Reference Data & Lookups: Facility Type

System reference data, suppliers, and lookup tables

Facility Type

This list box is available in the following screens;

  1. Clients / MLA
  2. Clients / Financiers
  3. Contracts / Finance

Set-Up

  1. The list is stored in the table.
  2. Only records where = 'active' can be selected in the list boxes.
  3. The value of is shown in the list boxes.

Updating your list

  1. Follow the process in Export data from a table to download the current table records.
  2. Use this as a template to create a Data File that contains your new records.
  3. Create a new row for each new record you want to show in the list.
  4. If you want to make a current record inactive, update the to 'inactive' for thos records
  5. Remove any records that you don't want to add or change
  6. Follow the process in Import data to a table upload your additions and changes into
  7. Make sure you upload this file into your Support environment first and check the list works as expected before you update your Live environment.

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

vehicletypecodevehicletypedescriptionlctexemptflagfbtpayableexempt_flagDate
LCLCyesno2005-12-23
PSPSnono2005-12-23
EVEEV Exemptnoyes2022-07-01
PHEVEPHEV Exemptnoyes2022-07-01
PHEVEPHEV Not Exemptnono2025-04-01

Employer FBT Type

Store the Employer's FBT Type in the Clients / Contract Defaults tab.
This becomes the default entry for the Quotes / Contact and Contracts / FBT fields "Employer FBT Type".

On new quotes, the "Employer FBT Type" populates as ‘Full FBT Payable’ and “FBT Type” populates as ‘Statutory’ by default until a "Client Code" is entered.
When a client's record is linked to a quote, the values in "Employer FBT Type" and "Allow Quoting within Exempt Cap" affect what is populated into the quote.
See below for a flowchart of the business rules.

Employer FBT Type flowchart

Cause Codes

Cause codes can be selected on the Approvals2 screen as part of the approval row description. It is used to classify the reason for the cost, E.g. Routine Service.

You can select a Cause code in the VMRS Codes screen to create a default entry set for an approval row. When an approval row is raised for the selected VMRS Code, the "Cause Code" field will automatically populate. The selection can be edited.

Fields

Screen NameTypeDescription
Cause CodeText (4)Enter a code. Must not be blank or constructed entirely from spaces.
DescriptionText (24)Enter a description. This will populate the approval row description if selected

[Tip:] To review your Cause Codes, export the table fmcausecodes from Fleet / Export Data / Whole Table
and open in excel.

Work Codes

Work codes are used as short cuts and abbreviations to enter descriptions of the type of work being carried out. For example ‘fn’ could be used as a shortcut to the description ‘fit new’. This code is entered during the Approval process before the VMRS code. Thus the two fields together form the default description in the approval and maintenance record. For example a work code of ‘fn’ and a VMRS code of ‘T4’ would result in the description of ‘fit new 4 tyres’

Fields

  • Work Code: User definable code, must not be blank or constructed entirely from spaces. Stored with a Work code id (unique system generated field)

  • Description: User definable long description

[Tip:] To review your work codes, export the table fmworkcodes from Fleet / Export Data / Whole Table
and open in excel.

Vmrs Codes

VMRS codes are used to store descriptions and default values for approval, maintenance and booking transactions.

The term VMRS is used loosely as the codes do not necessarily comply with the VMRS standard as they are user definable in Catch-e.

[Tip:] To review your VMRS codes, export the table fmvmrscodes from Fleet / Export Data / Whole Table
and open in excel.

