Suppliers: Suppliers Events

Suppliers Events

Supplier Events are intended to record transactions relevant at the supplier level.

Events can be viewed across all Suppliers at Events / Suppliers.

Event screens exist for Clients, Quotes, Contracts, Drivers, Employees and Suppliers.

Workflow

New events are started by clicking on the New button. Click on Create to save the event.

Use the # check box to select an event to Edit or Delete.

Use the # check box to select an event to Attach a document to. Attached documents can be downloaded for viewing by clicking on the paper clip icon **.

Every event can be managed by flagging the required action, setting a due date to be completed by and also giving you the flexibility to mark the event as completed or incomplete.
Incomplete tasks are summarised in the KPI Home screen.

Filter

• Type (List) — You can use the "Type" filter in two ways: This filter defaults to show '--All--'. Select a particular type and the screen will refresh to display only those records. Select the type of event you want to create a record for and then click on New to complete the entry. The list is sorted in name order.
• (Icon) — Use the # check box to select a particular event record and click on the ** icon to view it's audit history.

Rows

• # (**) — Select an event to enable Edit, Delete and Attach. View the audit history of the selected record by clicking on the ** icon.
• Code (List) — List of event type codes. The list is ordered by suppliereventcode_id.
• Type (List) — Display or select the event type.
• Date (Date) — Displays the event date. On creation, this will auto-populate with the system date.
• Value (Text) — Enter a value.
• Description (Text) — Enter a description.
• Action (List) — Select the required action for this event. These can be configured.
• Due Date (Date) — Enter a due date if you are following up on this event.
• Completed (Check Box) — This will be checked on by default. If the event requires attention by a due date, uncheck the box for it to be available for follow up.
• (Attachment) — Displays a paperclip if the event has an attached file.
• User (List) — Select or displays the "User Login" of the assigned user. When creating or editing an event, you can change the user. This can be useful if you are using the Events Chart to manage events.
• Last Edit (Display) — Shows the last edit time.

Sample Events

Below is a list of possible client events you can use, but not limited to.

Outputs

PDF and CSV reporting is available on this screen.

View

• — Print a PDF or Text(CSV) file of the events.
• — Select an event and click to edit.
• — Select a record and click to delete. You will be alerted before the record is deleted.
• — Click to attach related files to the event. The attached file(s) can then be opened at any stage by selecting the record's paperclip icon **.
• — Click to create a new event.

Edit

• — When you have finished adding an event, click to save.
• — When you have finished editing the event, click to save.
• — Cancel if you don't want to save your current edits.

Set-up Notes **

Contact Catch-e support if you would like to set-up additional supplier events.

Event descriptions are stored in the table fmsupplierevent_codes.

Suppliers Financier

If a supplier is set to type ‘Financier’ the Financier screen is available to edit and update financier details which are used in the quote module:

Go to the Financier page for a complete Financier set-up list.

Filters and Buttons

Field Descriptions

• Residual Insurer (Text) — Supplier code for the residual insurer, if applicable.
• Residual Fee Rate (%) — If a residual fee is applicable this rate applies.
• Residual Cash Pool Rate (%) — as above.
• Establishment Fee Funded (Check box) — If set to 'yes' the Establishment Fee on the Quote Finance screen is displayed but not included in the total brokerage amount for funding.
• Finance Method (List) — The finance method can be set to "future-value" or "arrearsnodeferred". The "arrearsnodeferred" caters for the scenario where the financier calculates an "arrears" calculation using the excel "advance" method but adds the first month's interest to the amount financed. The method is not used where periods deferred are used. Macquarie use the "future-value" method and St George use the "arrearsnodeferred" method.
• Periods Deferred — Enter a default value for the Quotes / Finance "Months Deferred" field. This will be used when the quote is for a Novated contract.
• Payments Arrears Interest (Check box) — If you are using the Contracts/Payment type Principal and Interest, the calculation will add an extra row containing arrears interest if the Supplier/Financier field "Payments Arrears Interest" is ON and the Contracts/Finance field "Advance/Arrears" is set to 'Arrears.
• External Code — TBA

Payout

• Discount Margin (%) — Used to calculate the payout for a contract.
• Residual Value as Future Value (Check box) — Used to calculate the payout for a contract.
• Additional Monthly Rental (Number) — Used to calculate the payout for a contract.
• GST on Payout (Check box) — Check this on if you want to calculate and store a GST amount on a payout when there is a value for “Price to Purchase”, “Early Termination Fee” or “Total Loss”.
• Financier Value Mandatory (Check box) — Check this on if you don't want a contract's payout status to update to 'Accepted' if the "Financier Value" is missing.
• Email (Text) — Enter the email address to send payout notifications to. This will only work if the parameter "Payout Notification Requested CC Financier" = 'yes'.

Action Buttons

Suppliers Franchise details

The Franchise details screen contains the detailed information particular to the Franchise. Data sections are:

• Franchise - address, contact and rates/discounts etc. Note the 'Name' field links to the table qt_makes (i.e. vehicle make types).
• Consumable Cost (Per Litre)
• Other Fees & Charges
• Maintenance & Service Options
• Trading Hours
• Comments

Column One

• Franchise Type (List) — Select either 'Vehicle', or 'Point of Sale' (to record the ID of a point of sale device such as a smart card reader).
• Name (List) — Lists all active Manufacturers.
• Outlet Name (Text(70)) — Enter a descriptive name for this franchise. This field is compulsory.

