Contract Details: Vehicle

Contract header, vehicle, and options information

Vehicle Tab

The Vehicle tab stores all primary vehicle or asset information linked to the contract.

The screen is divided into:

  • Column One – Core Vehicle & Service Details

  • Column Two – Identification & Technical Specifications

  • Column Three – Manufacturer & Compliance Details

  • Options

  • Declaration

Column One – Core Vehicle & Service Details

Supplier (Lookup)

  • Enter or search for the vehicle supplier using Supplier Code.

Description (Text – 40)

  • Vehicle description.

  • In Edit mode, use the lookup icon to access Advanced Vehicle Search.

  • Search by:

    • Make

    • Model

    • Model Year

    • Body Type

    • Variant

If saved:

  • The selected variantid and associated data populate the contract.

  • variantid is:

    • Used in Approvals

    • Required to generate a Certificate of Currency

Description (Lookup)

  • Opens Advanced Vehicle Search.

  • Used to populate or refresh vehicle details.

Model Code (Text)

  • Internal model identifier.

Classification (Text)

  • Asset classification.

  • Included in Text (CSV) Inventory Report.

Colour (Text)

  • Enter exterior colour.

  • In Edit mode, use colour swatch icon to enter:

    • Up to three colour preferences

    • Optional note

Behaviour:

  • “Colour Preference 1” displays in Colour field.

  • Hover over field to see all preferences.

  • If entered in Quote → copies to Contract on acceptance.

  • Not refreshed if quote is settled later.

  • All four colour fields available in Dealer Order.

Registration Management

Reg Managed / Expiry (Checkbox)

  • Checked by default for new contracts.

  • Checked contracts appear on Registration Renewals report.

Reg Managed / Expiry (Date)

  • Enter registration expiry date.

  • Updated via:

    • Reg / CTP Renewal processing

    • Driver Portal registration claims (date required)

Note:

  • Renewals in Approvals/Claims do NOT auto-update this field.

  • HO (History Only) vehicle registration dates can be edited by Fleet Managers.

Reg BPAY Ref (Text – 20)

  • Used for Reg / CTP Renewal batches.

Rego State (List)

  • State vehicle is registered in.

  • Used in:

    • Registration Renewals Report

    • Maintenance History linking (same reg no + same state)

Note:

  • This is different from the Contract “State” field (vehicle location).

New / Used (Text – 1 char)

Examples:

  • N = New

  • U = Used

  • D = Demonstrator

Pricing Fields

On Road Cost (Number)

  • Displays Total On Road Price (incl. GST).

  • Updates from Quote on acceptance/settlement.

Editable unless:

  • System uses View Vehicle Price modal → field becomes read-only.

Role access can be restricted.

List Price (Number)

Displays:

  • List Price (ex GST)

  • Plus Luxury Car Tax (ex GST), if applicable

If variant is LCT exempt:

  • Only List Price (ex GST) is included.

Same edit restrictions as On Road Cost.

FBT Value (Number)

  • On Road Cost minus:

    • Registration

    • CTP

    • Purchase Duty

Odometer

Start Odometer (Number)

  • Delivery reading.

  • If zero required, enter .1 (zero ignored in FBT reports).

Start Odometer Date (Date)

  • Effective date of reading.

  • Used for estimating kilometres in reporting.

Warranty

Warranty Klms (Number/Text)

  • Updated from Quote on acceptance.

  • Can be numeric or “unlimited”.

  • Imports accept:

    • Numeric

    • Text “unlimited” only.

Warranty Mths (Number)

  • Updated from Quote or Variant.

Warranty Expiry (Date)

  • Manual entry.

LCT Exempt? (Checkbox)

Service & Program Flags

1link Export / AutoGuru Export (Checkbox)

  • Exports service details if:

    • Checked here

    • Also enabled in Contract Types / Details

  • Can exclude specific vehicles from program.

  • Field editable only if Contract Type allows.

Accident Management (Checkbox)

  • Indicates Accident Management service.

  • Field name can be renamed.

  • Role access can be restricted.

Roadside Assistance

Roadside Managed (Checkbox)

  • Appears in Roadside Assistance report if checked.

  • Auto-checked if selected in Quote.

Roadside Supplier (Lookup)

  • Supplier Code for roadside provider.

  • Auto-populates from Quote if applicable.

  • Not editable if active roadside payment schedule exists.

  • Defaults to Supplier Type = “Road side”.

Term (Number)

  • Roadside term in months.

  • Auto-populates from Quote if applicable.

Start Date / End Date

  • Roadside service period.

