Usage Tickets |
The Usage Tickets screen enables you to display and insert equipment usage transactions. To generate usage tickets automatically when you insert meter readings, refer to the Data -> Equipment Activity -> Usage -> Meter Readings - Assignments - Usage and Setup screens.
Use this screen to bill departments or agencies for equipment usage, as contrasted with costs incurred by equipment units. The Usage table (USG_MAIN) accumulates usage data that is used to prepare departmental billings. Charges are computed for meter usage, other charges, and hours and days of use at the time you enter the usage data, using the rates applicable to the class to which the unit is assigned and adding the charges to the current month rental charge item in the Equipment Cost Data table (EQ_COST_DATA) for the month and year of the ticket date.
See Usage ticket processing for non-pool units.
On every usage ticket, a check displays in the Usage tickets posted since last End of Period Equipment Usage processing field on the Status tab of the Data -> Equipment Units -> Fleet Equipment screen to indicate that charges were posted to a usage ticket for the equipment unit since you last processed end of period equipment usage for the month from the System Mgmt -> End of Period screen. You can use the Query/Report Generator to generate a list of all units for which tickets either have or have not been processed since the last end-of-period monthly processing. You can also use Web Modules Reporting or any other reporting tool sold separately (such as Microsoft Access) that can attach to the database. Refer to the related documentation for these products.
When usage hours are computed, the work calendar defined for either the using department or the pool is used, depending on the value in the Work calendar field on the Data -> Usage -> Setup -> Options screen. For information about work calendars, go to the Work Calendar tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
The total charges for the ticket are added to the rental revenue for the month and year of the date of the ticket. The total amount is the sum of the charge per meter unit for each active meter, the charge per hour, the charge per day, and the other charges item, less the charge for personal meter usage on the ticket. For pool units, monthly base charges are calculated and apportioned during end of period processing of equipment usage.
Tip: If you are performing an update that requires a calendar to calculate hours but the calendar has not been generated for that time period, a warning message displays. You will be able to process the update, but the hours will not be calculated properly because the calendar has not been generated. If you receive this warning message, ask your system administrator to generate the calendar.
You can use the % wildcard character to filter the results of choice lists on this screen.
Data presented in the Usage ticket entry screen group define the usage tickets. Up to 200 rows of information display in this screen group. To view more than 200 rows, create and run a report that includes the information. Unless otherwise indicated, these fields are required.
Equipment ID
Identifier of the equipment unit to which to charge the usage. This field has a list box of equipment unit IDs defined on the Data -> Equipment Units -> Fleet Equipment screen (unless there is a check in the Exclude from inventory lists field on the Authorization tab of that screen).
Note: When usage is posted to an equipment ID, the equipment ID of the top-level parent is written to usg_main.eq_parent_equip_no. You can run standard cost reports in FA Web Modules to see the full operating costs of the equipment.
The Status tab of the Data -> Equipment Units -> Fleet Equipment screen must assign the equipment unit to a status that has a check in the Status denotes that unit is active field on the Data -> Equipment Units -> Setup -> Life-Cycle Status Codes screen. Unless there is a check in the Process usage transactions for unauthorized equipment units field on the Data -> Equipment Activity -> Usage -> Setup -> Options screen, it must be an equipment unit that has a check in the Usage tickets field on the Authorization tab of the Data -> Equipment Units -> Fleet Equipment screen.
When you type information in this field, the current system date displays in the Transaction date field, but you can change it to an earlier date.
Transaction date
Date that the transaction was recorded. When you type information in the Equipment ID field, this field displays the current system date, but you can change it to an earlier date.
License number
Identifier of the license number.
Tip: When you enter a license number, the Equipment ID field automatically populates with the associated ID. Enables you to look up an equipment ID by entering the license number first.
Year-manufacturer-model-meter readings
Year-manufacturer-model-meter readings of the equipment unit. Display only from the Basic Info tab of the Data -> Equipment Units -> Fleet Equipment screen.
Department ID
Identifier of the department to which to charge the usage. In Insert mode, or when the cursor is in a new row in Update mode, this field has a list box.
Operator ID
Identifier of the operator of the equipment unit for this usage. In Insert mode, or when the cursor is in a new row in Update mode, this field has a list box. This field is optional.
Operator name
Name of the operator associated with the ID in the Operator ID field. This field is optional.
