Contract Payment Types: Payments Management Fee

Payment type structures, posting classes, and setup

Payments Management Fee

Use the "Payment Type" 'Management Fee' to set-up a payment schedule to make payments for fees.
This is only available when it has been set up for use in the Contract Types / Payments tab.

Also check the Set-up page for more settings.

Finance

Finance - Principal and Interest
Comprehensive Insurance
Roadside Assistance
Management Fee
Sundry Payment
Sundry Payment - Packaged

Payment Structures

Payment Type (Drop List) — Choose 'Management Fee'.
Payee (Text) — This field will be blank unless the contract is being salary packaged. This is a read-only field.
Payment Method (Text) — This field will be blank unless the contract is being salary packaged. This is a read-only field.
Schedule (Drop List) — Displays the "Supplier Code", "Supplier Ref" and "Final Payment Due" of the selected schedule. The presentation is 'Code - Ref - Due'. If there are multiple schedules, the active schedule is displayed. The active schedule has an Astrix appending the display, e.g. 'Code - Ref - Due*'. Other schedules can be shown if selected. Selecting --ALL-- will display all schedule records from oldest to newest.
Supplier (Lookup) — This field will display the nominated supplier that is set-up.
Supplier Ref (Text) — Enter a reference value if it's required. This field can be left blank. Access to this field is controlled via Role Restrictions.
Management Fee (Num) — This value defaults from the corresponding monthly budget from the linked quote. If there is no linked quote or budget, this is blank.
GST (Num) — Calculates the appropriate GST for the Regular Payment. If the linked Contract Types / Payments “G” field is set as ‘N’, the GST field is hidden, and the value will be set as 0.
Periodic Interval (Drop List) — This field defaults to ‘Monthly’ but can be edited by selecting another interval from the list box.
Due Day (Num) — Defaults to '1', but can be changed if regular payments will be made on other days. This value is used to calculate the day part of the "Due Date" payment dates for period 2 onwards.
Total Payments (Num) — Populates as the contract’s “Term” and can be changed.
1st Payment Due (Date) — Displays the 1st Payment Due date. This is also shown as the Payment Schedule's Period 1 "Due Date". This can be edited to the required date. Subsequent payment dates will be calculated using this date and the entered "Due Day" if payments are Monthly (or fit a 'Due Day' profile). Other intervals such as 'Weekly' and 'Fortnightly' will cascade from the 'dentered "1st Payment Date". To see the full business rules of "1st Payment Due" click here.
Final Payment Due (Date) — Calculated value based on "1st Payment Due" and "Total Payments" values.
On Hold (Check box) — The date and check box are blank until either are entered, or they are updated from another screen. Click here to see full details of the "On Hold" business rules.
Stop Payments (Check box) — The date and check box are blank until either are entered, or they are updated from another screen. Click here to see full details of the "Stop Payments" business rules.

Contract Totals

Life Billing Budget (Num) — Displays the GST exclusive total for the corresponding Billing records that are in 'Posted' or 'Pending' status.
Life Payments (Num) — Displays the GST exclusive total for all of the Payment records of this type that are in 'Posted' or 'Pending' status.

Field	Type	Description	Notes
Variance	Num	Displays the difference between the Billing and Payment totals. This will highlight if you have a mis-match between the scheduled payments and the planned billings. If the contract's payments and billings are both monthly, then there should be no variance. If the billings are weekly or fortnightly, a small rounding is likely.	This value is to help you check that you have set-up the lease correctly. If a contract has been suspended early and pending billing records remain - this value will show this. Depending on your company's termination process, refer to the Funds Check or the Driver FBT Report to confirm variances on termination.
Notes	Text	Enter a note for the schedule.
Payment Schedules
**	Icon	A pdf icon is displayed if the payment row has been posted. Click on this to open the remittance advice document.
#	Check Box	If a check box is available, you can select to unpost a posted row, or delete a pending row. If the check box is disabled, the payment row is part of a BECS or BPAY batch.
Code	Text	Displays the Supplier Code for the row.
Period	Num	Period Number
Due Date	Date	Scheduled due date of the payment row. This is a hyperlink. Click on it to navigate to the Payments / Periodic screen where you can post this payment.
Post Date	Date	Displays the date the payment record was posted.
Net	Num	Displays the net amount of the payment. The heading will display the linked posting class code.
GST	Num	Displays the GST amount of the payment. If the linked Contract Types / Payments field “G” = ‘N’, this column will be shown as blank.
Total	Num	Sum of the Net Amount and the GST Amount of the payment.	+

Action Buttons

Print a Pdf or Csv output of the Payment Schedule displayed on the screen.
The Date, Finance and CSD values of all 'Pending' rows in the Payment Schedule are available for editing.
During an "Edit", the CSD will not re-calculate automatically if Finance values are changed.
If the 'Period 1' row is Edited, the "Initial Value" field will be updated with the new value.
Use to insert a new line in a Payment Schedule. Period, Due Date and Payment components can be typed in. Existing Period and Due Date values can be used. The Payment Schedule will re-sort by Period. 'Inserted' rows are placed the 'Schedule' row of the same period. The "Insert" button is intended for making corrections and can contain negative values.
Un-Post: After selecting the "#" checkbox next to a payment, the Un-Post button will be enabled if the user is permitted to unpost the payment. Payment No can only be selected if status "Posted" has been chosen. Payments not exported can be unposted depending on permissions and payment method rules. If the schedule contains only pending transactions, row selection checkboxes are hidden and the schedule can be deleted.
Delete: Can remove pending rows only. Disabled for posted rows.
Vary: Used to create a "Stop Payment" or alter the Payment Structure and rebuild all pending transactions. Inserted rows are not changed by a "Vary".
Deleted rows in the outstanding date range will be re-created when a "Vary" is performed. Pending rows may be reset unless created via "Insert".
Click to create the required payment records.

