body that is used when sending remittances – this will only be sent to Suppliers that you pay by EFT.  This is configured in the Email text parameter.  Please test this in your test system first by changing the parameter details and then change the email address on a supplier to an internal email address & send the statement from the EFT Processing screen to ensure that the format of the email is as required.

Follow the steps below to refinance a loan;

  • Terminate existing loan
  • Process asset finance payment processing

a. Change the suppliers payment method to M if you actually do not want to pay anything/amend the suppliers invoice that is created and then review the creditors invoice that is generated/ alter the values or delete the creditors invoice that was created if required.  If the invoice is deleted, there is no GL impact, no payment to the financier and the loan agreement has been terminated.  A manual journal will be required to remove the loan from your GL accounts.

b. If you need to make a payment to the supplier, enter the payout value and process the suppliers invoice.  GL journals will be created, check that these are as required.  If not, reverse and process manual journals.

  • Create new asset finance agreement
  • Process manual journal to add this new loan into your accounts
  • Process repayments using normal asset finance processing

Manufacture Models are configured in  Equipment/ configuration/manufacturers models

The manufacturer’s module is additional information that is used to limit the manufacturer’s model combo box in the RFQ (Request for Quote) screen.  The manufacturer’s models can be assigned to a pricing group.

When a pricing group is added it results in the RFQ Manufactures Model combo box only showing models for the pricing group being purchased.

The following fixed asset reports have a column called Loss on Sale/WDV on Disposal

Fixed Assets Disposal Report Detailed – Accounting
Fixed Assets Disposal Report Detailed – Tax
Fixed Assets Disposal Summary – Accounting
Fixed Assets Disposal Summary – Tax

This column will contain values when the following transactions are completed:
a. Equipment Stocktake adjustments
b. Equipment Quantity adjustments – this is completed in Equipment Management/Procedures/Equipment Quantity Adjustment, when the Stock Adjustment option is selected
c. Equipment Model Move adjustments – this is completed in Equipment Management/Procedures/Equipment Quantity Adjustment, when the Move to other Equip option is selected
d. Return to Stock
e. Normal disposals/scraps

The Average Payment Period is shown in days and is the average number of days after the invoice due date that full payment of the invoice is made. This calculation includes invoices that are paid before the due date.

Items can be sold or quoted to customers at cost price by following the steps below;

Before the application starts charging the item at cost price, you will need to make sure that the below pre-requisites are fulfilled:

Create a contract pricing record for a particular customer with the desired price/cost price. Customer code and start/end date should be the only thing that needs to be filled in while creating the contract pricing record. The date on which we are going to use the cost price from the contract pricing record must fall between the start and end date on the pricing record.

Below parameters need to be set to Enabled:

  • Use Contract Pricing – enabled
  • Advanced Stock Contract Pricing – enabled
  • Stock Item Pricing Hierarchy –  set to 1

On Customer Master for that particular customer, the Sales Group should be left blank

On Customer Sites, the Markup percentage should be set to zero.

Also to restrict the application from doing any other calculations, the customer can be marked as Internal Customer in Customer Master Option.

Once the above pre-requisites are fulfilled, the application would then derive the cost price from the contract pricing record for a particular stock item.

The following reports can be used when completing BAS statements:

  • General Ledger | Reports | Profit and Loss report to estimate your revenue for the quarter.
  • Customers | Reports | Monthly GST Report.
  • Suppliers | Reports
    • Monthly GST Report
    • PAYG Payment Summary – Monthly (if you withhold PAYG for Suppliers without an ABN)
  • Payroll | Reports | Employee MTD PAYG Report.
  • Cashbook Monthly GST report

The ATO advises that it can take up to 72hrs for a response when an STP file has been submitted. We have found that normally successful responses are sent fairly quickly but errors normally take longer. If you have still not received a response after 72hrs, we suggest contacting Ozedi (or the company you use to transfer the file to the ATO) to ensure there aren’t any issues with their platform who may then refer you to ATO.

To log into the service desk enter the URL:

https://jira.baseplan.com/servicedesk/customer/user/login?destination=portals

The username will be your email address. If you are new to Jira a new login can be created using the ‘Sign up for an Account’ function.

The application support team will then link your new login to your account, when you create your first issue.

If you get a message indicating that you have an account, you can reset your password using the ‘Forgot your Password?’ option at the bottom of the log in screen after entering your email address.

Once you have received the email from the service desk saying your account has been activated you can log into the service desk by entering your Username (your email address) and the password that you have created.

The Notary interest is calculated when MTD,YTD and LTD values of an asset are updated when EOM procedure is done.

There is NO general ledger implication, it’s only used for reporting purposes.

This feature is controlled by the Parameter – ‘Notary Interest’  located in the Asset/Configuration/ Parameter screen.

If this parameter is enabled, during the Assets EOM process the application will require a percentage for the Notary Interest to be entered.

