Setup

There are a range of system and client-level settings that enable you to arrange the billing process to suit your needs.

Combined, Periodic, and Recharge invoicing can be set up to run automatically from the Scheduler.

The general settings are described below.

Clients / Contract – “Billing Type” Default and Exclusions

The Clients / Contract Defaults → "Billing Type" field determines which billing type is used for the client.

• Set when a client is created.

• A preferred default can be configured in system settings.

• Entries can be excluded from the available list via system configuration.

Example:
You could set a default of "Combined" and prevent the use of "Any".

Execute on Navigation

By default, billing screens automatically run default filters when you navigate to them (i.e. all records dated today or earlier).

This can be slow if:

• You run billing monthly, and

• You regularly change filters.

You can change this setting so records do not populate until you click Go.

Date Display

Controls which filters appear on:

• Billing / Periodic

• Billing / Combined

Standard setting:

• Only one date field called "Dated" is displayed.

If configured:

• Invoice From is displayed

  • Allows a "From" date on the invoice header (if configured)

  • Does NOT affect transaction selection

• Invoice To and Invoice Date are displayed

  • "Invoice Date" replaces "Dated"

  • Allows invoicing billings where the Periodic date is ahead of the Invoice Date

Invoice Templates

Invoice templates display your organisation’s details and can be customised as required.

Channel Invoice Templates

If separate invoice templates exist for Channels:

1. Before selecting filters, choose the invoice template from the bottom-right list.

2. The list will include:

   • Standard Periodic Invoice (default)

   • Any Channel-specific templates (e.g. "CHANNEL Periodic Invoice")

After selecting a Channel template:

• The Channel Code filter becomes read-only.

• Other filters (Group Code, Client Code, Reg No) will return only records linked to that Channel after clicking Go.

Create Credit Notes

If configured:

• Separate credit notes can be created for negative value transactions.

• This is not the default configuration.

Itemise Adjustments

If the Billing Adjustments Itemised flag is selected:

• Adjustments to a contract appear separately on the Periodic or Combined Tax Invoice.

Remove Zero-Value Records from Combined

Zero-value lease charges for:

• Periodics

• Fees

• Initials

can be removed from the Combined invoice template via system configuration.

Consolidate Toll Charges on Combined

Toll charges can be consolidated into a single transaction per vehicle on Combined invoices.

When:

• PostingClassCode = TOL

Then:

• Consolidated to one row per vehicle

• Reflected in PDF and CSV outputs

• One row per contract in fm_billing

• Description: "Consolidated Toll Costs"

To enable toll consolidation:

• Update the relevant system setting.

Important Notes

• Combined billing templates may require testing and modification.

• Prior toll billings will show description "Consolidated Toll Costs" in:

  • Invoice reprints

  • Receipting screens

• Detailed descriptions remain available in Contracts / Maintenance.

Billing Emails – Read Receipts

All billing emails have read receipts switched on by default.

To disable:

• Contact Catch-e Support.

• A change request task will be raised.

Schedule

Billing schedules are constructed when relevant fields in Contracts / Billing are entered and saved.

Defaults come from Clients / Contract Defaults, including:

• Periods Deferred

• Initial Billings

• Start Period

• Common Day

These defaults can be edited per contract.

Pay Cycle Billing

When a pay cycle is used:

• A linear schedule is created.

• Based on:

  • Periodic Interval

  • Start Periodic

Users must select Start Periodic for each contract.

Warning:
If "Start Periodic" is blank, the contract will not be included in billing runs — including scheduled jobs.

Monthly Billing

Monthly billing can be structured in various ways.

Core Business Rules

• "Start Periodic" creates Period 1.

• Must be on or after Contract Start.

• "Common Day" determines billing date for Period 2 onwards.

• "Common Day" does not need to match "Start Periodic".

Double Billing Rule

If:

• Start Period = 1

• Period 2 date > Contract Start

Then Period 2 falls in the same month as Period 1 (double billing).

If:

• Start Period = 2+

Then Period 2 falls in the next month.

Monthly Billing Examples

Vary Billing

You can use a combination of:

• Next Period

• Common Day

• Next Periodic

to modify contracts.

If Next Period = 1, double billing can be created (as in Example C).

Note:
Next Periodic saves correctly, but changing Next Period to 1 enables double billing logic.

Initial Billings

If Initial Billings are used:

• First billing(s) are dated the same as Contract Start.

• Regular periodic billing follows afterward.

Initial Billing Examples

Templates

A generic set of invoice templates exists in the system.

Headers and footers can be customised with:

• Logo

• Text

• System placeholders

Customisable Invoice Components

Invoice Set-Up

Each template is stored in gb_templates.

Includes:

• Emailing information

• Links to email recipients

• Invoice placeholders

Emailing

• Subject, text, and sender can be updated.

• Client/Contact “Contact 1” receives billing.

• Client/Contact “CC” is carbon copied.

• Additional recipients can be configured in gbtemplaterecipients.

Note: Older clients may have custom templates and/or email rules. Confirm with your Account Manager if unsure.

Invoice Layout

Header and footer content is stored in:

• gbtemplateplaceholders

Fields:

• placeholdername → Location

• placeholdervalue → Text or system placeholder

System placeholders may be combined with text.

Channel Invoices

To enable Channel-specific:

• Logos

• Header text

• Footer text

Add channelid to gbtemplates and create a unique key:

(channelid, name, subname)

Related tables:

• gbtemplates

• fm_channels

Warning

If channelid is omitted:

• Logo, placement, and footer default to main template data in gbtemplateplaceholders.

A separate invoice template may be created per Channel. Contact your Account Manager for setup.

Troubleshooting

Missing Contract from Billing

Check:

• Contract has Start Periodic date.

• Registration Number is not ‘ORDER’.

• Packaged contracts require Channel Accounts role.

Problem Creating Invoices (Error Codes: 102, 103, 203)

If session closes without using Abort, table locks remain.

Subsequent errors may occur.

If errors such as:

• createCombined:103

• createCombined:102

• createCombined:203

occur:

• Click Abort

• Retry

If issues persist:

• Log out completely

• Log back in

• Contact Support if required

Problem Creating Invoices (Error Code: 202)

Occurs when records are incorrectly or incompletely updated externally.

Example:

• Record populated

• Status still ‘pending’

If you see:

createPeriodic:202

• Click Abort

• Contact Support

Automation

Strongly recommended to schedule bulk billings.

Benefits:

• Set and forget

• Emails sent automatically

• Can run out of hours

• Reduces disruption caused by system locks

Note: Billing generates system locks preventing edits in many areas.

Suspend Date Troubleshooting

Suspended Contract Not Billing

Contracts dated on or after Suspend Date are excluded.

To invoice:

1. Select billing date before Suspend Date.

   • Example: If Suspend Date = 24/09/2021
     Billing selection date must be ≤ 23/09/2021

2. Use Contracts / Lease → Invoice Now (only if period date is before Suspend Date)

3. Remove Suspend Date, run billing, then re-enter Suspend Date.