Due Off & Vehicle Lifecycle

Due Off Management

The Due Off Management screen summarises contracts due to terminate. The contract end date is used to determine the due off date and the screen defaults to 6 months from the system date.

Features include:

  • Edit key fields (Status Date, Status, Order Number) on a page of contracts at once

  • Dynamic sorting

  • Tool Tips show additional information when hovering over (e.g. contact details, estimated kilometres, termination notes etc)

  • PDF/CSV output is a schedule of contracts filtered, without page breaks per client.

Search Filters

  • Channel Code (Lookup) — Enter or look up the Channel Code you want to filter the results by. Where this channel is stored in Clients / MLA "Channel", linked contracts will be shown.

  • Group Code (Lookup) — Select by client group- Use can see the Group code details when hovering over

  • Client Code (Lookup) — Select by individual client.

  • State (Text)

  • Contract ID (Num) — Enter a contract or use the lookup to search for a particular contract.

  • Reg Number (Text)

  • Driver ID (Num) — Use the lookup to search for quotes for a particular driver.

  • Group (Drop List)

  • Type (Drop List) — Select by Contract Type

  • Due Off Status (Drop List) — Filter by "Due Off Status" which is stored on the Contracts / Terminate tab. The default setting is "--All--" which shows all contracts ending within the filtered date range. These statuses can be configured in the fmdueoffstatuses table. Only statuses with an active statusflag are available for selection.

  • Contract End (Date) — "Contract End"

  • Due Off Quote Manager (Lookup) — Filter by the "Due Off Quote Manager" stored on the Contracts / Terminate tab.

  • Manager (Lookup) — Filter the orders for a nominated Manager. The Manager can be either the client 'Manager' or the quote 'A/C Manager' depending on how the Contract Type has been configured. If the "Order A/C Manager by Quote" is selected in Contract Types / Details, the 'A/C Manager' stored in the quote is displayed as the Manager here. If unchecked, the 'Manager' stored in the Clients / Contact tab will be used. E.g. for a Novated Lease, you may want to refer to the staff member who quoted the vehicle. For an Operating Lease, the client's 'Manager' is more suitable. (Note: Information in this field may not be accurate).

Column Descriptions

  • Contract (Number) — Shows the Contract ID and hyperlinks to Contracts / Terminate tab. Contains a tooltip display of "Reg Number"

  • Group (Text) — Displays the group a client is linked to.

  • Client (Text) — Displays the client code and a tooltip of client information.

  • State (Text) — Contains a tooltip of the contract "Location" and "Cost Centre"

  • Reg No (Text)

  • Driver (Text) — Displays Driver Name. Hyperlink to Drivers/Contact screen. Tooltip of driver's Name, Phone, Mobile and Email.

  • Type (Text) — Displays "Contract Type".

  • Description (Text) — Displays vehicle description.

  • Status Date (Date)

  • Status (Text)

  • Ordered (Date)

  • End (Date) — Contract End Date

  • Approximate (Date)

  • Days (Num) — Number of days until Contract End Date

  • Reg Renewal (Date) — Reg Renewal Date

  • Order No (Num) — Order Number of replacement vehicle. Hyperlink to Contracts/Order screen of replacement vehicle.

  • Manager (Text) — Displays the user login for the nominated Manager. Contains a tooltip display of the users Name, Phone, Mobile and Email.

  • Quote Manager (Text) — Displays the user login of the "Due Off Quote Manager" stored on the Contracts / Terminate tab. If this field is blank, there is no recorded "Due Off Quote Manager" on the contract.

Output Options

View

  • — Click to print the Due Off Schedule in PDF or Text(CSV). This will report on the current filter result dataset. All the fields displayed on the screen are included in the schedule. If filtered results belong to multiple Channels, the PDF report will add a page break for each new Channel.

  • — Click to edit the "Status Date", "Status" and "Order No" fields for multiple contracts on this screen.

