Adding or Editing an Agency Records

The Agency Editor allows the user to enter details for contractors, manufacturers, suppliers, internal agencies, consultants and lease party agencies.

To add or edit an agency:

Navigate to Functions > Core > New Agency.

Alternatively, use the search to open an existing agency record.

The Agency Editor is displayed.

Enter the details on the relevant tabs.

The Agency Editor comprises the following tabs:

Agency

The fields on the Agency tab are described in the following table:

This field…	Holds this information...
Number	A unique reference number for the agency.
Name	The name of the agency.
Car Registration	The agency's vehicle registration numbers.
Approved	Whether the agency has been approved. Selecting this check box allows the agency to be linked with orders and invoices. You need a role with the Agency Approval permission to enable this check box.
Bank Holiday Rate	The agency's labour rate on bank holidays. Select from the drop-down list. These can be defined in Labour Rate Band Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Is Contractor	Whether the agency is a contractor. Selecting this check box enables the CIS4 check box, Invoice Type field and Withholding Tax Group fields.
Is Manufacturer	Whether the agency is a manufacturer.
Is Supplier	Whether the agency is a supplier. Selecting this check box enables the Invoice Type field.
Is Taxi Company	Whether the agency is a taxi company. Selecting this check box enables the Company Code field and the Taxi Company tab.
Invoice Type	The invoice type. Click the button to display the Invoice Types window, where you can select the invoice types. This is only displayed if the Is Contractor or Is Supplier check box is selected.
Is Internal	Whether the agency is internal.
Is Consultant	Whether the agency is a consultant.
Is Lease Party	Whether the agency is a lease party. A lease party is an agency which is recorded as a landlord or tenant.
CIS4	Whether the agency is CIS4 (Construction Industry Scheme) registered. This is only displayed if the Is Contractor check box is selected.
CIS Registered with HMRC	Whether the contractor is registered with the HMRC. These fields are only enabled if the Is Contractor check box is selected.
Withholding Tax Code	The agency's withholding tax code.
Unique Tax Reference	The agency's unique tax reference.
Company Registration Number	The agency's company registration number.
HMRC CIS Verification Registration Number	The agency's HMRC CIS verification registration number.
Physical	The agency's address. Double-click in the field to display the Edit Address Details window, where you can enter specific address details.
Phone	The agency's phone number.
Fax	The agency's fax number.
Email	The agency's email address. A maximum of 200 characters can be entered.
Web	The agency's website URL.
Notes	Any relevant notes on the agency.

Resource Booking

You can use the Resource booking tab to assign a discount from the standard charges on any booking or service that agency requests.

Edit the Discount field, if required.

Taxi Company

Use the Taxi Company tab to record further information about taxi firms.

The Taxi Company tab is only displayed if the Is Taxi Company field is selected on the Agency tab.

To add a financial year record:

Click the Add Item button.

Alternatively, double-click an existing record in the grid.

The Edit Taxi Company window is displayed.

Enter or edit the details, as required.

The fields on the Edit Taxi Company window are described in the following table:

This field…	Holds this information...
Financial Year	The financial year. These can be defined in Financial Years Reference Data (accessed by navigating to Functions > Core > Reference Data > Core).
Financial Period	The financial period within the selected financial year. This information is used to validate invoice costs of a journey against the initial request. These can be defined in Financial Periods Reference Data (accessed by navigating to Finance > Finance).
Rate Per Mile	The taxi fare per mile.
Starting Charge	The taxi's base charge at the start of the journey.
Call Out Charge	The taxi's call out charge.
Default Cancellation Charge	The taxi's default cancellation charge.
Traffic/Waiting Tolerance	The percentage of tolerance which can be added to the taxi journey costs for traffic or waiting on a specific taxi journey.
Quoted Tolerance	The percentage of tolerance between the original taxi journey and the invoice for the same journey. If the invoice value exceeds this value, then the invoice will be rejected.
No Show Tolerance	The percentage of tolerance for taxi journeys where the customer is a no-show. If the invoice value exceeds this value, then the invoice will be rejected.
Default Cancellation Tolerance	The default cancellation charge when a taxi request is cancelled.

The Cancellation Charges section allows you to select taxi journey statuses with the Is Cancelled check box selected (as defined in Service Request Reference Data).

Click OK.
Click Save.