Message: Please Enter the value for the Notary Interest

This then calculates a value and displays it in the Notary Interest field on the Equipment Master/View/Financial Summary screen. (The calculation is explained further below)

If this parameter is Disabled, this message is does not display during the Asset EOM but the system will still calculate the “Notary Interest” if the Asset has a non-zero current value at a default 7.5%

To not calculate Notary Interest for equipment linked to Assets (with a current value), enable the parameter ‘Notary Interest’, and enter 0% during the EOM Process.

The Notary Interest is calculated as follows and displayed in the financial summary screen:

MTD:
MTD Interest =      C * F / 12
C = Current  value from the Asset Master record
F = Variable value, If the “Notary Interest” parameter is set to Enabled,  from the asset End of Month screen the application will ask for Notary Interest value, if this value is not provided the application will default it to 0.075
Example:
If C = 13446.60, F = 0.075
Then
MTD Interest    =     13446.60  *  0.075  / 12     =    $ 84.04

YTD:
YTD Interest = C * F / 12 * M
M = No. of months since the beginning of the financial year or the purchase date whichever is the latest
Example: On 31st of August this value would be 2.
For example
C = $100, F = 7.5%
On 31 Aug 2010 –  YTD = 100*7.5%/12*2 = $1.25
On 28 Feb 2011 – YTD = 100*7.5%/12*8 = $5.00

LTD:
LTD Interest = C * F / 12 * A
A = No. of months we have asset on fleet (i.e. Age of Asset by taking the oldest purchase date)
For an equipment item linked to multiple sub assets, take the sum of the current values of the asset as C
For example
C = $100, F = 7.5%
Asset = $100
Modification 1 = $20
Modification 2 = $10
Total asset value = $130
On 31 Aug 2010  130*7.5%/12*2 = $1.63

The following will explain the colours of the user name:

Yellow – The User name (Source) is not the User’s default location is not associated with the Branch or the Detail of the Reservation is mismatched from Reservation Header. If someone changes a Reservation Header to another Branch from the Hire Wizard, it will not transfer the details.  User should right-click on the reservation and select ‘Transfer Reservation’ from the Reservation Screen this will ensure that the Header and Details are updated:

Red – The User name (Source) is highlighted in Red indicates that the Reservation has been confirmed.  Right click on the reservation and select Confirmation Details.

The intention of the PPSR in Baseplan is only for recording PPSR registration information to issue alerts regarding expiry of registered interests, and there is no link to the Personal Property Securities Register on the Government website.
We only store the information that you have entered on the government website. We do not link to it or extract data from it. We are completely independent from the government website.

Firstly, the configuration must be set up to process PPSR registration for rental equipment:

Configuration – Parameters

There are 3 related parameters to be configured;

  • PPSR Reminder Days
  • PPSR Reminder Email Address
  • Is PPSR Token Mandatory

Configuration – collateral class

Equipment Management / Configuration / PPSR Collateral Class

The collateral class is used to determine the assets that require registration.

Configuration – Make/Model

Add the PPSR collateral class to the Equipment/Configuration/Make Model screen.  This determines the equipment requiring PPSR registration.  PPSR Registration will not be available for items without a collateral class on the make/model.

PPSR REGISTRATION DETAILS
The PPSR details can be recorded using the PPSR Registration screen. This screen can be accessed from various areas.

  • From the Baseplan Main Menu select Utilities > PPSR Registrations
    If this option is used, when adding a new entry, the user will first need to select a Registration Type
  • Rental > Equipment Rental > Rental Detail Line (double click) > Rate Structure > Rental View > PPSR Details
    When this option is used, the Registration Type will default to ‘Fleet’
  • Rental Counter > Cash Customer Details > Filter for customer select View > PPSR Details
    When this option is used, the Registration Type will default to ‘Drivers Licence Cash’
  • Customer Master > Customer View > PPSR Details
    When this option is used, the Registration Type will default to ‘Debtor (Account)’

The termination date showing at finish rental is controlled by the following parameter

Caption: Return Rental Adjust Termination Date Mode

Description: Controls how users can adjust the Termination Date & Time on the Return Rental screen

Value:

Option 1 – Adjustments are applied line by line in half day increments

Option 2 – Termination Date & Time for all lines can be entered

If set to 1 the ‘expected’ termination date will default at finish rental

If set to 0 the ‘entered’ termination date will default at finish rental

There is also a related parameter;

Caption: Default Expected Termination Date on Equipment Rental screen

Description:

If enabled the Expected Termination Date on the Equipment Rental screen will be given a default value.
If disabled the Expected Termination Date will remain blank.

The user receives this email when the user does not have permission to save the bank file (.aba) or stp file in the default location on the application server.  This causes the app to email the file instead of saving.

The issue can be resolved in the following configuration

Payroll > Configuration > Company Information

In the ‘Payroll Defaults section under the heading ‘Other’ there is an option ‘Send EFT Disk email to user’ this can be unticked to prevent the files being sent.

NOTE: Please be sure that the files are being saved before unticking this option.

Contracts can be held from the cycle billing if the option in the customer master > options – ‘Disable Cycle Billing’ flag has been ticked.

