Add / Edit Accounts Page

Overview

The first step in using the system for processing billing to account holders is to decide what accounts will be set up. This is not as simple as it might appear as an ‘account’ is the basis for a tax invoice so the choice of account holders directly affects the invoices that will be produced.

Some examples will illustrate the decisions that must be made.

  1. If the local hospital has an account should all work for the hospital be included on a single invoice or should there be a separate invoice for each department (cost centre)? If multiple invoices are required then an ‘account’ will need to be set up for each one.
  2. If school runs are done the invoicing is often used to record which students were picked up. How is this work to be billed in a way that will show this? Possibilities include having one invoice for each ‘run’ or one invoice for each student.

Account List

To display the current list of account so that they can be viewed, added to or modified you first need to select the applicable fleet.

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Once the fleet is selected the “Show Account List” button should be pressed. This will display all of the current active accounts for the fleet in a table that shows a summary of the information about an account.

Deactivated accounts can be displayed by unchecking the “Show Active Only” checkbox

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Adding or Editing Accounts

If the “New Account” button is pressed or the image button is pressed a dialog containing all of the information on an account is displayed. To save any changes made select the “Accept” button, otherwise select “Cancel”.

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For each account a number of pieces of information are required. The information required for each account holder is given in the following table.

Field

Data

Customer account number

The customer number must be unique. Any number may be entered.

Two extra ‘check digits’ are added to the SM account number and the new number is used as the account number in the system. These extra digits form part of the account number and are used to catch data entry errors.

Account name

This is the account name that will appear on the tax invoice. If invoicing totals are being transferred to MYOB the name entered here must be exactly the same as the name in the corresponding MYOB card.

This name appears on the printed invoice as the addressee so should be a readable name. If necessary change the MYOB card name so that the names match.

Contact name

This name normally appears on the tax invoice after the word ‘Attention:’

Contact phone

This number normally appears on the tax invoice after the contact name.

Contact fax

This number normally appears on the phone after the word ‘fax:’

Address Line 1

Address Line 2

Address to be printed on the tax invoice.

ABN

Australian Business Number to be printed on the tax invoice. May be found at the website www.abr.business.gov.au

ACN

Australian Company Number to be printed on the tax invoice. May be found at the website www.abr.business.gov.au

Payment terms

This can be printed on the invoice if the fleet invoice format requires it

Fare calculate Flag Fall

This is an optional field that allows for a different flag fall than the fleet default for this account. This is used in the fare estimation in the dispatch client and express booker if this account is chosen.

Fare Calculation KM Rate

This is an optional field that allows for a different per kilometre rate than the fleet default for this account. This is used in the fare estimation in the dispatch client and express booker if this account is chosen.

Fare Calculation Minimum

This is an optional field that allows for a different fare minimum than the fleet default for this account. This is used in the fare estimation in the dispatch client and express booker if this account is chosen.

Fare Calculation Hourly Rate

This is an optional field that allows for a different hourly rate than the fleet default for this account. This is used in the fare estimation in the dispatch client and express booker if this account is chosen.

Customer Email address for accounts

E-mail address to be used if invoice can be sent by e-mail.

Account Includes Lift Fee Data

This field should be ticked if the account should include lift-fee claims. These are entered in the subsidy section of the fare payment screen. Normally only one account has this field ticked.

Account Includes Subsidy Data

This field should be ticked if the account should list subsidy claims. These are entered in the subsidy section of the fare payment screen. Normally only one account has this field ticked.

Account requires Odometer Readings Select this if the account requires odometer readings for each of their bookings. This will show the readings taking in the vehicle in the invoice for this account.

For MYOB (Quicken fleet property set to blank)

Sales Ledger Acct

MYOB account to be used for recording ‘sales’ to account holders. One entry will appear for each batch of invoices generated. Normally this number will start with 4 and often the same MYOB account number is used for all work.

Card ID

MYOB card number to be used for recording ‘sales’ to account holders. One entry will appear for each invoice generated. Note that the name given in the account name field above must be exactly the same as the name in the MYOB card.