1.  Introduction

Before use, please review the module Set Up details.

Invoicing compiles a list of all records with charges as Accruals, which can then be invoiced to the Debtors related to the transaction (normally the debtor attached to the asset via the department hierarchy).

All expenses and income (from Hire for example) accrue to the asset whether they are involved or not, in order to record whole of life costs.

Typical transactions recorded in AusFleet:

•Hire

•Repair & Maintenance

•Renewals

•Tolls

•Accidents

•General Expenses

•Fuel

1.1 Hire and Repair & Maintenance Invoicing

Booking Charges in Hire module are invoiced directly from the Hire module and the invoicing module is not required.

R&M jobs and can be invoiced directly from the R&M module on a job by job basis or from Invoicing module.

2.  Menu Descriptions

2.1 Options Overview

All transactions are initially shown in Accruals list.

These can be invoiced using either:

•"Create Invoices" button: Tick individual accruals in the list

or

•"Generate Invoices" menu option: Prepares all accruals for invoicing and presents options to filter by transaction type or fleet items

2.2 Accruals Menu Option

2.3 Invoices Menu Option

3. Invoicing Rules

•Invoices will not be created if there is no Debtor assigned to the transaction

•If a transaction is deleted, the corresponding accrual is removed

•System controls prevent invoiced transactions from being deleted    

•Expenses accrue to the debtor or driver on the day that the expense was incurred, 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

3.1 Changing Transactions After Invoicing

•If a job in R&M 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

4.  Selective Invoicing - "Create Invoices"

Invoicing>>Accruals

•Tick all the accruals you wish to invoice

•Follow the prompts

•"Basic" template includes a transaction list, "Detailed" template also includes a cost summary per transaction type

•Choose whether to include GST e.g. for external or personal invoicing. GST is not usually levied on internal recharging

5.  Batch Invoicing - "Generate Invoices"

Invoicing>>Generate Invoices

All listed accruals are prepared for invoicing.

•Choose whether to invoice the Debtor or Driver attached to the asset on the transaction date

•Choose whether to include GST e.g. for external or personal invoicing. GST is not usually levied on internal recharging

•Follow the prompts, filtering transactions based on Period/date range, Transaction types and individual assets

Any transactions excluded during the process remain in the accruals list

End of Chapter

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