Quote Vehicle & Options: Contract — Contract: Part 1

Vehicle selection and options configuration on quotes

Contract

Effective Date

This date is used in quote calculations where there is a date parameter. New quotes populate with today's date. Copied quotes retain the date of the original quote. "Effective Date" can be changed and this will trigger a re-calculation of the quote. When a quote is saved, a check is run to make sure "Effective Date" is not older than a defined number of days. If it is, the user is alerted and has the option to cancel the save and update the quote. The days are stored in gb_control qt.quotedatecheck and it has a default value of 90 days. This can be changed or make blank if you do not want the check to occur.

Quote Date

Quote Date.

Valid for

Shows the number of days the quote is valid for. The default value is set in gb_control qt.quotevalidfordays.

Quote Status

The status describes the stage of the quote. Visit the Quote Status page for details of the various statuses and how you might use them in your processes.

Sub Status

Used for additional information to the Quote Status.

Competitor

You can use this list to identify competitors who won this business. There is no default list provided in the system, as the list you will want to build is unique. This list is presented alphabetically and is stored in the table qt_competitors. Inactive records will not appear in the drop down list and will be silently removed if you edit a quote. This field can be renamed and the list reconfigured to enable you to use this field in various ways.

Lost By

Select from the price ranges in the list to identify how much a quote was lost to a competitor by. This list is presented alphabetically and is stored in the table qtcompetitormargins. Inactive records will not appear in the drop down list and will be silently removed if you edit a quote. This field can be renamed and the list reconfigured to enable you to use this field in various ways.

Deal Type

Select a deal type for your quote. This is an optional field and may not be required in your system. This field can be configured to use the Options Included by Default feature. Visit the Options Included by Default page for set-up details.

Type Code and Details

Type Code / Group

Select the Contract Type you want to use. A default contract type will populate here if configured and can be changed. When a "Client Code" is added, Quotes / Contract "Type Code" will switch to the client's Clients / Quote Defaults "Contract Type" (if one is stored) when a new quote is being created. When Editing or Copying an existing Quote, the Contract Type will remain unchanged even when changing the Client Code.

Contract Types with an 'Inactive' status cannot be selected or edited.

Group displays the name of the group that the Contract Type belongs to. Each group has a different set of quoting characteristics.

Description

Non-editable description of the Contract type.

Term (Months)

Enter the quote term in months. There is a maximum value that is allowed in this field, but it can be changed. To update this, go to Setup / Reference Data > gb_controls and search for "maximumterm" and edit the stored value. Note that if you add Quotes / Lease profiles and modify the settings, the updated values will not re-calculate if you edit the term later.

Contract KMs

Contract Km's with a display of the annual Km's to the left.

Delivery State

Choose the appropriate state for the quote. The state is used to calculate registration and insurance costs for the quote. Go to Registration for more details. When a quote is accepted, this record populates into Contracts / Vehicle "Rego State". The displayed states depend on your country setting in gb_control gb.country, which can be either 'AUS' or 'NZ'. This field can be renamed.

Cost Centre

Enter or lookup a cost centre. This can be left blank but if Clients / Quotes Defaults "Cost Centres Mandatory" is checked, a cost centre will be required and will be validated on save.

Division

Enter a division or use the lookup to select a stored Clients / Divisions record. When a quote is accepted the division is validated and a Contract Event will be created to record the division. If the division does not match a stored Clients / Divisions record you will be alerted to correct or clear the field before a contract can be created.

Location

Location Description. This can be displayed in the Dealer Quote Request using the placeholder {garagingaddress}.

Location Rego

Information purposes only (Metro, Semi-Metro, Country). Linked to gb_control qt.locationrego.

Usage Type

Used to adjust residual values for certain usage (Extreme, Harsh, Moderate, Normal). Not used where Contract Group = "Novated".

Vehicle Tracking System?

Vehicle Tracking System indicator.

Print Template

Non-editable description of the template that controls the format of the quote output sent to the client. The template will also determine the fields available in the getQuote web service. The template is allocated per Contract Type.

Parent Quote ID

Used to link quotes together for printing multiple quotes.

Opportunity ID

Only used if you are interfacing with Salesforce CRM software. On a copy quote, if the opportunityid of the quote being copied is blank, copy the quoteid of the original quote into opportunityid (like parentquoteid). If you Copy a quote where Status is 'Accepted' then the Opportunity ID = Quote ID.

Opportunity Number

Only used if you are interfacing with Salesforce CRM software.

Lock Quote

Only 'admin' users can check "Lock Quote" ON. Once locked, only 'admin' users can edit, or copy the quote. If a locked quote has been accepted, the Print / Output functions on the quote are still available to all users, but they are not available at any other status.

Client Details

Client Code

Enter or lookup the code of the client the quote is for. You will be stopped from proceeding with the quote if:

The Clients / Contact field "Client Type" is set to 'inactive'
The Clients / Quote Defaults check box "Allow Quoting" is checked off

This field can be role restricted.

