Program Description
The Contract Cancellation program has been changed to Contract Cancellation/Inactivation to properly reflect the purpose of the program. This program can be found on the Contracts Data Entry menu (CN-1-7). All contracts are canceled or made inactive through this program. When a contract is canceled, a service plan is entered for each machine and accessory that is on the contract. The service plan that is entered replaces the current service plan and also writes back to the Serial data file (SERIALD). The most common service plan that is entered for machines and accessories during the cancellation process is CH for chargeable. The default of CH can be overridden if desired.
Rev 15 Changes
An enhancement has been added to Contract Cancellation / Inactivation screen. If the Coupon Module is activated, the program will search the machines on the contract to see if they are on a coupon. If the machine is on a coupon, a message stating “*** Machine Has Coupon Book No. #### ***” will display to the right of the serial number. If the machine is not on a coupon, or if the Coupon Module is not activated, no message will display.
Rev 14 Changes
N/A
Rev 13 Changes
Program changes were made to reflect the program name change on the screen. Internal program changes were made to correct problem with Error deleting <index name> when doing additions to the index.
Also, the system will not allow the operator to inactivate a contract that is inactive. Changes were made to the screen to display * * Inactive * * if the contract is inactive.
There is a new prompt: Used Machine (Y'es, N'o, R'ental, Q=Reman.). Enter Y for yes to indicate that the machine is used, enter N for no if the machine is not used, enter R for rental, or enter Q if the machine is remanufactured. This field has also been changed so that any letter or number can be entered in this prompt. This allows users to specify their own categories. The default for the prompt is Y. This will update the Serial File (SERIALD).
Program logic was added to update a new index (CCALL.IX) to the Service History File (DISP.DT) when creating a Machine Tracking record.
Also, the prompt to enter a contract number has been changed to Enter Contract No. Or E'nd. The user has the ability to enter E, END, or a forward slash (/) to end the program and return to the Contracts Data Entry menu. Prior to Revision 13, users were able to enter END, but it was not displayed on the screen. This has been corrected.
If a contract is cancelled, the program will now delete records from the Contract Increase Table if field 37 is activated in Contract Control File Maintenance. This change is internal.
Also if Contract History is activated, the contract type (rental, maintenance, or lease) will write into the Contract History record that is created. This is also for the printing of cancelled contracts of a certain type (ie. Maintenance Contracts), on the Contract Cancellation Report.
When the Contract History file is being added to (CNHIST.DT), the index (CNHIST4.IX) will only be added to if the invoice number is greater than 0, which will not be the case in this program.
When a contract is cancelled, and if the contract increase table feature is activated, the contract increase table records (CNINC.DT) for the contract will be deleted.
When Y is entered in the prompt Has Customer Returned Machine(s) (Y/N) or the prompt Is Machine Being Returned To Inventory For Invoicing Purposes Or To Be Returned To Stock (Y/N), the program will now do two additional things:
The current system date will write into the Date Received Into Inventory field in the Serial file (SERIALD).
Also, an Inventory Transaction record (IMWACTD) will be created to show the transaction. If the machine had a warehouse number in the Serial File prior to being removed from the contract, the Item or Item Warehouse file on hand amount is decreased by one. This will create an Inventory Transaction record with a quantity of -1. The program prompts for the warehouse number in which the machine will be placed. The on hand quantity in this warehouse is then increased by one. This will create an Inventory Transaction record with a quantity of 1. Both records will have a document number of CN CANCEL.
Rev 12 Documentation
Contract Cancellation is found on the Contract Data Entry menu, 1-7. All contracts are canceled or made inactive through this program. When a contract is canceled a service plan is entered for each machine and accessory that is on the contract. The service plan that is entered replaces the current service plan and also writes back to the Serial File. The most common service plan that is entered for machines and accessories, during the cancellation process, is CH for chargeable. A change has been made in Revision 12 to display a default service plan of CH for Chargeable at the prompt to enter the new service plan. The original service plan is displayed on the screen. The default of CH can be overridden if desired.
Also added to Contract Cancellation is Serial File lockout. This prevents someone from accessing the same serial number while accessing the machine in Contract Cancellation.
Also changed in Revision 12 is the ability to allow input of a warehouse from 1 to 9999. With the new additions of information that are stored in the Serial File, the appropriate fields are now zeroed out when a machine is removed from the customer site and returned to inventory.
There is a new enhancement included with Revision 12 that produces a linkage between the Fixed Asset module and machines on Rental contracts. This is a Global File option. With the feature activated, additional prompts appear in Contract Cancellation. For details on this feature, please see pages 682 - 697.
Contract Cancellation (Cont’d)
Enter Data
Enter Service Plan: CH
Report Complete
Item No. 2004 Serial No. MK
Enter Service Plan: CH Original Service Plan: SS
The default service plan of CH for Chargeable appears. A carriage return accepts the default. To override, enter the desired service plan. If an invalid service plan is input, the prompt Invalid Service Plan appears. The cursor returns for reinput. Whatever is entered as the service plan writes back to the Serial File for the machine or accessory. Note, the original service plan that was assigned to the machine or accessory prior to the cancellation of the contract, displays on the screen for informational purposes.
(2 Alphanumeric)
Also added to Contract Cancellation is Serial File lockout. This prevents someone from accessing the same serial number while accessing the machine in Contract Cancellation. When a machine is being accessed in programs that update the Serial File, such as Machine Placement or Serial File Maintenance, and an attempt is made to cancel the contract with that machine, the prompt Item No. #### Serial No. #### In Use On Another Task appears, when the program begins updating the Serial File. The prompt will continue to display and the contract cancellation is not completed, until the other task exits the machine.
Contract Cancellation (Cont’d)
Enter Data (Cont’d)
Also changed in Revision 12 is the ability to allow input of a warehouse from 1 to 9999. With the new additions of information that are stored in the Serial File, the appropriate fields are now zeroed out when a machine is removed from the customer site and returned to inventory.
Following is a list of all fields in the Serial File that are affected by the removal of a machine from a customer site in the program Contract Cancellation.
The following fields can be accessed in the program Machine Placement. All fields are zeroed out, unless noted.
Date Placed Field 7.
Customer No. Field 19
Sales Rep No. Field 20
Branch No. Field 21
County No. Field 23
Contact Name Field 24
Fax No. Area Code and Phone No. Fields 26 and 27
Area Code and Phone No. and Phone Ext. Fields 28, 29,and 30
Location I and II Fields 31 and 32
Primary and Secondary Technicians Fields 33 and 34
Response Time Code Field 35
Cost This is set to whatever is entered in Contract Cancellation. Field 10
When the machine is returned to inventory, the Serial File is updated with the warehouse number that the machine is returned to. The on hand quantity is added to in the warehouse. If the machine was already in a warehouse and is moved to another warehouse, the original warehouse’s on hand quantity is also adjusted.
The following fields are set whether the machine is removed or not from the customer site.
Used Machine This is set to Y for yes. Field 5
Service Plan This is set to whatever is entered in Contract Cancellation. Field 46
The contract number and contract type is zeroed out.