Payee and Payment Method Combination

Payee and Payment Method Combination

"Payee" and "Payment Method" combinations are used to restrict the choice of these records to combinations that your business processes support. This feature is currently only available on the Employees / Item tab.

Suppliers / Account

On the Suppliers / Account tab:

  • "Payee" can be selected from the gl_payees table if status_flag = 'active'

  • "Pay Method" can be selected from the gl_payment_methods table if status_flag = 'active'

  • When a supplier is edited, these records are silently removed if they have become 'inactive'

Contracts / Claim

"Payee" and "Payment Method" are display-only fields and cannot be edited. These are managed via Role Restrictions settings.

  • When the contract the claim is being raised under is linked to an Item, the "Payee" and "Payment Method" values will default in from the Item record

  • When the Claim is a reimbursement, "Payee" will default in the value 'Driver' and "Payment Method" will default in 'Direct Credit'

  • Where the claim is not a reimbursement, the fields will remain blank

Standard Settings for Motor Vehicle Leases

Below are the recommended settings for clients who are providing quotes and contracts for motor vehicle leases. Drivers cannot raise a vehicle claim if these settings are not in place.

Table

Field

Value

Status

gl_payees

payee

driver

active

gl_payment_methods

payment_method

direct-credit

active

gl_payee_payment_methods

payee, payment_method, process_type

driver, direct-credit, claim

active

Employees / Item Settings for Salary Packaging

Below are the settings recommended for clients who provide package quotes and contracts for salary packaging. On the Employees / Item tab:

  • "Payee" and "Payment Method" can only be selected if there is an active record for the combination in the gl_payee_payment_methods table

  • The linked records for the "Payee" and the "Payment Method" must both also be active

  • If there is only one combination record available for a particular "Payee" and "Payment Method" combination, then "Payment Method" will populate once the "Payee" has been chosen, as there will be no other choice

  • Currently this can only be set for 'Direct Credit'. Transactions that are linked to these items will be included in Disbursements (ABA) files for payment

Table

Field

Value

Status

gl_payees

payee

driver

active

gl_payees

payee

employer

active

gl_payees

payee

supplier

active

gl_payment_methods

payment_method

bpay

active

gl_payment_methods

payment_method

direct-credit

active

gl_payee_payment_methods

payee, payment_method, process_type

employee, direct-credit, item

active

gl_payee_payment_methods

payee, payment_method, process_type

supplier, direct-credit, item

active

gl_payee_payment_methods

payee, payment_method, process_type

supplier, bpay, item

active

gl_payee_payment_methods

payee, payment_method, process_type

driver, direct-credit, claim

active

Useful Queries

SELECT * FROM gl_payees; SELECT * FROM gl_payment_methods; SELECT * FROM gl_payee_payment_methods;

Active Payee and Payment Method Combinations

SELECT pay.payee, paym.payment_method, ppm.process_type, ppm.status_flag FROM gl_payee_payment_methods AS ppm INNER JOIN gl_payees AS pay ON pay.payee_id = ppm.payee_id AND pay.status_flag = 'active' INNER JOIN gl_payment_methods AS paym ON paym.payment_method_id = ppm.payment_method_id AND paym.status_flag = 'active' WHERE ppm.status_flag = 'active';

All Payee and Payment Method Combinations

SELECT pay.payee, pay.status_flag AS payee_status, paym.payment_method, paym.status_flag AS payment_method_status, ppm.process_type, ppm.status_flag FROM gl_payee_payment_methods AS ppm INNER JOIN gl_payees AS pay ON pay.payee_id = ppm.payee_id INNER JOIN gl_payment_methods AS paym ON paym.payment_method_id = ppm.payment_method_id;

Upload Record for Employee

SELECT '' AS payee_id, 'employee' AS payee, 'active' AS status_flag;

Upload Record for Employee / Item Combinations

SELECT '' AS payee_payment_method_id, pay.payee_id, paym.payment_method_id, 'item' AS process_type, 'active' AS status_flag FROM gl_payees AS pay INNER JOIN gl_payment_methods AS paym ON paym.status_flag = 'active' AND paym.payment_method = 'direct-credit' WHERE pay.status_flag = 'active' AND pay.payee IN ('supplier','employee');

Periods Deferred

Quotes / Finance "Months Deferred" can be entered or edited. The value may default in from the Clients / Contract Defaults "Periods Deferred" field.

If a value is entered, the number of finance payments to be made will be reduced by this number. For example: "Term" = 36, "Months Deferred" = 2. Finance payments will be 34.

Depending on your system and client settings, lease budgets may also be reduced by this number. This will spread the total budgets for the quote over the reduced number of billings that will be required.

