Replacing fleet cost codes

Replace non-billable cost codes on all fleet transactions that will be billed to a fleet customer on the next bill. Replace cost codes on transactions before bills are generated and sent to the general ledger.

First, search cost codes for non-billable cost codes that are associated with at least one fleet transaction (work order, inventory transaction, vehicle ticket, or ticket adjustment) that will be billed in the next scheduled billing period and are not currently locked for replacement by another user. Next, replace existing code values with new cost code values for the appropriate transactions.

Note: You must have query privileges on the Fleet Cost Code Search & Replace form for the cost code organization in order to search and replace cost codes.

To replace fleet cost codes:

Open the Fleet Cost Code Search & Replace form.
Click Search. The system calculates the number of transactions associated with the non-billable cost code for the current period.

Note: The system only displays non-billable cost codes that are associated with at least one fleet transaction that will be billed in the next scheduled billing period and are not currently locked for replacement by another user. You cannot search and replace cost codes for billed transactions. You cannot search and replace cost codes for periods that are past due and unbilled.
New Cost Code—Enter a new cost code for every Current Cost Code that must be replaced.
Remove—Select to remove the record from the grid. See Viewing cost code errors.

Note: To remove all of the transactions at once, select Remove. To unselect all the line items at once, unselect Remove.
Click Replace.

Note: You must enter New Cost Codes before clicking Replace.