Details

This screen contains the description of the selected contract type and default information, such as whether inertia billing is allowed, whether GST applies to residual values and an Approval Note which appears when a new approval is raised.

The details here govern the behaviour of quotes, contracts and all of their subsequent transactions.

Buttons

• Click to copy an existing contract type. Use this when you want to create variations of an existing contract type. The "Map code" must be changed so it is unique.

• Click to create a new contract type.

Column One

• Status (List) - This field defaults to 'Active'. Change this to 'Inactive' if you no longer want users to quote on this record. It will not be displayed in the Quotes / Contract tab "Type Code" pop-up box and direct-entry of the code will be rejected. Existing quotes will not be editable.

• Map Code (Text) - The short code used to describe a Contract Type. It is displayed on various search screens throughout the system and determines some hard-coded behaviors. Note: for HO (History Only) contracts the registration date in the Contract/Vehicle screen can be edited by an external fleet manager

• Name (Text) - A descriptive name for the Contract Type

• Group (Text) - The group setting is used by the system to trigger business rules and as filters. See the Group page for more details.

• Auto-Extend (Check Box) - Used to indicate which contract types require inertia billing. Typically fleet managed contract types should be extended to allow billing to continue beyond the normal contract end date. Not Yet Operational!

• SL Export (Check Box) - If selected, all SL data is included in export files. If unselected, initial and periodic billing is excluded. All GL exports continue.

• Billing Adjustments Itemised (Check Box) - If selected, any Billing Adjustments made to a Contract will be itemised separately on the Periodic Billing and Combined Billing Tax Invoice.

• 1link Export Autoguru Export (Check Box) - If checked, the matching check box in Contracts / Vehicle will be editable. If both fields are checked, i.e. this one and Contracts / Vehicle, the contract will be available for export to 1Link or AutoGuru.

• 1Link Scheme (List) - List of 1Link schemes stored in fm1linkschemes.

• GST on Finance Payment (List) - Three values are available in this field. 1. 'Standard' - This is the default setting and calculates the Monthly GST as a % (Global Control 'gstrate') of the rental amount. 2. 'GST on Interest' - If selected GST is calculated on quotes with the contract type in question, calculated on the interest on the amount financed. This applies for quotations post 1/7/2012. This field is used to comply with the "GST - Hire Purchase Reforms" implemented by the Australian Government as at 01/07/2012. This setting is for Australian Commercial Hire Purchase Contracts. 3. 'Straight Line' - The monthly Finance Budget GST (Quotes/Lease Finance budget GST) field calculation is based on the purchase price GST less the RV GST straight lined over the term of the deal. This setting is for New Zealand Finance Lease Contracts. See attached spreadsheet for detailed calculation. NOTE: When 'GST on Finance Payment' is set to "Straight Line", the Global Control 'totalleasegstcalc_flag' must be set to "no" as the calculations are incompatible.

• ITC/Residual GST Code (Text) - Enter 'Y' or 'N' to record whether the vehicle's GST is a claimable input tax credit. This is also used as a default for calculating the Quotes / Finance and Contracts / Finance "Residual GST" amount. Visit the GST Claimable page for all the details about this function.

• Quote Template (List) - This allocates the PDF template to be used for quotations using this contract type. The quote template may itself contain further business rules and calculations, such as Luxury Car Charge.

• URL (Text) - Enter the URL that has been set-up for web service quote generation. Visit the Web Quote page for details.

• FBT Statutory Template (Drop List) - Choose the Driver Report template you want to use for this contract type when the statutory method is selected for FBT. If this is left blank, reports are not available on the Contracts / FBT tab.

• FBT Operating Template (Drop List) - Choose the Driver Report template you want to use for this contract type when the statutory method is selected for FBT. If this is left blank, reports are not available on the Contracts / FBT tab.

• FBT Email (Check Box) - If selected, active contracts of this type can receive bulk FBT Advice and Declaration Emails. Refer to Fbt Declaration Email for a full explanation of the process. The setting of this flag may also impact the setting of the FBT Email flag at contract level. Refer Contracts FBT Email for more information.

• Service Pack (Check Box) - This field is used as a default for the Service Pack field on the Contracts / Order screen. The default is looked up and used when a Quote is Accepted. The flag is then used to notify the Dealership on the Order to Dealer form if a Service Pack is required to be given provided with the vehicle.

