Budget

The budgets section displays the various components of the lease derived from finance and profile calculations. Some budget values and notes can be edited directly, others must be set via their profile calculations.

Budget Fields

Budget (Display only) — Shows the posting class name of each budget.

Net (Number) — Shows the monthly net amount of each budget.

GST (Number) — Shows the monthly net amount of each budget.

Inclusive (Number) — Shows the monthly net amount of each budget.

Quote Note (Text) — Describes if the budget is included or not. ('Included', 'Excluded'). Some budgets have extra detail shown. This field can be edited.

Lock Lease Rate (Check Box) — The "Lock Lease Rate" checkbox is used to allow adjustments to the lease budgets without changing the total lease cost, for example if minor adjustments are required but the agreed monthly lease rate must not change. If checked, the Management Fee (MFEE) budget is adjusted automatically by the system to keep the lease total the same. If the Contract Type / Accrual tab does not contain a MFEE class, the "Lock Lease Rate" check box will be disabled. The "Lock Lease Rate" check box is updated by the system in the following scenarios:

• When a quote is created, "Lock Lease Rate" is un-checked as the default.

• When a quote is copied, "Lock Lease Rate" becomes un-checked.

• When a quote is accepted, "Lock Lease Rate" is checked automatically if is 'yes'.

The Quotes / Finance "Lock Residual Rate" field is affected by updates to "Lock Lease Rate":

• If "Lock Lease Rate" is checked, "Lock Residual Rate" also becomes checked, but can be edited to become different.

• When a quote is accepted, "Lock Residual Rate" is also checked automatically if is 'yes'.

Profiles Exc. GST

Profiles assist with the calculation of budgets and link particular maintenance and service cost tables to the vehicle variant. Default budgets are set per variant in the table qtvariantprofiles.

An example of how a profile might be structured is shown in the Quote Profiles page.

If you wish to change the name of the Profile, refer to Posting Classes for more information. Please note that if you change the name, your quote form will also require updating if you disclose this product.

New Quotes

Default Profiles can be overwritten with different values during the quote process or deactivated. If the Quote term is changed, the new profiles will be retained and the values re-calculated accordingly. Deactivated profiles will remain so.

Editing Saved Quotes

When term or contract kilometres (not profile Kilometres) are adjusted on existing quotes, active profiles will re-calculate values, where relevant. Deactivated profiles will remain so.

The table below illustrates the expected behaviour of each profile, based on where term and/or kilometres are changed and the effect on the profile recalculating the values or not.

Inclusions

Lease inclusions holds budgeted, financed and non-cost options provided in the lease.

Budgets Summary Table

Budget Types

Finance (FIN)

The Finance budget calculation is affected by a number of variables. Please open and view the Quote Finance Calculation for full details of these.

If you use "Months Deferred" in your finance calculation, the Clients / Contract Defaults "Finance Budget Term Deferred" check box determines if the Finance budget will either:

a. Use the same parameters as the required Finance Payments (Term less Months Deferred) - Client 'financebudgettermdeferredflag' = 'yes'

Example: 36 month lease, two months deferred with 34 monthly lease payments and 34 monthly lease rentals.

b. Be spread over the lease term - Client 'financebudgettermdeferredflag' = 'no'

Example: 36 month lease, two months deferred with 34 monthly lease payments and 36 monthly rentals.

Important Notes

• If Setup / Reference Data 'qtfinancierpostingmapdefaults' "Finance Budget Term Deferred" is set to 'Yes' or 'No', it is applied. Otherwise, the Clients / Contract Defaults "Finance Budget Term Deferred" value is applied.

• The entry in Clients / Contract Defaults "Finance Budget Term Deferred" updates the value of the Clients / Contract Defaults "Budget Term Deferred" check box.

• The Clients / Contract Defaults "Budget Term Deferred" check box is not editable. Having these fields set differently can impact billing values and is not recommended.

• The Clients / Contract Defaults "Budget Term Deferred" check box is used to calculate all the other budgets by either "Term" or ("Term" less "Months Deferred").

