Vehicle Standard Details

This popup is accessible from the "Red Book Code" and the "NVIC Code" fields when the screen is in view mode.

When launched, the code's Standard Specifications, Equipment and Available Factor Optional Equipment details are shown.

Different variants can be reviewed by updating the filters. Changed details are not saved back to the contract.

Vehicle

  • Variant Code (Text) — Enter the the variant code if you know it. The fields below will update to show the details of the entered variant code. If you don't know the variant code, leave this blank. It will update when the the "Variant" below has been selected or updated.

  • Make (Drop List) — Choose the vehicle Make from the drop list.

  • Model (Drop List) — Choose the vehicle Model from the drop list.

  • Model Year (Drop List) — Choose the Model Year you want from the drop list.

  • Body Type (Drop List) — Choose the Body Type you want from the drop list.

  • Variant (Drop List) — After the feature fields have been selected, choose the required variant from the remaining list.

Vehicle Type

The table stores a list of vehicle types used in the system.

These are linked to variants and variant profiles.

A range of calculated values in your quotes are affected by the linked vehicle type.

Quotes / Vehicle → FBT Treatment Type | Luxury Car Tax | Purc. Stamp Duty (for NSW)

Quotes / Finance → GST Claimable | Luxury Car Charge

The calculations use

  1. Quotes / Vehicle "Profile Vehicle Type" preferentially and if it is missing, then

  2. Quotes / Vehicle "Variant Vehicle Type" is used.

Variant Vehicle Type

Setup / Reference Data → qt_variants

The qt_variants "Vehicle Type" is created and updated when a RedBook or Glasses data update is processed.

Do not edit this field: your changes may be overwritten next time a data update is processed. Add or update the "Profile Vehicle Type" instead.

Profile Vehicle Type

Setup / Reference Data → qtvariantprofiles

The qtvariantprofiles "Vehicle Type" is created and updated from scheduler jobs.
It can be different to the one allocated by RedBook or Glasses.
It is used preferentially for quoting calculations.

Variant Profile Updates

Below is the standard logic used in scheduler jobs to allocate a qtvariantprofiles "Vehicle Type" when your provider is RedBook and you are receiving power plant data.

EVE

  1. is 'active'

  2. is >= 2022

  3. When RedBook Vehicle Type is not 'LC' and powerplanttype_code is 'BEV' or 'BEVx' then EVE

  4. When RedBook Vehicle Type is not 'LC' and powerplanttype_code is 'PHEV' then PHEVE

  5. When RedBook Vehicle Type is 'LC' and powerplanttype_code is 'BEV' or 'BEVx' then LCEVE

  6. Otherwise, the original "Vehicle Type" is used

Standard Vehicle Types

Below is a list of standard vehicle types stored in the table

Vehicle Type

Vehicle Code

lctexemptflag

fbtpayableexempt_flag

Date

LC

LC

yes

no

2005-12-23

PS

PS

no

no

2005-12-23

EVE

EV Exempt

no

yes

2022-07-01

PHEVE

PHEV Exempt

no

yes

2022-07-01

PHEVE

PHEV Not Exempt

no

no

2025-04-01

Move a vehicle contract

Qualifiers

  1. This is a direct link vehicle contract

  2. The contract has been created against the wrong client

Gather Transfer Details

  1. Existing Client Code

  2. Existing Employee ID

  3. Existing Contract ID

  4. Last Billing Period and Date

  5. Total Budget Amounts Invoiced

Create new Employee

  1. Find existing Employee record

  2. Go to Employees / Contact

  3. Copy this record and update the Client Code to create a new Employee ID

Create new Contract

  1. Go to existing Contract ID

  2. Go to Contracts / Billing

  3. Copy this record and update the Client Code and save

  4. Go to Contracts / Events

  5. Add event for Driver Change

  6. Add event for Registration Change (click OK when asked to confirm as Reg No already exists)

Create Item

  1. Go to Employees / Items

  2. Create new Item for the direct linked vehicle

  3. Add the Contract ID of the new contract to this item

  4. Add explanatory note to the new item about what happened

Credit Old Billings and Suspend

  1. Create billings for new contract

  2. Create credit adjustment billing for existing contract

  3. Vary and remove remaining billings

  4. Suspend contract

  5. Add explanatory note to the new item about what happened

Receipt Billings

  1. Create a receipt to offset the billings

  2. New contract billings will be positive

  3. Old contract billings will be negative

  4. Receipt batch will be 0 value

Outcome

  1. Original contract has no billing value or costs

  2. New contract contains billing values and costs

Move linked car details

Qualifiers

  1. Your system has been set-up with to hold a benefit contract and a separate vehicle contract

  2. You have linked an item to a vehicle contract

  3. The vehicle contract has been created against the wrong client OR the employee has moved to a different client within a group