• Packaged Car Profile (Drop List) - Select a car profile here to enable quotes and contracts to be linked in an Employees / Item record. Visit Packaged Car Profile for complete function and set-up details. This field is only available if the selected "Group" is 'Novated'. Only active profiles will be displayed for selection. Inactive profiles are removed if the record is edited. Once removed, an inactive profile cannot be re-instated.

• Approval Note (Text) - Note field specifically for raising approvals. Any note entered here will open a message box whenever a new Approval is raised for this contract type. The message box will display the text entered here. The user must choose to continue after viewing the message

• Insurance Fund 1st Year (Check Box) - If selected, the quote module finances the 1st year premium and allocates the remaining years as a budget per month.

• Quote Note (Text) - Any note entered here will alert the user when the contract type is selected on the quote. The note is inserted into the quote Internal Comments.

• Insurance Rating Type (Enum) - Client or Driver. Can be used for bespoke development for insurance premium quoting. Refer System not task 2677 below.

• Insurance Group (ID) - Links to the table glinsurancegroups. Can be used for bespoke development for insurance premium quoting. Refer System not task 2677 below.

• Include in Service Due / Overdue Reports (Check Box) - The default value of check box is selected. The contracts associated with this contract types will only be available for service due and overdue reporting if it is selected.

Column Two

• Invoice To (List) - "Client", "Driver", "Financier", "Group", "Internal" - these fields are used during the Order process and are available on the Dealer Order xml form.

• Delivery For (List) - "Client", "Driver", "Financier", "Group", "Internal" - these fields are used during the Order process and are available on the Dealer Order xml form.

• Registration To (List) - "Client", "Driver", "Financier", "Group", "Internal" - these fields are used during the Order process and are available on the Dealer Order xml form.

• Reg Notification To (List) - "Client", "Driver", "Financier", "Group", "Internal" - these fields are used during the Order process and are available on the Dealer Order xml form.

• Quote Request Email To (Text) - Enter the email address of the user (typically a Procurement Officer) who should receive the Quote Request Notification Email. When the Quote Status has been set to "Requested", the user will be emailed the quote number. The email will be sent from the quote creator. When the quote status is later set to "Open" an email is sent back to the quote creator and cc to the A/C Manager on the quote with the mail subject "Quote Ready: nnnnnn"

• Quote Residual Reserve (Numeric) - Enter an amount here to create a default value for the Quotes / Lease Residual Reserve budget. This would be used to buffer shortfall on the Residual value of a vehicle and would be used on operating Contract Types. To set-up this feature: Go to Posting Classes / Details and check that "Class Code" 'RRES' exists. Event check-boxes should be un-checked. Go to Contract Types / Accruals and add "Class" 'RRES' to the records here. Enter this default value.

• Include Client Establishment Fee (Check Box) - Can be used in the calculation of the quote "Establishment/Admin Fee" amount. Refer to the Establishment Fee page for full calculation details.

• Quote Procurement (Check Box) - If this field is checked, new quotes will be created with the "Procurement" check box on.

• Quote Financier (Lookup) - Enter a financier here to create a default entry. When creating new quotes, Quotes / Finance "Financier" will be populated in the following preference order: If Clients / Quote Defaults "Financier" is populated, use this financier. If Contract Types / Details "Quote Financier" is populated, use this financier. Lookup or directly enter a financier. Visit the Financier page for configuration details.

• Application Reference on Accept (Check Box) - 1. Check on to require the Quotes / Finance "Application Reference" field to be populated before the quote can be accepted. 2. When Accept is pressed, the user will be alerted if the quote is not compliant.

• Quote Excess Km (Check Box) - If selected, the Quotes / Lease tab "Excess KM Charge" checkbox will be checked when a new quote is created. If this is unselected, the Quotes / Lease tab "Excess KM Charge" checkbox will be un-checked when a new quote is created.

• Quote Redundancy Insurance (Check Box) - Used to default the preferred redundancy insurance selection into new quotes. Visit Redundancy Insurance for full details.

• Validate Redundancy Insurance (Check Box) - If selected, all quotes with a disclosure requirement will be validated.

