Through the fleet management system, fleet customers are billed for their use of pool, loaner, and assignment vehicles. Fleet customers are also billed for other motor pool vehicle costs such as maintenance labor and parts, non-maintenance related activities, fuel, insurance, and vehicle ticket exceptions.
The fleet billing process is the means by which the fleet management module generates bills for fleet customers. The process occurs automatically and is determined by the Process Start Date and Process Start Time on the Billing Schedules tab of the Fleet Configuration form. Fleet billing periods are determined by the Period End Date for each billing schedule on the Billing Schedules page of the Fleet Configuration form, and fleet bills are generated according to this date.
If for some reason the bills are not generated automatically, you can start the billing process manually by clicking Run Billing Process on the Parameters tab of the Fleet Configuration form.
If periods associated with Period End Dates that are before the most recent Period End Date remain unbilled when you manually initiate the billing process, the bills for the earliest unbilled period are generated, and then bills for the next earliest unbilled period are billed until all unbilled periods (which are past due) have been processed.
You can also choose to view the current charges for a fleet customer by clicking Current Charges on the Billing History tab of the Fleet Customers form. All charges up to the current system date are calculated and displayed. Viewing the current charges provides an idea of the amount of charges for the period to date.
Finally, you can regenerate the last bill for a specific fleet customer by clicking Regenerate Bill on the Fleet Bills form. The fleet bills associated with the last fleet billing period are displayed. Use the regeneration process to correct a billing mistake and regenerate the bill instead of entering a billing adjustment. The changes are reflected on the subsequent bill.
For more information on fleet bills, see Modifying fleet bills.