Remove Car Details from the existing item

  1. Navigate to Employees / Item

  2. Click on Car Details

  3. Quote ID - blank out the Quote ID of the vehicle quote

  4. Contract ID - blank out the Contract ID of the vehicle contract

Update Vehicle Contract

  1. Go to Contracts / Contract

  2. Client - update to show the new client

  3. Go to Contracts / Events

  4. Create 'Driver Change' event and pick the new driver record

Update Vehicle Quote

  1. Go to Quotes / Contract

  2. Client Code - update to show the new client

  3. Driver ID - update to show the new driver

Create New Item

  1. Create an item for the new employee

  2. Car Details - select and add the updated vehicle contract

Add a Profile Vehicle Type

Qualifiers

  1. You are doing quotes and the "Profile Vehicle Type" is missing

Find the "Variant ID"

  1. Find the variant id for the addition

  2. Quotes / Vehicle Specifications "Variant ID"

  3. Make a note of the "Variant ID" or copy it

Go to the Variant Profiles Screen

  1. Go to Setup / Reference Data

  2. Table - select 'qtvariantprofiles'

  3. Variant ID - enter or paste in the number and tab off the field

  4. Edit the profile, or if no record is shown create a new profile

Edit

  1. Click on Vehicle Type

  2. Use the Search function to find and select the right Vehicle Type

  3. EV Exempt Vehicle Types are 'EVE', 'PHEVE' and 'LCEVE'

  4. If choosing 'PHEVE', select the record with the most recent date.

  5. Insurance Type - select from the drop list

New

  1. Click on Vehicle Type

  2. Uuse the Search function to find and select the right Vehicle Type.

  3. EV Exempt Vehicle Types are 'EVE', 'PHEVE' and 'LCEVE'

  4. If choosing 'PHEVE', select the record with the most recent date.

  5. Insurance Type - select from the drop list

CO2 Emissions

CO2 Emissions value(g/km)

  • The CO2 emission value g/km is stored in Contracts / Vehicle tab.

  • The value is originally populated when a Quote (if one was used) is accepted/settled. The CO2 emission value comes from the vehicle variant data.

  • If the variant does not have a stored CO2 emissions value, it will be stored as '0'.

  • The CO2 emission value can be edited or added if it is missing.

The CO2 Emissions value is used to calcluate CO2 Emissions for the vehicle in the Carbon Emissions Report.

Quoting Carbon Emissions Offset (CEO))

Configure this budget profile by adding 'CEO' to the Contract Types / Accrual tab and use the Clients / Quote Defaults "Carbon Emission Offset" check box to set a client preference for this profile..

Choose which calculation method you would like to use. If both controls are populated, the second is used as the default.

  1. Fixed amount per month. Enter a default monthly net amount in .

  2. Amount per tonne. Enter a per tonne cost in * carbonemissionsoffsetpertonne*. The amount stored in the variant's "CO2 Emissions" field is used to calculate the total budget which is then divided into months.

Estimated Odometer Calculation

Estimated kilometres are;

  • Calculated and displayed on the Contracts Header and Approvals Header

  • Used to validate Card Transaction odometer readings, and Odometer entries. See also the validation percentage tolerance set in the .

  • Used and shown in various reports, such as the Service Due Report, Kilometre Variance, FBT, Novated Drivers and Inventory

  • The estimated odometer is calculated based on one of three calculations

  • The calculation used depends on what data is available for the contract

  • The calculations are described below and and be seen in the attached Estimated Odometer Model

  • The calculations are applied in the derived fields library /lib/PDF/odometer library

The following fields are used in this this calculation:

  • Contracts / Contract Contract Start

  • Contracts / Contract Contract End

  • Contracts / Contract Contract Km

  • Contracts / Vehicle Start Odometer

  • Contracts / Vehicle Start Odometer Date

  • Contracts / Maintenance Latest Odometer - most recent valid

  • Contracts / Maintenance Latest Odometer Date

  • Contracts / Maintenance Earliest Odometer - oldest valid

  • Contracts / Maintenance Earliest Odometer Date

Calculation Methods

The Estimated Odometer is calculated by using one of the following methods listed in preference order.