Edit

  • — When you have finished editing the record, click to save.

  • — Click to discard your current changes.

Roles / Details "Salary Packaged Contracts" - use this to control the visibility of Salary Packaged contracts in search screens.

Due Off Report

The due off report includes contracts due to end before a specific date.

The report date defaults to 6 months in advance.

This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page.

Left Column

  • Due off from (Date) — Pick the due off from date you want.

  • Due off by (Date) — Pick the due off by date you want.

  • Manager (List) — Select a manager to limit the report selection to the selected Clients / Contact A/C Manager. An Account Manger can use this field run reports for all the clients they manage.

  • Group (List) — Select a group to limit the report selection to the selected "Client Group".

  • Client (List Box) — Leave as '--All--' or select the Client or Clients you want to report on. You can select multiple records by holding down the “Ctrl” key and use your mouse to select the items. To select a range of clients, hold down “Ctrl” and “Shift” keys and use either your mouse or arrow keys to select the range.

  • Contract Type (List Box) — Leave as '--All--' or select the Contract Type or Types you want to report on. You can select multiple records by holding down the “Ctrl” key and use your mouse to select the items you want.

| Report Queue | Checkbox | Uncheckecd by default. The report will be generated for you on this screen for downloading when complete. Select this checkbox if you want to send the report to the Report Queue screen to be downloaded later. If configured, you will receive an email when the report has been processed and is ready to be downloaded. If the report take takes a long time to run and exceeds the allowable time, then the report will be sent to the Report Queue. You will be alerted if this is going to happen.
| Right Column | | | |
| Cost Centre | List | The default selection is '--All--' (returns all records). You can also blank '--Blank--' (records have no cost centre), or you can select a specific cost centre. When a "Group" or "Client" is selected, only the cost centres that belong to them are shown. | |

Report Fields

Fields include:

  • Group Name

  • Client Name (61 char trim)

  • Client Code

  • Cost Centre

  • State

  • Contract ID

  • Registration Number

  • Driver Name

  • Location (15 char trim)

  • Vehicle Description

  • Contract Type

  • Contract Kilometres

  • Estimated Odometer Reading

  • Start Date

  • End Date

  • Contract Months

  • Replacement Order

  • Quote Manager (Due Off Quote Manger)

the xls and csv outputs include additional fields:

  • Client Name

  • Group Code

  • Due Off Status (text field from Orders Screen)

  • Due Off Status Date

  • Replacement Order id (Contract id of vehicle replacing this contract)

  • Due Off Notes

  • Client Manager id

  • Registration Renewal Date

  • Employee Level

  • Odo Variance At Term

  • Contract Kms

  • Odo Variance At Term

This report can also be email out to the clients at regular intervals. Refer to Mail Query/System Reports.

Accident Management

If configured to do so, an Accident Management budget will be available on new quotes when they are created.

If a value is stored in the client record, this budget will be selected and a "Monthly Budget" amount will be added automatically . You can edit the budget amount.

If a value is not stored in the client record, you can check the Accident Management flag and manually enter a budget amount. This amount can be $0.00 if required.

If the profile is available but not selected, you can select it and add a "Monthly Budget" if you want.

If a quote has an Accident Management budget selected, the Contracts / Vehicle "Accident Management" field will be checked when the linked quote is accepted or settled.

To add this budget by default for new quotes, go to Clients / Quote Defaults and enter the required amount in the field "Accident Management Fee".

Remember that if the Clients / Contract Defaults "Budget Term Deferred" is checked and the quote has a "Months Deferred" value, the default budget amount will be re-calculated. E.g.

"Accident Management Fee" = 6"Budget Term Deferred" is checked"Term" = 36"Months Deferred" = 2"Monthly Budget" = ROUND((6*36)/(36-2),2) = ROUND( 216 / 34 ),2) = 6.35

Posting Classes

Check that the Posting Class that is required for this profile is set-up correctly.