Approval Limit (Number)

  • Maximum approval amount before client authorisation required.

  • Max value: 9,999.99

  • Defaults to 9,999.99 if invalid number entered.

  • Overrides Client Approval Defaults if populated.

Preferred Supplier (Lookup)

  • Preferred vehicle supplier.

Column Two – Identification & Technical Data

Supplier Ref (Text – 10)

  • Supplier invoice/reference number.

Build Date (Text – 7)

  • Recommended format: YYYY-MM

  • Populates from Quote Plate Year.

Compliance Date (Text – 7)

  • Format: YYYY-MM

Key No (Text – 20)

  • Ignition key number.

  • Field name configurable.

VIN (Text – 20)

  • Typically 17 characters (post-1981).

  • Cannot contain: I, O, Q

  • Warning if not 17 characters (can still save).

  • Contracts sharing same VIN share Maintenance History.

Engine (Text – 20)

  • Engine number.

Man. Model Code (Text – 15)

  • Manufacturer-supplied code.

Radio PIN (Text – 10)

  • Field name configurable.

Fuel & Emissions

Fuel Type (List)

Examples:

  • ULP

  • Diesel

  • PULP

CO2 Emissions (Number)

  • g/km value.

Fuel Capacity (Number)

  • Litres.

  • Auto-populates from Variant if Quote accepted.

Fuel Consumption Upper Limit

  • Auto-populates from Quote “Fuel Metro”.

  • Used in Operating Cost comparison.

Fuel Consumption Lower Limit

  • Auto-populates from Quote “Fuel Country”.

Fuel Card PIN (Text – 8)

Service & Cost Controls

Service Interval (Kms)

Service Interval (Mths)

  • Used in Service Due report.

Cap Price Servicing (Checkbox)

  • Reporting only.

  • No system impact.

  • Default OFF.

$ / 1000 kms

  • Used in Operating Cost comparison.

Vehicle Configuration

Vehicle Type (List)

Example:

  • Sedan

  • Wagon

Body Configuration (List)

Example:

  • Dual Cab

  • Hi Roof

  • Low Roof

Transmission (Text)

  • Automatic / Manual etc.

Drive Type (List)

  • 4WD

  • Front

  • Rear

  • Auto-populated if stored against variant.

ANCAP Rating (Number)

  • 0–5 star rating.

Column Three – Manufacturer & Compliance

Manufacturer Code (Text – 4)

Example: HOLD

Manufacturer Name (Text – 40)

Example: Holden

Model Name (Text – 30)

Example: Commodore

Variant Name (Text – 20)

Example: Executive

Red Book Code (Text – 25)

  • Displayed if Red Book used as vehicle data provider.

  • Available when created from accepted quote.

  • Hyperlink opens Vehicle Standard Details popup.

NVIC Code (Hyperlink)

  • Displayed if Glass’s used as provider.

  • Opens Vehicle Standard Details popup.

Engine Capacity (Text – 10)

Example: 3.0 Litre

Cylinders (Number)

Example: 4

Tyres

Tyre Code (Text – 15)

User-defined reference.

Tyre Name (Text – 20)

Tyre Spec (Text – 15)

Example: 20570R16 V80

Tyres Per Set (Number)

Example: 4

Total Options (Number)

  • Displays Total Options (ex GST) from Quote.

  • Editable unless using View Vehicle Price modal.

  • Role access can be restricted.

Interior Colour (Text – 20)

Doors (List)

0–5

Registration & Compliance

Pink Slip Required (Checkbox)

  • Indicates pink slip required.

  • Field name configurable.

Pink Slip Received (Checkbox)

  • Auto-unchecked when registration payment processed.

Rego Papers Received (Checkbox)

  • Auto-unchecked when registration payment processed.

CTP Number (Text)

  • Compulsory Third Party policy number.

CTP Managed / Expiry (Checkbox / Date)

  • Tick if CTP managed via supplier arrangement.

  • Enter expiry date.

  • Not auto-updated from Reg/CTP Renewals.

Reg Account Number (Text)

  • Client’s state registration account.

Reg Vehicle Reference (Text)

  • State-issued vehicle reference.

Registered Owner (Text)

  • Name of registered owner.

Options Screen

Stores optional equipment details.

Vehicle Options (Unlimited Text)

  • Auto-populated from Quote if options exist.

  • Editable.

Declaration Screen

Used to:

  • Enter odometer readings (internal users)

  • Collect odometer readings from drivers

See:

  • FBT Declaration Email documentation for:

    • Technical configuration

    • Email text

    • System screen locations