Other reasons why some contracts are not billing could be;

  • If the rate is missing or incorrect on the rental item line
  • If the option in the customer master > options – ‘Purchase Order Required’ has been ticked and the contract does not have a PO number.
  • If the contract is in Delivery status
  • If the customer master > options – ‘Default Rental Contracts to Hold’ option has been ticked
  • If the ‘Hold Billing’ option has been ticked on the rental contract header

There is a parameter called ‘Use Minimum Days’ that controls this function. The parameter applies to ALL rental rate and contract screens.

Once set it should not be changed.

The option that is selected will affect the rental contract and invoice stationery

1. The Internal Customer flag has effects on Invoicing

When this Internal Customer is ticked, it will override the minimum margin warning from stopping invoice posting for this customer. I.e. you will be able to sell items below the minimum margin. That is AllowInternalCustomerWithLowMargin

2. Special customer flag has an impact on credit limit and overdue checking.

It is used with the Collections module. When this option is ticked a customer cannot have the hold when overdue or hold when over credit limit ticked.

3. Parameter 1, 2 & 3 are used for customer specific invoices and reports

When an RFQ has been ‘allocated’ it reserves the range of equipment numbers and asset records.

To cancel the RFQ you have to first select Actions – then Convert to PO.

This will change the RFQ status to ‘converted’ and create a PO

Select View – View PO

From the PO select Actions then Cancel

This will cancel the PO and the RFQ, and at the same time reverse the allocated equipment and asset numbers.

If the item is a has been added via a PO from the service job then it can only be removed (reversed) by creating a R (return) type PO (reversal).

  • From the original PO select Actions and Return Order.  Confirm and fully receive the PO Return.
  • This action will create a credit type supplier invoice that will be posted and add the negative line to the service job (reversing the original line)
  • When processing the supplier invoice pick up both the original PO Receipt and the PO receipt for the Return Order.

If the line on the Service Job was added to the wrong SJ then the next step would be;

Create a new PO for the item from the correct Service job.. Confirm and fully receive. This action will add the line to the new service job.

If you are receiving a message similar to the following;

Failed to initialise sqlcmd library with error number nnnnnnnn

[SQLSTATE 01000] (Error 0). The step failed.

The reason is shown below;

The Baseplan_PM_Report and Baseplan_PM_Capture SQL jobs, are used to obtain information from the database such as how many times reports are run, user counts, index information, etc.

They are not required for the core operation of any Baseplan product.

They should not be setup on environments that are not Live.

If it has been set up in live and the Live one is failing, it can be disabled\deleted as they are not mandatory.

This issue arises when the employee has accrued leave at a certain pay rate then, over time, receives hourly rate or salary increases/decreases.

When the employee takes leave, it is paid at the current pay rate and is deducted off the accrual at this current rate.   There will then be a variance in the  accrued value in the GL and the payroll reports.

Unfortunately at this time, this is not automatically maintained in Baseplan, so manual accrual adjustment journals are required when there are pay rate variances.

The message “Customer is held due to overdue invoices/exceeded credit limit” refers to the credit options that are ticked on the customer master > view > options screen.

  • Hold when Overdue
  • Hold when over Credit Limit

If one or both of these options are ticked then posting of invoices is restricted.

The parameter below will allow invoices to be posted even if the customer is overdue or over their limit.

Parameter: Check Credit Limit On Invoice Posting

Description: When the parameter is true the system will Perform credit limit validation inclusive of the current transaction in Customer invoice posting and when generating serialised stock invoices.

When the parameter is Enabled/Ticked the application will perform the credit limit validation and prevent the invoice posting.

To allow the invoice to be posted when the customer is overdue or over limit the parameter should be disabled. This would be the recommended setting.

To mark a skilled technician as inactive, first you will have to re-allocate any open jobs allocated to the departing technician to another technician.

Any work in progress or service lines on open jobs will also have to be completed for the departing technician before the technician can be marked as inactive.

To make the technician inactive;

Go to Equipment / Configuration / Skilled Persons

Filter for technician / Edit and tick the ‘not in use’ option.

In the ‘FSM Details’ panel you could remove the service mobility ID

If the technician also had a Baseplan log in the go to security / Users and edit user and tick the ‘Inactive’ option.

The markup is entered on the make model screen.

If the supplier for the sub rental has a commission percentage, it will instead derive the cost rates from the charge rates but if not, it will use the above minimum markup and derive the charge rates from the cost rates.

The green line against an equipment item indicates the ‘Billed To’ date of the contract that the equipment is currently on.  Right click on the equipment line to open the rental contract.

Functionality is available in Version 1901 onwards.

Service Job Notes screen

Enhances Baseplan Enterprise with the introduction of a new Notes screen which can be accessed from the Service Jobs and Service Calls screen. This will ensure customers are followed up at regular intervals, ensuring effective customer service during the completion of the service work.

Mainly, it allows notes to be more than a simple text field so instead of just one note, multiple can be added with other details.

The new Notes screen will also have the following features:
Users will be able to add a new record in the grid by clicking on the new row or tabbing out from the last cell of the last row.
Double clicking on the Details cell will open a popup window to display the complete note.

