Contract Details: Claim Set Up

Contract header, vehicle, and options information

Claim Set Up

Before enabling Claims, review:

  • Claim Roles (tab access by role)

  • Internal business processes

  • Security and posting workflows

You may need to adjust processes before activating Claims.

Contract Type Configuration

The Contracts / Claim tab is only visible if enabled in the Contract Type.

Enable Claims on a Contract Type

  1. Go to
    Fleet → Controls → Accounts → Contract Types

  2. Select the required Contract Type.

  3. Open the Details tab.

  4. Go to the Claims tab.

  5. Check Enable Claims.

Once enabled:

  • The Claims tab becomes available on contracts using that Contract Type.

Create a Reimbursement Supplier

The reimbursement supplier:

  • Defaults into new claims.

  • Automatically checks the Reimbursement checkbox.

Important:

  • Only one supplier can be set as the Reimbursement Supplier.

Create a Reimbursement Interface

Availability of Budgets in Claims depends on configuration.

Salary Packaged Contracts

Users can select any budget stored in:

  • Contract Type → Accruals tab

No reimbursement interface mapping required.

All Other Contract Types

For a budget to appear in:

  • Contracts → Claim tab

  • Driver Portal

It must:

  1. Be stored in:

    • Contract Type → Expenses Approvals tab

  2. Have a stored reimbursement interface mapping

Without both settings, the budget will not be selectable.

Catch-e System Set Up (Instructional Messages)

To assist Drivers during claim entry, instructional message boxes can be configured.

These apply to:

  • Contracts → Claims tab only

For Driver Portal settings, refer to Driver Portal configuration.

Messages are stored in Global Controls.

1. claimintroductorytext

Appears when the Driver:

  • Navigates into the Claims tab

Purpose:

  • Provide instructions

  • Explain required documentation

  • Outline submission requirements

2. claimdeclarationtext

Appears when Driver selects Submit.

Purpose:

  • Declaration that information is true and correct.

3. claimsavedtext

Appears after claim submission.

Purpose:

  • Confirm claim lodged

  • Explain next steps

  • Remind to attach receipts if required

4. claimsuppressgstchangeconfirmation_flag

Default: no

When:

  • An internal user edits GST value on a claim row

System:

  • Displays alert asking whether GST flag should be changed.

If changed to yes:

  • Alert is suppressed

  • Flag change occurs silently

5. Reimbursement Notifications

Refer to the Reimbursement Notification setup for:

  • Email notification configuration

  • Trigger rules

Assistance

To implement or modify Claims:

  • Contact Catch-e Support to upload message content and adjust system flags.

Process Flow Chart

(Recommended to include visual flow internally)

Typical flow:
Requested → Active → Check → Post → Export

Suspend Date

Entering a Suspend Date affects multiple system processes and business rules.

Below is a summary of its system impact.

Lookup Screens

  • Suspended contracts shaded pink.

  • Applies when searching via lookup icon.

Contracts / Header

If:

  • Suspend Date entered

  • Terminated date blank

Then:

  • Message row displays
    Example: “Suspended 05/05/2018”

Contracts / Search

  • Suspended contracts shaded pink.

  • Select Include Suspended? to view them.

  • If suspend date is future-dated:

    • No pink shading applied.

Contracts / Order

If Suspend Date is blank and you attempt to:

  • Change status to Suspended

  • Change status to Terminated

You will be required to enter a Suspend Date.

Contracts / Contract Tab

  • Suspend Date field stored here.

Contracts / Payments

Entering Suspend Date:

  • Stops active payment schedules.

  • Stop date = Suspend Date.

System updates:

  • Pending records dated on/after Suspend Date → Stopped

  • Pending records before Suspend Date → remain Pending

  • On Hold records:

    • Returned to Pending or Stopped as required

Contracts / Lease

Will NOT display or invoice (if dated on/after Suspend Date):

  • Periodic

  • Adjustment

  • Final

WILL invoice regardless of Suspend Date:

  • Credit

  • Inertia

Contracts / Terminate

If Suspend Date blank and you attempt to:

  • Suspend

  • Terminate

Suspend Date entry is mandatory.

Approvals Impact

Approvals / Header

Displays:
“Suspended {date}”

Approvals Creation

Users below Manager level:

  • Cannot create approvals once suspend date reached.

  • Warning message displayed.

Reporting Impact

Suspended contracts:

  • Excluded from reports by default.

  • Must enable report filters to include them.

Applies to:

  • Administration → Reports

  • Reporting → Standard Reports

Troubleshooting

For additional guidance:

  • Refer to main Troubleshooting documentation.

View Vehicle Price

If configured, a View Vehicle Price icon appears next to:

  • On Road Cost

Clicking the icon:

  • Opens detailed pricing pop-up window.

Data Source

Values initially populate from:

  • Accepted quote

Values update when:

  • Quote is settled

Editing Rules

Fields in pop-up:

  • Editable (role dependent)

Changes will update:

  • Contracts / Vehicle:

    • List Price

    • On Road Cost

    • Total Options

Important:
If you edit values here:

  • Linked quote totals may no longer match.

  • To realign:

    • Update quote

    • Use Settle button

All fields can be relabelled.

Vehicle Price Field Descriptions

List Price

If edited:

  • Updates Contracts / Vehicle List Price:

    • List Price (Ex GST)

    • Luxury Car Tax (Ex GST)

If LCT Exempt checked:

  • Only List Price (Ex GST) used.

Fleet Discount

Populated from quote.

Confidential Rebate

Populated from quote.

Dealer Rebate

Populated from quote.

Bonus

Populated from quote.

Dealer Discount

Populated from quote.

Margin

Populated from quote.

Dealer Delivery Fee

Populated from quote.

Total Options

If edited:

  • Updates Contracts / Vehicle Total Options (Ex GST).

Luxury Car Tax

Populated from quote.

Initial CTP

Populated from quote.

Initial Registration

Populated from quote.

Premium Plate

Populated from quote.

Purchase Stamp Duty

Populated from quote.

Total On Road Price

  • Display only.

  • Recalculates when values edited.

  • On Save:

    • Updates Contracts / Vehicle On Road Cost.

Quote Total On Road Price

  • Display only.

  • Shows linked quote total.

Variance

  • Display only.

  • Difference between:

    • Contract totals

    • Quote totals

  • Recalculates automatically.

Action Buttons (Vehicle Price Window)

Display Mode

  • Edit (role restricted)

  • Close

Edit Mode

  • Save → saves changes and returns to display mode

  • Cancel → exits without saving

Recommended Access Configurations

Access is role-based.

Contact Catch-e Support to modify role permissions.

1. View and Edit Vehicle Price (Recommended for Pricing Roles)

Contracts / Vehicle screen:

  • View Vehicle Price icon visible.

  • On Road Cost, List Price, Total Options = display only.

Pop-up window:

  • Edit button available.

2. View Vehicle Price (Read Only)

Contracts / Vehicle screen:

  • View Vehicle Price icon visible.

  • On Road Cost, List Price, Total Options = display only.

Pop-up window:

  • Edit button hidden.

3. Traditional Configuration (Legacy Behaviour)

Contracts / Vehicle screen:

  • View Vehicle Price icon hidden.

  • On Road Cost, List Price, Total Options editable directly.