Group

The Contract Types "Group" field is used as a selection filter on a number of screens and also to apply a range of system business rules in the Quotes module and in Reports. Highlights are listed below.

If you are not using the Packaging module, the group 'Salary Packaged' will not be shown in the "Group" list boxes.

Filter

This "Group" list box is available as a filter on the following screens:

• Fleet / Administration / Order Management

• Fleet / Administration / Due Off Management

• Fleet / Administration / Sale Management

• Fleet / Billing / Recharges

• Fleet / Billing / Recharges Fuel

• Fleet / Billing / Periodic

• Fleet / Billing / Initial

• Fleet / Billing / Combined Billing

Quotes

The business rules applied to calculations and screen presentation is affected by which group the quote belongs to.

Novated

Adding of standard insurance notes

Setting residual_rate

Setting periods_deferred

Setting other_brokerage

Setting commission_rate

Setting establishment_fee

Setting fuelondelivery_fee

Setting ecm_flag

Setting earlyterminationfee

Quotes / Contract

• Emails are normally configured to email the driver.

• The quote's stored driver "Email" and "Pay Cycle" values are checked to see if they match the values stored in the driver's record.

• If the values don't match, an alert is generated. The user can choose to have the driver's record updated to match changes made on the quote.

Quotes / Finance

If configured for your financiers, the Apply button is available.

Contracts / FBT

The Transactions report will only print if the contract is Novated. The report is available to assist internal users with contract reconciliations.

Other groups

Setting usage_type

Setting usageadjustmentrate

Setting variantadjustmentrate

Quotes / Contract

Emails are normally configured to email the client's "Contact 1".

Settlement report check

If the Contracts / Finance "Amount Financed" does not equal the linked quote's "Amount Financed" when you are printing a Settlement report, you will be warned, but can continue to print the document, or can be navigated back to the quote to settle it.

This alert is not invoked if the contract's group is 'Fleet Managed', 'Insurance', 'Non Billing' or 'Salary Packaged'.

Lease Commitments Report

The column "Residual (Incl GST)" is not populated if the contract's group is 'Fleet Managed' or 'Salary Packaged'.

It is also not populated if the Contract Types / Details "RV Risk" field is not set to 'Client'.

Initial-Fees

Initial fees define additional costs which may be charged on an initial invoice, for example Delivery Fee, Establishment Fee, Fuel on Delivery. These fees are controlled by Posting Classes and are included as budgets for the initial period of billing.

The default amounts used by initial billing are obtained from the Clients Contract Defaults screen.

The following Posting Classes are what must be used for the functionality to work:

• 'DFEE' for Delivery Fee

• 'EFEE' for Establishment Fee

• 'FDEL' for Fuel On Delivery

Initial Fees Screen Fields

• Class (Code) - Code of class describing type of fee allowable for initial rentals

• Description (Text) - Long description of type of fee allowable

• Debit (Text(8)) - Debit general ledger code. Typically this is the financial systems Debtor Control Account and is used as the debit portion of invoices created during the billing processes

• Credit (Text(8)) - Credit general ledger code. This applies to each class. Typically this will be an income account.

• G (Y/N) - GST flag. Y = GST applicable, N = not applicable. This flag is used to control whether GST should be charged for the class. For example the finance portion of a commercial hire purchase arrangement may be GST exempt.

• P (Text(1)) - Posting detail flag. This flag is used to summarise transactions or to export them in full detail. 'I' represents itemised.

If used, the Contracts / Lease field "Note" will display as 'Initial Fee' for these posting classes. Do not add these Posting Classes (DFEE, EFEE & FDEL) to Accrual tab.

Payments

Debits and Credits

The records here are used when creating the Purchase Ledger (PL) accounting export file.

• Debit - B/S Accrual accounts

• Credit - Creditors Control

Field Descriptions

• Class (List) - Displays the assigned class. Select from the available list when creating new records. Classes will only appear in the selection list if the Posting Class / Details "Payment" field has been checked.

• Description (Text) - Long description of the class code

• Type (List) - Displays the assigned Payment Type. Select from the available list when creating new records. Click through the list of Payment Types shown in the Overview section for details of each type.

• Debit (Text(8)) - Enter the debit general ledger code. This code is applied to each transaction for this record. This will normally be a B/S Accrual account.

• Credit (Text(8)) - Enter the credit general ledger code. This code is applied to each transaction for this record and is normally a Creditors Control account.

• G (Y/N) - Enter the required GST setting for default entry and calculation. E.g. The finance portion of a commercial hire purchase arrangement may be GST exempt. Y = GST applicable. N = GST not applicable.

• P (Text(1)) - Posting detail flag. This flag is used to summarise transactions or to export them in full detail. 'I' represents itemised. This field is not currently in use.

Vehicles

Payment records should be set-up using only the recommended class entries, as the processes have been designed to use these in particular.

Finance

Insurance

Finance - Principal and Interest

The recommended entries for 'G' are shown here (N, N, N). You can also use an alternate entry of (Y, N, N). Only do this if you have the flag set to 'yes'.

Management Fee

Management Fee does not report onto Driver Reports or display on the Contracts / Maintenance tab by default. This can be configured.

Roadside Assistance

Sundry Payment

Benefits

Payout

This screen contains default values used by the Sale Management module, e.g. for generating payout transactions, including Recipient Created Tax Invoices for sale car invoices.

Rental

This screen contains the default class used by the Bookings module to in creating Purchase Ledger transactions for supplier rental invoices in the screen Bookings / Rental.