If the amount of usage is computed from the following four fields, the number of meter units recorded on each transaction is validated and an error message displays if the number exceeds the defined edit ranges for meter units (specified on the Meter Info tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen). If the Meter Info tab of the Data -> Equipment Units -> Fleet Equipment screen assigns the equipment ID to an equipment class for meter types that the Meter Info tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen specifies as a meter type of NONE, the value in these fields must be zero.
Meter 1 and Meter 2 begin
Meter reading on the appropriate meter in the equipment unit at the beginning of this usage; omit tenths.
Tip: Meter 2 begin is available only if the equipment unit is assigned to a class with two meters.
The difference between the Meter x begin value on the usage ticket currently being inserted and the Meter x end value on the last usage ticket recorded for the equipment unit is computed. If the difference is greater than the value specified in the Maximum usage gap field on the Meter Info tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen for the equipment unit's equipment class for: rental rates (assigned on the Classes tab of the Data -> Equipment Units -> Fleet Equipment screen), a usage gap event for the equipment unit is recorded in the USG_GAPS table.
Required if the Begin/End date and time, Days used, or Hours used fields are blank.
Meter 1 and Meter 2 end
Meter reading on the appropriate meter in the equipment unit at the end of this usage; omit tenths. It must not be greater than the value for the meter in the Maximum meter value field on the Meter Info tab. This field is optional. If you enter information in this field, you must also enter a value in the Meter 1 begin field.
This value must not be less than the value in the appropriate Meter x begin field. If the meter has rolled over during the usage, you must split the transaction into two entries.
Tip: Meter 2 end is available only if the equipment unit is assigned to a class with two meters.
The current meter reading for the unit on the Equipment Master (EQ_MAIN) table is updated under certain conditions. Refer to conditions for updating current meter readings and the Meter 1 and Meter 2 validation fields.
Meter 1 and Meter 2 validation
Specifies whether and how meter validation is performed on the Meter 1 and Meter 2 readings on this screen. This field has a list box: EQ UPD and NO EQ UPD. for more information, go to meter validation fields.
Tip: If you bypass the meter validation by entering either EQ UPD or NO EQ UPD, that information is retained and the selected choice displays when you view data.
If you enter a value in one of the following fields, you must also enter a value in the other. Required if there is no information in the Meter 1 Begin/End or Meter 2 Begin/End fields, or either the Days used or Hours used fields. If you enter a value in either the Days used or Hours used fields, that value overrides any values in these fields.
The time is a 24-hour clock in the format HHMM, where HH equals hours and MM equals minutes.
Begin date and time
Date and time the usage began. It must be prior to the current system date and time and prior to the date and time in the End date and time field.
End date and time
Date and time the usage ended. It must be prior to the current system date and time and later than the date and time in the Begin date and time field.
If you enter values in these fields, the ticket date is the end date. If you leave these fields blank, the ticket date is the date in the Transaction date field.
If you enter a usage ticket that is back-dated to a date prior to the last time you processed end-of-period equipment usage, base charges are not computed in connection with the ticket.
If you enter a value in the Days used or Hours used fields on this screen, that value overrides any values in these fields.
Negative values are not allowed in the following fields. To correct a previously processed usage ticket, insert a new usage ticket with a check in the Reversal field.
Days used
Number of days of usage, to the nearest day. If you leave this field blank and enter information in the Begin date and time and End date and time fields, the number of calendar days between the dates is calculated. In this calculation, if the begin date and the end date are different, each counts as 1 day. The minimum number of days calculated is one. Required if the Meter 1 Begin/End, Meter 2 Begin/End, Begin/End date and time fields are blank, or id the Hours used field is blank.
Hours used
Number of hours of usage, to the nearest hundredth of an hour. If you enter information in this field, it overrides any values in the Begin date and time and End date and time fields.
If there is a check in the Compute usage ticket hours automatically field on the Data -> Equipment Activity -> Usage -> Setup screen, usage hours are calculated based on beginning and ending dates and times on each ticket. Leave this field blank and the computed value is inserted automatically.
For usage tickets generated automatically on the Data -> Equipment Activity -> Usage -> Meter Readings - Assignments - Usage screen, this value is always 0 (zero).
Required if there is no information in the Meter 1 Begin/End, Meter 2 Begin/End, Begin/End date and time, or Days used fields.
When entering hours, these hours are validated against the minimum and maximum limits set for the class and its rental rates that this equipment is set to.
The class is set on the Asset Primary Information screen Classes tab (specifically using the Equipment class for : Rental Rates field).