If there is more than one valid odometer reading on a relevant date then the highest valid reading on that date is used for calculations.

Optimal method

If Start Date is non-blank and Latest Odometer exists, is on a different date, and is non-zero then use the ‘optimal’ method:

Km Per Day = (Latest Odometer - Start Odometer) / (Latest Date - Start Date)Estimated Odometer = Km Per Day * (Estimate Date - Start Date) + Start Odometer

Between dates method

If method 1) cannot be used and Latest Odometer and Earliest Odometer both exist, are on different dates, and are non-zero then use the ‘between dates’ method:

Km Per Day = (Latest Odometer - Earliest Odometer) / (Latest Date – Earliest Date)Estimated Odometer = Km Per Day * (Estimate Date - Latest Date) + Latest Odometer

Contract km method

If methods 1) and 2) cannot be used, then use the ‘contract km’ method:

Km Per Day = Contract Km / (Contract End - Contract Start)Estimated Odometer = Km Per Day * (Estimate Date - Contract Start) + Start Odometer

The resulting Estimated Odometer is rounded to the nearest whole number.

Catch-e date subtracton

In Catch-e, if a date is subtracted, a day is added back. this is different to the way dates are subtracted in spreadsheets

In Catch-e:

20/11/2003 – 19/11/2003 = 2

In Excel:

20/11/2003 – 19/11/2003 = 1

The difference between dates can never be 0 in Catch-e:

20/11/2003 – 19/11/2003 = 220/11/2003 – 20/11/2003 = 120/11/2003 – 21/11/2003 = -2

Sometimes the last odometer reading selected for an estimation calculation is not be correct. E.g. It was imported from Card Transactions and was set as 'valid'. If you are seeing a reading that looks incorrect, review the contract's readings in Contracts / Maintenance and un-check any invalid Odo readings you find and re-run the report.

Km Variance

The kilometre variance report predicts total kilometres and the variance compared to contract kilometres.
Only beginning and valid odometer readings are used.

This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page.

PDF Report Fields

Fields included are:

  • Header

  • Group Name

  • Client Name

  • Date Filter

  • Client Code
    Columns

  • ID (Contract ID )

  • Rego (Registration Number )

  • Driver Name

  • Location

  • Vehicle Description

  • Lease Type

  • Start Date

  • Term Date

  • Periods Term (Term)

  • Periods Now (Periods Elapsed)

  • Start Km

  • Contract Km

  • Last Odometer Date

  • Last Odometer Km

  • Est Km TD (As at report date)

  • Est Km At Term (projected end kilometres based on actual readings)

  • Over/Under (Under is shown as a negative value)
    Grouped By

  • Cost Centre

Office(xlsx) and Text(CSV) Report Fields

Fields included are:

  • Group Name

  • Client Name

  • Date Filter

  • Client Code

  • Cost Centre

  • Contract Id

  • Reg No

  • Driver Name

  • Division

  • Location

  • Description

  • Contract Type

  • Contract Start

  • Contract End

  • Term

  • Current Month

  • Start Odometer

  • Contract Kms

  • Last Valid Odo Date

  • Last Valid Odo Km

  • Odo Est Current

  • Odo Est At Term

  • Odo Diff At Term

  • Client Code Name

  • Group Code

  • Employee No

  • Odometer Cutoff Date

  • Odo Diff At Term Rate

  • Odo Variance At Term

  • Odo Variance At Term Rate

Useful Queries

SELECT
    pm.posting_map_group,
    pm.posting_map_code,
    c.contract_id,
    c.reg_no,
    c.contract_start,
    c.contract_end,
    c.suspend_date
FROM fm_contracts AS c
INNER JOIN gl_posting_maps AS pm
    ON pm.posting_map_id = c.posting_map_id
INNER JOIN fm_clients AS cl
    ON cl.client_id = c.client_id
WHERE c.reg_no != 'ORDER'
  AND c.contract_start < '2025-04-25'  -- As at date
  AND (
        c.suspend_date = '0000-00-00'
        OR c.suspend_date > '2025-04-25'
      )  -- As at date
ORDER BY c.contract_start;

Plate Year

Quotes / Vehicle "Plate Year" populates with a default. See the Set-Up section for the available options for setting this.

"Plate Year" is also used in the following services;

  1. API createQuoteWebService and patchQuote

  2. Web Service createQuote)

You can pass a value for plate_year in these services to specify the year.

If plate_year is not passed, the value for Default Year is used.