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1. Introduction
Before use, please review the module Set Up details.
Hire and R&M invoicing are also available in their respective modules and are covered in Hire and Repair & Maintenance chapters.
This chapter deal with the Invoicing module from where all transaction types can be invoiced.
Invoicing compiles a list of all transactions that have charges associated with them.
These accruals can then be invoiced to the Debtors or Drivers related to the transaction (normally the debtor attached to the asset via the department hierarchy).
Note that all expenses (E.g. from R&M) and income (E.g. from hire bookings) accrue to the asset whether they are invoiced or not, in order to record whole of life costs.
Typical transactions recorded in AusFleet:
•Hire Bookings
•Repair & Maintenance Parts, Labour, Sublets. Transport, Other
•Renewals - Registration, Insurance, CTP etc.
•Tolls
•Accidents
•General Expenses
•Fuel
2. Invoicing Rules
•Invoices cannot be created if there is no Debtor/Driver assigned to the transaction
•If a transaction is deleted, the corresponding accrual is removed
•Invoiced transactions cannot be deleted to maintain accounting accuracy
•Expenses accrue to the debtor or driver on the day that the expense was incurred (i.e. when the service was provided), not the day the invoice is generated
•If there is more than one driver allocated to an item on the same day, the first driver receives the invoice
•Invoiced amounts are allocated to the financial period in which the transaction date falls or, if that is closed, the next open one
3. Changing Transactions After Invoicing
•If a transaction is updated after it is invoiced (only allowed with parameter 980), any difference in charges are accrued ready for future invoicing
•If the change results in a decrease, the next invoice will be for a negative amount
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