Global Controls: Fleet Management (FM) — Part 1
System-wide configuration settings
Fleet Management (FM)
| Module | Name | Comment | Default Value |
|---|---|---|---|
| fm | amountfinancetolerance | If in use, the Amount Finance is validated to see if it is within tolerance range. | |
| fm | approvalsallowtyresoverallowance | Set the flag to "yes" if approvals for tyres can exceed the value entered in Contracts/Contract "Tyre Allowance" field. Set to "no" to prevent the approval row from being saved if the tyre allowance has been exceeded. The alert message is also be set here and can be modified to suit. The alert message will appear regardless of the flag setting. | |
| Flag | yes | ||
| Message | Tyres not allowed or Tyre Allowance exceeded for this contract! | ||
| fm | approvalscodefields_required | Set the required flags to "yes" if you want the code(s) to be a required entry on your approval rows. Visit Approvals Setup for full details. | |
| Vmrs | no | ||
| Work | no | ||
| Cause | no | ||
| Type | no | ||
| fm | approvalscontractdatesmessageflag | When set to "yes", users are provided with alerts about contract dates. Visit Approvals Setup for full details. | yes |
| fm | approvalsodometerrequiredbyclass | This control can be set to make the Approvals / Approval "Odometer" field mandatory for each "Class" that is stored. The user is alerted and the approval cannot be saved if the "Odometer" field is blank and any of the stored classes has been used. E.g. if the approval is for a service and the class 'S' is stored here, an odometer reading will be required. Visit the Approvals Setup page for full configuration details for this feature. | |
| fm | approvalsreferencedate_tolerance | This record sets a validation range for the date that is entered in the Approvals / Approval "Reference Date" field. | |
| Past | 365 | ||
| Future | 20 | ||
| fm | autogurusftpconnection | Store the SFTP connection details for AutoGuru here. These credentials are used when running the importApprovals job to collect AutoGuru's Daily Booking file. Contact your Catch-e Account Manager to set this up initially. | |
| Host | sftp.autoguru.io | ||
| Port | 22 | ||
| Username | as provided by AutoGuru | ||
| Key | Private key | ||
| fm | billingcreditnote_flag | Set this to 'yes' if you want negative value items to invoice separately on a credit note. This will occur for transactions created in the Contracts / Lease tab, the Approvals / Approval tab and the Sale Management / Sale tab. The default is 'no' and in this case, no separate credit notes are created. | no |
| fm | billingcreditnotepromptflag | Set this to 'yes' if you want users to choose if negative value transactions are to be saved as a credit note. This will prompt you with "Save as a Credit Note?". If you have billingcreditnote_flag set to 'yes' and this flag set to 'no', credit notes will be created when the conditions are met. | no |
| fm | billingcombinedconsolidatetollsflag | On the combined invoice, Toll charges can be set-up to consolidate into one transaction. Refer to Billing Setup for full details. | no |
| fm | billingcombinedshowzeroleasechargesflag | Flag to remove zero value lease charges for periodics, fees and initials from the combined invoice template. | yes |
| fm | billinginvoicedateoverrideflag | Controls which date fields are displayed on Billing/Periodic and Billing/Combined screens. Refer to Billing Setup for full details. | no |
| fm | billinginvoicefromdateflag | Set this to 'yes' if you want to display the "Invoice From" date on the Billing/Periodic and Billing/Combined screens. The default setting is 'no' which keeps the field hidden. Refer to Billing Setup for more details. | no |
| fm | billingperiodendeddateformat | This setting allows you to change the presentation of the date shown in the invoice header of Periodic, Recharge and Recharge - Fuel type invoices. It has no effect on Combined, Booking, Sale or client-specific invoices. Visit MySQL date-format for a list of the available formats you can use. Also visit Billing Templates for complete details of invoice configuration. | %D %M %Y (E.g. 27th January 2017). |
| fm | billingtwiceinfirstmonth | If this flag is set to 'yes', then the first two billing cycles will be completed in the first month, on the dates set in the 'Start Periodic' field. | no |
