Funds Check

The Funds Check has been designed for use when the contract is a novated lease.

If the Funds Check feature is configured, the icon [Funds Check] is displayed in the Contracts Header and the Approvals Header. If clicked, a pop-up window displays the Budgets, Actuals, Receipts and Available Funds for a contract. The Funds Check window shows similar information to a Driver Report, but there is an extra column where the "Available" amounts are shown.

If posting a claim would put a contract's balance into shortfall, you can warn the user, or prevent the user from posting the claim.

You can create a scheduler job to check failed claims and then post them automatically once they pass the funds check validation.

Schedule reports that use Funds Check values by using the funds_check placeholder library.

The values displayed in the Funds Check window can also be retrieved with the API Perform a contract funds check.

Transaction Status

For Billing and Receipt transactions, only posted transactions will be included.

For Payment and Maintenance transactions, posted, pending and history only transactions will be included.

For on hold payment records are counted into the Funds Check screen values if they fall within the current month (the same as pending transactions).

Note: If a maintenance record has a Status of 'History Only' and a Recharge flag of 'Y', the record is excluded from the reporting and calculations. This is consistent with existing Driver Report behaviour.

Funds Check Categories and Flags

These are recorded in the qt_funds_check_categories table.

Funds Check Pop-up

Funds Check features explained (10 points diagram reference).

Claim Validations

Claim validations function on the Contracts / Claims tab only. The Approvals / Approval tab only displays the Funds Check icon.

"Funds Check on Claims" must be selected for the contract
Funds Check table mapping must be in place
All claim rows must be dated within or before the current calendar month
If the claim is not a Reimbursement, "Current Funds Balance (incl GST)" must be positive
If the claim is a Driver Reimbursement, "Current Funds Balance (incl GST)" less the Claim "Total" must be positive

Claim Alerts

Claim alerts are available on the Contracts / Claims tab only. The Approvals / Approval tab only displays the Funds Check icon.

If a claim fails a funds check and the user is 'admin' role, the user will be warned, but can proceed to post the claim
If a claim fails a funds check and the user is not 'admin' role, the user will be warned, but cannot proceed to post the claim
If Contract / Details "Auto Post on Claims" is on and the claim fails the Funds Check, the claim will be saved at 'Active' Status and 'Pending Funds' Sub Status

Note 1: The roles that can post claims that fail the Funds Check can be configured in Role Restrictions
Note 2: To use "Auto Post on Claims", the statuses must be configured in the fm_approvals_sub_statuses table and an autoPostClaims scheduler job must be scheduled.

Funds Check Setup

The Funds Check has been designed for use when the contract is a novated lease.

To use the Funds Check feature, you need a report map that links each Posting Class to a Category. Each Category also needs to be configured.

The report map is also required for the following features:

The Finalise button
The Transactions Report
The Driver Portal - Vehicle Balance with Transactions screen

Contact your Account Manager to arrange this.

Funds Check on Claims

If you want to check and prevent claims that fail the funds check validation from being posted, go to Contract Types / Details and check on "Funds Check on Claims". If this is checked, only an 'admin' role user can post a claim that fails the funds check. If "Funds Check on Claims" is unchecked, no alerts or restrictions will occur.

Check that the role restriction entries are correct for your organisation. An entry is required for each role that should be prevented from posting claims that fail the Funds Check.

Auto Post on Claims

If in use, when claims do not pass the funds check validation, they will be updated to 'Pending Funds' sub status.

A claim in this sub status can still be posted if the user's role has been configured to allow it.

These claims are then checked by a scheduler job (usually run once a day) and posted if they pass the funds check validations.

The claim will then be picked up in the next run of the Reimbursements (ABA) file.

Set-up Steps

Check on the Contract Types / Details "Funds Check on Claims" check box
Check on the Contract Types / Details "Auto Post on Claims" check box
Make sure the sub statuses records 'Pending Funds' and 'Posting Failed' are set-up in fm_approvals_sub_statuses
Set-up the scheduler job autoPostClaims so it is active and runs nightly

Job Outcomes

There are three things that could happen to a claim when this job runs:

The claim passes the funds check validation and is 'Posted'
The funds check validation fails and the claim remains at 'Active' status and 'Pending Funds' sub status. It will be checked again the next time the job runs
The claim fails a different check validation during the job run. The claim is updated to the 'Posting Failed' sub status. Investigate these claim records by going to the Contracts / Claim tab and running the check process for the failed claim. This should provide the validation failure message. An example of this happening is the claim failing a GST Checks

Report Map

The report map is also required for the following features:

The Finalise button
The Transactions Report
The Driver Portal - Vehicle Balance with Transactions screen

Contact your Account Manager to arrange for one to be set-up.

Screen Adjustment of Funds Check Pop-up

You can change the screen dimensions of this pop-up using the gb_screen_resolutions table.

SELECT * FROM gb_screen_resolutions WHERE page = 'contracts' AND sub_page = 'funds_check'

Funds

Funds Section

The Funds section of the report enables you to show Drivers a complete picture of the cash position of their lease. It displays:

Funds expected: the total value of billed budgets including GST
Funds received: the total value of Pending and Posted funds receipted against the contract
Funds variance: Funds received less Funds expected to show Total Outstanding (this is a debtor value)
Current funds balance: Funds expected less Budget/actual cost variance to show Current funds balance (this is the total owing/owed by the Driver at this time)

Funds Received Calculation Methods

This can be shown in two different ways and is controlled by a Global Control called driverreports_use_receipting_tables_flag. If set to 'yes' the Receipting calculation is used, if set to 'no' the Billing calculation is used.