Left Hand Side

  • VMRS Code (Text (8)) — User generated Code. Must not be blank or constructed entirely from spaces.
  • Descritpion (Text (10)) — User definable long description
  • Action Code (List) — Set this to 'tyrecount' if you are creating a code for a tyre, otherwise, leave it blank. 'tyrecount' is used to identify the record as a tyre is used to manage tyres used against a contract's tyre allowance. When approval rows are created, they will be added to the Tyres used value in the approval header. Visit the Tyre Allowance page for complete details of the process and set-up.
  • Quantity (Num (3)) — Used where appropriate, e.g. '4' would be entered for a code for 4 tyres being replaced. The quantity is used on the approvals and maintenance screen to calculate the number of tyres used
  • Unit Cost (Num) — Used for information purposes
  • Invoice Type (List) — List box which associates the code with a particular invoice type. This then links default values from the contract types screens
  • External Code (Text (10)) — Used for mapping purposes for use with SMR Service Profile Data. The value entered here can't be duplicated in any other VMRS Code record.

Right Hand Side

  • Posting Class Code (List) — Links the VMRS Code to a Posting Class Code. If populated, the Posting Class Code will act as a default entry when the VMRS Codes is selected when creating a New Approval in the Contracts/Approvals screen. The Code as well as the description is displayed.
  • Work Code (List) — Describes the type of work associated with VMRS Code. If populated, the Work Code will act as a default entry when the VMRS Codes is selected when creating a New Approval in the Contracts/Approvals screen. The Code as well as the description is displayed.
  • Cause Code (List) — Describes the cause of the VMRS Code. If populated, the Cause Code will act as default entry when the VMRS Codes is selected when creating a New Approval in the Contracts/Approvals screen. The Code as well as the description is displayed.
  • Type (List) — Describes the type of job the VMRS code is, defined by 'Planned' or 'Unplanned'. If populated, the Type will act as default entry when the VMRS Codes is selected when creating a New Approval in the Contracts/Approvals screen. Planned being a job type related to the asset's contracted life, Unplanned being a job type that falls outside of this. The Code as well as the description is displayed.
  • Pricing Type (List) — Identifies the VMRS code and how it will behave when selected within an Approval Code. It can be tagged as 'Parts', 'Retail Labour' or 'None'. If "Pricing Type" is 'Retail Labour', the franchiser’s "Retail Labour Rate" and "Retail Labour %" will update the linked approval row "Price" and "Discount" fields. If "Pricing Type" is 'Retail Labour', the approval rows hidden field labourcost will update with the totalcost recorded, otherwise it will populate the parts_cost field. If "Pricing Type" is 'Parts', the franchiser’s "Parts Discount %" will populate the linked approval row "Discount" field. For set up refer to Franchise Details.
  • Compliant Code (Check Box) — This field supports new approval business rules.
  • Scheduled Service (Check Box) — When checked, this will identify the VMRS Code as being a part of the scheduled service requirements. When an Approval is being created and the VMRS Code has been previously entered, it will be flagged as a warning advising the Code has previously been used. For example, a vehicle cannot have two services at 15,000 kms.
  • Scheduled Service km (Text) — Used for mapping purposes for use with SMR Service Profile Data and Franchise Portal. This field can be renamed and can be read only or hidden if not required see Role Restrictions.
  • Capped Price Service (Check Box) — This field drives behaviour used in the Franchise Portal. This field can be renamed and can be read only or hidden if not required see Role Restrictions.
  • External Role Access (Check Box) — This field supports new approval business rules.

Effective Date

This page currently under construction

This date is used in quote calculations where there is a date parameter.

  • New quotes populate with today's date.
  • Copied quotes retain the date of the original quote.

For the Statutory Rate, this date will be bypassed if a date is entered in the field "Previous Lease Start", shown in the Driver Details section of this screen.

When a quote is saved, a check is run to make sure “Effective Date” is not older than a defined number of days. If it is, the user is alerted and has the option to cancel the save and update the quote. The days are stored in and it has a default value of 90 days. This can be changed or make blank if you do not want the check to occur.

