Broker

Brokers can be linked to quotes and are stored in the Quotes / Finance "Broker" field. Brokers can be set-up to be linked to a specific Financier.

Using brokers and broker rates in quotes is an optional feature. Brokers can be set-up to have a default rate, this goes into the Quotes / Finance "Broker Rate" field and the "Broker Fee" is calculated from this.

Open the calculation model to see how the fee is calculated.

Create Quote Logic

When creating new quotes, Quotes / Finance "Financier" will be populated in the following preference order:

1. If Clients / Quote Defaults "Financier" is populated, use this financier

2. If Contract Types / Details "Quote Financier" is populated, use this financier

3. Lookup or directly enter a financier

The "Broker" defaults in this order:

1. Quotes / Finance "Financier" linked Suppliers / Account "Agent" (broker) is added

2. User can add

The "Broker Rate" defaults in this order:

1. "Broker" linked qt_broker_rates where date is on or before the quote's "Effective Date"

2. User can add

Edit Quote Logic

The "Financier" can change in the following situations:

• The "Client" is changed (Clients / Quote Defaults "Financier")

• The "Contract Type" is changed (Contract Types / Details "Financier")

• User updates

The "Broker" can change in the following situations:

• The Financier is changed AND the new Financier has a linked Broker

• User changes

The "Broker Rate" can change in the following situations:

• The "Broker" is changed

• The "Effective Date" is changed (qt_broker_rates date on or before quote "Effective Date")

• User changes the "Broker Rate"

• User changes the "Broker Fee"

Calculation

The basis for the Broker Fee calculation uses gb_control qt_brokercommissionratebasis to determine the amount used in the calculation. It can be either 'depreciable-amount' (default) or 'on-road-price'. Refer also to calculation model.

Set Up

1. Create a Broker:

   • Suppliers / Account "Supplier Type": choose 'Broker'

2. Link to a Financier:

   • Suppliers / Account "Agent": in the Financier record, use the lookup to add the required broker or enter the "Supplier Code" if you know it

3. Add or Update Broker Rates:

   • Broker rates are stored in the qt_broker_rates table

   • Export data from a table to see the current rates

   • Import data to a table to update or add new rates

   • For rate changes: add a new record for the supplier with the updated rate and date

   • The date is used in conjunction with the quote "Effective Date" field to select the correct rate for the quote

4. Role Restrictions:

   • The fields "Broker", "Broker Name", "Broker Rate" and "Broker Fee" can be role restricted

Useful Queries

Broker and Broker Rates

SELECT s.supplier_code, s.name, s.supplier_type, sbr.rate, sbr.date FROM fm_suppliers AS s LEFT JOIN qt_broker_rates AS sbr ON sbr.supplier_id = s.supplier_id WHERE s.supplier_type = 'broker'; 

Financier, Broker and Broker Rates

SELECT sf.supplier_code AS financier_code, sf.name AS financier_name, sb.supplier_code AS broker_code, sb.name AS broker_name, sb.supplier_type, sbr.rates, sbr.min_rate, sbr.max_rate, sbr.min_date, sbr.max_date FROM fm_suppliers AS sf LEFT JOIN fm_suppliers AS sb ON sb.supplier_id = sf.supplier_id_agent LEFT JOIN (SELECT supplier_id, COUNT(broker_rate_id) AS rates, MIN(rate) AS min_rate, MAX(rate) AS max_rate, MIN(date) AS min_date, MAX(date) AS max_date FROM qt_broker_rates) AS sbr ON sbr.supplier_id = sb.supplier_id WHERE sf.supplier_type = 'financier' ORDER BY sf.supplier_code; 

Company

Your companies are stored in the gb_companies table. Most of you only need one record, but you can store and use multiple companies in Catch-e if desired. Companies can also be used for more detailed management of particular channels.