The rental rate minimums and maximums are validated against the Equipment Class - Primary Information screen, Rental Rates tab Minimum hours and Maximum hours fields. If the value entered in the hours field is lower than the minimum, the hours will be set as the minimum amount. If the value entered is higher than the maximum, the hours will be set to the maximum.
Reversal
If this field has a check, a previous entry is reversed or offset to correct an error.
Use the same value in the Transaction date field as the previous entry (do NOT reverse the values in the Begin or End date and time or the Meter 1 and 2 Begin or End meter fields). Another entry is made on the Usage table (USG_MAIN) with negative charges and an indicator set to identify the entry as a reversal. It is possible to enter a reversal without an original entry, so if a question arises, run a report to check the current contents of the table.
Meter only
If this field has a check, the ticket includes charges for meter usage only. End-of-period equipment usage for month processing does not apportion monthly base charges to any part of this ticket.
If this field is blank, the ticket charges all normally applicable rates. If the Classes tab of the Data -> Equipment Units -> Fleet Equipment screen assigns the equipment unit to an equipment class for: rental Rates for which a monthly base rate is specified, end-of-period equipment usage for month processing adds an apportionment of that rate to this usage ticket. Monthly base rates for equipment classes are defined on the Rental Rates tab of the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen.
Other charges
Amount of any other charges to bill to the user in connection with this ticket. This field is optional.
Pool location ID
Identifier of the pool location. Required if all the following conditions apply:
There is a check in the Compute usage ticket hours automatically field on the Data -> Setup -> Usage -> Options screen
You use pool work hours (not department work hours) for the calculation
The equipment unit is assigned to a department ID that has a check in the Motor pool field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.
If all the aforementioned are true, enter one of the valid pool location IDs. The work calendar for that location ID is used to compute the hours used.
If any of the aforementioned is not true, leave this field blank. A monthly base rate (specified on the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen) is not applied to motor pool usage tickets.
Account ID
Identifier of the general accounting system’s account to charge for the usage. This field has a list box. The account name displays to the right of the ID. When you assign an account ID, it must have a status of ACTIVE. If a task ID is entered for the line, the account IDs that display are only those associated with the task. If there is no associated account ID listed for the task, all active accounts that support that task will display.
Account IDs 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.
Personal usage
Number of meter units of personal use by the operator on this ticket. This field is optional; if you enter a value in this field, the amount of personal use must not exceed the total meter usage on the ticket. The value of the personal use is calculated based on the personal use rate defined for the equipment class. These items are accessible for any required reporting of personal equipment usage.
Trip ID
Identifier of the trip associated with the usage ticket. This field is optional, free-form field. Maximum field length is 20 characters.
Acctg prefix
Accounting prefix. The maximum field length is 10 characters. This field is optional.
When a vehicle is returned, this field displays information transferred from the corresponding field on the Accounting Info tab of the Data -> Equipment Activity -> Motor Pool -> Motor Pool Center screen.
Miscellaneous 1
Free-form text field. The maximum field length is 30 characters. This field is optional.
When a vehicle is returned, the Miscellaneous fields display information transferred from the corresponding fields on the Accounting Info tab of the Data -> Equipment Activity -> Motor Pool -> Motor Pool Center screen.
Miscellaneous 2
Free-form text field. The maximum field length is 30 characters. This field is optional.
Miscellaneous 3
Free-form text field. The maximum field length is 30 characters. This field is optional.
Miscellaneous 4
Free-form text field. The maximum field length is 30 characters. This field is optional.
Fiscal year
Designated fiscal year. The maximum field length is six alphanumeric characters. This field is optional.
Document number
Document number, if any. The maximum field length is 30 characters. This field is optional.
When a vehicle is returned, this field displays information transferred from the corresponding field on the Accounting Info tab of the Data -> Equipment Activity -> Motor Pool -> Motor Pool Center screen.
WO location
Identifier of the location where the work was performed. This field has a list box. Required if a task ID is entered; otherwise, optional.
-year
Year (in MMDDYYYY format) that the work order was opened. This field is optional.
-number
Work order number. This field has a list box. This field is optional.
Task ID
Identifier of the task associated with the work order. This field has a list box. This field is optional, but must be valid and active if entered.
If an account ID is entered for the line, the task IDs that display are only those associated with the account. If there are no associated task IDs listed for the account, all active tasks that support that account will display. This does not include accounts that have the Enforce task restrictions for this account option enabled on the Tasks tab of the Accounts Primary Information screen.