Accounting Info |
The Accounting Info tab, available if the optional Motor Pool module is installed, enables you to display and define accounting information about reservations. This tab supports location-level access control, so you must belong to a user group with the applicable authorizations in order to make changes or updates. See Location level access - Motor Pool Center.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on reservation ID, pool vehicle type, dispatch location, date/time reserved or required, operator name or ID, department ID, and equipment ID, among other values. Only equipment IDs in a pool department display in the choice list.
Tip: To streamline data entry, you can use the Copy button to copy a reservation. The status of the newly created reservation is reset to CONFIRMED, and the reservation ID is set to the next available number. The following fields are retained so that you can copy them to the new reservation: Pool vehicle type for availability, Pool vehicle type for rental rates, Dispatch location ID, Calendar ID, Destination city, Destination state, Department ID, Account ID, Cost center, Account info 1-5, Miscellaneous 1-4, Fiscal year, Document number, and Comments.
The field in the top section of this tab defines the data that displays.
Reservation ID
Identifier of the reservation currently selected in the grid or that you are defining. (This number is assigned to each new reservation.) This field has a list box.
The structure (i.e., STANDARD, CUSTOM, or NONE) for motor pool reservation IDs is specified on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen.
Note: Because motor pool reservation IDs changed from numeric to alpha-numeric in Release 6.2, the data sort on screens and in reports has also changed.
Data in the fields in the bottom section of this tab define the accounting information. Unless otherwise indicated, these fields are required.
Tip: If a reservation has a status of EXPIRED, NO SHOW, or REFUSED, the following fields are not available for entry: Department ID, Account ID, Cost center, and Account info 1-5. In the Account apportionment for billing screen group, the Account ID and Percentage fields are locked. You also cannot delete information rows in the screen group.
Department ID
Valid identifier of the department to charge for the reservation. This field has a list box. The department name displays to the right of the ID.
On new reservations, this field displays the department ID to which the reservation’s first operator is assigned.
Account ID
Identifier of the general accounting system’s account to charge for the reservation. When you assign an account ID, it must have a status of ACTIVE. This field has a list box. The account name displays to the right of the ID.
Account IDs and their statuses are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.
For new reservations, this field displays the account ID to which the reservation’s first operator is assigned.
Cost center
Cost center to charge for the reservation. This field is optional.
Work order ID
Identifier of the work order associated with the equipment used to complete the work. This field has a list box and a zoom button to the Data -> Shop Activity -> Work Order Center screen. Required if a task ID is specified; otherwise, optional. Must be an open work order if specified.
Account info 1, 2, 3, 4, 5
Text fields for additional accounting information. Maximum length of each field is 20 characters. This field is optional.
Extracted at
If this field has a check, the data was extracted for billing purposes. Type the month, day, and year in the fields to the right. This field is optional.
Note: A reservation with a check in the Extracted at checkbox may not be edited or updated.
Comment
Free-form text field for comments. This field is optional.
Acctg prefix
Accounting prefix. This field has a list box. Maximum field length is 10 characters. This field is optional. This information is transferred to the corresponding field on the Data -> Equipment Activity -> Usage -> Usage Tickets screen when the vehicle is returned.
Task ID
Identifier of the task associated with the equipment used to complete the work. This field has a list box. This field is optional. Task IDs are defined on the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen.
Miscellaneous 1, 2, 3, and 4
Text fields that you may use however you want. Maximum length of each field is 30 characters. This field is optional. This information is transferred to the corresponding fields on the Data -> Equipment Activity -> Usage -> Usage Tickets screen when the vehicle is returned.
Fiscal year
Fiscal year to which the reservation applies. Maximum field length is six characters. This field is optional. This information is transferred to the generated usage ticket when the vehicle is returned.
Document number
Internal document number associated with the reservation. Maximum field length is 30 characters. This field is optional.
This information is transferred to the corresponding field on the Data -> Equipment Activity -> Usage -> Usage Tickets screen when the vehicle is returned.
The following fields, presented in the Account apportionment for billing screen group, enable you to specify account IDs and the percentage of the equipment units' costs or revenues to charge each. The information in these fields is used for reporting purposes only. This field is optional.
Delete
To delete the entries in the fields to the right, place a check in this field and click Save.
Account ID
Identifier of the account that is charged a portion of the equipment unit's billing. Information in this field is always optional, even if the Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies that account IDs are REQUIRED. (If set to NOT REQUIRED, it must be a defined and active ID.)
If you specify one or more account IDs, the Percentage field must total 100.
Account IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Account name
Name of the account. Display only based on the account ID specified.
Percentage
Percentage of billing for the equipment unit that is charged to the account ID. If there is a value in the Account ID field, this column must total 100.
Department ID
Valid identifier of the department to charge for the reservation. This field has a list box.
Acctg prefix
Accounting prefix. Maximum field length is 10 characters. This field is optional.
Miscellaneous 1, 2, 3, 4
Additional miscellaneous information. Maximum length of each field is 30 characters. This field is optional. This information is transferred to the generated usage ticket when the vehicle is returned.
Fiscal year
Fiscal year to which the reservation applies. Maximum field length is six characters. This field is optional. This information is transferred to the generated usage ticket when the vehicle is returned.
Document number
Internal document number associated with the reservation. Maximum field length is 30 characters. This field is optional. This information is transferred to the generated usage ticket when the vehicle is returned.
Comment
Free-form text field for comments. This field is optional.
Financial project code
The Financial project code choicelist allows the user to select from active Financial Project Codes or Usage Tickets. Once selected, the description of the chosen code will populate in the description field.