| fm | boqefinterfaceenabled_flag | As part of the enabling of the BOQ Interface interface set this flag to 'yes'. | no |
| fm | boqefinterfacebroker_code | As part of the enabling of the BOQ Interface interface enter your organisation's BOQ unique broker code. | ?????? |
| fm | calnsinterfaceexcludefeesflag | Set this flag to 'yes' if you would like to exclude any CALNS fuel import transactions with the product code 'CARD FEES' | no |
| fm | cardservicespostinggroupby | Used to summarise the Card Transactions transactions by any fmcontracts field. default is contractid. This affects the level of detail output to Accounting systems such as General Ledger Export To MYOB or General Ledger Export To Xero | |
| Table | fm_maintenance | ||
| Field | contract_id | ||
| fm | claimsuppressgstchangeconfirmation_flag | An alert is provided to users if the gst value of a Claim row does not align with the gst flag that has been populated from Contract Types/Approval-Expenses for the selected class. E.g. the flag is 'Y' and the GST value is changed to 0. The gst flags are used in the GST Checks process. | no |
| fm | clientbillingtype_default | Set a default entry for the field "Billing Type" in Clients / Contract Defaults. This default value is used when creating a new Client (including when copying). | |
| fm | clientbillingtype_exclusions | Exclude options from the drop-down list the field "Billing Type in Clients / Contract Defaults | |
| fm | clientroadsideassistanceplancode_default | Add a preferred roadside supplier code here if you want the Clients / Quote Defaults "Roadside Assistance" field to populate automatically for new clients. | |
| fm | contractautosearch_flag | When 'yes', a search will run automatically when a user navigates to the Contracts / Search screen. When set to 'no', the screen columns remain blank until a search is run by the user. | yes |
| fm | fmcontractssupplieridroadside_default | This control only appears to be used in the IFCS Card Import process within the upsertFmContract function. If the roadsidemanagedflag is set to 'yes' the fmcontractssupplieridroadsidedefault control value is applied to the fmcontract supplierid_roadside field. | |
| fm | contractorderreports_suffix | The value of this field from the current contract, is added as a suffix to the filename when printing any of the documents on the Contract / Orders screen. E.g. 'dealerorder4' where this control is set to 'quoteid' and the value of the quoteid field for the current contract is '4'. | contract_id |
| fm | contractsbespokefieldsscreenflag | If set to yes the new Contracts / Other tab is shown in the Fleet / Administration / Contracts screen. | no |
| fm | contractsfbtyearendingdefault_offset | Used as a relative month offset when setting the default value in the FBT Year Ending field on the Contract / FBT tab. E.g if set to -1, a date will be dervied from the current date plus -1 months. The FBT Year end will be calculated relative to that date and the Year component of that date is used as the default value. | 0 |
| fm | contractmaintenanceexcludecheckboxclasses | This control enables you to define which maintenance class transactions to exclude from the Contracts / Maintenance screen when the check box is checked ON. This is done by listing in sequence the postingclasscode and name of the posting classes | F= Fuel,TOL=Tolls,Ins = Insurance |
| fm | contractinternaluserdefaultlanding_page | This identifies which tab the user should land on when navigating to the Contracts module from the top menu. The default setting is 'search', which takes you to the Contracts / Search screen. It can be set to 'contract' instead, this takes you to Contracts / Contract. This control only applies to users with internal roles. | search |
| fm | depreciation_basis | The value stored will be used as the basis for calculating the Contracts / Finance tab fields “Depreciation LTD” and “Book Value”. The Depreciation Model may be used to check the calculations | amount_financed |
| fm | driveraccesscheckpostingclass | If you want to use a contract event to send an access email to a driver or employee, add the Posting Classes / Details "Class code" of the selected event into this control. If populated, the contract event email can be created, but cannot be sent unless the "Access" check box of the linked driver or employee is checked on. You will be alerted as follows; "Can not send email. Driver login access must be enabled before you can send this email." | |
