Fleet Operations API: Fm billings field descriptions top

API endpoints for fleet management (Fm_*) operations

Fm billings field descriptions top

Job Type

Module (Drop List) — Choose 'fm'.
Class (Drop List) — Choose 'billings'.
Method (Drop List) — Choose from combined, periodic,recharges and rechargesFuel.
Description (Text) — A generic description will populate once a "Method" has been chosen. You can change this to something meaningful to you. This shows as the description on the Scheduler / Schedule tab.

Parameters

Channel Code (Lookup) — Enter or look up the Channel Code you want to run the job for. This will then select and invoice only the clients of this channel. If populated, you cannot also choose a “Group Code” or “Client Code”. Choosing another filter will remove the "Channel Code" value.
Group Code (Lookup) — Enter or look up the "Group Code" you want to run the job for. This will then select and invoice only the clients of this group. If populated, you cannot also choose a “Channel Code” or “Client Code”. Choosing another filter will remove the "Group Code" value.
Client Code (Lookup) — Enter or look up the "Client Code" you want to run the job for. This will then select and invoice only the contracts that belong to this client. If populated, you cannot also choose a “Channel Code” or “Group Code”. Choosing another filter will remove the "Client Code" value.
Delivery (Drop List) — Choose 'Email' to select and email invoices to clients who have "Invoicing Preference" set to 'Email. The emails will be sent and available for review in the Mail Queue. They will be set to ‘Sent’ status. The recipients of these emails will be based on the “Use Group Email” flag set up under the Client Contract Defaults. If this is checked on , then the Group Email will be used, if checked off, then the A/C Payable email will be used. If there is no stored recipient email, the scheduler job will still run, with the emails will be in the Mail Queue in the ‘Failed’ status. Post will be selected when the scheduler is required to run to process the invoices.
Pay Cycle (Drop List) — Choose a pay cycle if you want to run this job only for a particular pay cycle. This works in the same way as the Billings / Periodic “Pay Cycle” field. You might use this feature to invoice contracts with a weekly or fortnightly pay cycle throughout the month without accidentally including monthly pay cycles, that may be invoiced at a nominated time in the month.

| Invoice To | Drop List | Use this feature if you want to create billing records before or in the future of their invoice date being reached. Leave this field blank if you want to use the system’s run date as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. E.g. if the job runs on the 10th, it will work like going to Fleet / Billing on 10/02/2021 and using the “Invoice Date” of '10/02/2021'. Choose 'Common Day Past' or 'Common Day Future' to nominate a specific day as the Fleet / Billing “Invoice Date” E.g. if the job runs on the 10th with Common Day Future, and the DAY is '1st' it will work like going to Fleet / Billing on 10/02/2021 and entering the “Invoice Date” as '10/02/2021' and "Invoice To" as '01/03/2021'.
E.g. if the job runs on the 10th with Common Day Past, and the DAY is '1st' it will work like going to Fleet / Billing on 10/02/2021 and entering the “Invoice Date” as '10/02/2021' and "Invoice To" as '01/02/2021'. Choose 'Run Date Plus' to add a fixed number of days to the job's run date to create the "Invoice Date".
E.g. the job is scheduled to run on the 10th and this day is the 3, it works in the same way as going to Fleet / Billing on 10/02/2021 an entering 13/02/2021 as the “Invoice Date” for your billing run.
If you have entered a "Client Code", then 'Payroll Cut Off' also becomes an available choice. This adds the client's "Payroll Cut Off" days to the job's run date.
E.g. the job is scheduled to run on the 10th, and the client's "Payroll Cut Off" is 5, it works in the same way as going to Fleet / Billing on 10/02/2021 an entering 15/02/2021 as the “Invoice Date” for your billing run. | |
| Invoice To DAY | | The list you see here depends on what has been selected in the "Invoice To" field. If the “Invoice To” selection is Blank - , the day list box is disabled as no selection is required. ‘Common Day Past’ - then the available day list is “1st, 2nd, 3rd, 4th, … EOM” ‘Common Day Future’ - then the available day list is “1st, 2nd, 3rd, 4th, … EOM” ‘Run Date Plus’ - the available day list is “1, 2, 3, 4, …31”. No EOM will be available ‘Payroll Cut Off Days’ - the day list box is disabled as no selection is required. | |
| Invoice To Date | Cal | This is a calculated display field that shows what the next “Invoice To” date will be with the current selections applied. This will calculate if “Invoice To” and Invoice To “Day” are entered. If no entry is made in “Invoice To” field, it will be displayed as blank also on ‘Save’, engaging existing behaviour.
| Invoice Date | List Box | List box options are ‘Invoice To’ and ‘Run Date’ Choose ‘Invoice To’ to use the calculated “Invoice To Date” as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. Choose 'Run Date' to use the system’s run date as the Fleet / Billing “Invoice Date” when the billing selection and posting is run. If the field is blank, the system will default to using 'Run Date'. | |