Changing the "Finance Budget Term Deferred" check box between 'yes' and 'no' will change the values see in your quote documents. Contact your Account Manager for assistance if you want to make changes in this area.

This field may be updated via the Refresh Base Rate or RefreshQuoteBaseRate feature.

Management Fee (MFEE)

This is a monthly fee that is set on most contract types. It normally contains a default value when new quotes are created.

• Go to Setup / Reference Data → gbcontrols "managementfee" and enter the amount if you want to use as the default.

• Go to Clients / Quote Defaults "Novated Management Fee" and enter an amount if you want to use as the default value for this client for quotes in the Novated group. If this is set, it will override the global control "management_fee" setting.

MFEE amount shown in "Budget" section will be different than Clients / Quote Defaults "Novated Management Fee" when Clients / Contract Defaults "Budget Term Deferred" flag = yes and Quotes:Finance "Months Deferred" is not zero.

Example

Clients / Contract Defaults:

• "Budget Term Deferred" = yes

• "Periods Deferred" = 2

Clients / Quote Defaults:

• "Novated Management Fee" = 30.00

Create a Quote:

• Term = 48

• Months Deferred = 2

Quote Budgets:

• Management Fee = $31.30

Access to this field can be role restricted.

Employee Contribution (ECM)

Go to the Employee Contribution (ECM) page for all the details about using this profile.

Fuel Fee (FFEE)

This is an optional monthly fee. This can be renamed and will display in Budgets sections with posting class name.

To use this budget class:

• Go to Posting Classes / Details and check that "Class Code" 'FFEE' exists. Event check-boxes should be un-checked.

• Go to Contract Types / Accruals and add "Class" 'FFEE' to the records here.

• Go to Clients / Quote Defaults "Fuel Fee" and enter an amount if you want a default value for this budget when new quotes are created.

Insurance Fee (IFEE)

This is an optional monthly fee that will populate if configured and the Comprehensive Insurance (INS) profile has been selected in the quote.

To use this budget:

• Go to Posting Classes / Details and check that "Class Code" 'IFEE' exists.

• Check that the Event check-boxes are un-checked.

• Confirm or update the "Name" for this record. This will display as the name in the Quotes / Lease Budgets section.

• Go to Contract Types / Accruals and add the "Class" 'IFEE' to the records.

• Go to Clients / Quote Defaults "Document Fee" and enter an amount if you want a default value for this budget when new quotes are created for this client.

• Go to Setup / Reference Data → gbcontrols "insfee" and enter an amount if you want a default value for this budget when new quotes are created. This Global Control value will be used if Clients / Quote Defaults "Document Fee" is $0.00.

Insurance Uplift (INSUP)

Go to the Insurance Uplift (INSUP) page for more the details about using this profile.

Access to the budget "Net" and "GST" fields can be role restricted.

Luxury Car Charge (LCC)

This field may be updated via the Refresh Base Rate or RefreshQuoteBaseRate feature.

Budgets Financed (BF)

If the Contract Types/Details check box Budgets Financed is selected, a Budget row called Budgets Financed will contain a negative amount to reverse the amount of the other running cost budgets. Those amounts and profile calculations will remain visible, but the amount will be financed. You can see the financed amount in the Quotes/Lease screen in the Brokerage section.

Residual Reserve (RRES)

A additional amount can be budgeted to buffer any shortfalls on the Residual value of a vehicle. This would typically be applied to operating leases.

To use this budget class:

• Go to Posting Classes / Details and check that "Class Code" 'RRES' exists. Event check-boxes should be un-checked.

• Go to Contract Types / Accruals and add "Class" 'RRES' to the records here.

• Go to Contract Types / Details "Quote Residual Reserve" and enter an amount if you want a default value for this budget when new quotes are created.

Budgets GST

The Total GST of a lease can be forced to calculate as exactly 10% of the net value. Various budget roundings can lead to a GST Total that is slightly off.

Two global controls need to be set up for this:

• totalleasegstcalc_flag turns the feature on.

• totalleasegstcalcapportion nominates the budget to apportion the rounding to.

