Reference Data & Lookups: Funds Check

Funds Check

The Funds Check has been designed for use when the contract is a novated lease.

If the Funds Check feature is configured, the icon [Funds Check] is displayed in the Contracts Header and the Approvals Header.
If clicked, a pop-up window displays the Budgets, Actuals, Receipts and Available Funds for a contract. The Funds Check window shows similar information to a Driver Report, but there is an extra column where the "Available" amounts are shown.

If posting a claim would put a contract's balance into shortfall, you can warn the user, or prevent the user from posting the claim.

You can create a scheduler job to check failed claims and then post them automatically once they pass the funds check validation.

Schedule reports that use Funds Check values by using the funds_check placeholder library.

The values displayed in the Funds Check window can also be retrieved with the API Perform a contract funds check.

Transaction Status

For Billing and Receipt transactions, only posted transactions will be included.

For Payment and Maintenance transactions, posted, pending and history only transactions will be included.

For on hold payment records are counted into the Funds Check screen values if they fall within the current month (the same as pending transactions)

Note: If a maintenance record has a Status of ‘History Only’ and a Recharge flag of ‘Y’, the record is excluded from the reporting and calculations. This is consistent with existing Driver Report behaviour.

Funds Check categories and flags

These are recorded in the table .

Funds Check pop-up

Funds Check features explained

Claim validations

• Claim validations function on the Contracts / Claims tab only. The Approvals / Approval tab only displays the Funds Check icon.
• "Funds Check on Claims" must be selected for the contract.
• Funds Check table mapping must be in place.
• All claim rows must be dated within or before the current calendar month.
• If the claim is not a Reimbursement, "Current Funds Balance (incl GST)" must be positive.
• If the claim is a Driver Reimbursement, "Current Funds Balance (incl GST)" less the Claim "Total" must be positive.

Claim alerts

• Claim alerts are available on the Contracts / Claims tab only. The Approvals / Approval tab only displays the Funds Check icon.
• If a claim fails a funds check and the user is 'admin' role, the user will be warned, but can proceed to post the claim.
• If a claim fails a funds check and the user is not 'admin' role, the user will be warned, but cannot proceed to post the claim.
• If Contract/Details "Auto Post on Claims" is on and the claim fails the Funds Check, the claim will be saved at 'Active' Status and 'Pending Funds' Sub Status.

Note1: the roles that can post claims that fail the Funds Check can be configured in Role Restrictions

Note2: to use "Auto Post on Claims", the statuses must be configured in the table fmapprovalssub_statuses and a autoPostClaims) job must be scheduled.

Funds Check Setup

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The Funds Check has been designed for use when the contract is a novated lease.

To use the Funds Check feature, you need a report map that links each Posting Class to a Category. Each Category also needs to be configured.

The report map is also required for the following features;

1. The Finalise button
2. The Transactions Report
3. The Driver Portal - Vehicle Balance with Transactions screen

Contract your Account Manager to arrange this.

Funds Check on Claims

If you want to check and prevent claims that fail the funds check validation from being posted, go to Contract Types / Details and check on "Funds Check on Claims". If this is checked, only an 'admin' role user can post a claim that fails the funds check. If "Funds Check on Claims" is un-checked, no alerts or restrictions will occur.

Check that the role restriction entries are correct for your organisation. An entry is required for each role that should be prevented from posting claims that fail the Funds Check.

Auto Post on Claims

If in use, when claims don't pass the funds check validation, they will be updated to 'Pending Funds' sub status.

A claim in this sub status can still be posted if the user's role has been configured to allow it.

These claims are then checked by a scheduler job (usually run once a day) and posted if they pass the funds check validations.

The claim will then be picked up in the next run of the Reimbursements (ABA) file.

Set-up Steps

1. Check on the Contract Types / Details "Funds Check on Claims" check box.
2. Check on the Contract Types / Details "Auto Post on Claims" check box.
3. Make sure the sub statuses records 'Pending Funds' and 'Posting Failed' are set-up in fmapprovalssub_statuses.
4. Set-up the scheduler job autoPostClaims) so it is active and runs nightly.

Job outcomes

There are three things that could happen to a claim when this job runs;

1. The claim passes the funds check validation and is 'Posted'.
2. The funds check validation fails and the claim remains at 'Active' status and 'Pending Funds' sub status. It will be checked again the next time the job runs.
3. The claim fails a different check validation during the job run. The claim is updated to the 'Posting Failed' sub status. Investigate these claim records by going to the Contracts / Claim tab and running the ** process for the failed claim. This should provide the validation failure message. An example of this happening is the claim failing a GST Checks.

Report Map

The illustration below shows how the report maps are linked.
The report map is also required for the following features;

1. The Finalise button
2. The Transactions Report
3. The Driver Portal - Vehicle Balance with Transactions screen

Contact your Account Manager to arrange for one to be set-up. A/C Manager, please refer to "Funds Check Setup" in Catch-e Internal Wiki page.

Screen Adjustment of funds check pop up screen

You can change the screen dimensions of this pop-up using the table gbscreenresolutions.

