Q: How do you update quantity of Equipment Items via Purchasing?

Here is the process which will result in the Qty on the Equipment Ledger being updated as a result of Purchase Order/Asset transactions: 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 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) Ensure that the Branch on the Asset is the Branch for the location of the additional item(s) 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? ) 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

Q: Why is the Service Job Print Always Printing Estimate Format?

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.

Question 1

How do I configure and use Standard Notes?

Accepted Answer

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

Question 2

How do you update quantity of Equipment Items via Purchasing?

Accepted Answer

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

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
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)
Ensure that the Branch on the Asset is the Branch for the location of the additional item(s)
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? )
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

Question 3

How do I change a service job type (Internal, External, etc.)?

Accepted Answer

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"

Question 4

What does the msg, SACode cannot be derived using this combination of Reason, Branch and Plant Number" mean?

Accepted Answer

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.

Question 5

How do I create a zero value sales orders invoice?

Accepted Answer

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.

Question 6

How to change the cost on an asset

Accepted Answer

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.

Question 7

How is Damage Waiver derived?

Accepted Answer

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

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.
Check Customers Site. If DW checkbox is checked, use the non zero DW % from the customer site If checkbox is not checked then.
Check Rental Contract detail line. If chargeDamageWaiver field is checked then use the Damage waiver percentage

Question 8

How do I Paste journal entries from Excel Spreadsheet to GL Journals?

Accepted Answer

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.

Question 9

How do I process a re-stocking fee for a purchase return?

Accepted Answer

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.

Question 10

How Do You Dispose of an Asset?

Accepted Answer

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'.

Question 11

Why is the Service Job Print Always Printing Estimate Format?

Accepted Answer

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.

Question 12

What Does Affect Stock when Adding Stock Item to Credit Note Mean?

Accepted Answer

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.

Question 13

How do I roll End of Month?

Accepted Answer

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.

Question 14

How do you add and delete Manual Cashbook entries and other related information?

Accepted Answer

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.

Question 15

How do you update quantity of Equipment Items via Purchasing?

Accepted Answer

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

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
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)
Ensure that the Branch on the Asset is the Branch for the location of the additional item(s)
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? )
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

Question 16

How to dispose of a sub asset where the linked equipment is on rent.

Accepted Answer

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.

Question 17

How do you terminate an Employee who hasn't given notice?

Accepted Answer

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

Question 18

Can you process GL Journals to the previous year once the End of Year has been run?

Accepted Answer

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.

Question 19

Why am I unable to print service quote for service job?

Accepted Answer

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.

Question 20

Reminder Service Invoice Emails

Accepted Answer

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.

Question 21

How to Add Negative Qty of Sales Items to Rental Contracts

Accepted Answer

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.

Question 22

Making the PASTE Button Appear on the Supplier Enquiry Screen

Accepted Answer

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.

Question 23

What modules can I link a Project cost to?

Accepted Answer

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'.

Question 24

What does the Action Outstanding Items Checkbox in the Posting Service Jobs Screen do?

Accepted Answer

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.

Question 25

Set Up a Specific Tax Rate for an Employee

Accepted Answer

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.

Question 26

How to see multiple Branch's in the Equipment Inspection screen

Accepted Answer

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.

Question 27

Collection Note - Where Does the Action Code Default From?

Accepted Answer

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.

Question 28

Why do I get an error message when posting a supplier invoice?

Accepted Answer

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)

Question 29

Why do I get an error message when posting the Purchase Receipt?

Accepted Answer

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

Question 30

How can you override other user's Chase Notes?

Accepted Answer

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.

Question 31

How do I process a rental cancellation if a deposit is already taken?

Accepted Answer

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.

Question 32

How Do You Add or Edit Supplier Master Contacts?

Accepted Answer

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.

Question 33

Why won't this payroll record post? (Invalid Account details message)

Accepted Answer

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.

Question 34

Why are assets not appearing in various Asset Reports?

Accepted Answer

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.

Question 35

How should the Assets GL Group be configured for disposal of Assets?

Accepted Answer

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.

Question 36

What is the Equipment Make Table For?

Accepted Answer

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.

Question 37

What is the Equipment Series Table Used For?

Accepted Answer

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.

Question 38

What is the Stocktake Reference Table Used For?

Accepted Answer

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.

Question 39

Why can't I present a cashbook detail line?

Accepted Answer

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 40

How do you pay a negative invoice?

Accepted Answer

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.

Question 41

How Can You Print an Unposted Customer Invoice?

Accepted Answer

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 42

How to Process a Supplier Credit for Back Charges through Project Costing?

Accepted Answer

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.

Question 43

What is the Rental > Configuration > User Authorisation used for?

Accepted Answer

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).

Question 44

How are the GL codes derived in Payroll processing?

Accepted Answer

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.

Question 45

How Do You Fix an Incorrect Finance Payout Value?

Accepted Answer

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.

Question 46

How to change subject or body when emailing invoices

Accepted Answer

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:

Enter the Subject "OUTSTANDING INVOICE" in the filter mode
Click FILTER and the Template is displayed
Edit the Subject, and Body if required, and click SAVE

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

Question 47

Why is there a difference between the Stock Valuation Summary-by Product Group and Stock Available Valuation Summary-by Product Group reports

Accepted Answer

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.

Question 48

How are the Bad Debts Processed in the application?

Accepted Answer

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.

Question 49

Why is there an error on Posting PO Receipt?

Accepted Answer

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

Question 50

What configuration is available to make sure that transactions post to the Correct Period over the End of Month?

Accepted Answer

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.

Question 51

Why am I unable to post an invoice with a low margin?

Accepted Answer

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

Question 52

What is the MLD Staging Entry Screen used for?

Accepted Answer

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)

Question 53

Why is an error displayed when trying to Revalue the Asset Before a Certain Date?

Accepted Answer

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.

Question 54

Why is an error message received on Item Swap?

Accepted Answer

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

Question 55

Why are we unable to change the Rates in Rate Structure Screen?

Accepted Answer

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.

Question 56

How can I charge cost + margin for stock items for specific customers?

Accepted Answer

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.

Question 57

When billing a contract why does the billing Only Use 'Daily Rate' when a Cheaper Rate is Available?

Accepted Answer

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.

Question 58

How can an incorrect posted Service Job be Reversed?

Accepted Answer

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

Question 59

Where is the 'Created User' of a Stock Master Record Located?

Accepted Answer

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

Question 60

Can the GL Budgets be edited for a specific month after uploading?

Accepted Answer

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.

Question 61

What relationship does the stock master have on ReOrder and Advanced ReOrdering?

Accepted Answer

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:

One national warehouse - Top of the hierarchy
Several state warehouses feeding into the national warehouse (their main warehouse would be the national warehouse)
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.

Question 62

What options are available for Credit Control Functionality?

Accepted Answer

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:

If the Check Credit Limit parameter is disabled, then do not check credit terms or limits.
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.

Question 63

How do I process manual transactions for Foreign Currency Cashbook Accounts?

Accepted Answer

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.

Question 64

Why do I receive an error when trying to Post a Receipt Linked to a Parts Issue?

Accepted Answer

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;

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

How do I delete a user in Baseplan?

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