To Add a new note, simply

  1. Go to Service Jobs\Click Notes icon on toolbar – the Notes screen will be displayed
  2. Select Note Type and click Add button – A line will appear to enter the notes. Once note is entered, click Save.

The new Notes screen will support the note types explained below.

Internal – Users will be able to create an internal note by selecting the ‘Internal’ note type. The internal notes created using the Service Mobility application (Internal Notes field) will also be recorded as an internal note in the notes screen.

External – Users will be able to create an external note by selecting the ‘External’ note type. Currently, technicians can create external notes using the Technician Notes field on the Service Mobility app. This external notes will be recorded as an external note in the notes screen.

Follow-up – Users will be able to create a follow-up record and assign a Follow-up By person and a Follow-up Date. No automatic follow-up will be performed by the system, but instead users will manually follow up the entry and check the Is Follow-up Complete checkbox.

Email – Users will be able to view emails sent by the system for the transaction as well as add a manual entry if the email was sent manually. When an email is sent from the Technician Allocation screen, the system will create an Email entry in the Notes screen. However, users will not be able to change the details on this record as they are recorded by the system. Users will also be able to create a manual entry for note type Email.

Site Notes – On the Service Calls screen, when a customer Site is selected, the system updates the Notes field with the notes from the customer site in the Service Job Details section. The system will now create this note as a Site note in the Service Job Notes screen.

Service Call Notes – When a call is posted to a job, if the Fleet system parameter Copy Service Call Notes to Service Job is enabled, the Notes from the service call will be copied to the Notes on the new job that’s created, using the Notes type ‘Site Notes’.

Time sheet Job Code – These are created when a technician submits a time sheet using the Service Mobility app.

Sales Quote Job Creation Note – Currently when a service job is created for a sales quote from the Predelivery Wizard screen, the Memo field on the job is updated with the Note on the Sales Quote. With this enhancement, the system will create this note as Sales Quote Job Creation Note, and will update the memo if Append to Memo is checked.

**Please note, Mobility API needs to be installed for this new Service Job notes screen to work, and this is installed as part of the deployment for version 1803 onwards. Any errors with the new screen is likely to be from the Mobility API parameter so we need to check the parameter first.

Also note, there is no parameter to switch the Service Job Notes screen back to the old screen.

If the contract has a ‘delivery’ status the line can be deleted using actions/delete details.  Add the item back onto the contract with the correct rates.

If the contract is ‘current’ status and the detail line status is ‘delivered’ but the line has NOT been billed.

Go to actions/rate adjustment.

  • Select the line number – enter the new rate and save the record
  • The application will automatically return/terminate the original line at the same start date and time.  This will cause the line NOT to bill.  A new line will be added for the same equipment at the original start date and time.

If the contract is ‘current’ status and the detail line status is ‘delivered’ and the line HAS been billed an invoice would have been created.

  • Select the line number – enter the new rate and save the record
  • The application will automatically return/terminate the item at the Billed To date and time. A new line will be added for the same equipment at the start date of the last billed to date and time.

NOTE: If the original rate was incorrect you may have to create a manual credit note to reverse the invoice.

The rate adjustment process can be done manually and if the parameter [Disallow Negative Invoice Lines] is Disabled then the application will automatically credit the incorrectly charged line.

This can be achieved by the following

Go to actions/return

  • Enter the Termination and Return dates as the START date and time, this will automatically credit the previous charge.
  • Add the item back onto the contract with the original start date and time and the correct rate.
  • You may have to ‘Add New Delivery’ to deliver the line

If you are using the manual option then it should be tested in your test system as there are a number of related parameters that could give you a different outcome.

This message will be received when the ‘Auth Req’d’ option on the supplier has been ticked and the user clicks the ‘Authorise’ button.  If the users default branch is different to the branch on the supplier invoice the message will be displayed.,

To resolve this go to;

  • Security > Configuration > User/Branch Relationship
  • Add a a new record for the user selecting the branch (shown on the invoice)
  • Then select the Relationship of ‘May authorise Sub Hire Orders’

This is caused by user error IF the parameter called [Default Sales Items to Zero on Return Rental] is DISABLED.

On the finish rental screen, the sales item Return Quantity, will default to the same value as the Quantity Taken therefore it will be No Charge.

When this parameter is ENABLED the default Return Quantity will be zero forcing the user to enter a valid quantity returned.

The Quantity taken – Returned Quantity will result in the balance being charged.

INTERNAL NOTIFICATIONS

We have an existing function to generate an offhire email notification when an item is offhired, it cannot be configured by equipment type or model etc.

Related Parameters:

  • Expected Terminate notification email – This is the email address that is used to send an email when items have been Terminated.
  • Send expected Terminate notification – Select this to enable emails to be sent for Expected Terminates

EXTERNAL NOTIFICATIONS

For a customer to receive an Off hire notification email, the customer must have:

Related Parameters:

  • Default Notification Method for Termination – Controls the delivery method of termination notifications to customers generated from the Terminate Rental screen. The options are ‘SMS’, ‘Email’ or ‘Email & SMS’.  Please note this is restricted functionality, please contact Baseplan for further information.
  • Email Address Component for Terminate SMS

Configuration:

  • The ‘Termination notification’ flag should be ticked (Customer Master | Options)
  • The email configuration for ‘Off Hire – Client Notification’ in the Email Configuration screen (Utilities | Configuration | Email Configuration), must be set to Active.
  • The Customer Electronic Delivery must be set to ‘Email’ (Customer Master).