| fm | driverhomeemailvalidateflag | Does an email address validation when it is set to 'yes'. No validation is performed if it is set to 'no'. | yes |
| fm | driverreportsinsuranceactualexcludesbudgetflag | Overrides all Driver Report rules based on the Contracts/Insurance "Billing Type" field and sets the insurance row ‘Actual’ value to only show transactions from the Contract/Maintenance and Contract/Payment screens. Visit the Billing Type page for further details about insurance or Driver Report Setup for details about configuring your Driver Reports. | no |
| fm | driverreportsusereceiptingtables_flag | If this is set to 'yes', the receipting values will be used to calculate the "Funds Received" amount on Driver Reports; this will match your accounting values. If it is 'no', the value allocated to any invoices within the report period will be shown, regardless of when the payment was made.Visit the Driver Report Setup for more details about configuring your Driver Reports. | yes |
| fm | drivertemporarypassword_flag | If set to 'yes', activates temporary passwords for clients to Access the Portal. If the Driver lacks an Active Contract, they can login to driver portal for updating their Details. | no |
| fm | driveruserloginaliasenabled_flag | If set to 'yes', the driver's "Email" will be used as the login instead of the "Driver ID". When using this control also refer to Driver Contract Access for full set-up information. Note: This control must be set to 'yes', not 'Yes'. | no |
| fm | excesskmlimit | Used to identify vehicles for review on the Leased Vehicle Report. Vehicles are highlighted if the difference between the "Contract Kms" and the "Estimated EOL Odo" is greater than the limit set here. Update the value to suit your business as required. | 5000 |
| fm | fbtdeclarationaccessdeniedmessage | Body text of a message given to Drivers who try to use the Declaration screen when it has expired. | The hyperlink provided to you was a single use link. An Odometer reading has already been recorded using this link OR the link has expired. To obtain another link, please contact your fleet manager. |
| fm | fbtdeclarationaction_period | The time frame that the FBT Declaration can be sent in. This can be Yearly, Quarterly or Monthly. | yearly |
| fm | fbtdeclarationentry_accepted | Body text shown on the Declaration screen when a Driver has sucessfully entered their reading. | Thankyou for visiting the odometer declaration page. Should you wish to make another declaration, please contact your fleet manager for a new login. |
| fm | fbtdeclarationinstructional_text | Body text shown on the Declaration screen when a Driver is to enter a reading. | By entering and saving data on this screen, you are declaring that the date and odometer reading is accurate, true and correct for the vehicle detailed above. Your user details are recorded with this reading as part of the system audit records, noting the date and time the declaration has been made and by whom. |
| fm | fbtdeclarationperiodendtolerance | The time frame from date of sending a Declaration email in which a Driver can submit a reading. See Standard Reports:FBT Declaration Email for full details of this feature. | 30 |
| fm | fbtdeclarationshowtargetreading_flag | If this flag is turned on, then display the Target Reading on the Declaration page, directly under the Odometer input box. | yes / no |
| fm | fbtdeclarationvaliddatetolerance | The time frame in which a Driver can submit a reading in advance. E.g. The driver declares on the 27th March a reading for 31st March. | 7 |
| fm | financebudgettermdeferredflag_default | When creating new Clients this flag determines the default value for the "Finance Budget Term Deferred" flag unless Client is linked to a Channel where the Channels -> Quote defaults "Finance Budget Term Deferred" flag is used as the default value. Visit Quotes/Lease Finance for more details. See also the Quote Finance Calculation for full details of the factors and calculations. Changing this control between 'yes' and 'no' (& vice versa) could have an adverse effect on your quoting template results. Prior to making any changes you should discuss the ramifications with your Account Manager. | yes / no |