This is only required on the Contract Type "BOOK" which is used for this purpose.

Recommended Booking Entries

See also Bookings Setup - Contract Types.

Sale

This screen contains default values used by the Sale Management module, e.g. for generating sale car invoices.

Note that on this screen a DR/CR default may be used. If a CR default is used, the default amount created on the Sale screen in Sale Management will be set as a negative number. This is to allow for adjustment or expenses to be created (e.g. reduce the invoice for Auction Fees etc) rather than a strict accounting debit or credit entry.

Accruals

The accrual screen controls which classes are available for inclusions as budgets for the particular contract type. For example a Fleet Managed contract type may only contain a management fee as a budget. The total of all budgets makes up the amount invoiced to clients each period and is summarised on the Fleet/Management/Contracts/Lease screen.

Items on the accruals page can be deleted by using the tick boxes on left of screen and the 'Delete' button. Note that deletion is normally done during setup (e.g. if copying an existing contract type and making changes). As the Accrual items are used intensively for accounting purposes and quote makeups, the deletion feature is not available if any contracts or quotes are allocated to the contract type.

Debits and Credits

The Debit account on this screen is typically a clearing account which offsets amounts raised by billing transactions. The Credit account is the GL account where the income/accrual lands after the invoicing process is completed.

• Debit - Clearing account (offset by the (SL) accounting export file that references the Contract Types / Billing tab).

• Credit - P&L Income or B/S Accrual accounts

Field Descriptions

• Class (Code) - Code of classes allowable per contract type. Only stored classes will be shown in the in Quotes / Lease tab or Contracts / Lease tab.

• Description (Text) - Long description of the class code

• Debit (Text(8)) - Debit general ledger code. Typically this will be a clearing or suspense account. The journal created after billing processes will typically clear the suspense account entries.

• Credit (Text(8)) - Credit general ledger code. This applies to each class and is the Profit and Loss income account or Balance Sheet accrual account associated with the class

• G (Y/N) - GST flag. Y = GST applicable, N = not applicable. This flag is used to control whether GST should be charged for the class. For example the finance portion of a commercial hire purchase arrangement may be GST exempt.

• P (Text(1)) - Posting detail flag. This flag is used to summarise transactions or to export them in full detail. 'I' represents itemised. This field is not currently in use.

Suggested Entries

Potential entries for accruals are noted below.

Quotes / Lease - Profiles

Create a Contract Type

Posting Classes

Review your posting classes and add the recommended records below if they are missing.

Contract Type

Go to Fleet / Controls / Accounts / Contract Types

• "Map code" - 'SPI'

• "Name" - Packaged Item

• "Group" - change to 'Salary Packaged'

Accruals

• PRETAX - Pre-Tax Deduction - Y - I

• EC - Employee Contribution - Y - I

• FBT - Fringe Benefit Tax - Y - I

• FBTCL - Fringe Benefit Tax Clearing - Y - I

Billing

• PERLC - Regular rental - Y - I

Expenses - Approvals

• DCL - Add this class to your Reimbursement interface mappings if you want employees to enter a GST amount in their claims. Create a suitable matching VMRS Code to add to this record also. Claim (GST Incl) - Y - I

• DCLX - Add this class to your Reimbursement interface mappings if you want employees to enter a Total amount (i.e. without GST) in their claims. Create a suitable matching VMRS Code to add to this record also. Claim - N - I

• RD - Select this class when creating your sp / approvals / autoBuildClaims job. Change the description to show the description you would like to store for these transactions. Recurring - Y - I

Payments

• DP (Single Posting Class) - Periodic - Y - I

Interfaces / Card Services REIMBURSE

REIMBURSE mappings need to be present to enable claims.

These are available in the Employee Portal when:

• The item's "Disbursement Type" is 'Claim'

• The item's "Payee" is 'Employee'

Go to Fleet / Controls / Interfaces / Card Services

"Card Interface" = 'REIMBURSE'

Mappings

Useful Queries

Use this to create a base Contract Type record for each Package Item being offered.

Posting Classes (10 records)

select posting_class_code, name, event_flag, system_event_flag from gl_posting_classes where posting_class_code in ('EC','FBT','FBTCL','PRETAX','PERLC','DCL','DCLX','RD','DP','SUB') order by posting_class_code; 

Contract Type

select posting_map_code, posting_map_group, pm.name, pcm.category_type, pc.posting_class_code as class_code, pc.name as class_name, gst.gst_code from gl_posting_maps as pm left join gl_posting_class_maps as pcm on pcm.posting_map_id = pm.posting_map_id left join gl_posting_classes as pc on pc.posting_class_id = pcm.posting_class_id left join gl_gst_codes as gst on gst.gst_code_id = pcm.gst_code_id where pm.posting_map_group = 'salary-packaged' order by pcm.category_type 

REIMBURSE Mappings for Salary Packaged contracts

select pm.posting_map_code as 'code', pm.posting_map_group as 'group', i.interface_code, ivm.interface_vmrs_mapping_id, ivm.product_code as product_code, ivm.description, pc.posting_class_code as class, pc.name as description, 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 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 inner join gl_posting_class_maps as pcm on pcm.posting_class_id = ivm.posting_class_id and pcm.category_type = 'expense-approval' inner join gl_posting_maps as pm on pm.posting_map_id = pcm.posting_map_id and posting_map_group IN ('salary-packaged') where i.interface_code = 'REIMBURSE' order by pm.posting_map_group, pc.posting_class_code, vmrs_code;