Overview

The scheduler jobs below are the recommended base set for Fleet Management clients.

The Job ID and Query ID's shown are for our Demo environment and will be different in your system.

The name of each job will be the same, unless changed.

Quote Data

Download and import a glass's data file

Make job active to import Glass's data.

Glass imported - update new variants

Create variant profiles for Glass's imported variants.

Quotes/contracts linked to variants deleted by last import

If your system uses Glass's data, find your monthly glass's data import job.

Create a child job with this query.

The report lists quotes and contracts containing variants made inactive in the last monthly glass's data import.

Use this report to review and update records as necessary.

Contract Management

Contract Budgets

Import Data / Contract Budgets - Class List

Run Times: Ad-hoc

Use this job to get a listing of all classes and GST in alphabetical order as stored in the Contract Types / Accruals tab.

This provides a basis for preparing a Contract Budgets upload file.

Also visit the related page here:

Fleet / Import Data → Contract Budgets

Import Data / Contract Budgets - Current Budgets

Run Times: Ad-hoc

Purpose

Returns contract budget data in the import format required for the Fleet / Import Data → Contract Budgets function.

Use the data in this report as a resource to help build import files if you need to update the budgets, or a particular budget for contracts in bulk.

Examples:

• An insurance price change. Updates can be done to the affected contracts for the budget columns 'INS' and 'INSGST'.

• When onboarding contracts in bulk.

Points to note

1. max_item_no

This first column is displayed to alert you to any contracts that contain a pending adjustment record.

Adjustment records are wiped if the contract is updated in a bulk process. These contracts need to be removed from any bulk update and handled manually.

2. next_billing_date

This column needs to be checked and updated to a date format.

This report needs to be tailored to your business.

Contact Catch-e Support for help if the budgets shown here do not match the Class List above.

Maintenance Transaction Upload

The Update Maintenance process enables you to Import Table Data and process the transactions into the [fm_maintenance] table in bulk.

The Scheduler Jobs below run to update the data and send a confirmation.

Contracts - Maintenance - Post uploaded transactions

Run timing: Daily. 5pm EST

Open Update Maintenance for details of uploading bulk maintenance transactions.

Contracts - Maintenance - Post uploaded transactions confirmation

Confirmation of loaded transactions.

Driver Portal

Fuel Claims for EV vehicles

DP - Contract list with Fuel Claim Logic

Run Times: Mon-Fri 5:00am

Purpose

A listing of contracts showing data setup and logic for Driver Portal Fuel Claims.

Visit the Fuel / Charging page for details of the scenarios that apply to different vehicles.

EV vehicles should have an event stored to identify which claim screen they can access to make claims.

This will be either Home Charging or Home Charging Percentage.

Selection Criteria

• Contract Type / Details "Group" is 'Novated'

• Contracts / Contract "Reg Number" is not 'ORDER'

• Contracts / Contract "Contract Start" is populated

• Contracts / Contract "Suspend Date" is blank

Fuel Claim Logic

Visit the EV Charging Method illustrations page for an illustration of how each setup below presents in the Driver Portal.

DP - Initial EV Charging Event

Run Times: Mon-Fri 5:00am

Purpose

Visit the Fuel / Charging page for details of the scenarios that apply to different vehicles.

This job creates an initial 'EV Charging Method' contract event with Home Charging as the selected value if the following conditions are met:

• Contract Type / Details "Group" is 'Novated'

• Contracts / Contract "Reg Number" is not 'ORDER'

• Contracts / Contract "Contract Start" is on or greater than 01/04/2022

• Contracts / Contract "Suspend Date" is blank

• Contracts / Vehicle "Fuel Type" is 'Electric'

• Contracts / Events does not have an 'EV Charging Method' event recorded that is dated on or after 01/04/2022 and is dated on or before today

This report can be tailored to your business.

Contact Catch-e Support for help if you want to update this job.

Car Claims

Use the suite of jobs below to automate the processing of claims submitted by drivers and employees for car reimbursement claims.

Update Car Claims to Pending Funds

Run Time: Weekdays 5:00am

Purpose

Updates requested claims when the required conditions are met.

Selection Criteria

• Contract Type / Details "Group" is 'Novated'

• Contract Type / Details "Auto Post on Claims" is checked

• Drivers / Contact "Email" is populated

• Contracts / Claim was created by and last edited by a 'Driver' or 'Package Employee'

• Contracts / Claim "Status" is 'Requested'

• Contracts / Claim "Reimbursement" is checked

• Contracts / Claim has only one pending row in 'Pending' status

Updates

From 'Requested' to 'Active / Pending Funds' when

• Posting Class is not (X, Y, Z)

• Claim Total is no higher than $#,###

From 'Requested' to 'Requested / Referred' when

• Posting Class is (X, Y, Z)

• Claim Total is higher than $#,###

autoPostClaims

Purpose

Scheduler method posts claims when Funds Check has passed.