Fm billings periodic

Use this billing method to schedule periodic billing.
This is very similar to the system menu item Fleet / Billing → Periodic.
All of your client billing preferences are applied in the same way regardless of how the billing is created except for the differences listed below.

Differences

| Item | fm / billings / periodic | Fleet / Billing → Periodic |
| --- | --- | --- | | Emailing | If the "Delivery" field is set to 'Email', emails are created and sent. You can find them in the Mail Queue at 'Sent' status. In either case, if the email cannot be sent, they are stored in the Mail Queue with a 'Failed' status. Go to the Mail Queue to review and then send the corrected emails. | If the "Delivery" field is set to 'Email', billing emails are created and placed in the Mail Queue in 'Pending' status. To complete the process, you need to go to the Mail Queue and send these invoices manually. |
| Billing Type | Only records for clients with a "Billing Type" of 'Periodic' will be selected. | Records for clients with a "Billing Type" of either 'Any' or 'Periodic' will be selected. |

Data Set-up

Set the Clients / Contract Defaults "Billing Type" as 'Periodic' for any client whose invoices should be created by this job.

Job Type

Module (Drop List) — Choose 'fm'.
Class (Drop List) — Choose 'billings'.
Method (Drop List) — Choose from combined, periodic,recharges and rechargesFuel.
Description (Text) — A generic description will populate once a "Method" has been chosen. You can change this to something meaningful to you. This shows as the description on the Scheduler / Schedule tab.

Parameters

Channel Code (Lookup) — Enter or look up the Channel Code you want to run the job for. This will then select and invoice only the clients of this channel. If populated, you cannot also choose a “Group Code” or “Client Code”. Choosing another filter will remove the "Channel Code" value.
Group Code (Lookup) — Enter or look up the "Group Code" you want to run the job for. This will then select and invoice only the clients of this group. If populated, you cannot also choose a “Channel Code” or “Client Code”. Choosing another filter will remove the "Group Code" value.
Client Code (Lookup) — Enter or look up the "Client Code" you want to run the job for. This will then select and invoice only the contracts that belong to this client. If populated, you cannot also choose a “Channel Code” or “Group Code”. Choosing another filter will remove the "Client Code" value.
Delivery (Drop List) — Choose 'Email' to select and email invoices to clients who have "Invoicing Preference" set to 'Email. The emails will be sent and available for review in the Mail Queue. They will be set to ‘Sent’ status. The recipients of these emails will be based on the “Use Group Email” flag set up under the Client Contract Defaults. If this is checked on , then the Group Email will be used, if checked off, then the A/C Payable email will be used. If there is no stored recipient email, the scheduler job will still run, with the emails will be in the Mail Queue in the ‘Failed’ status. Post will be selected when the scheduler is required to run to process the invoices.
Pay Cycle (Drop List) — Choose a pay cycle if you want to run this job only for a particular pay cycle. This works in the same way as the Billings / Periodic “Pay Cycle” field. You might use this feature to invoice contracts with a weekly or fortnightly pay cycle throughout the month without accidentally including monthly pay cycles, that may be invoiced at a nominated time in the month.