Marlin Tyre and Mechanical Workshop Software enables management of external fleet work.
For external fleet, work is performed for fleet customers, and credits will be issued by a supplier in return for completed work.
This is opposed to internal fleet work, where payment will be received from the business's head office company, who operates within the same Marlin system.
For external Fleet work:
- Fleet jobs are recorded as customer orders against fleet customers, generating a pending fleet credit balance against the relevant supplier.
- Credits received from the fleet company are recorded as supplier credits and matched against the original fleet deliveries.
- Fleet activity is visible using the Fleet Credits Report and Transaction Explorer's Fleet Activity tab
To enable external fleet work in your Marlin system, please contact the Megabus Support Team and follow this set up document.
Marlin's external fleet functionality does not currently support suppliers who are part of centralised purchasing groups.
Recording External Fleet Work
Fleet work can be recorded by adding and invoicing a customer order for a fleet customer, as usual.
- An unallocated fleet delivery transaction for the customer
- A pending fleet credit balance for the supplier
Marking External Fleet Work as Submitted
Once the fleet credit has been submitted to the relevant fleet portal (outside of Marlin) it can be optionally marked as submitted, for your records.
To mark fleet credits as submitted:
* Select Daily Activity > Fleet Credits from the menu bar
* Select the credit order in the list
* Click Submitted top right
Receiving External Fleet Credits
Received fleet credits can be recorded as Supplier Credits.
Once the fleet credit is received:
- Add a supplier credit order for it
(Daily Activity > Supplier Orders):- Select Credit as the order type
- Select the Fleet Supplier associated with the customer
- Set the Credit Note Reason to Fleet Credit
In the Order Details tab:
- Click +Fleet Credit (top-right of details list)
Multiple fleet jobs can be added to a single supplier credit order, for suppliers that provide fleet credits in bulk.
In the Select pop-up that opens:
- Tick the fleet jobs to credit
- Click Select:
- If the received credit value is different than the original invoice: Change the Unit Cost in the details list
To finalise the credit note:
- Click on the Credit button at the top-right of the module window, as usual:
- Enter the Supplier Reference and Total Amount
- Click Commit (top-right of module)
The tax will be $0, since the credit note is recording a payment, rather than the return/exchange of goods.
Any variance between the original fleet delivery invoice and the credit value will include a Tax Collected Adjustment posting.
Allocating Fleet Credits
Once the fleet credit is committed:
- The payment is automatically allocated against the original fleet delivery invoice.
- The supplier credit remains outstanding on their account, and can be allocated toward future purchases.
Delivery Advice Credits (DAC)
Some suppliers, such as Bridgestone or Michelin, may provide an electronic DAC (Delivery Advice Credit) to save data entry.
These can be commited as usual from the Supplier Inbox.
For more information or to enable DAC handling in your system, please contact the Megabus Support Team.
Reversing Fleet Orders
If a mistake was made on a fleet customer order, and the supplier credit has not been recorded yet, you can reverse the order as usual, by cloning it as a credit note.
Do not adjust the prices on the cloned credit note to ensure it accurately reverses the original mistake.
The supplier credit will be automatically allocated against the original fleet delivery invoice once completed.
A $0 customer payment is therefore not required to allocate the fleet delivery and fleet return, unless there is a problem.
Potential Problems
If any of the below occur, a warning will appear, advising that the credit note cannot be automatically allocated against the original fleet delivery invoice.
The original order should be corrected before proceeding, using the below methods.
| Problem | Solution |
|---|---|
| The credit note was created without an original order to allocate against | Void the current credit note Clone the original order |
| The cloned credit note details or prices do not match the original | Fix the details so they match Or, void the current credit note and clone it again without changing the details |
| A supplier fleet credit has already been recorded against the original fleet delivery invoice | Reverse the fleet credit |
If you receive the warning and proceed with the reversal anyway, you can manually close off the fleet transactions by following these steps:
- Add a supplier credit order for the relevant supplier
- Click +Fleet Credit on the Order Details tab
A positive and a negative transaction in the list can be selected to allocate them against each other. - Commit the credit note which will have a total of $0
Reversing Fleet Delivery Advice Credits (DAC)
If a mistake was made in the supplier's DAC:
- Clone the supplier credit order as a purchase.
- Do not change the details or costs to ensure it correctly reverses the original credit note
- Commit the transaction
Once committed:
- The new credit note will be automatically allocated against the the original supplier invoice
- A new fleet delivery record will be added, with the same reference number as the original
External Fleet Reporting
The Fleet Credits Report in the Report Centre can be used to check on outstanding and completed fleet work along with any credits that have been received.
The Fleet Activity tab in the Transaction Explorer also shows all fleet delivery and fleet return transactions, along with their current status.
