Default Mappings

The settings below are populated by default into new systems.

Review and modify these settings to suit the Budget and Type choices you want to make available.

Points to Note

• Each Class where drivers can claim should have at least 1 record stored here

• Each Class used here must also be stored in the Contract Types / Expenses-Approvals tab

• Each VMRS used here must be unique. Do not re-use an existing VMRS record when creating new rows

• Fee should be left as 0.00

Sort Order

The presentation order of budgets in the "Raise a claim" are ordered from the Product Code and Description (Budget) on screen here.

Use the queries below to check the order you have. Change the order by modifying the product codes stored here. The codes are not used elsewhere in the system, so they can be updated to get the ordering you want to show.

Raise a Vehicle Claim - Suggested Mapping for Novated Leases

Raise a Claim - Suggested Mapping for Packaged Items

Useful Queries

REIMBURSE

select pm.posting_map_code as 'code', pm.posting_map_group as 'group', i.interface_code, ivm.product_code as product_code, ivm.description, pc.posting_class_code as class, pc.name as description, vmrs_code as VMRS, vmrs.description, vmrs.quantity, vmrs.odometer, ivm.status_flag from fm_interfaces as i inner join fm_interface_vmrs_mappings as ivm on ivm.interface_id = i.interface_id inner join gl_posting_classes as pc on pc.posting_class_id = ivm.posting_class_id inner join fm_vmrs_codes as vmrs on vmrs.vmrs_code_id = ivm.vmrs_code_id left join gl_posting_class_maps as pcm on pcm.posting_class_id = ivm.posting_class_id and pcm.category_type = 'expense-approval' left join gl_posting_maps as pm on pm.posting_map_id = pcm.posting_map_id where i.interface_code = 'REIMBURSE' group by ivm.interface_vmrs_mapping_id order by pc.posting_class_code, vmrs.quantity, vmrs.odometer, vmrs_code; 

VMRS Count Check

select i.interface_code, ivm.product_code as product_code, ivm.description, COUNT(ivm.vmrs_code_id) as VMRS_count, vmrs_code as VMRS, vmrs.description from fm_interfaces as i inner join fm_interface_vmrs_mappings as ivm on ivm.interface_id = i.interface_id inner join fm_vmrs_codes as vmrs on vmrs.vmrs_code_id = ivm.vmrs_code_id where i.interface_code = 'REIMBURSE' and ivm.status_flag = 'active' group by ivm.interface_vmrs_mapping_id order by VMRS_count desc, vmrs.vmrs_code; 

Useful Queries - Budget, Type and Sort Order

Raise a Claim - Budget and Type Selections Detail

select pm.posting_map_group as 'group', pm.posting_map_code as 'code', i.interface_code, pc.name as budget, ivm.description as type, ivm.product_code as product_code, ivm.status_flag, pc.posting_class_code as class, vmrs_code, vmrs.description as vmrs_description, vmrs.quantity, vmrs.odometer from fm_interfaces as i inner join fm_interface_vmrs_mappings as ivm on ivm.interface_id = i.interface_id and ivm.status_flag = 'active' inner join gl_posting_classes as pc on pc.posting_class_id = ivm.posting_class_id inner join fm_vmrs_codes as vmrs on vmrs.vmrs_code_id = ivm.vmrs_code_id left join gl_posting_class_maps as pcm on pcm.posting_class_id = ivm.posting_class_id and pcm.category_type = 'expense-approval' left join gl_posting_maps as pm on pm.posting_map_id = pcm.posting_map_id where i.interface_code = 'REIMBURSE' and pm.posting_map_code = 'NOFB' group by ivm.interface_vmrs_mapping_id order by ivm.product_code,pc.posting_class_code, vmrs.quantity, vmrs.odometer, vmrs_code; 

Raise a Claim - Budget (in Order Shown)

select pm.posting_map_group as 'group', pm.posting_map_code as 'code', i.interface_code, pc.name as budget from fm_interfaces as i inner join fm_interface_vmrs_mappings as ivm on ivm.interface_id = i.interface_id and ivm.status_flag = 'active' inner join gl_posting_classes as pc on pc.posting_class_id = ivm.posting_class_id inner join fm_vmrs_codes as vmrs on vmrs.vmrs_code_id = ivm.vmrs_code_id left join gl_posting_class_maps as pcm on pcm.posting_class_id = ivm.posting_class_id and pcm.category_type = 'expense-approval' left join gl_posting_maps as pm on pm.posting_map_id = pcm.posting_map_id where i.interface_code = 'REIMBURSE' and pm.posting_map_code = 'NOFB' group by pc.posting_class_code order by ivm.product_code,pc.posting_class_code, vmrs.quantity, vmrs.odometer, vmrs_code; 

Reimbursement Notification

The Reimbursement Notification event (RN) is used to advise a Driver of payment of their reimbursement claim.

