Payments Workflow

Below are details of how to perform various payment processes in the Contracts / Payments tab.

Entering a “Suspend Date” on the Contracts / Contract tab will update the “Stop Payments” field if the date is earlier than the stored date.

Set-up a Payment

• Go to Payments and select the Payment Type you want to create

• Click Create to create a new schedule

• Verify details and click Save

You cannot create a new payment if the contract does not have a set “Term” or “Start Date”.

Correcting Supplier Details

If a payment schedule has been created with the wrong supplier:

• Stop the existing schedule using the Stop Payments checkbox and date

• This will set all pending transactions to stopped

• Once stopped, create a new schedule with the correct supplier

For Finance, Insurance, and Roadside Assistance payments:

• The supplier record used on the new schedule is copied back to:

  • Financier

  • Insurer

  • Vehicle Roadside Supplier

Correcting Payment Details

• If a payment structure field is incorrect and all Pending rows must be updated:

  • Use Edit Schedule to update the relevant field

  • The schedule will rebuild automatically

• If only some Pending rows need updating:

  • Use Edit Rows to open payment schedule rows for editing

• Posted payments cannot be changed:

  • Use Adjustment Entry to correct posted transactions

Extend a Finance Lease

• If a new agreement and reference is required:

  • Stop or post the existing schedule

  • Only one Active schedule per Payment Type (Finance and Insurance) is allowed

  • A schedule becomes Inactive when no Pending transactions exist or it is stopped

  • Create a new schedule with the required supplier

• If extending an existing Finance Agreement:

  • Edit the contract

  • Update the Total Payments field to extend the lease

Delete a Row

• Any Pending row in the Payment Schedule can be deleted by:

  • Ticking the row checkbox

  • Clicking Delete

Stop Payments

• Click Edit

• Tick the Stop Payments checkbox

• Today’s date is automatically inserted into the “Stop Payments Date” field

This date can be edited to adjust the stop timing.

• Any payment rows with a Due Date on or before the Stop Payments date will be stopped

• Stopped rows display in light grey

Edit an Auto-stop

All active payments are automatically stopped if a vehicle is:

• Suspended

• Paid-out

• Sold

• Terminated

If multiple actions occur:

• The Stop Payment Date is set to the earliest transaction date

This prevents additional payments being generated and must be considered during vehicle disposal management.

If final payments are required:

• Click Edit

• Untick Stop Payments

• The Stop Payments Date will be cleared

Then either:

• Update the Final Payment Due date to rebuild pending rows

• Or adjust the Stop Payments Date to control which rows remain active

Pending rows will be rebuilt accordingly.