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Pricing Category Fleet accounts can be assigned to one of five pricing methods. Standard pricing will charge the fleet accounts the regular price for services. Category pricing allows three categories of fleet accounts, A, B, and C, and each category can automatically receive dollar or percentage discounts as well as upcharges. Custom % will give percentage discount across the board for all parts/services.
Tax Status Generally this will be either Both or None, depending on the account and local laws. The Tax1 and Tax2 settings would normally only be used in Canada, which has two separate tax rates.
Pop-Up Notes You can configure a note to pop up at check-in, check-out or both. Notes are useful to let the technicians know general information about the account vehicles, such as particular procedures to follow or services to perform. Pop-Ups can also be used as “Warning” messages to alert the shop to only allow certain vehicles to charge to the account.
General Ledger Accounts These fields are used for accounting interfaces, and can be left blank.
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Pages 4-6 allow up to 24 “Vehicle Information” fields to be collected for the fleet vehicle at the time of service. The vehicle information fields will be printed on the Invoice.
NOTE THAT ONLY SIX LINES CAN BE PRINTED ON MOST INVOICE TYPES. QuickTouch allows 24 fields to be configured because different fleets may have different requirements, but on most invoice types, only the first six enabled information fields will be printed. (A field is considered “Enabled” if any of the buttons are checked). Thus, it is important to conserve lines for fleets that require a lot of information.
The vehicle information may be collected at check-in or check-out or both. The information may also be “Required,” meaning that the cashier cannot print an invoice without supplying the required information. The information can also be remembered or defaulted, from the last visit.
In the example above, the fleet account requires that the Company Name and the Driver Name be recorded at each service. Thus, we have the Pop-up On Check In and Pop-up On Check Out buttons set to Yes. These are also required values, and this is set to Yes. Now, the company name will always be the same for that vehicle, so this is Default From Last Visit, but there may be different drivers, so the Drivers Name field is not defaulted from last visit.
Collecting this information is important because many national fleet accounts and some local accounts may require information such as a Purchase Order or Authorization number before the vehicle is serviced. These types of information will be different for each visit by the vehicle. Some fleets will not pay the invoice if the required information is not printed directly on the invoice!
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You can indicate whether a fleet account belongs to a single store, all stores or to a store group (if groups are configured).
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Fleet Statements
NexGen’s Fleet Statements function allows you to print all payment, credit, debit, or invoicing activity for all of your active fleet accounts. The fleet statements will print in a format that conforms to #9 Standard Invoice Double Window envelopes. This will allow you to simply fold the invoices and place them in the envelopes without having to write the mailing or return addresses. Note that the return address at the top of the statement can be configured under Settings: COS Setup.
Normally, you will print your fleet statements every month. The statement end dates will normally be on the last day of the previous month (in the following examples, we are using February 1 to February 28 as the billing period, with February 28 as the Statement End Date).
Before you print your statements, you may need to Close Cycle for the previous statement date. The Billing Cycle refers to the date range of activity for your statements. After you print your invoices, you will close the billing period based on the last day of that month (in this example, January 31). Now, when you send out your invoices for this billing period (February 1 – February 28), the system will know that the billing period ended on January 31 and will only print activity after that date.
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Start Fleet Name, End Fleet Name These fields allow you to choose the range of fleet accounts you wish to print. The accounts are sorted alphabetically by name, and these options automatically list your first and last fleet accounts – in other words, all of them. Press the arrows to select a specific fleet if you wish to only print one, or a particular range of fleets.
Print Accounts by Groups Allows you to print invoices by groups of accounts that you have previously set up
Print Accounts with No Activity and 0 Balance ‘Yes’ will print all statements from all fleet accounts, even those with no activity or open balances. ‘No’ will only print statements from accounts with activity or open balances since last billing cycle.
Statement Date This will default to the current date, but will normally be set to the last day of the previous month.
After clicking Start, you will be asked if you want to close the billing cycle. If you click OK, the billing cycle will close after the statements print. We recommend that you click Cancel here, and manually close the cycle after you verify that all statements printed successfully and are accurate. Note that you can’t undo a closed billing cycle.
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Account Inquiry
Fleet Account Inquiry allows you to view all payment, credit, debit or invoicing activity for a particular account for any date range.
Note that payment activity is tied to the invoices it is applied to – so, the date range will display all invoices during that date range, plus any payments, credits or debits tied to those invoices. If you are searching for a particular payment, you will need to set the Start Date back far enough to cover the original invoice date.
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Balance Management
NexGen’s Balance Management function is where you input fleet payments such as checks and automatic deposits.
Select the Fleet you would like to add the check to
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In the above example above, I selected ARI Fleet Services
You should now see the screen below
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This is where you input the Date of Check, Amount and Description (Check# or other information)
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Next, click ‘Apply Payment’ (below the Description field) and you will see all of the invoices with open balances
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In our example, you can see that the $40.00 check is going to pay for Invoice #113024.
In the payment field we type in $40.00, and the remaining $2.19 will be typed in the Discount field. We’ll call this the account’s “processing fee.” Check the paid box to mark the invoice as paid.
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After you type in the amounts and check the paid box, you can see that the invoice has been completely paid and $0.00 Remain. Now click ‘Apply Payment’ at the bottom of the page. The payment has now been applied to the invoice(s) you selected.
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Credits and Debits
The Credits and Debits function allows the user to quickly post credits and debits to an account.
A Debit is a charge against the account, meaning the account will owe you more. A Credit will decrease the balance of the account, and normally reflects either a discount or a payment made by the account.
Simply indicate the type (Debit/Credit), dollar amount, transaction date and a brief description, then click Save. The transaction will be posted immediately.
Note that after posting a credit, you will need to go to the Fleet Payments screen to apply the credit to an open invoice.
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Invoice Management
NexGen’s Invoice Management function allows you to transfer an invoice from one fleet account to another. This function is normally used when correcting errors that were made at the store(s). In our example, we are transferring invoice 30300 from Steve’s Plumbing to ABC Industrial since it was cashed out incorrectly at the store.
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Undo Payment
The Undo Payment function allows you do undo a fleet payment if it was entered incorrectly. To do this, type in the check number and search, then click the ‘Undo Payment’ button.
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