Funds Check

The Funds Check has been designed for use when the contract is a novated lease. To set up the Funds Check feature contact Support.

If the Funds Check feature is configured, the Funds Check icon is displayed in the Contracts Header and the Approvals Header. If clicked, a pop-up window displays the Budgets, Actuals, Receipts and Available Funds for a contract. The Funds Check window shows similar information to a Driver Report, but there is an extra column where the "Available" amounts are shown.

If posting a claim would put a contract's balance into shortfall, you can warn the user, or prevent the user from posting the claim.

You can create a scheduler job to check failed claims and then post them automatically once they pass the funds check validation.

Schedule reports that use Funds Check values by using the funds_check placeholder library.

The values displayed in the Funds Check window can also be retrieved with the API Perform a contract funds check.

Transaction Status

For Billing and Receipt transactions, only posted transactions will be included.

For Payment and Maintenance transactions, posted, pending and history only transactions will be included.

For on hold payment records are counted into the Funds Check screen values if they fall within the current month (the same as pending transactions).

Note: If a maintenance record has a Status of 'History Only' and a Recharge flag of 'Y', the record is excluded from the reporting and calculations. This is consistent with existing Driver Report behaviour.

Funds Check Categories and Flags

These are recorded in the table [qt_reporting_groups].

Funds Check Pop-up

Funds Check features explained

Point	Description
1	A Category can be set to show only negative amounts in the 'Available' column, and show zero otherwise. This is useful for scheduled commitments such as Finance or Insurance, where you may get a negative amount due to timing differences. [gl_reporting_groups]available_to_claim = 'no'
2	A Category can be set to show both positive and negative amounts in the 'Available' column. This is suitable for budgets such as Registration, where the costs are variable and are often reimbursed. [gl_reporting_groups]available_to_claim = 'yes'
3	A Category can be set to behave like Point 1 if a Contracts/Payment record is active, and like Point 2 if it is not. This is suitable for Insurance, where the costs can be scheduled commitments, or paid by the Driver. [gl_reporting_groups]available_to_claim = 'no_if_payment_active'
4	A Category can be set to show the Available column amount as zero, regardless of the amount in the Variance column. [gl_reporting_groups]available_to_claim = 'ignore'
5	The Actual column can be set to show either the Payment + Maintenance costs, or the Budget + Maintenance amount.
6	Funds Received shows only amounts that have been Posted in the Receipts area.
7	Current Funds Balance = Available Category Total and the Funds variance
8	Pending Reimbursements are not included in the Funds Check amounts and are shown below. The Funds Check cannot calculate if a claim can be paid if any pending claims are included. These transactions are identified when the Contracts/Claim "Reimbursement?" check box is checked on. Other pending transactions are considered to be firm commitments to suppliers and they are included in the Funds Check.
9	Pending or on Hold Finance Payments that are due (i.e. "Due Date" is within the current month or earlier) are shown below the Funds Check and are also included in the Funds Check. The number in brackets indicates the number of payments due. Inserted rows are counted separately. The display is red. If there are no Finance payment rows due, the row is displayed with a 0.00 amount and no brackets. In this scenario the display text is black.
10	Last funds received shows the details of the last receipt amount and date. The date in the brackets indicate the Banking date and the value receipted is on the right-hand side of the screen. Only posted amounts are selected which includes pending amounts on account contained within a posted receipt. If there are no posted receipts, the row is diplayed with 0.00 amount and no brackets.

Claim Validations

Claim validations function on the Contracts / Claims tab only. The Approvals / Approval tab only displays the Funds Check icon.
"Funds Check on Claims" must be selected for the contract
Funds Check table mapping must be in place
All claim rows must be dated within or before the current calendar month
If the claim is not a Reimbursement, "Current Funds Balance (incl GST)" must be positive
If the claim is a Driver Reimbursement, "Current Funds Balance (incl GST)" less the Claim "Total" must be positive

Claim Alerts

Claim alerts are available on the Contracts / Claims tab only. The Approvals / Approval tab only displays the Funds Check icon.

If a claim fails a funds check and the user is 'admin' role, the user will be warned, but can proceed to post the claim
If a claim fails a funds check and the user is not 'admin' role, the user will be warned, but cannot proceed to post the claim
If Contract / Details "Auto Post on Claims" is on and the claim fails the Funds Check, the claim will be saved at 'Active' Status and 'Pending Funds' Sub Status

Note 1: The roles that can post claims that fail the Funds Check can be configured in Role Restrictions
Note 2: To use "Auto Post on Claims", the statuses must be configured in the fm_approvals_sub_statuses table and an autoPostClaims scheduler job must be scheduled.