On the Off Rental (termination) screen you must enter an email address.
When the user presses OK on the Off Rental/termination screen for a contract for a Customer that matches the above criteria, the Off Rental/termination notification email will be sent.

You cannot change a manufacture job to internal because the manufacture is linked to a stock code whereas internal, external and cap prep are all equipment items.

This is why, in the change the key parameters screen, Job type field is locked for Manufacture jobs.

Basically, you can create an action for the relocation then let the application add the cost for the relocation to the contract when completed.

When the parameter [Allow add new site in hire contract screen] is enabled you will be able to add new sites directly from the site field on the rental contract.

Parameters

  • Allow add new site in hire contract screen. should be ENABLED
  • Lock from Address on Delivery Docket and To Address on Return Docket should be DISABLED
  • Lock From Address on delivery docket and To Address on return docket should be DISABLED
  • Default Earliest Date & Earliest Time to Current Date and Time DISABLED or ENABLED
  • Default Earliest Date & Earliest Time to Current Date and Time DISABLED or ENABLED

If the relocation is being done by an external supplier then you may want to check the following parameters

  • Transporter Dockets Email Body
  • Transporter Dockets Email Subject

Configuration

  • Transport > configuration > Action Type – Create a type for relocation

When a relocation has to occur go to the rental contract and select Actions > Add New Action
Select the action type of RE (for example)
On the delivery docket, enter the From/TO address, delivery time etc. and the Amount then Complete Delivery Docket Request
A new Delivery request will be created with the Action Type and show in the Transport Allocation screen.  Go to Transport Allocation and assign driver.

Go to Day Sheet – the relocation will show as Unactioned, right click on the line and mark as completed.  When the transport has been completed the Fee for the relocation will be automatically added to the rental contract.

Alternatively, you can go directly to the Day Sheet and click  [Add New Action] button.

If the parameter mentioned above [Allow add new site in hire contract screen] is enabled then you will also be able to edit the Site on the rental contract, (by clicking on the search icon next to the site) and add the new site location.

If the cost or description is incorrect you are able to double click the rental detail line to open the rate structure screen where these details can be edited before being billed.

 

This will be caused by the user having a ‘Division’ on their security profile.

To resolve the issue see the following;

  •  Go to Security/Users then right click on the users name and select Edit.
  • Remove the division then save.
  1. From the Menu, select Equipment Rental > Stand Downs
  2. Enter the date range, percentage and reason (do not enter any customer information)
  3. Click Filter
  4. This will display all rental contracts
  5. Click Select All
  6. Deselect the equipment that should excluded from the Stand Down
  7. Click OK

 Note: Do not enter a stand down for a public holiday if the public holiday has been entered in the Utilities > Public Holidays table.

The available quantity that displays in the Equipment Code drop down list is the ‘here and now’ value if the item were to be delivered right now, while the Available field (this is a locked field next to the Qty field) is the minimum quantity available value over the expected rental period.

The posting period for manually entered Cashbook transactions, is governed by the parameter ‘Using Journal Date Resolve Period Byte’.

If the value is set to ‘0 – Customers / Suppliers Periods’ the transaction will post according to the Current Customers / Suppliers period, i.e. the bank charges would post according to the Suppliers period.

If the value is set to ‘1 – General Ledger Periods’, then the transactions will post to the GL Period current at the time of posting the entry to the GL.

Note that saving the manual Cashbook entry does not post it to the GL straight away. That is done either manually using the Post to GL button at the bottom of the Cashbook page, or when closing the page which will also post any unposted manual transactions to the GL as well.

It indicates a file location has not been entered in the parameter ‘Central Storage Location for all Attachments’. This file location is used to store all documents and images that are attached to any record in the system.

Once a file location is entered, this error should no longer appear.

The Termination Reason field in the Termination Details screen of the Payroll module is a free text form which means the termination reason can be entered directly from the Payroll Termination screen.

The user can enter any reason, even though there is a drop down button available. The drop down list is available for the user to be able to see termination reasons you have used in the past.

Normally, reasons for all the modules are added from Customers > Configuration > Reasons.

Yes, the revenue can be split by enabling the parameter, ‘Pro Rata Package Type 3 on Invoice Post’. If enabled, when customer invoices are posted, the system will pro rata any package type 3 lines into separate journal detail lines for equipment financial contribution purposes.

If disabled, a single journal detail line is created for the package header.

Process the Finish Rental Wizard and click the Create Customer Payment button (Payment Method – ‘Cash’ for $0.00). This will change the Deposit Payment status to Posted (in Rental Counter) so that it no longer appears on the report.

