Contract Defaults

Client defaults refer to fees and codes used as defaults for creating new contracts and for creating initial billing invoices.

The default fees are also controlled by the Contract Types table. For example, Establishment fees are only applicable for Novated Contract Types (as defined by the Contract Types / Initial-Fees screen).

Client Actions (Buttons)

Field Descriptions

Standard Fees

• Delivery Fee (Num) — Default delivery fee, used for initial billing default

• Fuel On Delivery (Num) — Default fuel on delivery fee, used for initial billing default

• Establishment Fee (Num) — Default establishment fee, used for initial billing default. This field is NOT used in the Quotes Establishment Fee calculation.

• Sourcing Fee (Num) — Default sourcing fee, used for 1st periodic billing default

• Document Fee (Num) — Default document fee, used for 1st periodic billing default

Other Fees

• Residual Margin % (%) — % Margin used for quoting, e.g. to adjust residual per client

• Residual Fee % (%) — % Fee used for quoting, e.g. to calculate residual risk insurance fee

• Interest Margin % (% (3dp)) — % margin above base rate for quoting purposes

• Management Fee $ (Num) — Management Fee for a contract. Information only; Quote Defaults Management Fee is used in quotes

• Disposal Fee (Num) — Default disposal fee (future use: terminations processing; see notes below)

• Management Fee (Num) — Default Management Fee: display only

• History Only (Num) — Default applied to new cards in Card Services / Cards (default is ‘no’)

Billing Defaults

• Periodic Interval (Drop List) — Only available value is Monthly

• Contract Pay Cycle From Quote (Check Box) — Controls whether quote pay cycle flows into contract billing

• Periods Deferred (Num) — Default value for Quotes / Finance “Months Deferred”

• Finance Budget Term Deferred (Check Box) — Controls reduction of billing periods based on deferred months

• Budget Term Deferred (Check Box) — Read-only mirror of Finance Budget Term Deferred

• Initials (Num) — Number of initial rentals (typically 0 or 1)

• Start Period (List) — Default start period for contract billing

• Common Day (List) — Common billing day for monthly invoicing

Banking Details (Billing Defaults)

• BSB Number (Number) — Required for ABA direct debit files

• Bank Account Number (Number) — Up to 9 characters

• Bank Account Suffix (Number) — NZ systems only (2–3 digits)

• Payment Method (Drop List) — Default payment method (e.g. Direct Debit)

• Contract Inertia (Check Box) — Defaults inertia flag for new contracts

FBT Defaults

• Employer FBT Type (List) — Default FBT type for quotes and contracts

• ECM Allowed? (Yes/No) — Displays ECM permission

• FBT Reporting? (Check Box) — Enables FBT reporting

• FBT Email Novated (Check Box) — Email preference for novated contracts

• FBT Email Other (Check Box) — Email preference for non-novated contracts

• FBT Note (Text) — Free text FBT notes

Driver Events

• ECM? (Check Box) — Enables ECM events for drivers

• Non Use Days? (Check Box) — Enables non-use day tracking

Other Defaults

• Invoicing Preference (List) — Post or Email invoices

• Billing Type (List) — Any / Combined / Periodic billing control

• Invoice Options (List) — Detail / Summary options

• Billing Terms (List) — Payment terms for invoicing

• Booking Billing Type (Drop List) — Billing or Single invoice behaviour

• Use Group Email (Check Box) — Uses group email instead of client email

• Attachment Type (List) — PDF / CSV / Both

• Purchase Order No (Text) — Client PO reference

• Billing By Client Order No (Check Box) — Splits invoices by order number

Approval & Event Notes

• Approval Note (Text) — Message shown when approvals are raised

• Infringement Note (Text) — Triggered on infringement events

• Fuel Card Sent Note (Text) — Triggered when fuel card is sent

• Reg Label Sent (Text) — Triggered when rego label is sent

• Send Reg Label To (Novated) — Driver / contact selection

• Send Reg Label To (Other) — Client contact selection

• Recall Notice Note (Text) — Recall event message

Notes

• Disposal Fee may generate recharge fee using class code DSP when configured

• ECM / Non Use Days enable driver self-management features

• Posting Classes can enable event follow-up fields

Validations and Alerts

• Bank Account Suffix must be 2–3 numeric characters

• Bank account validations apply for ABA file generation

• Payroll date required when contracts exist for pay cycle

Billing Terms

Billing Terms define invoice due date rules and appear in invoice footers. They can calculate due dates using:

• Due date type

• Term days

• Cut-off days

Billing Terms are configured via fmbillingterms.

Billing Terms Examples

(Full scenario logic preserved as originally provided)

Contract Defaults — Billing Type

The Billing Type field controls how invoices are generated across different billing runs.

Billing Type Matrix

Packaging Defaults

Visible when Packaging module is enabled.

Payroll Details

• Pay Cycle (List)

• Payroll Date (Date)

• Pay Run Start (Num)

• Active (Check Box)

Banking Details

• Client Bank Account (Check Box)

• Financial Institution (Display)

• Bank Account Name / Short Name

• BSB / Account Number

• APCA Number

• ABA Description

• ABA Self Balancing

Pay Run Processing

• Taxable Sales (List)

• Processing State (List)

• Weekend Treatment (List)

• Delivery Type (List)

• Pay Run Reports (Check Box)

Report Codes

• Pre-Tax

• Post Tax

• FBT

• LCC

• GST

• ITC

Action Buttons

• View

• Edit

• Cancel

Approval Defaults

Defaults

• Interim Service Allowed

• Send Approval Email

• Approval Limit

Exclusions

• VMRS codes (blocked work types)

Authorised Suppliers

Controls supplier restrictions per posting class.

Financiers

Financiers define credit limits, margins, and rate rules used in quoting.

Interest Margin Rates

• Margin rate per term

• Base rate + margin = applied rate

• Populates Quote Finance “Client Margin”

Account Details

• Credit limit

• Used / Remaining balance

• Approval and expiry dates

• Facility type

• Status (active/inactive)

Action Buttons

• Create financier allocation (Admin/Procurement only)

• Edit financier allocation (Admin/Procurement only)

Discounts

Applies manufacturer discount levels and confidential rebates automatically to quotes based on model and variant selection.

MLA (Master Lease Agreement)

Stores legal and insurance-related client setup data.

Key Fields

• Insurer / Broker

• Policy Number

• Preferred Repairer

• Agreement Type

• MLA Date

• Credit Limit

• Review Date

• Current Fleet / Potential Fleet

• Channel Code

Card Fees

Allows per-supplier fuel transaction fee overrides.

• Supports positive or negative fees

• Overrides interface mapping fees

• Only one product per supplier allowed

• Applied during transaction processing