Refer to Deferred Payments for a discussion on this workflow and Months Deferred for more details on how your options for configuring this feature.

Quotes / Finance "Months Deferred" is also used in the calculation of the field. Visit the Pay Cycle Billing page for details about this.

When a quote is accepted, the value of "Months Deferred" is carried into the Contracts / Billing "Periods Deferred" field.

Months Deferred Default

Quotes / Finance "Months Deferred" for novated lease quotes will default as follows:

  1. If populated, Supplier / Financier "Periods Deferred" is applied

  2. If populated, Clients / Contract Defaults "Periods Deferred" is applied

  3. Otherwise, set to 0

Months Deferred

"Months Deferred" is a factor used to calculate the field for the quote. Refer to the Pay Cycle Billing for more details of the calculation and rounding options. "Months Deferred" populates into Contracts / Finance "Finance Deferred" when a quote is accepted.

Budgets Deferred

When there is a finance deferral, lease budgets can also be reduced by this number, or kept the same as the term. If reduced, the total budget amounts for the quote are spread over the reduced number of billings that are required.

If Setup / Reference Data 'qt_financier_posting_map_defaults' "Finance Budget Term Deferred" is:

  • set to 'Yes': the deferral is used in all quote budget calculations

  • set to 'No': the deferral is not used in any quote budget calculations

  • set to 'Any' or there is no record, then:

    • Clients / Contract Defaults "Finance Budget Term Deferred" value is used in quote finance budget calculations

    • Clients / Contract Defaults "Budget Term Deferred" value is used in quote budget calculations except for finance

Note: The entry in Clients / Contract Defaults "Finance Budget Term Deferred" updates the value of Clients / Contract Defaults "Budget Term Deferred" to match. The Clients / Contract Defaults "Budget Term Deferred" check box is not editable. Having these fields set differently can impact billing values and is not recommended. The Clients / Contract Defaults "Budget Term Deferred" check box is used to calculate all budgets other than the finance budget.

Warning: Changing the "Finance Budget Term Deferred" check box between 'yes' and 'no' will change the values seen in your quote documents. Contact your Account Manager for assistance if you want to make changes in this area.

Troubleshooting

If your quote budgets are calculating with a deferral, but you want the budgets to calculate over the term, check the following:

  1. Setup / Reference Data 'qt_financier_posting_map_defaults' "Finance Budget Term Deferred" is either 'any' or 'no'

  2. Clients / Contract Defaults "Finance Budget Term Deferred" is unchecked

  3. Go to the Months Deferred page for more set-up details

Start Periodic

"Start Periodic" will populate with a calculated date if the following conditions are met. Open the Start Periodic Date Model to see how this calculation works. The date logic in this model is also used to calculate the Employees / Item "Start Date" for new records.

Pay Cycle

  • The contract's "Contract Start" and "Periodic Interval" fields have been entered

  • The contract's "Periodic Interval" is one of the following types: Weekly, Fortnightly, Monthly, Bi-Monthly or 4-Weekly

  • The Clients / Quote Default "Pay Cycle", "Pay Cycle 2" or "Pay Cycle 3" matches the contract's "Periodic Interval"

  • The Clients / Quote Default "Payroll Date", "Payroll Date 2" or "Payroll Date 3" is populated

The following fields are hidden in the Contracts / Billing tab, if a contract has a Pay Cycle set-up:

  • Initial Billings

  • Start Period

  • Common Day

Monthly

If the Pay Cycle requirements above are not met, the "Start Periodic" may still calculate if:

  • The contract's "Contract Start" and "Periodic Interval" fields have been entered

  • The contract's "Periodic Interval" is 'Monthly'

  • If "Start Period" equals '1', the "Start Periodic" defaults to show the "Contract Start" date

  • If the "Start Period" is 2 or more, the "Start Periodic" displays the "Common Day" date of the "Start Period" month

Visit Billing Schedule to see examples of how different billing schedules can be constructed.

Recommended Steps to Test

  1. Confirm the Clients / Quote Defaults "Pay Cycle" and "Payroll Date" are populated (for example: Fortnightly, '08/12/2020')

  2. Check that the client's Quotes / Contract "Pay Cycle" is the same (for example: Fortnightly)

  3. Accept the quote to create a new contract

  4. Add in a "Contract Start", the "Periodic Interval" should already be populated as 'Fortnightly'

  5. "Start Periodic" should populate

Set Up Notes

  1. Go to the Pay Cycle Setup page to review the pay cycle records

  2. Check which pay cycles you want to make available for billing

  3. Set as 'yes' for these pay cycles

  4. Only these records can be selected in the Contracts / Billing "Periodic Interval" drop box

  5. Check the Clients / Quote Defaults "Pay Cycle" defaults as required

  6. This default is set as 'monthly', but can be updated in Setup / Reference Data > gb_controls "fm_clients_pay_cycle_default"

API References

The API Edit budgets for a contract that has not yet billed will use this logic to populate "Start Periodic" if the date is not specified in the call.

