Stallion by Wilmat Cloud Tour - Charge Codes
Charge Code List
On selecting Files / Charge Codes Stallion Cloud will display the Charge Code List. By default, only Active Charge Codes are displayed. Using the buttons to the left of the display you can display Active Charge Codes, Inactive Charge Codes or All Charge Codes.
Use the Search window to locate the required Charge Code. The search windows will locate Charge Codes using any of the displayed fields. The Charge Code List can be sorted by clicking on the Up/Down arrows on the right hand side of the column heading.
Select Add Charge Code to create a new charge code or click the Charge Code to amend the details of an existing Charge Code. Once created, an Charge Code cannot be deleted, however, it can be made Inactive.
Set GL Codes
The Set GL Codes process will allow you to apply a GL Code to all active Charge Codes. Differnt GL Codes can be appled according to the charge code type.
Charge Code Details
When creating a new charge code, allocate a Charge Code which will be used to identify and select the charge code. If you enter a code that has previously been allocated the program will display an appropriate error message. Don't use spaces or special characters in the Charge Code.
Complete the remaining fields as indicated by the field hints that display on the entry screen or as explained below.
Description: Use a short generic name for the charge code, such as Agistment, Veterinary or Farrier. This description will appear in the first column of the owners account.
Description 1: Provide further details of the charge code. This description will appear in the second column on the owners account.
Code Type: Select the Code Type from the drop down list of code types. Code Types are:
DIARY:Used for training or agistment, it is a charged at a daily rate for the number of days during the month.
CHARGE: Used for one off charges that can be applied to the horse.
TREATMENT: Used for veterinary type charges.
FLOAT: Used for horse transport charges. A trip departure and destinaton location can be entered for float charges.
RACE: Used for race, trial or jump out charges. A race entry can consist of up to 6 charge elements, such as nomination, floating or attendance charges.
RESULT: Used for entering race results and prizemoney.
COMMENT: Used to enter a short comment on the owners account.
ATTACHMENT: Used to attach a photo or document to be sent with the account.
RECEIPT: USed by the Receipts program when entering owner receipts.
Charge Rate: Enter the amount of the charge for this charge code. The amount can be changed when entering the charge.
GL Code: Enter the General Ledger code for this charge. Only required if you are exporting data to your accounting system.
Race Charges: Enter the charge amount for each of the elements of a race entry.
GL Code: Enter the General Ledger code for this charge. Only required if you are exporting data to your accounting system.
Tax Code: Select the tax code applicable to this charge code.
Discount Applies: Select YES if discount can be applied to the charges for this charge code. The discount rate is established on the ownership entry.
Discharge Report: Select YES if charges for this code are to be included in the Discharge Report.
New Owner / Fees Form: Select YES if this charge code is to be included on the New Owner Form or the Fees Notice.
Active: If a Charge Code is no longer required you can make the charge code Inactive. If Inactive, the account will not display on the charge code lists for selection when entering transactions. The charge code details are retained on file for historical reporting purposes. A charge code cannot be made Inactive if it has current current transactions.
Change Code
Click the Change Code button if for some reason you need to change the code that has been allocated to a Charge Code. Enter the new code required for the Charge Code and click Check New Code. If the new code entered has not been previously used click Change Code to change the Charge Code. When changing a code, the system will go through each file in the database and replace the current code with the new code.