Accepting or Settling a Quote

Below are the business rules that are used to update the Contracts / Contract "Company" field when a quote is accepted or settled:

1. If only one company record exists, this will be used

2. If the quote being accepted or settled is linked to a channel, the channel's linked company record is used

3. Where only one company record has the default_flag = 'yes', then this will be used

4. In all other cases, the correct company record cannot be determined, so you will see 'TBA' in the "Company" field

Creating a Contract

If a contract is created directly using the New button, the following behaviour applies:

1. If only one company record exists, this will default into the field

2. Where only one entry has the default_flag = 'yes', then this will default into the field

3. Where there are no records where default_flag = 'yes', then the first record in the table will default into the field

Use in the Transactions Report

If configured, the company field is used in the Contracts / FBT > Transactions report. It is shown as the Supplier for Contracts / Payments Management Fee transactions. If company_id is '0', Supplier will be blank for those records.

Use in Export Files

The "Company" field can be used to create separate accounting export files for portions of your fleet.

When system transactions are created and the multicompany_export_flag is active, accounting entries that are written to gl_transactions will include the contract's company id which is, in turn, used to group the transactions into separate export files for each company.

Visit MYOB export or Xero export to find out more.

Note: Where the control multicompany_export_flag is active and a company is not assigned to a contract (Company is shown as 'TBA') transactions will not be included in the export files.

Use in BECS Files

If you are using multiple companies, you can also configure the driver claim reimbursements to use multiple bank accounts if needed.

Setup

GB Companies Table

• Create new records as required in the gb_companies table

• To create a default company for new contracts, set default_flag = 'yes' for only one record

Channels

• Populate the Channels / Contact "Company" field for each channel to link it to the appropriate company record

• When a quote is accepted or a contract created for a channel, its linked company will be applied to the contract

• Open the Company flowchart to see the business logic

Remittance Advice: follow these links for more details: Company, Channels Setup, Payments Setup

Salary Packaging

• Go to the Salary Packaging Setup page for full details

• Create a new company record for your Salary Packaging business

• Update the sp_client_packaging_defaults_company_id field to record the company you are using for your Salary Packaging transactions

• When an item is accepted or made active, this company will be applied to the new package contract

• Open the Salary Packaging flowchart to see the logic

Accounting

• Check and update the Global Controls gb_control multicompany_export_flag to match your preferences

• The MYOB export or the Xero export will use multiple companies

Validations and Alerts

Warning: Only one company can have default_flag = 'yes'. If more than one record is set as the default, data errors can arise.

Employees / Item: an item cannot be made active and you will be alerted.

Insurer

Where Suppliers / Account "Supplier Type" = 'Insurer'

Insurer Locations

Suppliers will only be available in the "Insurer" field if the Suppliers / Account "Supplier Type" field is set as 'Insurer'.

The "Insurer" field exists in the following places:

• Setup / Reference Data > qt_internal_insurers

• Clients / Quote Defaults

• Quotes / Contract

• Quotes / Lease

• Contracts / Insurance

Default

If the Clients / Quote Defaults "Insurer" field is populated, the Quotes / Contract "Insurer" value will initially show this value when a new quote is being raised.

If the selected "Policy Owner" is an Internal Policy and there is a default "Insurer" stored in the qt_internal_insurers table, this insurer will default into the quote.

Drop List

The "Insurer" list selection is restricted in the following ways:

• If qt_internal_insurers flag is set to 'no', "Insurer" is disabled and only the insurer stored in the Clients / Quote Defaults "Insurer" field can be selected and saved

• If the selected "Policy Owner" is an Internal Policy, "Insurer" list is limited to active insurers stored in the qt_internal_insurers table

• If the selected "Policy Owner" is Driver Policy or Client Policy, any active insurance supplier who is not stored in qt_internal_insurers can be selected

Quotes Insurance Budget

The chosen "Insurer" can be configured to generate a calculated insurance budget on a quote. This is usual for internal_insurers, but can also be configured for other insurance suppliers. When calculated, the insurance amounts populate into Contracts / Insurance fields when a quote is accepted or settled.

Introducer Role

Access Type: Internal

Restriction: The Introducer role has access to the system as noted below.

Set Up: This user role type is set up by a system Administrator.

Screen Access and Permissions

Treasury Role

Access Type: Internal

Restriction: The Treasury role has full access to the system except where noted below.

Set Up: This user role type is set up by a system Administrator.

Screen Access and Permissions