Screen Legend

Pending — Red text; not yet posted.
Pre-Post — Black text with yellow background; part-way through posting process and needs reset.
Posted — Black text; posted and sent to Purchase Ledger.
Stopped — Grey text and background; payments stopped (e.g. contract suspended).
History only — Black text with grey background; no accounting impact.
On Hold — Red text with pink background; temporarily paused.

Payments Roadside Assistance

Use the "Payment Type" 'Roadside Assistance' to set-up a payment schedule to make payments for Roadside Assistance.
This choice is only available when Roadside Assistance has been set up for use in the Contract Types / Payments tab.

Also visit the Roadside Assistance page for more settings.

Finance

Finance - Principal and Interest
Comprehensive Insurance
Roadside Assistance
Management Fee
Sundry Payment
Sundry Payment - Packaged

Payment Structures

Payment Type (Drop List) — Choose 'Roadside Assistance'.
Payee (Text) — This field will be blank unless the contract is being salary packaged. This is a read-only field.
Payment Method (Text) — This field will be blank unless the contract is being salary packaged. This is a read-only field.
Schedule (Drop List) — Displays the "Supplier Code", "Supplier Ref" and "Final Payment Due" of the selected schedule. The presentation is 'Code - Ref - Due'. If there are multiple schedules, the active schedule is displayed. The active schedule has an Astrix appending the display, e.g. 'Code - Ref - Due*'. Other schedules can be shown if selected. Selecting --ALL-- will display all schedule records from oldest to newest.
Supplier (Lookup) — Defaults to supplier stored in Contracts / Vehicle "Roadside Supplier". Can be changed when creating the payment record.
Supplier Ref (Text) — Enter a reference value if required. Can be role restricted or left blank.
Roadside Assistance (Num) — If linked to a quote, monthly payment is calculated from annual cost (ROUND / 12). Not suitable for deferred billing. Otherwise blank.
GST (Num) — Calculated if Contract Types / Payments “G” = ‘Y’. Hidden and set to 0 if “G” = ‘N’.
Periodic Interval (Drop List) — Defaults to Monthly but can be changed.
Due Day (Num) — Defaults to 1; used to calculate Due Date for periods.
Total Payments (Num) — Defaults to contract term; editable.
1st Payment Due (Date) — First due date and Period 1. Subsequent dates calculated from this plus Due Day and interval rules.
Final Payment Due (Date) — Calculated from first due date and total payments.
On Hold (Check box) — Blank until set or updated elsewhere.
Stop Payments (Check box) — Blank until set or updated elsewhere.

Contract Totals

Life Billing Budget (Num) — GST exclusive total of posted or pending billing records.
Life Payments (Num) — GST exclusive total of posted or pending payment records.

Field	Type	Description	Notes
Variance	Num	Difference between Billing and Payment totals. Highlights mismatches in scheduled vs planned billings.	Used to verify lease setup correctness. Suspended contracts may still show pending billing impacts. Refer to Funds Check or Driver FBT Report for termination variances.
Notes	Text	Enter a note for the schedule.
Payment Schedules
**	Icon	PDF icon shown if posted; opens remittance advice.
#	Check Box	Select to unpost posted row or delete pending row. Disabled for BECS/BPAY batch items.
Code	Text	Supplier Code.
Period	Num	Period number.
Due Date	Date	Scheduled due date; hyperlink to Payments/Periodic screen.
Post Date	Date	Date payment was posted.
Net	Num	Net amount; heading shows posting class code.
GST	Num	GST amount; blank if GST disabled.
Total	Num	Net + GST.

Action Buttons

Print PDF or CSV of Payment Schedule.
Edit pending rows (Date, Finance, CSD fields).
CSD will not auto-recalculate during edits.
Editing Period 1 updates Initial Value field.
Insert new payment line (supports negative values; schedule re-sorts by Period).
Un-Post: Enabled based on permissions and export status; restricted for direct-credit/BPAY conditions.
Delete: Removes selected pending rows only.
Vary: Rebuilds payment structure or stops payments.
Inserted rows are preserved; deleted rows may be recreated; pending values may reset.
Create required payment records.

Screen Legend

Pending — Red text; not posted.
Pre-Post — Yellow background; incomplete posting process.
Posted — Posted transactions.
Stopped — Greyed out; cancelled payments.
History only — No accounting impact.
On Hold — Temporarily paused payments.