This email will pop-up in the Contracts / Claim screen for sending when 'Post' is clicked and the feature is set up.

The sent email will be displayed in the Contracts / Events tab when finished.

The email will be suppressed if the Drivers / Finances "Stop BECS" flag is turned ON (i.e. is not going to be paid yet).

The email text is auto-populated with the Approval ID and each row value. Example: "Notification from approval #103182".

If the email is cancelled, an un-sent event is stored for later use.

Visit the Email Setup page for details of other system emails you can set up.

Note: An email will NOT be sent if you 'Post' the Claim from the Approvals screen

Client Set-Up

Contact Catch-e Support and provide the following:

• Subject

• Content of the email

• If the email sender should be generic, provide the sender name and address (otherwise the user that is launching the email will be shown)

Channel Emails

You can use an alternative email for a Channel if required.

Contact Catch-e Support and provide the following:

• Channel

• Subject

• Content of the email

• If the email sender should be generic, provide the sender name and address (otherwise the user that is launching the email will be shown)

Catch-e Set-Up

The following set-up steps are performed by Catch-e staff:

1. The Global Control flag approvalreimbursementnotification_flag must be set to "yes"

2. The email subject and body text need to be recorded in cmsemailnotifications

3. The email sender defaults to the Users details. If a generic sender name and email address is desired, the mailsendername and mailsenderaddress fields also need to be populated in cmsemailnotifications

Available Placeholders

• reg_no

• given_name

• email

• drivername

• home_email

• bank_bsb

• bankaccountnumber

• contracteventid

• approval_id

• sender_name

• sender_address

• approval_note

• approvalinsert1

• htmlapprovalinsert_1

• approvaltotalgross

Create a Reimbursement Interface

Qualifiers

• You want to set up the reimbursement interface

• You have set up the 'REIMBURSE' supplier

• Older systems may have a set up that refers to 'CLAIM'

• Driver Portal - Raise a vehicle claim - Transaction Details: you want to review or add further Budget and Type choices

Process

1. Go to Interfaces / Card Services

2. Card Interface - enter 'REIMBURSE' or use the lookup to check that there is no Interface Code record for 'REIMBURSE'. Only one interface record for the 'Claim' interface type should be entered. Where more than one interface is created for 'Claim', duplicate claim entries will be created

3. Click on New

4. You are now on the Card Services / Interface tab

5. Interface - enter 'REIMBURSE'

6. Supplier - lookup or enter 'REIMBURSE'

7. Interface Type - choose 'Claim'

8. Description - enter 'Reimbursement interface'

9. Description Import Type - choose 'Ignore'

10. Click on Save

Create Reimbursement Interface Mappings

1. Go to Interfaces / Card Services

2. Card Interface - enter 'REIMBURSE' or use the lookup to find the Code record for 'REIMBURSE'

3. Navigate to Card Services / Mappings

4. Click on New

5. Product Code - enter the VMRS Code that you want to use for this budget

6. Description - enter the VMRS Description that matches the entered code

7. Class - enter the Class that you want to use for this budget

8. Product Code - enter the VMRS Code that you want to use for this budget (this is the same as the one entered in the Product Code field)

9. Click on Save

10. Repeat for each Class / VMRS combination you want to offer to drivers

Create a Reimbursement Supplier

Qualifiers

• You want to set up the Driver Portal or the Employee Portal and use the Raise a vehicle claim feature