Changing the "Effective Date"

"Effective Date" can be changed and this will trigger a re-calculation of the quote. The following fields will be recalculated:

  1. Base Rate
  2. Client Margin
  3. Broker Fee
  4. Commission Rate / Fee
  5. Establishment / Admin Fee
  6. Originator Fee
  7. REVS / PPSR
  8. Maintenance Profile
  9. Tyre Profile
  10. Registration Profile
  11. Comprehensive Insurance Profile
  12. Fuel Profile
  13. Extended Warranty Profile
  14. Road Side Assistance Profile
  15. Carbon Emissions Offset Profile
  16. Small Damage Repairs Profile
  17. Relief Vehicle Profile
  18. Warrant of Fitness Profile
  19. Loan Termination Insurance Profile
  20. Accident Management Fee Profile
  21. Maintenance Program Profile
  22. Walkaway Profile
  23. Tyre & Rim Insurance Profile
  24. Lease Inclusions Profiles

API References

patchQuote

Dated To Method

"Dated To Method" enables you to choose the day you want to use to select records for payment.

The combination of "Dated To Method" and "Dated To Day" is explained below.

Run Date

‘Run Date’ is the default entry when creating a new scheduler job.

If this method is chosen, payment records with a "Due Date" on or before the day the scheduler job is run will be selected for payment (along with the other filters or course!).

The logic of this is relative to the day that you schedule this job to run on. E.g.

  1. If the job scheduled run date is 01/11/2020, payments with a "Due Day" on or before '01/11/2020' will be selected.
  2. If the job scheduled run date is 20/11/2020, payments with a "Due Day" on or before '20/11/2020' will be selected.

Common Day Past

When selecting ‘Common Day Past’, it represents the DAY of the month that the transactions to be paid will be collated to.

  1. Where the selected DAY is on or before the Next Due Day of the scheduled job, the calculated “Dated To” will include items to be billed in the current month of the selected DAY

  2. Where the selected DAY is after the Next Due Day of the scheduled job, the calculated “Dated To” will include items to be billed in the previous month of the selected DAY

  3. Where the selected DAY is ‘EOM’ all payment records on or before the last day of the previous month will be selected for payment

The logic of this is relative to the day that you schedule this job to run on. E.g.

  1. If the job scheduled run date is 01/11/2020 and the chosen common day is 5th, payments with a "Due Day" on or before '05/10/2020' will be selected.

  2. If the job scheduled run date is 20/11/2020 and the chosen common day is 5th, payments with a "Due Day" on or before '05/11/2020' will be selected.

Common Day Future

When selecting ‘Common Day Future’, it represents the DAY of the month that the transactions to be paid will be collated to.

  1. Where the selected DAY is on or before the Next Due Day of the scheduled job, the calculated “Dated To” will include items to be billed in the next month of the selected DAY
  2. Where the selected DAY is after the Next Due Day of the scheduled job, the calculated “Dated To” will include items to be billed in the current month of the selected DAY
  3. Where the selected DAY is ‘EOM’ all payment records on or before the last day of the current month will be selected for payment.

The logic of this is relative to the day that you schedule this job to run on. E.g.

  1. If the job scheduled run date is 01/11/2020 and the chosen common day is 5th, payments with a "Due Day" on or before '05/11/2020' will be selected.
  2. If the job scheduled run date is 20/11/2020 and the chosen common day is 5th, payments with a "Due Day" on or before '05/12/2020' will be selected.

Run Date Plus

Use ‘Run Date Plus’ if you want to select payment records with a "Due Date" on or before the scheduler job run date plus X days.

The available days are 1-31.

The logic of this is relative to the day that you schedule this job to run on. E.g.

  1. If the job scheduled run date is 01/11/2020 and the chosen day is 5, payments with a "Due Day" on or before '06/11/2020' will be selected.
  2. If the job scheduled run date is 20/11/2020 and the chosen day is 5, payments with a "Due Day" on or before '25/11/2020' will be selected.

Dated To

The "Dated To" date updates to show the next selection date that will be used by the job.

This is calculated based on the scheduled run time of the next pending job.
The run date of the next pending job is shown in the "Next Due" field.

When a job is saved, will take a minute for the scheduler to re-build the next pending job record.

Until this is done, or when there are no 'pending' jobs, the "Dated To" field will be blank and "Next Due" field will display as 'unavailable'.