If a user does not require access to Baseplan Enterprise, the user should be made  ‘Inactive’.

Select Security > Users > right click on the relevant user and check the Inactive checkbox in the Edit User screen. This will  remove the user from the license count.

The ‘Delete Users’ function should only be used when a user was created incorrectly and has no associated transaction records.

Tags: Delete, Users

Grouping values are not user-configurable. Job line types are assigned to the Grouping and used when grouping the totals at the bottom of service jobs and invoices.

The Groupings in the system stand for the following:

  • F = Freight
  • L = Labour
  • P = Parts
  • B = Bulk Assets

The Bank Transfer function (General Ledger > Cashbook) should be used to transfer money from one cashbook account (bank account) to another.

The customer (Cash or Account) can only be changed on a rental contract if:

  • The parameter ‘Allow Changes of Customer Code on Rental Contracts’ is enabled
  • The rental contract is in ‘CURRENT’ or ‘DELIVERY’ status
  • The rental contract does not have any deposits/payments
  • The rental contract has not been billed

The user security group must also have access to the ‘ChangeCustomerCode’ option.

To stop GL journals posting to specific branches you need to restrict it in the Allowed Combinations configuration (General Ledger > Configuration > Allowed Combinations). The required Major or Minor Code can be marked inactive in GL configuration (General Ledger > Configuration > Minor or General Ledger > Configuration > Minor). This will prevent the associated branch from being available for selection.

The parameter ‘GL Minor Codes Reflect Branch Structure’ control if the minor or major code is used as the branch code.

Check the Service on Return checkbox for the relevant make/model on the Equipment Make/Model screen. When a new equipment item is created for this make/model, the Service on Return checkbox will be checked by default.

Open purchase receipts can only be deleted after the detail lines are deleted. Highlight the detail lines and press the DELETE button on the keyboard.  Then, click OK to the confirmation message. This will delete the detail lines and allow you to delete the purchase receipt.

The Cash Sale button is used to create rental contracts for sales items only. If the selected detail line is for an equipment item, the Cash Sale button will be disabled.

For sales items, the price can be changed after selecting the detail line.

Enable the parameter, ‘Validate State Suburb Postcode Combinations’. This parameter is applied to all the address screens in the system and cannot be limited to only the site address screen, i.e. either every address in the system will be validated or none at all.

Tag: Address

Ensure that the default Reason Branch SA Code is configured for the Job Line Type ‘PART’.

The items may be related to 7 day rentals. If they are, then ensure that the Include 7 Day Equipment checkbox is checked before filtering.

Related Parameter: Include 7 Days on Equipment in Stand Downs

Yes, enabling the parameter Allow Return Item to All Branches will allow the user to select a branch when processing a rental return.

Tag: Return

The parameter New Customer Default Site Address Option controls the address that defaults when auto creating the site for a new customer.

  • Option 1 – Do not Default
  • Option 2 – Customer Billing address
  • Option 3 – Customer Delivery address

If the rental contract status is ‘CURRENT’, the charging of stock items is governed by the billing options on the Stock Master, irrespective of whether the stock detail line has been delivered.

  • ‘At the Progress Stage’ – The item will be billed only on the next progress or cycle bill after the item is added to the contract
  • ‘At the End of Rental’ –  The item will be billed after all the item are returned and the final invoice is created (don’t return the sales item)
  • ‘At Each Invoice (cont.)’ – This will charge the item even if it is the only billable item left on the contract
  • ‘At Each Rental Invoice’ – The stock item will be billed every time a rental invoice is generated if there are other items to be billed from the contract

Prebill reports should be checked as the billing for stock items will always appear on these reports prior to creation of the invoice.

Yes. To change the Contract Type of a rental contract on the Equipment Rental screen, go to the rental contract and select Views > Additional Info. Then, change the Term.

  • Contract Type‘Casual’ is linked to Short Term Rental
  • Contract Type‘Permanent’ is linked to Long Term Rental

You must tab or move out of the Term field for the contract type update to be successful.

Supplier payments must be unpresented in the Cashbook to be able to cancelled

The Presented checkbox on the Supplier Payments screen indicates if the payment (withdrawal) has been presented in the Cashbook.

To cancel a payment find the payment Suppliers > Payments and click on the cancel button.

If a PO (with ‘Receipt-First’ processing sequence) was receipted at the wrong price but not invoiced, cancel the PO Receipt first and then re-open and amend the PO price.

When creating a transport docket for a PDW, an invoice must first be processed for the sale. Thus, the system does not allow users to create a transport docket for a PDW that has a status of ‘IN STOCK’.

Yes, checking the Internal Customer checkbox (Customer Master > Views > Options) allows the user to override the minimum margin validation when posting customer invoices.

Users will be able to sell items below the minimum margin, when they have the Customer Invoices – Margin Override security permission and the parameter, Allow Posting for Internal Customer with Low Margin is enabled.

The Do Not Stock checkbox indicates that the stock item can only be purchased for service jobs but not stocked in warehouses, i.e. a purchase order can be created for this item only if the PO is linked to a service job.

