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.
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.
Why doesn’t the SA Code default on the service job even after configuring the Reason Branch SA Code?
Ensure that the default Reason Branch SA Code is configured for the Job Line Type ‘PART’.
Why does the error “The document storage path does not exist. Please set the path to enable this feature.” display when I try to upload a document?
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 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.
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.
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’.
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’
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.
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 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.
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.
The Red Icon displays the number of documents that need to be actioned by the user in the Document Inbox.
What does the error message ‘Job details have outstanding PO. You cannot post this service job’ mean?
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.
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.
Unallocated Mechanic Grid
|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.|
|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.|
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.
What can I do if a posted rental contract appears to have an open payment despite the payment being posted in the Cashbook and General Ledger?
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.
What are the available quantities different for the same equipment item in the Add Rental Item screen?
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.
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.
GST is calculated on each invoice line level, with the sum of all lines being the total GST of the invoice.
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
- 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
- If the contract is for a cash customer, the value entered in the rental counter parameter ‘Default days for cash customer’ will be used
- 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.
- 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 )
- 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.
To remove the link between the equipment and asset records:
- Select Equipment Management > Equipment Ledger > Views > Purchase Info
- Edit the Purchase Info record and delete the Asset Id
- From the Menu, select Equipment Rental > Stand Downs
- Enter the date range, percentage and reason (do not enter any customer information)
- Click Filter
- This will display all rental contracts
- Click Select All
- Deselect the equipment that should excluded from the Stand Down
- 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.
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.
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.
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.
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.
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).
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.
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.
The Bank Transfer function (General Ledger > Cashbook) should be used to transfer money from one cashbook account (bank account) to another.
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.
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
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.
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.
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.
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.
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.
When adding timesheets to service jobs, the below hierarchy is followed for labour rates:
- Labour Rate on the Equipment Ledger item (Equipment Management > Equipment Ledger)
- If there is no labour rate, then the Customer Site Labour Rate is used (Customers > customer Sites)
- If there is no labour rate, then the Skilled Persons Labour Rate is used(Equipment Management > Configuration > Skilled Persons)
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
Yes, enabling the parameter ‘Allow Return Item to All Branches’ will allow the user to select a branch when processing a rental return.
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’
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.
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.
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.
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.
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.