Receipting Calculation (Catch-e's Recommended Method)

All payments made during the reporting period of the report will be shown as Funds received. This will match the value applied in your accounts.

Billing Calculation

Any payments attributed to invoices billed before or during the reporting period are included in Funds received. Any On Account receipt entries made before or during the reporting period are also included.

GST Checks

The purpose of GST tolerance check is to define the tolerance of GST and control 'login user' from going beyond the tolerance. The Tolerance usually occurs when 'check' process is triggered. In some cases, it occurs while clicking 'save' button (for example: Sale Management / Detail). The default tolerance setting is a $99 value positive or negative.

Example: if the approval is for $5,500 incl GST, the GST component can be anywhere between $401 and $599 before the transaction is failed.

There are usually two types of GST checks:

Check Validation
Save Validation

Check Validation

The check process can be defined into two parts: Row Check and Total Check.

Row Check

While adding any field information if GST value is changed then it will look if the GST Flag is set to 'Y' or 'N'. The GST flag is set in the Contract Type screen. In some screens, there is additional field which controls GST Flag called 'G' which can override the default (for example: Contract / Approval screen). However, in most cases it needs to be set in Contract Type screen.

If the GST Flag is set to 'N', then the value cannot be overwritten and must remain '0.00' only
If the GST Flag is set to 'Y' then the overwritten value must be (net_amount * 0.10) +/- the specified gst_tolerance values

If the above condition fails, it will throw a GST error warning pop-up message.

Total Check

The Total Check is necessary in order to post. The Total check performs many validations. The GST tolerance validation is most common. It looks if the GST used is correct or not. The check is similar to row check but it highlights the field which fails the check process and also performs the same check validation in 'Total GST' (GST flag 'N' is excluded).

It highlights the 'Total GST' and Field line if not correct in light red colour. In addition, it stacks the number of errors. The error is stored in gst_tolerance_error_message.

The check process keeps failing unless the 'GST value' is not corrected.

Save Validation

It is very simple process. While saving it checks for all the GST values and determines if it is within tolerance or not. It throws a pop-up error message which is hard-coded in the system. Only a small fraction of the system does the 'Save' check.

Supporting Screens

System Screen	Validation Performed
Approvals / Approval	Row check, Total check
Contracts / Approvals	Total check
Contracts / Claim	Row check, Total check
Maintenance / Reg or CTP Renewals	Row check, Total check
Bookings / Rental	Row check, Total check
Bookings / Invoice	Row check, Total check
Sale Management / Payout	Row check, Total check
Sale Management / Sale	Row check, Total check
Sale Management / Detail	Save Validation
System / Scheduler	autoPostClaims job run
Driver Portal / Raise a vehicle claim	Save Validation

Set-up Notes

The tolerance that is applied to each row and the total is set in the global control gst_tolerance.

The default setting is a $99 value positive or negative.

Example: if the approval is for $5,500 incl GST, the GST component can be anywhere between $401 and $599 before the transaction is failed.

If a GST check fails to validate, an error message is generated. The text is stored in the global control gst_tolerance_error_message. This message can be customised to suit you.

New Zealand

Quotes / Vehicle

Initial CTP GST (Number) - The "Initial CTP GST" calculation is varied for NZ systems. When the Quotes / Vehicle "Initial CTP Exc GST" amount is entered, the GST amount will be calculated using the value stored in the Global Control for gst_rate. The calculation is as follows: "Initial CTP Ex GST" * gst_rate = "Initial CTP GST"

Standard Reports

FBT Employee Quarterly (New Zealand Only)

Settings to check:

Item	Comment
Setup / Reference Data > gb_controls > "country_code"	The value should be 'NZ'
Setup / Reference Data > gb_controls > "gst_rate"	Check the GST rate is correct for NZ
Setup / Reference Data > qt_vehicle_types > "lct_flag"	Update so that all records have this field set to 'yes'. This will prevent Luxury Car Tax (LCT) and Luxury Car Charge (LCC) values from calculating

Useful Queries

SELECT * FROM gb_controls WHERE name IN ('country_code','gst_rate'); SELECT * FROM gl_gst_codes; SELECT * FROM qt_vehicle_types;

Reference Data: Qt Variants

This table contains data stored in the qt_variants table.

The List tab shows a summary of key details for the selected "Make" and "Model".

These key details can be updated for the variants of the selected "Model" in bulk on the List tab.

To review or edit a variant's record in detail, hyperlink to the Detail tab. The Detail tab displays the many attributes of a specific variant.

Filters

Screen Name	Type	Description
Make	Drop List	Choose the make
Model	Drop List	Choose the model
Model Year	Drop List	This field defaults to '--All--', but you can choose a model year to limit the displayed list
Variant	Drop List	This field defaults to '--All--', but you can choose a specific variant from the list

Fields

Field	Type	Description
ID	Number	Hyperlink to Detail tab
Data Source	Drop List	Possibilities are: Glass, RedBook, St George, User Defined
Year	Number	Model Year
Code	Text	Data source providers' Variant Code
Description	Text	Long variant description
Short Description	Text	40 characters. This field should summarize the vehicle to give a simple description which is used on reports, invoices and various screens in the system
Kerb Weight	Number	Kerb Weight
Fuel Metro	Number	Fuel Metro
Fuel Country	Number	Fuel Country
Fuel Combined	Number	Default fuel consumption rate used in the Quotes / Lease Fuel profile to calculate the fuel budget
Service Kms	Number	Service interval Kms
Service Mths	Number	Service interval Months
Status	Drop List	Possibilities are: Active (available for quote selection), Inactive (not available for quote selection), No Profile (available for quoting but a qt_variant_profile is not setup), Pending (a new variant imported in the system and available for quoting but no qt_variant_profile is set up)