Sundry Payment

Use the “Payment Type” Sundry Payment to set up a payment schedule for sundry payments.
This is only available when enabled in the Contract Types / Payments tab. Multiple “Sundry Payment” records can be configured per Contract Type.

Go to the Payments Setup page for full details.

Set-up

Two new table fields, paymentflag and supplierid, are added to the system.

payment_flag

Controls visibility of payment types:

• yes = active and selectable

• no = hidden from new entries but selectable for existing records

supplier_id

Sets the default supplier for each payment type.
Used as a fallback for non-sundry types if the primary supplier is missing.

Following table fields are affected and updated as below:

• 2

• 4

• 5

The following workflows are impacted by the Sundry Payment type change:

• Main Page → Fleet / Controls / Accounts → Posting Classes / Details

• Main Page → Fleet / Controls / Accounts → Contract Types → Payments

• Main Page → Fleet / Administration / Contracts → Payments → Sundry Payments

• Main Page → Workflow → Fleet Management → Payments → Print a Payments (ABA) file

• Main Page → System / Scheduler → Job → Method → Payments → Periodic

Configure a Sundry Payment

Qualifiers

You plan to make periodic payments to a supplier (e.g. Lease Inclusion Plans setup).

Process

• Navigate to Posting Classes / Details

• Look up an existing class or create a new one

• Click Add/Edit

Set the following:

• Class code — enter a suitable code (must not already exist)

• Name — enter a suitable name

• Payment — tick checkbox (only checked classes can be used in Contract Types / Payments)

• Supplier — optionally assign a default supplier for Sundry Payments (e.g. Lease Inclusion Plans setup)

Click Save

Then:

• Navigate to Accounts / Contract Types

• Select Type code (lookup required contract type)

• Go to Contract Types / Payments

• Click Add

• Select:

  • Class — required class

  • Type — “Sundry Payment”

  • Debit — Balance Sheet Provision GL account

    • If using supplier-level GL codes, configure via Suppliers / Account GL Code

  • Credit — Creditors Control GL account

  • G — Y or N (GST calculation flag)

Click Save

Make a payment for one contract

Qualifiers

• You want to make a payment for a single contract

• Required payment records have already been created

Process

• Identify the contract and payment period to be paid

• Go to Contracts / Payments

• Open Payment Schedule(s)

• Locate the relevant period

  • All pending payments due on or before the selected row are included

• Click the Due Date hyperlink

Go to Payments / Periodic:

• Click Go

If Delivery = Post:

• Review PDF output before printing

• Optional: switch output to CSV via re-run before posting

If Delivery = Email:

• Review or discard email queue popup

Click Pay to confirm posting:

• Updates payment records

• Creates export data

If issues occur:

• Click Abort to cancel

If Delivery = Email:

• Go to System / Mail Queue

• Filter:

  • Type = Payment

  • Status = Pending

• Click Search

• Review results

Make a periodic payment

Qualifiers

• You want to pay one or more suppliers

• Required payment records have already been created

Process

• Go to Payments / Periodic

• Set filters:

  • Supplier Code (optional)

  • Status = Pending

  • Bank Account (select if multiple available)

  • Payment Type (required)

  • Delivery = Email or Post

  • Dated To = cutoff date

Click Go

Click Pay

If Delivery = Post:

• Review PDF output before printing

• Optional: generate CSV via re-run before posting

If Delivery = Email:

• Review email queue popup

• Confirm posting

If issues occur:

• Click Abort

If Delivery = Email:

• Go to System / Mail Queue

• Filter:

  • Type = Payment

  • Status = Pending

• Click Search

• Review results

Next Steps

• Print a Payments (ABA) file

• Export SL and GL files via Accounts / Export / General Ledger

Stop a payment schedule

Qualifiers

• Contract has early termination, or

• You need to edit locked fields in Contracts / Vehicle, Insurance, or Finance tabs

When all payment rows are Posted or Stopped, the schedule becomes Inactive.

Process – Stop Payments

• Go to Contracts / Payments

• Select:

  • Payment Type

  • Schedule

• Click Edit

Set:

• Stop Payments = checked

• Stop date = enter or select date

  • For temporary stop: use a date on or before next pending Due Date

Click Save

Process – Restart Payments

• Go to Contracts / Payments

• Select:

  • Payment Type

  • Schedule

• Click Edit

Set:

• Stop Payments = unchecked

• Stop date is cleared automatically

Click Save

Create a Payment Schedule for an Item

Replaced by Activate an Item

Qualifiers

• Disbursement Type = Periodic

• Status = Active

Process

• Open Employees / Item tab

• Confirm:

  • Disbursement Type = Periodic

  • All required details are populated

• Navigate via Contract ID to Contracts / Maintenance

• Open Contracts / Payments tab

• Click Add

• Click Save

Payments On Hold

On Hold field behaviour

• On Hold checkbox and date fields are only editable after clicking Edit

• Checking ON enables date field and auto-populates today’s date

• Date is editable while checkbox is selected

• Unchecking removes the date

• Used mainly for automated updates or credit-related holds

• Rows on hold display red text with pink background

On Hold and Stop Payment relationship

• Stop Payments and On Hold are mutually exclusive

• Only one can apply at a time

If Stop Payments is enabled while On Hold is active:

• On Hold is cleared

If On Hold is enabled while Stop Payments is active:

• Stop Payments is cleared

Stop processes

If Stop Payment is not already set, the following trigger it:

• Contract suspended → Stop date = suspend date

• Contract terminated → Stop date = termination date

• Vehicle sold/paid out → Stop date = earliest relevant date

Impact on payment schedules

• Pending payments on or after On Hold date become On Hold

• Changes to On Hold date re-evaluate schedule

• Removing On Hold restores Pending or Stopped state depending on Stop Payments

• Invalid On Hold dates (beyond schedule) are discarded

Stop Payments

Behaviour

• Stop Payments checkbox and date are blank until set

• Clicking checkbox populates today’s date

• Date can be edited

• Checkbox and date always act together

Updates from other processes

Stop Payments is automatically set when:

• Contract Suspend Date is populated

• Contract Terminated Date is populated

• Contract status updated to Suspended/Terminated

• Approval updates contract suspend/termination date

Removing suspend/termination does not reverse Stop Payments. It must be manually cleared in Contracts / Payments.

When Stop Payments is added

• Payments before stop date remain Pending

• Payments on/after stop date become Stopped

• On Hold is cleared

• Schedule may become Inactive if no Pending rows remain

When Stop Payments is removed

• Stop date is cleared

• Stopped rows revert to Pending

• Schedule becomes Active if Pending rows exist

Payments Troubleshooting

Remittance email recipient incorrect

Supplier has multiple contact types; remittance may use incorrect contact template.
Check Payment Advice Email setup.

Pre-Post records

• Occur when payment process fails mid-way

• Reset via Fleet / Payments / Periodic → Go

• If unresolved, contact support to clear pl_payables lock

Missing payment records

Possible causes:

• Schedule not created

• Supplier missing

• Schedule completed

• Stop Payment active

• Contract suspended/terminated

Missing bank account

Check:

• Run Pending with Bank Account = --All--

• Verify Company field on contract

• Ensure company has valid bank account setup

Multiple bank account issues

If expected payments are missing, escalate to support (possible configuration issue in payables mapping).

Cannot unpost batch

• Ensure Payment Type is set to --All--

• Follow Unpost procedure exactly