Contract Screen

The Contract screen is a read-only reference view of the Contracts/Contract tab. It is used while processing approvals to provide contextual contract, vehicle, and client information.

Any changes to contract data must be made in the Contracts Module.

Purpose

The Contract screen provides a consolidated view of:

  • Client and vehicle details

  • Contract lifecycle data

  • Operational settings (driver, cost centres, km limits)

  • Compliance and telematics data

  • Financial and reporting attributes

It is primarily used as a supporting reference screen during approvals processing.

Key Behaviour

  • Read-only screen (no edits allowed)

  • Hyperlinks navigate to related contract or driver records

  • Driver changes must be done via Contract Events

  • Vehicle and registration updates are managed in the Contracts module

  • Supports linked views from:

    • Approvals screen

    • Maintenance screen

Contract Header Fields

Core Contract Identity

  • Client (linked search field)

  • Reg Number (hyperlinked to contract view)

  • Asset Number

  • Contract Type (read-only display)

Contract Timing

  • Lease Term (months)

  • Contract Start / End (used for FBT and billing)

  • Suspend Date (removes contract from active processing)

  • Terminated Date (final closure of contract)

Operational Flags

  • Relief Vehicle (Y/N)

  • Booking Module availability

  • Under Repair status

Notes & Location

  • Notes (unlimited text with hover preview)

  • State

  • Location description

Financial & Billing Fields

  • Client Order Number (PO control; forces invoice split on change)

  • Cost Centre / Fuel Cost Centre

  • Contract Kilometre allowance

  • Excess Km Rate

  • Sold To / Sold Date / Sale Price (end-of-life asset sale tracking)

  • GST (system calculated 10%)

Driver & Usage Fields

  • Driver (linked via Contract Event system)

  • Cost Centre allocation (reporting + invoicing)

  • Contract Km (agreed limit including start odometer)

Vehicle & Registration Compliance

Registration Controls

  • Rego Managed / Expiry tracking

  • Rego State

Compliance Items

  • Pink Slip Required / Received

  • Rego Papers Received

  • CTP Number and Expiry

Division / Reporting Structure

Used for reporting and accounting exports:

  • Division

  • Program

  • Funding Source

These fields appear in:

  • Inventory reports

  • CSV / Excel exports

  • Invoice reporting datasets

Telematics & Tagging

e-Tag (Contract Level)

  • Tag Managed flag (controls manual entry restriction)

  • Tag Number

  • Tag Account Number

  • Account Name

  • Tag Supplier (must be card services supplier)

Driver e-Tag (Driver-level equivalent)

Same structure stored against driver record.

Card Services Section

  • Card Number (hyperlinked to card details)

  • Deactivated date

  • IMEI (telematics device ID)

  • IMEI Status:

    • Active

    • Inactive

    • Invalid

Calculator Function

Used within Approval screen (contextual to Contract usage).

Triggers when:

  • +, -, *, / used in Price / Cost Price / GST fields

Supports:

  • Arithmetic calculations

  • Value clearing (0.00 reset)

  • Backspace / CE / CA operations

  • Keyboard shortcuts (Alt + key display)

System Setup & Access Control

Access Rules

  • Enabled via global control: newapprovalsscreen = yes

  • Menu access replaces legacy Contracts/Approval screen

  • Access typically restricted to internal roles:

    • admin, finance, accounts, procurement, operations, etc.

Configuration Controls

Header Alerts (optional)

Controlled by approvalscontractdatesmessageflag:

  • Contract not started warning

  • Contract ending soon warning

  • Contract expired warning

  • Contract suspended warning

Franchise/Supplier Handling

Controlled by approvalsfranchiseoptional_flag:

  • Allows supplier-only OR franchise-based entry

  • Controls population of address/contact fields

Validation Rules

Service Validation

  • Interim service tolerance checks

  • Based on:

    • Service Interval (Km / Months)

    • Last service records

VMRS Validation

Optional warning if:

  • Same VMRS used within last 12 months

GST Consistency

  • Warn or silently correct mismatched GST flags depending on configuration

Odometer Rules

  • Can be mandatory per class (e.g. Service, Maintenance, Tyres)

Save-Time Controls

Credit Limit Validation

If enabled:

  • Checks Client / Contract / Approval limits

  • If exceeded:

    • Approval set to Requested

    • Email triggered

    • Client notified

Required Code Fields

Configurable requirement for:

  • VMRS

  • Work

  • Cause

  • Type

Data Requirements (System Migration)

Contract-related approval system requires:

  • supplierfranchisevehicle_id (mandatory for linking)

  • total_cost (used in search screens)

  • total_gst (used in search screens)

Authorised Supplier Rules

When creating maintenance rows:

  • Validate Class + Supplier combination

  • If mismatch:

    • Warning popup shown

    • Optional email sent to Client Contact 1

    • User can proceed or cancel

Email Notifications

Triggered by:

  • Authorised supplier violations

  • Credit limit exceeded

  • Approval sub-status changes

Template:

  • approvalsauthorisedsupplierclassexception_notification

Supports placeholders such as:

  • #reg_no#

  • #approval_id#

  • #supplier_name#

  • #approval_total#