The Not In Use checkbox is meant for stock items that will no longer be purchased, but the existing quantity can still be sold. For example, items that have been superseded by newer versions.

The parameter, Dashboard Home Page URL controls the default web page (landing page). Adding the required URL to this parameter will display that web page when logging in.

The Red Icon displays the number of documents that need to be actioned by the user in the Document Inbox.

When adding timesheets to service jobs, the below hierarchy is followed for labour rates:

  1. Labour Rate on the Equipment Ledger item (Equipment Management > Equipment Ledger)
  2. If there is no labour rate, then the Customer Site Labour Rate is used (Customers > customer Sites)
  3. If there is no labour rate, then the Skilled Persons Labour Rate is used(Equipment Management > Configuration > Skilled Persons)

This could be related to the users’ security permissions. To fix go to Security > Menus then Equipment Management | Equipment Ledger | frmFleet Master and check UnLockEquipmentDescription.

GST is calculated on each invoice line level, with the sum of all lines being the total GST of the invoice.

Tags: GST, Invoice

The threshold is the number of days/weeks that the rate should be used from. In the below example the rate is set up to charge $100 from day 1 to day 5 and $70 from day 5 onwards. The system will always calculate the cheapest rate according to the number of days charged. In the below example where the daily rate is $100 per day and the weekly rate is $70 per day, if the customer is charged for 4 days, the system will calculate a total hire amount of 5 * $70.00 = $350.00 instead of 4 * $100.00 = $400.00. The system then adjusts the day rate on the prebill report and invoice to reflect the cheapest total rental amount, the resulting day rate is $350.00 / 4 = $87.50.

Tags: Rates, Rental

The parameter ‘Use Standard Notes’ needs to be enabled and standard notes are configured in Rental Counter > Config > Standard Notes
The benefit of having standard notes is that customers will receive more consistent information. It could also be used to promote other services that your company provides or for Sales promotion.

When the button is selected on the Rental Contract or Quote, the pre-configured notes will display, the user does have the option to exclude the standard notes by de-selecting.

Once standard notes are in use, they can’t be edited, so if the standard note is being used on a contract/quote the description field is locked.

Note: A change to the stationery would be required to include the printing of the standard notes.

Unallocated Mechanic Grid

Colour Description
 White Call recently recorded.
Yellow 75% of the target response time has elapsed.
 Red 100% of the target response time has elapsed.
Purple The reason code for the service call is SM (i.e. Scheduled maintenance) and the Booked For Date is greater than today’s date. Note: The target response time is overridden when the reason code for the service call is SM.
 Green The reason code for the service call is SM (i.e. Scheduled Maintenance) and the Booked For Date is less than or equal to today’s date. Note: The target response time is overridden when the reason code for the service call is SM.

 

Mechanic Grid

Colour Description
 White Mechanic is either not logged in or is not available.
 Green Mechanic is logged on to SM and available for jobs. Note: A maximum of ten jobs can be allocated to a single mechanic.
 Yellow The mechanic is due to complete their current job in thirty minutes. Note: The expected number of hours to complete the job is entered when a mechanic is allocated.
Light Blue Mechanic has the skill required by the selected Unallocated or WIP job.  The colour should change to blue only when a job is selected in the unallocated jobs grid or the work in progress grid.  This allows you to easily see which mechanics have the correct skills for the job without having to check the mechanic configuration.  A tool tip will also display when you hover your mouse over the blue cell which advises which job the mechanic has the required skills for.

 

Multiple service jobs can be posted as a batch using the Posting Service Jobs procedure (Equipment Management > Procedures > Posting Service Jobs)

If Jobs are not appearing on this screen it may be due to the Mech Status on the Job not being COMPLETED. The Mech Status is linked to SM (Service Mobility) and is updated automatically by the mechanic as the job is progressed.

If SM is not used, the status has to be updated from the service job via Actions > Add Multiple Mechanic/Complete Mechanic. The Mech Status will be updated when the Complete button is used.

Standard internal procedures such as checking all required parts/labour postings are on the job should also be completed. You could also restrict (by internal controls) the value of the jobs allowed to be posted this way; e.g. internal jobs only under $100.00.

When a piece of equipment is added to a rental contract, the system will take the highest value of the days per week entered on the customer site or the equipment item.    Normally, the configuration is that all equipment is configured to 5 days per week unless it is always charged at either 6 or 7 days.  Then the customer sites are configured according to the site rules i.e. 5,6 or 7 days per week.  This gives you greater flexibility so the same equipment can be hired using different days per week to different customers.  It also allows you to charge the same customer different days per week depending on the type of equipment being rented.  For example; a customer may hire a piece of machinery & also some fencing.  The equipment is charged at only 5 days per week & the fencing would be charged at 7.

The logic for setting days a week on rental contract header  is

  1. If there is customer and site on the rental contract, and there is an entry in the ‘Days/Week’ field on the on-site, this value will be used
  2. If the contract is for a cash customer, the value entered in the rental counter parameter ‘Default days for cash customer’ will be used
  3. If neither of the above options are used, then the customer is an account customer.  If the rental counter parameter ‘Force charge 7 days for not cash customer’ is enabled, the days per week will default to 7.  If this parameter is disabled, then the value entered in the Equipment parameter ‘Default Number Of Days’ will be used

The logic for rental contract detail  line.