Process

1. Go to Suppliers / Detail

2. Click on New

3. Supplier Code - enter "REIMBURSE"

4. Name - enter "Claim Reimbursement"

5. Go to Suppliers / Account

6. Status - select 'Active'

7. Supplier Type - select 'Card Services'

8. Click on Save

Next Steps

• Create a reimbursement interface

• Create reimbursement interface mappings

Create a Reimbursements ABA File

Qualifiers

• Your system has been set up to allow direct link Novated Lease contracts

• Clients / Packaging Defaults Client Bank Account is un-checked

• Employee vehicle claims have been processed

• the scheduler job autoPostClaims has run

Process

1. Go to the BECS / Reimbursement (ABA) screen

2. Click on New

3. Bank Account - if required, select the bank account to use

4. Click on Check

5. Open reimbursement_preview.xls and review to check the details are correct

6. Save down this file if required

7. Click on Print

8. Click on Export

9. Save down the reimbursementaba{becs_id}.aba file

10. Click on Report

11. Save down reimbursement{becsid}.xls if this file is required

12. Click on Edit

13. Status - update to 'exported_ok'

14. Upload and confirm reimbursementaba{becs_id}.aba in your banking software

Next Steps

• Create a Disbursement BPAY file

Generate an ABA Banking File to Reimburse Claims

Qualifiers

• Reimbursement claims are being processed and posted in Catch-e

• ABA files are being used in your banking software to make reimbursement claims payments

Process

1. Go to the BECS / Reimbursement (ABA) screen

2. Click on New

3. Bank Account - if required, select the bank account to use

4. Click on Check

5. Open reimbursement_preview.xls and review to check the details are correct

6. Save down this file if required

7. Click on Print

8. Click on Export

9. Save down the reimbursementaba{becs_id}.aba file

10. Click on Report

11. Save down reimbursement{becsid}.xls if this file is required

12. Click on Edit

13. Status - update to 'exported_ok'

14. Upload and confirm reimbursementaba{becs_id}.aba in your banking software

Reimbursements ABA

Generate an aba file here to pay claim reimbursements into each driver's bank account. Each un-paid claim that has been posted and marked as a reimbursement will be added to this file.

The ABA file page details how the file is compiled.

ABA files can also be generated for Payments / Periodic and Receivables / Receipts.

Visit the Australian Payments Clearing Association website: http://www.apca.com.au/ for more information.

The following programmer blog is also helpful about the aba file layout: http://ddkonline.blogspot.com.au/2009/01/aba-bank-payment-file-format-australian.html

Record Selection

Claims are selected for reimbursement and added to the next batch here if:

• Contracts / Contract "Company" is the same as that selected or shown

• Contracts / Claims "BSB" and "Account Number" are recorded correctly

• Contracts / Claims "Reimbursement?" is checked

• Contracts / Claims "Stop BECS" is un-checked

• Contracts / Claims "Status" is 'Posted'

• The claim is not already linked to in an existing batch

• Contract can be linked to an item but cannot be in the 'Salary Packaged' group

Workflow

Visit the following process pages:

• Create and post a claim

• Drivers and Employees can Raise a vehicle claim

• Post a claim created by a driver or employee or use in combination with the Auto Post on Claims function

• Use Stop BECS to prevent posted reimbursement claims from being paid

• Generate an ABA banking file to reimburse claims

• Disbursements - Create a Reimbursements ABA file

Filters

Field Descriptions

• BECS ID (Display) - This is blank if you are creating a new batch. If you are reviewing an existing batch, the "BECS ID" is displayed

• Bank Account (Drop List) - If you only have one bank account, it will be displayed here. If there are multiple bank accounts in use, choose the one you want to use to create this batch. If you are reviewing an existing batch, this field displays the bank account used linked to the batch. If this field is blank for an existing batch, this means the batch was created before the "Bank Account" field was added to this screen. In this case, you can still identify the banking details from the stored aba file

• Control Invoices (Num) - Calculates or displays the number of claims that will be paid

• Control Items (Num) - Calculates or displays the claim rows that are in the selections. For example, a claim has been raised (Invoices 1) and this claim contains 3 rows (Items 3)

• Control Total (Num) - Calculates or displays the total amount of the batch

Output Options

• reimbursements_preview (Preview) - Click on Print to generate a report that lists the reimbursements that will be made if you create this batch. The records are shown by item, so the number of records you see will match the "Control Items" number shown for the batch on the screen. This report can be output as a Office (xls) file or a Text (CSV) file

• reimbursements_{becsid}_Report - Select a stored "BECS Id" and click Print. This report lists the reimbursements contained in this batch. The records are shown by item, so the number of records you see will match the "Control Items" number shown for the batch on the screen. Payments are made by Approval ID, so these rows will be grouped up for payment. This report can be output as a Office (xls) file or a Text (CSV) file

• Screen Reports - Customised reports can be configured to generate from here

View

• Preview - The content of the BECS export file can now be printed before being created. Where there is no data to report, the button will be inactive

• Export - Click to generate the ABA file

• Edit - Edit to update the batch's "Status" and to add "Notes"