• Quote Payload Maximum (Numeric) - Populate this field if to stop users from selecting variants with a payload that is greater or equal to this value in a quote. If this field is blank, no restrictions will occur. The payload of a variant can be seen in the Quotes / Vehicle "Payload" field (in the Specifications section) and can be edited in Setup / Reference Data. The restricted variants are still shown in the Quotes / Vehicle "Variant" list and are shaded in pink. 'Admin' users are warned but can save quotes, but other users are prevented from selecting the variant. The ability to select restricted variances can be given to other roles by updating their Role Restrictions. This field is read-only for all users except 'admin'. Access can be changed in Role Restrictions. This payload maximum is also applied in the getQuickQuoteWebService API. Variants with a payload above this value will not calculate and return values in this API.

• Order Manager as Assigned (Check Box) - If selected, the Assigned user stored in the Quote will be populated as the Order Manager in the Contract. If it is un-checked, the "A/C Manager" stored in Clients / Contact screen will be populated as the Order Manager in the Contract. The Order Manager is a primary filter field in the Order Management screen.

• Driver Contract Access (Check Box) - If selected, the vehicle data for this contract type will be available to Drivers who login to the system. See Access and Driver Portal for details. Note: When using this flag for contract access within the Driver Portal the Claims Tab option below can either be selected on or off. For consistency though for use within the Driver Portal should the Driver Contract Access flag not be selected the Claims Tab should also not be selected.

• Disclose Running Costs (Check Box) - Use this check box to manage which transactions external users can see for this Contract Type in the Contracts / Maintenance tab. This check box works in conjunction with other settings, so visit the Disclose Running Costs page for all of the settings you need to apply.

• Apply Insurance Loading (Check Box) - The default value of check box is blank/unselected. If selected, the use of insurance premium loadings will be bought in for quoting insurance budgets. See Insurance Premium Setup.

• Insurance Uplift Rate (Numeric) - The default value of this field is either blank or 0.00. This value can be updated based on client requirements (e.g., 1.05), and the budget will be automatically calculated based on the Monthly Premium. Visit Insurance Uplift (INSUP) for full details.

• Validate Amount Financed (Check Box) - The default value of check box is blank/unselected. If selected, the Contract/Finance screen performs a validation of the Amount Financed field using the Present Value formula.

• Budgets Financed (Check Box) - The default value of check box is blank/unselected. If selected quotes prepared will 'capitalise' any budget amounts (all running costs and fees but not Finance payments). A Posting Class 'BF' is required. For further information refer to Budgets Financed page.

• Payout Tab (Check Box) - The Contracts/Payout screen is available for these contracts if this flag is selected.

• Claims Tab (Check Box) - Check to enable the Contracts/Claims tab. Visit Claim Setup for full details.

• Funds Check on Claims (Check Box) - If selected, only an 'admin' role user can post a claim in the Contracts/Claim screen if doing so would make the Current Funds Balance (incl GST) fall below zero. If Funds Check is not selected, no alerts or restrictions will occur.

• Auto Post on Claims (Check Box) - This feature allows users to place claims that do not pass the Funds Check validation into a queue that is checked nightly. Once the claim passes the Funds Check validation, it is then posted and will be paid in the next run of the ABA file automatically. It is only available if Contract Types/Details "Funds Check on Claims' is checked. If in use, a claim status will change to 'Active' and sub status to 'Pending Funds' if the Funds Check validation fails during the Check validation, unless over-ridden by the user.

• Funds Check on Reg/CTP (Check Box) - If selected, shows funds balance on the alert for contracts which are due to be suspended or ending it in next six weeks on Fleet/Maintenance/Reg or CTP Renewals screen.

• Allow External Approvals (Check Box) - These contracts may be accessible from the Franchise Portal if this flag is selected.

• Finance Payment at COF (Check Box) - The default value of check box is blank/unselected. If selected when quotes are 'Accepted' or 'Settled' Initial Payment and Regular Payment fields on Contract/Finance tab (and Payments tab) are recalculated using the Cost of Funds rate. See attached spreadsheet for detailed calculation.

• Depreciable Amount ex Reg/CTP (Check Box) - The default value of check box is blank/unselected. If selected when quotes are 'Accepted' or 'Settled' Depreciable Amount field on Contract/Finance tab are recalculated to exclude Initial Registration and CTP.

• RV Risk (List) - Used by Lease Commitments Report. 'Residual (incl GST)' in the report only show values if it is set 'Client' and "Group" is not 'Fleet Managed' or 'Salary Packaged'.

• Maintenance Risk (List) - This is an information only field that is available for reporting. Users can create list entries by uploading rows into the glrisktypes table, or by contacting Catch-e support.