  1. Go to menu Fleet / Controls / Accounts / Posting Classes

  2. Enter 'AMFEE' into the "Class Code" field and tab out

  3. If 'AMFEE' exists, check the details described to create this record are correct for the existing code.

If 'AMFEE' DOES NOT exist, create it as follows:

  1. Click on New

  2. Enter class code 'AMFEE' ('AMFEE' is a reserved code that helps keep consistency throughout quotes and reports).

  3. Enter "Name" as 'Accident Management' (you can nominate another name if you prefer, go to Posting Classes to find out more about how the "Name" works).

  4. For "Quote Profile Table", select 'qtquoteaccidentmanagementfee' from the list.

Contract Types

Add the posting class 'AMFEE' to any Contract Type records you want to add this budget to.
Remember that you'll need to update quote documents to accommodate this budget.

Go to menu Fleet / Controls / Accounts / Contract Types

  1. Enter or search for the "Type code" you want

  2. Go to Accruals Tab

  3. Click on Edit

  4. On a new row, in the "Class" column, select 'AMFEE' from the listbox

  5. Enter the remaining set-up details in the right of screen and Save

Note: New quotes you create now will have the product available. Existing quotes will need to be edited to add 'AMFEE' to the quote.

Renaming

The budget and profile name of "Accident Management Fee" shown in the Quotes / Lease tab can be renamed by changing the stored posting class "Name" for 'AMFEE'.

The field name "Accident Management" shown in the Contracts / Vehicle tab can be renamed. This field can also be role restricted to be 'hidden' or 'read only' if required.

Accidents Report

The Accidents Report shows records from Approvals and Contracts / Events for the Class 'A - Accident' (which is a coded event).

The report uses Contracts / Events records to get the driver, cost centre and division that were applicable at the time of the accident.

If there is more than one cost centre or division event recorded in a day, the last one created will be used (ignoring deleted events).

This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page.

This report can also be run from the Web Services API executeReportWebService.

Report Filters

  • As at (Date) — Only contracts commencing on or prior to this date will be included and contracts suspended on or prior to this date will be excluded.

  • Manager (List) — Select a manager to limit the report selection to the selected Clients / Contact A/C Manager. An Account Manger can use this field run reports for all the clients they manage.

  • Group (List) — Select a group to limit the report selection to the selected "Client Group".

  • Client (List Box) — Leave as '--All--' or select the Client or Clients you want to report on. You can select multiple records by holding down the “Ctrl” key and use your mouse to select the items. To select a range of clients, hold down “Ctrl” and “Shift” keys and use either your mouse or arrow keys to select the range.

  • Contract Type (List Box) — Leave as '--All--' or select the Contract Type or Types you want to report on. You can select multiple records by holding down the “Ctrl” key and use your mouse to select the items you want.

  • Report Queue (Checkbox) — Uncheckecd by default. The report will be generated for you on this screen for downloading when complete. Select this checkbox if you want to send the report to the Report Queue screen to be downloaded later. If configured, you will receive an email when the report has been processed and is ready to be downloaded. If the report take takes a long time to run and exceeds the allowable time, then the report will be sent to the Report Queue. You will be alerted if this is going to happen.

  • Cost Centre (List) — The default selection is '--All--' (returns all records). You can also blank '--Blank--' (records have no cost centre), or you can select a specific cost centre. When a "Group" or "Client" is selected, only the cost centres that belong to them are shown.

Report Fields

  • Group Name

  • Client Name

  • Date Filter

  • Reg No

  • Description

  • Contract Type

  • Posting Class Code

  • Odometer Date

  • Driver Name

  • Approval Id

  • Odometer

  • Job Description

  • Vmrs Code

  • Supplier Name

  • Net Cost

  • Gst Cost

  • Gross Cost

  • Client Code

  • Cost Centre

  • Contract Id

  • Division (CSV and XLS output only)