Lease Part 5 - Managing Lease Variables

When charging variable amounts per Mile or Hour on Lease Contracts, you will want to create a Variable Lease Charge.  The Variable Charge will allow you to input prior and current variable amounts and charge for the resulting usage.

Quick-access links:

Configuring a Variable Lease Charge

Adding a Variable Lease Charge to a Lease Contract

Create a Recurring Lease Invoice with a Variable Charge

Configuring a Variable Lease Charge

To set up a new Variable Lease Charge, navigate to:

Lease > Support Lists > Lease Charges

Click Add New at the top left of the screen.  You will see a pop-up called Add/Edit Misc. Lease Charge.  

Fields to complete for a Variable Charge:

*Required Fields

1. Category - Optional
2. Description* - Input verbiage that will print on Lease Contracts and Invoices
3. G/L Account to Credit* - Assign the Revenue Account for posting the charge on Invoices
4. Taxable Type* - Set the default tax status for your jurisdiction.
5. Multi-State Tax Profile - Select the profile to manage Tax Status when you lease in multiple states that have differing default tax statuses.
6. Sales Tax Code - Only used with specific interfaces
7. Variable Amount* - mark this option for all Variable Charges
   1. Amount* - Enter the standard charge amount per each hour/mile.
   2. Variable* - Choose the type of variable represented by the charge from the dropdown.
   3. Variable Included - Not used for Lease charges - always leave at 0.
   4. Min Amount/Max Amount - set minimum and/or maximum charge limits calculated on each Invoice.  Leave at 0.00 to exclude limitations.  

Once you have entered your settings, click OK to Save the Variable Charge.

Adding a Variable Lease Charge to a Lease Contract

Create your Lease Contract with all details per the contract.  

1. Click the + on the left of the Line Item that includes the Vehicle Number of the Wholegood that includes Variable Charges.

2. Click on the ellipse in the Description column to add a Lease Charge.  

3. You may add as many charges as needed for each Vehicle Number on the Contract.  This may include a Standard Fixed Charge and a Variable Charge, or it may only include a single Charge.  

4. Update the Variable Amount if different than the standard pre-populated amount.

5. Update Minimum and Maximum Amount if applicable. You may choose to set your Minimum Variable Charge equal to the Standard Fixed Charge and exclude the Fixed Charge line item.  These settings will depend on whether you charge usage for each mile/hour used or you only charge for overages above the amount of the Standard Fixed Charge.

Example of a Contract with a Fixed Charge and a Variable Charge and no Minimum setting

With this setup, the system will charge usage for every hour/mile entered.  Entering no usage will result in a $0.00 charge on the variable line item.  This works well if you charge a base fee with a usage fee added for each mile or hour used.

Variable Included should always be left at 0.00.

Example of a Lease Contract with a single Variable Charge and a Minimum Charge setting

With this setup, the system will charge a minimum fee of $1,100 whether usage is entered or not. When the usage entered generates a charge greater than $1,100, additional usage will be charged.  This works well if you charge a minimum monthly fee with a surcharge on usage overages.  The Variable Charge description with this type of setup would typically be modified to reflect a more standard Lease Charges description.

Variable Included should always be left at 0.00.

Create a Recurring Lease Invoice with a Variable Charge

1. Navigate to Lease > New > Recurring Lease Invoice

2. Set your invoice date and ensure that you have the columns included in your grid for Prior, Current, and Change for any variables you are tracking.  

3. In the Current Hours/Miles columns, enter the amount reported.  If you do not have a report of Current for this Invoice, populate the Prior Hours/Miles amount into the Current Hours/Miles column.
4. Review the Hours/Miles Change column for accuracy.  If it is found that Prior Hours/Miles are incorrect, click on Edit Prior Variables on the top menu and edit the Prior amount.

Example of Variable Charge only with Minimum Charge Set and no overage on the Variable Charge

Example of Variable Charge only with Minimum Charge Set and an overage on the Variable Charge

Example with a Fixed Charge and a Variable Charge with no minimum set