Group

Note if the group is checked the group details will be used for the quote (e.g. to show the group ABN instead of a client ABN).

Client Name

When a "Client Code" has been entered, the client's name will populate here. You can overwrite this with a name that is different to be stored in the quote record. If the "Client Code" is changed, this field will be updated to show the new client's name.

Client Type

Non-editable type allocated in the Clients / Contact screen.

Contact Name

Client contact name.

Address

Client address.

Email

Client email address.

Phone/Fax

Client phone and fax number.

A/C Manager

Select the contact person for the quote. This person is also notified when quotes are 'Open' and ready to send to the client. The default entry is either the user who created the quote or the client "A/C Manager" set in the Clients / Contact screen (depending on your business). The quote A/C Manager can be also be changed from a drop-down list. This field must be populated to print a quote document. An alert will be triggered if the field is blank. This field is also used as a filter called "Quote Manager" on the screen Order Management. The default user is set-up using the gb_control gb.defaultaccountmanager setting. This field can be renamed.

Inclusions

Inclusions are set-up in the Contract Types / Accruals screen and are not available for all Contract Types.

Excess KM Charge

Select if you want to have an excess km charge for the quote. The rate is displayed in the Quotes / Lease tab and can be edited there.

Redundancy Insurance

The value of redundancy insurance is calculated if the check box is selected, either as a default from the Contract Type, or by manual selection. Un-checking will remove the value. Visit Redundancy Insurance for complete details of this feature.

Gap Insurance

Check if you want to include Gap Insurance. If checked, the value is calculated and shown as Quotes / Finance "Gap Insurance". Visit the Gap Insurance page for full details of this feature. This field can be renamed.

Comprehensive Insurance

Select this if you want to include a budget for Comprehensive Insurance. If selected, the fields below for "Policy Owner", "Insurer" and "Insurer Loc." are required. More selection fields are shown in the Quotes / Lease Comprehensive Insurance profile.

After Hours Assistance

This can defaulted to either on or off when a new quote is created and can be edited. The default is set in gb_control qt.afterhoursdefault.

Relief Vehicle

Whether a relief vehicle is requested depends if a lease budget exists linked to a posting class code (e.g. RVEH) which has a Quote Profile Table attribute of qtquotereliefvehicle. Note: Certain variants may not allow a relief vehicle. Refer Note below.

Note Relief Vehicle: Each client contains a Lease Replacement default monthly amount on the Clients: Quote defaults screen. If this default is non zero, a lease replacement will be allowed unless the vehicle Usage Type is 'Mine Underground'. If the client default is zero, the system looks up the variant profile on the qtvariantprofiles screen. If the relief vehicle on the variant profile is set to zero then the system excludes the lease replacement.

Carbon Emissions Offset

Check box is disabled if 'Carbon Emission Offset' field is unchecked on Clients / Quote Defaults.

Tyre and Rim Insurance

Refer to the Global Control qt.tyreriminsurance for rates and thresholds. This cost is added as a brokerage item.

Policy Owner

Select who will be responsible for managing and paying for the Comprehensive Insurance of this contract. A default entry may come from the Clients / Quote Defaults "Policy Owner" field if recorded, otherwise it will default to 'Driver Policy'. This choice carries into the Contracts / Insurance "Policy Owner" field when a quote is accepted.

Insurer

Select an insurer for this vehicle. A default entry may come from the Clients / Quote Defaults "Insurer" field. This choice carries into the Contracts / Insurance "Insurer" field when a quote is accepted.

Insurance Loc. or Postcode

Select a Location or Postcode to complete the insurance premium calculation. Your organisation's insurance configuration determines if Location or Postcode is used.