Go to the fm / approvals / autoPostClaims page for the selection details for this job.

Send Reimbursement Notification email

Purpose

Sends Reimbursement Notification email if claim was posted by the previous job or recently.

Set-up Criteria

• [gb_template] records exists where sub_name = 'RN' and channel_id = 0

• Posting Class 'RN' exists (Reimbursement Notification)

Selection Criteria

• Contract Type Group is 'Novated'

• Approval Status is 'Posted'

• Approval was posted within the last 5 days

• Reimbursement flag is checked

• Approval Total Cost is greater than 0

• Contracts / Event is not recorded for the selected approval

Send Reimbursement Pending email

Purpose

Sends Reimbursement Pending email if claim was not posted by the previous job or recently.

Set-up Criteria

• [gb_template] records exists where name = 'contract_mailQuery' AND sub_name = 'PF' and channel_id = 0 and template = 'car_claims'

• Posting Class 'PF' exists (Pending Funds)

Selection Criteria

• Contract Type Group is 'Novated'

• Approval Status is 'Active'

• Approval Sub Status is 'Pending Funds'

• Reimbursement flag is checked

• Approval Total Cost is greater than 0

• Contracts / Event is not recorded for the selected approval

Car Claims Exception Report

Purpose

Sends exception report if there is a Car Claim data issue.

Selection Criteria

• Driver email is not populated

• Approval Sub Status is 'Posting Failed'

• Approval has more than one pending row

• Approval Total Cost is 0

Vehicles

DP - Vehicle Data Report

Run Times: Mon 5:00am. Ad-hoc.

Delivery Type: Report Queue

Purpose:

Report showing Portal Vehicle Details and Finance Details fields shown in the Vehicles screens.

Use this report to review records when you are setting up a Driver or Employee Portal and for on-going monitoring.

Selection:

The selected contracts meet the required conditions for selection on the Vehicle screens;

• Contract Types / Details "Group" is 'Novated'

• Contract Types / Details "Driver Contract Access" is checked

• Contracts / Contract "Reg Number" is not 'ORDER'

• Contracts / Contract "Contract Start" is populated

Report Fields:

• Portal_Access

• Driver ID

• Display details for

• Contract_ID

• Description

• Contract_Start

• Contract_End

• Term

• Registration_Expiry_Date

• Insurer

• Insurance_Policy_Number

• Insurance_Policy_Due_Date

• Roadside_Supplier

• Financier

• Financier_Contact_Number

• Financier_Reference

• First_Finance_Payment_Date

• Total_Payments

• Payment per Period (incl GST)

• Payments_Made

• Payments Made (incl GST)

• Remaining_Payments

• Remaining Payments (incl GST)

• Residual_Due_Date

• Residual Amount (incl GST)

Active quotes/contracts linked to variants deleted by last Glass's import

Run Times: Everyday 9:21am

Delivery Type: Email

Purpose:

Report showing all active quotes and contracts linked to variants that were deleted during the most recent Glass’s monthly data import. This report is a child job of the Glass’s monthly data file import job.

Selection:

The selected quotes and contracts meet these:

• Quotes linked to variants marked as inactive by last Glass's data import that completed within last 23 hours.

• Contract linked to these quotes

Report Fields:

• Quote Id

• Effective Date

• Quote Date

• Quote Status

• Quoted By

• Variant Id

• Variant On Quote

• Variant On Quote Short Desc

• Variant On Quote Full Desc

• Model Year

• Contract Details

• Contract Id

• Reg No

• Contract Start

• Contract End

• Client Name

• Driver

• Home Email

• Variant On Contract

• Variant On Contract Short Desc

• Variant On Contract Full Desc

• Model Year

• Data Check

Exceptions

Contract Billing Date Checks

Run Time: Weekdays 5:05am

Delivery Type: Email

Purpose:

List novated contracts where there are pending billing records that are not aligned with the client's stored "Payroll Date".

Use this list to update the contract billing dates as required.

Ad Hoc

Lease Transfers

Lease Transfer Report

Run Time: Ad Hoc

Delivery Type: Report Queue

Purpose:

List contracts where leases are being transferred to another lease provider.

Basic contract and payment information is shown.

Report can be modified to select by client and or channel.

Report is designed to use a last day 'DATE' to select and report on contract billings and payments required to be processed by the new provider.