Address

• Preference (List) — Select your preference for this franchise from the list, the default selection for new records is 'Approved'. This field is used on the Approvals/Approval tab when an approval is raised for this franchise. If 'Do Not Use' is chosen, you will not be able to raise an approval. If 'History Only' is selected, only 'History Only' approvals can be raised. All other selections will permit approval records to be raised.
• Job Type (List) — Select a default job type for this franchise for use on the Franchise Portal screens. The list box is linked to the table fmapprovalsjob_types. Contact Catch-e support to update this list.
• Fleet Labour Rate (Num) — When a new Franchise (Vehicles) record is created, the Fleet Labour Rate will be inherited from the parent Supplier field of the same name. Alternatively you can enter the applicable hourly rate manually. Updating this value will automatically check the "Non-Standard Labour Rates" flag. This field name can be relabelled.
• Retail Labour Rate (Num) — When a new Franchise (Vehicles) record is created, the Retail Labour Rate will be inherited from the parent Supplier field of the same name. Alternatively you can enter the applicable hourly rate manually. Updating this value will automatically check the "Non-Standard Labour Rates" flag. This rate is used on an Approval for Labour (LAB) rows and in the Franchise Portal.
• Retail Labour Discount (Num) — This (read-only) discount rate is only calculated if both Fleet Labour Rate and Retail Labour Rate are populated. This discount rate is used on an Approval for Labour (LAB) rows and in the Franchise Portal.
• Non-Standard Labour Rates (Check Box) — If "Fleet Labour Rate" and "Retail Labour Rate" are equal to the Supplier Account fields of the same name this check box will be unchecked. It is automatically checked when either "Fleet Labour Rate" or "Retail Labour Rate" are entered and they are not equal to the Supplier Account fields. To revert back to Supplier's rates uncheck the check box.
• Prompt Pay Discount (Num) — Enter the applicable discount.
• Parts Discount (Num) — Enter the applicable discount.
• Sublet Markup (Num) — Enter the sublet markup.
• Agreement Date (Date) — Enter the agreement date
• Review Date (Date) — Enter the review date
• Status (List) — Only 'Active' Franchise records can be selected when creating an Approval

Column Three

• Maintenance / Repair (Check Box) — Used as an identifier of whether or not the supplier provides the service. This field name can be changed.
• Road Worthy (Check Box) — Used as an identifier of whether or not the supplier provides the service. This field can also be restricted by role.
• Road Worthy (State Transfer) (Check Box) — Used as an identifier of whether or not the supplier provides the service. This field can also be restricted by role.
• Tyres (Check Box) — Used as an identifier of whether or not the supplier provides the service.
• Glass Replacement (Check Box) — Used as an identifier of whether or not the supplier provides the service. This field name can be changed.
• Loan Vehicle (Check Box) — Used as an identifier of whether or not the supplier provides the service.
• Pickup & Delivery (Check Box) — Used as an identifier of whether or not the supplier provides the service. This field can also be restricted by role.
• Courtesy Clean & Wash (Check Box) — Used as an identifier of whether or not the supplier provides the service. This field name can be changed.
• Mobile Servicing (Checkbox) — Used as an identifier of whether or not the supplier provides the service. This field name can be changed.
• LPG Servicing (Check Box) — Used as an identifier of whether or not the supplier provides the service. This field can also be restricted by role.
• Batteries (Check Box) — Used as an identifier of whether or not the supplier provides the service.
• Parking (Check Box) — Used as an identifier of whether or not the supplier provides the service.
• Truck Servicing (Check Box) — Used as an identifier of whether or not the supplier provides the service.
• Dealership (Check Box) — Used as an identifier of whether or not the supplier provides the service.
• Monday - Friday (Time) — Allows you to record the weekday business operating hours for the specific supplier
• Saturday (Time) — Allows you to record the weekend business operating hours for the specific supplier
• Comments (Text) — A free text field to add any extra comments regarding the specific Supplier
• Approval Note (Text) — Enter a note here that you would like to see when an approval is raised for this Franchise on the Approvals/Approval tab.
• 3rd Party ID (int(7)) — This field is used to identify a supplier id in the 1link system and also to match incoming 1link invoices with the Catch-e supplier ID. The field is checked when an entry is made to ensure the same number is not used for more than one supplier (as this is not logical), although it can be re-used for franchises that belong to one supplier. This field can be made compulsory by updating the Global Control supplierfranchisevehicles3rdpartyidallowemptyflag
• 3rd Party Site ID (Text(10)) — Enter an indentifying number or code here for your franchise. This can be used to search for the franchise in the Approvals/Approval tab.

Action Buttons

• — When the 'New' button is clicked, the screen will be cleared of any existing quote data, ready to receive information for a new quote.
• — If selected, you will be asked if you want to copy the record. If you confirm, all the information from the current franchise record will be copied into a new franchise record for the same supplier. The new new ‘copied’ record is opened in edit mode.
• — If selected, the record will be deleted if you confirm on an alert. Deleting sets the statusflag to 'deleted'. These records are not viewable, but details are retained in the table fmsupplierfranchisesvehicle.
• — Click on the 'Edit' button to edit an existing record.
• — Click on the 'New' button to create a new record.
• — When you have finished editing or creating a record, click 'Save' to save.

Field Entry

• Fleet Labour Rate cannot be greater than Retail Labour Rate — When you enter and tab out of "Fleet Labour Rate" or "Retail Labour Rate", the two field values are checked. "Retail Labour Rate" must be equal or higher than "Fleet Labour Rate". Modify the amounts in these fields to conform to this rule.

Suppliers Franchises

A supplier may have Franchises linked to it. For example vehicle service centres may have franchises per vehicle make. The Franchises screen lists the Franchises linked to the supplier.

To view/edit an existing Franchise, click on the Outlet name hyperlink which will then launch the Franchise Details screen with Delete/Edit/New actions.

Alternatively to create a new Franchise, click the Franchise Details tab and the 'New' button.