Driver Details

Field	Type	Description
Driver ID	Number	Enter or lookup an existing driver. If the Driver ID is modified in the text window and not via the search window, it may not be linked to the selected Client ID. A pop-up warning will appear and if you proceed, the Client ID linked to the altered Driver ID will populate the 'Client Details' section of the Quote.
Create Driver	Modal	Use this modal window to create a new driver that will be added to this quote.
Surname	Text	Enter the driver's surname name directly if you are not using a stored driver record.
Firstname	Text	Enter the driver's given name directly if you are not using a stored driver record.
Position	Text	Non-editable field from Drivers / Contact tab.
Address	Text	Non-editable field from Drivers / Contact tab.
Email	Text	The driver's email address can be entered and is used for sending Quote forms to Novated drivers. Multiple email addresses can be entered, separated by a semicolon (;) with no spaces in-between. When creating, copying or editing a quote, if the user changes the driver emailid and the emails do not match, a Warning Message displays on save: "Quote (Driver Details) 'Email' and Driver 'Email' do not match. OK to update Driver record or Cancel to ignore."
Phone/Fax	Number	The driver's phone and fax numbers can be entered.
Licence #	Number	Displays the driver's licence number. This comes from Drivers / Contact "Licence No" value.
Expiry	Date	Displays the expiry date of the driver's licence. This comes from Drivers / Contact "Expiry".
Licence	Drop List	Select the insurance loading required from this list. This list is only shown if insurance loadings are part of your Insurance Premium Setup. This field can be renamed.
Past Claims	Drop List	Select the insurance loading required from this list. This list is only shown if insurance loadings are part of your Insurance Premium Setup. This field can be renamed.
Restriction	Drop List	Select the insurance loading required from this list. This list is only shown if insurance loadings are part of your Insurance Premium Setup. This field can be renamed.
Loss of Licence?	Check Box	Loss of Licence indicator.
DUI/PCA Conviction?	Check Box	DUI or PCA Conviction indicator.
At fault incidents?	Check Box	Triggers an adjustment to the Insurance Premium. Refer to Global Controls gb_control qt.insuranceatfault_rate and visit the Insurance Premium Setup page for further details of this feature.
Employee#	Number	Non-editable field from Drivers / Contact screen.
Pay Cycle	List	The default selection is the Driver's "Pay Cycle". If no driver has been selected, or their "Pay Cycle" is blank, the Clients / Quote Defaults "Pay Cycle" is used. This can be edited. When creating, copying or editing a quote, if the user changes the driver pay cycle and the pay cycles do not match, a Warning Message displays on save: "Quote 'Pay Cycle' and Driver 'Pay Cycle' do not match. OK to update Driver record or Cancel to ignore." Refer to the Pay Cycle Billing page for more details of the configuration, calculation and rounding options.
Salary	Number	If a driver is selected the salary will be populated from the Drivers details. The salary amount can be entered here if required.
Allowances	Number	This is added to Salary for total remuneration calculations.
Superannuation	Number	This can be manually entered or a calculation will be performed if a 'Salary' value has been entered and the Clients / Quote Defaults 'Salary Type' has been selected. See Salary Type for full details.
Total Package	Number	Total of Salary, Allowances and Superannuation.
Reduced Super	Check Box	This checkbox determines how the Employer's Super contribution is calculated and shown in quotes. Usually the Super contribution is calculated directly on the "Salary" value, but if this check box is selected, Super will be calculated on Total Salary after deducting the Salary Sacrifice amount. Open the Reduced Super calculation model to see full details of the two possible calculation outcomes. Note 1: This checkbox is disabled unless gb_control qt.reducedsuperallowed is set to 'yes'. Note 2: The calculations only work if the quotes are created using the html method.
Advice Fee	Number	This can be manually entered or populated from Clients / Quote Defaults "Packaging Advice Fee" or populated from gb_control qt.packageadvisefee. See Packaging Advice Fee for full details. This field can be renamed.
Package Admin Fee	Number	This field will populate from Clients / Quote Defaults "Package Admin Fee" if there is a stored amount. An amount can be manually entered. This field can be renamed.
Employer FBT Type	List	This field defaults as 'Full FBT Payable' for a new quote and is then updated when a "Client Code" is entered or edited to refer to the clients Clients / Contract Defaults "Employer FBT Type". Go to the Employer FBT Type page for full details of this field's behaviour. Quote calculations will use this field to derive calculations and values for FBT.
FBT Type	List	Choose between 'Statutory', 'Operating' or 'Exempt'. The default value for this field is 'Statutory'. If Clients / Contract Defaults "Employer FBT Type" is set to 'Not Applicable', the default value here is 'Exempt'. If Clients / Quote Defaults "Allow Operating FBT Type" is unchecked, your only choices are 'Statutory' and 'Exempt'. "FBT Type" populates the Contracts / FBT "Benefit Type" field if a quote is accepted.
Bus. Use%	List	Applicable for Operating Method FBT.
Use ECM?	Check Box	If checked, pre-tax and post-tax contributions are calculated and shown on novated quotes. This field defaults from Clients / Quote Defaults "ECM Flag". Contracts / FBT "ECM Flag?" is updated to match when a novated quote is accepted. This field will be un-checked if the "FBT Treatment Type" 'EV Exempt Reportable' is chosen. If a variant is already selected in your quote and you update to use a 'Standard' vehicle, the "Use ECM?" field will update to match the Clients / Quote Defaults "ECM Flag" field. Go to Employee Contributions for calculation details and workflow information.
FBT Treatment Type	Display	Displays the FBT Treatment Type that has been recorded in the Quotes / Vehicle "FBT Treatment Type" field.
HELP Debt	Check Box	If checked ON this flag can be used to trigger the use of placeholders in html quote templates to bring in a calculated ATO Loan repayment such as a HELP Debt. This field can be renamed.
Pre Tax	Number	Potential use for storing other vehicle / quote data but needs custom development to utilise.
Post Tax	Number	Potential use for storing other vehicle / quote data but needs custom development to utilise.