Note: gstrate used to change the GST on quote outputs, but has been superseded by the flags above.

Budget Profiles

Profiles Summary Table

Maintenance (MAINT)

Go to the Maintenance (MAINT) page for all the details about using this profile.

Tyres (T)

Go to the Tyres (T) page for all the details about using this profile.

Include? (Check Box) — Check to include this budget profile. Un-check to remove.

Specification (Lookup) — Use the icon to find and select a Tyre Code. If one is recorded in the maintenance profile of the selected variant, it will default into new quotes. Access to this field can be role restricted.

Tyre Name (Calculation) — Displays the stored tyre name.

Tyres per Set (Calculation) — Defaults in the stored Tyres/Set on the linked variant's profile. This can be edited. Access to this field can be role restricted.

Interval KMs (Calculation) — Defaults in the stored Tyre Interval on the linked variant's profile. This can be edited. Access to this field can be role restricted.

Unit Cost (Calculation) — Defaults in the stored tyre cost linked to the chosen tyre. This can be edited. Access to this field can be role restricted.

Estimated Tyres (Number) — This is calculated is based on "Contract KMs" / "Interval KMs". This can be edited. Access to this field can be role restricted.

Limit? (Checkbox) — Report only field. This is not used in any system processes or calculations. Access to this field can be role restricted.

Monthly Budget (Number) — The "Monthly Budget" is calculated by dividing the "Total Budget" by the number of billing periods there will be. Open the Monthly Budget Calculation for an illustration of this. Access to this field can be role restricted.

Total Budget (Number) — Calculated as follows: "Estimated Tyres" x "Unit Cost".

Registration (REG)

Registration costs are normally calculated from stored table values and settings first.

If the Quote / Vehicle tab "Initial Registration" and "Initial CTP" fields are updated during creation or editing, the values will normally copy here into "Annual Registration" and "Annual CTP" leading to a re-calculation of the "Monthly Budget".

You can edit these values to be different to the Quote / Vehicle tab amounts, but do this last.

Quotes are calculated on the basis that the Quote / Vehicle tab "Initial Registration" and "Initial CTP" are included in the financed amount of the vehicle for 'New' vehicles and therefore the first years registration does not need to be budgeted for. I.e. the calculated "Number of Renewals" is a year less than the term. E.g. a 36 month lease will require 2 registration renewals. For expanded details on this please see Registration.

The behaviour of your screens may be different to what's described above depending on your system settings. You can change the behaviour of 'Used' and 'Demonstrator' vehicles, which can return a '0' amount for these calculations.

Visit the Registration page for more details about the available calculations. Calculations are normally set at to calculate based on the quote's "Delivery State". You can also use the Client's "Reg CTP Type" and the "Variant ID" to create more specific calculations. You can also add an uplift percentage to increase the registration budget each year to allow for general cost increases.

The field name for "Annual Registration" can be renamed.

Comprehensive Insurance (INS)

Go to the Comprehensive Insurance (INS) page for more the details about using this profile.

Fuel (F)

Visit the Fuel (F) page for all the details about how to use and set-up the Fuel profile.

Extended Warranty (EW)

Include? — Check if you want to add an Extended Warranty budget to this quote.

Plan (Drop List) — If "Include?" is checked, select the plan you want.

Category (Drop List) — Select the category you want.

Months (Drop List) — Select the number of months the warranty is to cover. This can be different to the quote's "Term". E.g. a driver may choose a cover that is longer than the lease term.

Kilometres (Drop List) — Select the number of kilometres the warranty is to cover. This will default in if there is only one choice.

Premium — The premium stored for the selected warranty will populate here. It can be edited by the user.

Monthly Budget (Number) — The "Monthly Budget" is calculated by dividing the "Premium" by the number of billing periods there will be. Open the Monthly Budget Calculation for an illustration of this.

Total Budget (Number) — Shows the total cost of the warranty.

Financed? — If your system is configured to finance this product this check box will be checked by default and cannot be edited. If the premium is being financed, the total will be stored and displayed in the Quotes / Finance Broker "Extended Warranty" field.