Commitments

Derived fields from the /lib/PDF/commitments library

This library is used to calculate commitments. See also the related page Lease Commitments Report. This library can also be used in executeQuery, mailQuery and eventQuery scheduler jobs.

Input Fields (Required)

Field

Source

Rules

contract_id

fm_contracts.contract_id

Mandatory

date_filter

Any valid date dd/mm/yyyy

Mandatory

Derived Fields

Field

Description

year1_start

Year 1 start date

year2_start

Year 2 start date

year3_start

Year 3 start date

year4_start

Year 4 start date

year1_end

Year 1 end date

year2_end

Year 2 end date

year3_end

Year 3 end date

year4_end

Year 4 end date

mths_expired

Months expired (default: 0)

mths_remaining

Months remaining

year4_end

Onwards... (from Year 4 end)

rental_net_per

Rental net per period

rental_net_year1

Rental net Year 1

rental_net_year2

Rental net Year 2

rental_net_year3

Rental net Year 3

rental_net_year4

Rental net Year 4

rental_net_total

Total rental net

Policy Owner

The "Policy Owner" field is used to describe who is responsible for managing and paying for the comprehensive insurance on a vehicle. The "Policy Owner" field exists in the following places:

  • Clients / Quote Defaults

  • Quotes / Contract

  • Contracts / Insurance

Policy Owner Effects on Insurer

The policy owner you choose affects which suppliers are available to you in the "Insurer" field list:

  • If the selected "Policy Owner" is an 'Internal Policy', the "Insurer" list is limited to active insurers stored in the fm_suppliers table

  • If the selected "Policy Owner" is 'Driver Policy' or 'Client Policy', any insurance supplier who is not stored in fm_suppliers can be selected

This means, if you change "Policy Owner" from 'Internal Policy' to 'Driver Policy' or 'Client Policy', the stored "Insurer" will be removed.

Quotes: Policy Owner

If you raise quotes, the Clients / Quote Defaults "Policy Owner" field can be set to default into the Quotes / Contract "Policy Owner" field. A default Clients / Quote Defaults "Insurer" can also be set.

If there is no default entry set, "Policy Owner" will initially be set as 'Driver Policy' and the "Insurer" field will be blank.

If a quote is accepted or settled and Comprehensive Insurance is not a selected budget, the Contracts / Insurance Individual Details section will update to show 'Driver Policy', the remaining fields in the Individual Details section will be blank.

Internal Policy

Choose an 'Internal Policy' when you are quoting on insurance for Novated Drivers and you are going to manage the insurance and make premium payments directly to the supplier.

Store the details for internal policies in the fm_suppliers table. These stored internal insurers are usually set-up to generate calculated insurance budgets on quotes.

Visit the Accept page for all the details of which fields in the Contracts / Insurance Individual Details section are updated when a quote is accepted and Comprehensive Insurance is a selected budget.

  • "Billing Type" will be 'Driver Reimbursement'

  • "Billing Frequency" will be 'Monthly'

Driver Policy

Choose a 'Driver Policy' when the driver is taking out their own insurance policy. This is typically used for Novated Leases.

Insurance can be a quoted budget with a value supplied by the driver. This budget is usually reimbursed to the driver annually when claimed.

If a quote is accepted or settled and Comprehensive Insurance is a selected budget, the Contracts / Insurance Individual Details section will update to show 'Driver Policy' and the selected "Insurer" will be populated.

  • "Billing Type" will be 'Driver Reimbursement'

  • "Billing Frequency" will be 'Annually'

  • The remaining fields in the Individual Details section will be blank

Client Policy

Choose a 'Client Policy' when the client has the vehicle covered under their own policy. This is usually the arrangement for Operating Leases. Those policy details can be stored on the Clients / MLA tab and if stored, will also display in the Contracts / Insurance Client Details section of all contracts that belong to that client.

If a quote is accepted or settled and Comprehensive Insurance is a selected budget, the Contracts / Insurance Individual Details section will update to show 'Client Policy' and the selected "Insurer" will be populated.

  • "Billing Type" will be 'Client Reimbursement'

  • The remaining fields in the Individual Details section will be blank

Contracts: Policy Owner

If you create a contract directly (by using the New button), "Policy Owner" will initially be set as 'Driver Policy' and the "Insurer" field will be blank. The Clients / Quote Defaults settings are not applied.

Certificate of Currency

If you are providing an insurance product, you may be able to issue a Certificate of Currency using a contract event email.