Maintenance

The Maintenance screen offers a summary view of a contract’s transactions. Transactions can originate from the following areas:

• Approvals (such as maintenance, services, fuel, transport and others)

• Payments (finance, insurance and management fee)

Payment transactions are displayed if they have a Posted or History only status. The Due Date of the payment is displayed on the Maintenance screen and in the Maintenance report.

Finance transactions are only displayed and reported if the Finance checkbox “Report Finance Payments?” is checked. Insurance transactions are always displayed.

Management Fee transactions are displayed when payments are Posted.

Single Posting Class transactions are displayed if they have a status of Posted or History Only.

• Reg/CTP Renewals

• Card Services

• Contract Events

  • When a Driver Change Event is created and an odometer reading is entered, an “Odometer Reading Update” entry is created and shown as a valid maintenance entry

• Vehicle Transfers

  • Where a vehicle is moved between contracts, Maintenance History can be shared where specific data relationships exist

Filters

• From (Date) — Enter or pick a date to filter transactions from

• To (Date) — Enter or pick a date to filter transactions to

• Class (Check List) — Default is '--All--'. Select classes to filter displayed transactions

  • This filter works independently of “Exclude Fuel & Tolls & Insurance”

  • If Fuel is selected here, the exclusion checkbox must be unchecked or fuel remains hidden

• Exclude Fuel & Tolls & Insurance (Check Box) — Checked by default

  • Excludes Fuel, Tolls, and Insurance transactions

  • Configure standard exclusions via system setup (support required for posting class configuration)

• Supplier (Drop List) — Default '--All--'

  • Filters transactions by supplier linked to the contract

• All History (Check Box) — Checked by default

  • Displays transactions from other contracts in grey if they are believed to relate to the same vehicle

Field Descriptions

• Odo (Check Box) — Marks odometer reading as valid and includes it in reporting and odometer calculations

• C (Text) — Class code (e.g. M = Maintenance). See Posting Classes

• R (Text) — Recharge flag (Y/N). Indicates whether transaction is recharged to customer

• Description (Text(40)) — Transaction description; fuel imports include timestamp of fuel fill

• Qty (Num) — Quantity (e.g. tyres used)

• Supplier (Link) — Links to supplier record; hover shows supplier name

• Reference (Link) — Reference number:

  • Approval: Invoice Number (links to Approval)

  • Payment: Payment Number (links to Payment screen)

  • Some records (fuel, odometer, history-only) are stored directly and are not linked

• (Attachment) — Attachments for approvals can be opened via the attachment icon

  • External access depends on Disclose Running Costs settings and Recharge flag

• App # (Link) — Approval number link:

  • Navigates to Approval or Contract Approval tab

  • Claims navigate to Contracts / Claim tab

• Cost (Num) — Net GST value

Screen Legend

• Pending — Transactions in red; not yet posted (Insurance pending not shown)

• Posted — Transactions in black; fully posted

• Billing — Transaction will be recharged but invoice not yet raised

• History Only — Record stored for reference only:

  • Posted via History Only button

  • Odometer readings

  • Historical vehicle-linked contract records

Output Options

Action Buttons

• View — Print Maintenance or Fuel Performance report (PDF/CSV)

• Transfer — Transfer costs between contracts

• Add Odometer — Manually add odometer reading

  • Stored as Class Code ‘ODO’ and VMRS Code ‘FBT’

  • Marked as History Only

  • Includes validation check (20% variance warning)

  • Driver entries require declaration confirmation

• IMEI Interface Button — Available if IMEI integration is configured

• Edit — Edit selected record

• Save — Save changes

• Cancel — Discard edits

Filter Selection

• No Class selected. Screen will not be refreshed. — Occurs when Go is clicked without selecting any classes

Maintenance Profiles

Maintenance profiles calculate expected servicing costs based on vehicle and contract settings.

Each variant includes:

• Service Months

• Service Kilometres

These are used to estimate expected services based on:

• Contract Term

• Contract Kilometres

Variants are linked to a service profile (e.g. 4Cyl Luxury 2WD 10K Service), which determines cost estimates included in the Total Budget.

Maintenance budgets can be adjusted via:

• Clients / Quote Defaults “Maintenance Uplift Rate” (percentage adjustment, positive or negative)

• Additional uplift for used vehicles (configured separately)

The maintenance profile recalculates when:

• Effective Date changes

• Term (Months) changes

• Annual KM changes

• Client Code changes

• Variant changes

• New/Used status changes

• Odometer changes

Field Descriptions

• Include? (Check Box) — Includes or excludes the profile

• Profile Name (Lookup) — Select maintenance profile (default from variant)

• Interval Months (Text) — Service interval in months

• Interval KMs (Text) — Service interval in kilometres

• Number of Services (Calculation) — Higher of time-based or distance-based service count

• Cents per KM (Calculation) — Contract KMs ÷ Total Budget

• Monthly Budget (Number) — Total Budget ÷ billing periods

• Per Service Budget (Calculation) — Total Budget ÷ Number of Services

• Total Budget (Number) — Total calculated maintenance cost

Example Calculation (New Vehicle)

• Service interval: 15,000 km or 6 months

• Every 7th service is major ($1,500), others are minor ($480)

• Vehicle starts at 0 km

• 8 services total:

  • 7 minor services

  • 1 major service

• Total: $4,860.00

Example Calculation (Used Vehicle)

• Starting odometer: 100,000 km

• Same service structure as above

• 8 services total:

  • 6 minor services

  • 2 major services

• Total: $5,880.00

Maintenance profiles are typically generated via scheduler jobs during implementation.

Useful Queries

Variants missing maintenance profile

select v.variant_id, v.short_description, vp.variant_profile_id, msp.maintenance_service_profile_id, msp.name
from qt_variants as v
left join qt_variant_profiles as vp on vp.variant_id = v.variant_id
left join qt_maintenance_service_profiles as msp on msp.maintenance_service_profile_id = vp.maintenance_service_profile_id
left join qt_maintenance_service_profile_intervals as mspi on mspi.maintenance_service_profile_id = msp.maintenance_service_profile_id
where msp.maintenance_service_profile_id is null
group by v.variant_id;

Maintenance profile cost summary

select msp.maintenance_service_profile_id,
 msp.name,
 max(service_no) as services,
 sum(mspi.service_cost + mspi.maint_cost) as total_cost
from qt_maintenance_service_profiles as msp
left join qt_maintenance_service_profile_intervals as mspi
 on mspi.maintenance_service_profile_id = msp.maintenance_service_profile_id
group by msp.maintenance_service_profile_id;

Maintenance Program VMP

A Maintenance Program profile is available when the Contract Type includes an accrual class of VMP.

• Default value can be set in Clients / Quote Defaults “Maintenance Program Fee”

• If set to 0:

  • Profile is unchecked

  • Amount field is disabled

• Can be manually overridden per quote

Posting Class Setup (VMP)

Check existing posting class

• Go to Posting Classes / Details

• Search for Class Code VMP

Create posting class (if required)

• Class Code: VMP (reserved)

• Name: Maintenance Program

• Quote Profile Table: qtquotevehiclemaintenanceprogram

Contract Type Configuration

• Go to Fleet / Controls / Accounts / Contract Types

• Open required contract type

• Navigate to Accruals tab

• Add class VMP

• Save changes

New quotes will include VMP automatically. Existing quotes must be updated manually.