  1. When adding a line without an equipment no,  the maximum value of ‘Days/Week’ from the rental contract & the ‘Charge Days per Week’ value entered on the Make/Model will be used (if there is model only, the first value for that model that is greater than zero will be used )
  2. When adding a line with an equipment no, the maximum value of ‘Days/Week’ from the rental contract header & the ‘Charge Days a Week’ from the Equipment Master will be used.

The ‘Use Branch Opening Hours Only’ parameter is used to determine whether the Branch Operating hours are used to calculate the response times.  When this parameter is enabled, service call response times are calculated using the Branch’s operating hours. If disabled, service call response times are calculated using a 24 hour clock. Related Parameters: ‘Hours of Operation From, ‘ Hours of Operation To’, ‘Exclude Public Holidays from Service Response Times’, ‘Allow Weekends for Servicing’.”

The Allocation Hour is the number of hours/minutes between the date and time of entry of the service call and the date and time allocated.
The Response (Resp) Hour is the number of hours/minutes between  the date and time of entry of the service call and the date and time attended.

The Fix Hours is the number of hours/minutes between the Date/Time attending the call and the Date/Time fixed which is entered automatically when posting the job.

Yes, if the relevant parameters are enabled to allow postings back to previous period’s last financial year and previous periods this year. Any P & L related postings will correctly update the current financial years’ Retained Earnings accounts. No additional journals are required to perform this function.

Related Parameters: ‘Allow Postings back to Previous Periods Last Year’, Allow Postings back to Previous Periods This Year’

To remove the link between the equipment and asset records:

  1. Select Equipment Management > Equipment Ledger > Views > Purchase Info
  2. Edit the Purchase Info record and delete the Asset Id

To automatically receive purchase orders the parameter ‘Auto Receive’ needs to be enabled. If disabled, purchase orders will be confirmed only and purchase receipts will need to be processed by a user.

When a service job is saved, the job type parameter is locked for normal editing. The job type can be changed through Service Jobs > Actions > Change Job Key Parameter.

Users require the ‘Process Supervisor’ security permission to use this action (Security > Users).

The ATO advises that it can take up to 72hrs for a response when an STP file has been submitted. We have found that normally successful responses are sent fairly quickly but errors normally take longer. If you have still not received a response after 72hrs, we suggest contacting Ozedi (or the company you use to transfer the file to the ATO) to ensure there aren’t any issues with their platform who may then refer you to ATO.

Tags: ATO, Payroll, STP

The following reports can be used when completing BAS statements:

  • General Ledger | Reports | Profit and Loss report to estimate your revenue for the quarter.
  • Customers | Reports | Monthly GST Report.
  • Suppliers | Reports
    • Monthly GST Report
    • PAYG Payment Summary – Monthly (if you withhold PAYG for Suppliers without an ABN)
  • Payroll | Reports | Employee MTD PAYG Report.
  • Cashbook Monthly GST report
Tags: BAS, GST, Report

This means that there is a purchase order linked to this service job that has not been fully processed and the parameter ‘Do not Allow Posting of Service Jobs with Outstanding Purchase Orders’ is enabled. When this parameter is enabled Service jobs can’t be posted until the PO has been fully processed; i.e. Supplier Invoice posted.

Yes, as part of Suppliers end of month processing the system will automatically create a GL journal for open Sub Rental Supplier invoices. These can be posted automatically to the GL if the parameter ‘ Post Supplier Sub-Rental Accrual’ parameter is enabled.

The ‘Use DW Maintenance form’ parameter controls if the checkbox displays on the rental contract screen. If enabled customer specific damage waiver information can be configured using the Damage Waiver maintenance screen from the Customer Master Views menu. Different damage waiver percentages can be configured for different states if required. The system determines the state of a rental contract by taking the branch of the user and then checks the Fleet_Branch parameter ‘State’ for that branch to see which State the branch is linked to. If the damage waiver value isn’t different for different states select ALL in the State drop down when configuring the Damage Waiver.

The Damage Waiver % drop down list on the rental contract will show all percentages that are available for the state of the user and the percentage entered in the Fleet_Branch parameter ‘DW_Percent’.

When new rental contracts are created the Damage Waiver % will default to the value in the ‘DW_Percent’ parameter first. It will change to the relevant percentage entered in the Damage Waiver Maintenance screen if the Default Damage Waiver checkbox is checked.

The Damage Waiver, DW Percentage and DW Review Date fields on the Customer Site screen will be locked and the damage waiver checkbox will be hidden on the Rental Contract screen.

Yes, you are able to get the application to point the users in the right direction to select the appropriate Job Codes in the Timesheet Entry screen when entering timesheets for Service Jobs.

Job codes can be linked to specific service job categories and reason codes so that only job codes with the same job category and/or reason code as the service job can be used.

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