| fm | fleetrak_login | Login credentials required to active the IMEI button on the Contracts / Maintenance screen. | |
| fm | fmclientsallowquotingflag_default | Create a default entry for the field "Allow Quoting" that is located in the Clients/Quote Defaults screen. | no |
| fm | fmclientsbillingtermid_default | Set a default entry for the field "Billing Terms" in Clients / Contract Defaults | 100014 |
| fm | fmclientsclienttypedefault | Create a default entry for the field "Client Type" that is located in the Clients / Contact screen. | lead |
| fm | fmclientscontractpaycyclefromquoteflagdefault | This control sets the default value of Clients / Contract Defaults "Contract Pay Cycle From Quote" when new clients are created. If this is set to 'no', the field is un-checked. If this is set to 'yes', the field is checked. Visit Pay Cycle Billing for more details about this feature. | no |
| fm | fmclientsfbtemailnovated_default | Create a default entry for the flag "FBT Email Novated" that is located in the Clients/Contract Defaults screen. | no or yes as applicable) |
| fm | fmclientshistoryonlyflag_default | If set to yes all new clients set up will have Contract Defaults historyonlyflag set to yes (which can be overwritten at client level). Relates to Card Services setup. | no |
| fm | fmclientspaycycledefault | Create a default entry for the field "Pay Cycle" in the Clients / Quote Defaults that is set to monthly. | monthly |
| fm | fmclientspaymentmethoddefault | Create a default entry for the field "Payment Method" that is located in the Clients/Contract Defaults screen. | (blank) |
| fm | fmclientsperiodsdeferreddefault | When new channel or client records are created, this record is the default value for the following fields; Channels / Defaults "Periods Deferred" Clients / Contract Defaults "Periods Deferred" | 0 |
| fm | fmclientsperiodicstartdefault | Define a default value for Clients / Contract Defaults "Start Period". | 2 |
| fm | fmclientsquotingdeniedmessage | To show an alert message when "Allow Quoting" is turned off and Clients code in the Quotes / Contract is entered. | Client not profiled for quoting. Refer to management."; |
| fm | fmcontractfinancevehiclepurchasegrossvalidate_flag | To validate Gross Vehicle Cost set this control to yes. | no |
| fm | fmsuppliersinterfacetypeexclude | To hide the value 'maclease' from the 'Interface Type' drop box in Suppliers / Account Tab. Must be lowercase as per entry in enum | |
| fm | fueltreatinactivecardsasvalidflag | If set to 'yes', card transactions will be processed even when the card's "Status" is 'inactive'. This control is used in the the following processes: 1. Fleet / Card Services / Transactions → Card Transaction Date Check 2. Scheduler / Job → "Method" 'importTransactions' | no |
| fm | glassftpconnection | Not used anywhere. Refer qt glassftpconnection | |
| fm | newapprovalsscreen | If set to yes the new Approvals Screen is shown in the Fleet / Administration menu and the Approval tab is removed from the Contracts tabs. | no |
| fm | novateddriverreportperiodsdeferred_flag | If set to yes exclude driver reports from being included if the contract start plus months deferred is greater than the report date. Applies to delivery by email only, you can still run a report from the Contracts/FBT screen. Visit Driver Report Setup for details about configuring your Driver Reports. | no |
| fm | odometervalidtolerance | Percentage tolerance used to validate odometer readings in Contracts:Approvals and Card Transactions. See also Estimated Odometer Calculation. | d:0.2 |
| fm | onelinksftpconnection | Store the SFTP connection details for Onelink here. | |
| Host | as advised by Onelink | ||
| Port | 22 | ||
| Username | as advised by Onelink | ||
| Password | as advised by Onelink | ||
| Export Path | Upload | ||
| fm | paymentsmfeedefaultsupplierid | Enter a default supplier for your 'Management Fee' payments. Go to the Payments Setup for all the steps required to set-up your payments. | 0 |
| fm | paymentsspvcompany_id | Used to nominate a gbcompanies.companyid to be used for bespoke journals created in the Contracts:Payments Principal and Interest calculations. Contact Catch-e if you require cusom journal entries to be raised. | 0 |