SELECT * FROM gb_screen_resolutions WHERE page = 'contracts' AND sub_page = 'funds_check'

Funds

Funds Section

The Funds section of the report enables you to show Drivers a complete picture of the cash position of their lease. It displays:

• Funds expected - the total value of billed budgets including GST.
• Funds received - the total value of Pending and Posted funds receipted against the contract.

This can be shown in two different ways and is controlled by a Global Control called driverreportsusereceiptingtables_flag. If set to 'yes' the Receipting calculation is used, if set to 'no' the Billing calculation is used.

1. Receipting calculation (Catch-e's recommended method)

   All payments made during the reporting period of the report will be shown as Funds received; this will match the value applied in your accounts.

   2.Billing calculation

   Any payments attributed to invoices billed before or during the reporting period are included in Funds received, any On Account receipt entries made before or during the reporting period are also included.

• Funds variance - Funds received less Funds expected to show Total Outstanding (this is a debtor value).
• Current funds balance - Funds expected less Budget/actual cost variance to show Current funds balance (this is the total owing/owed by the Driver at this time).

Illustration of the alternate "Funds Received" calculations

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GST Checks

The purpose of GST tolerance check is to define the tolerance of GST and control 'login user' from going beyond the tolerance. The Tolerance usually occurs when 'check' process is triggered. In some cases, it occurs while clicking 'save' button for e.g. Sale Management/Detail. The default tolerance setting is a $99 value positive or negative.
E.g. I.e. if the approval is for $5,500 incl GST, the GST component can be anywhere between $401 and $599 before the transaction is failed.

There are usually two types of GST checks:

1. Check Validation
2. Save Validation

Check Validation

The check process can be define into two parts:

1. Row Check
2. Total Check

Row Check

While adding any field information if GST value is changed then it will look if the GST Flag is set to 'Y' or 'N'. The GST flag is set in the Contract Type screen. In some screen, there is additional field which controls GST Flag called 'G' which can over-ride the default. For e.g. Contract/Approval screen. However, in most cases it needs to be set in Contract Type screen.

• If the GST Flag is set to 'N', then the value can-not be over-written and must remain '0.00' only.
• If the GST Flag is set to 'Y' then the over-written value must be (netamount * 0.10) +/- the specified gsttolerance values.

If the above condition fails, it will throw an GST error warning pop-up message.

Total Check

The Total Check is necessary in order to post. The Total check performs many validation. The GST tolerance validation is most common. It looks if the GST used is correct or not. The check is similar to row check but it highlights the field which fails the check process and even perform same check validation in 'Total GST' (GST flag 'N' is excluded).

It highlights the 'Total GST' and Field line if not correct in lightish red colour. In addition, stack the number of errors. The error is stored in gsttoleranceerror_message).

The check process keeps failing unless the 'GST value' is not corrected.

Save Validation

It is very simple process. While saving it check for all the GST value and determine if it is within tolerance or not. It throws a pop-up error message which is hard-coded in the system. Only small fraction of the system does the 'Save' check.

Supporting Screen

Set-up Notes **

The tolerance that is applied to each row and the total is set in the global control gst_tolerance).

The default setting is a $99 value positive or negative.
E.g. I.e. if the approval is for $5,500 incl GST, the GST component can be anywhere between $401 and $599 before the transaction is failed.

If a GST check fails to validate, an error message is generated. The text is stored in the global control gsttoleranceerror_message). This message can be customised to suit you.

New Zealand

Quotes / Vehicle

• **Initial CTP *GST*** (Number) — The "Initial CTP *GST*" calculation is varied for NZ systems. When the Quotes / Vehicle "Initial CTP *Exc GST* amount is entered, the GST amount will be calculated using the value stored in the Global Control for gstrate. The calculation is as follows "Initial CTP Ex GST" * gstrate = "Initial CTP GST"

Standard Reports

FBT Employee Quarterly (New Zealand Only)

Settings to check

Useful Queries

SELECT * FROM gb_controls WHERE name IN ('country_code','gst_rate');SELECT * FROM gl_gst_codes;SELECT * FROM qt_vehicle_types;

Reference Data qt variants

This table contains data stored in the table.

The List tab shows a summary of key details for the selected "Make" and "Model".

These key details can be updated for the variants of the selected "Model" in bulk on the List tab.

To review or edit a variant's record in detail, hyperlink to the Detail tab. The Detail tab displays the many attributes of a specific variant.

Filters

Fields

• ID (Number) — Hyperlink to Detail tab.
• Data Source (Drop List) — Possibilities are: *Glass *RedBook *St George *User Defined
• Year (Number) — Model Year
• Code (Text) — Data source providers' Variant Code
• Description (Text) — (long variant description)
• Short Description (Text) — (40 characters). This field should summarize the vehicle to give a simple description which is used on reports, invoices and various screens in the system.
• Kerb Weight (Number) — Kerb Weight
• Fuel Metro (Number) — Fuel Metro
• Fuel Country (Number) — Fuel Country
• Fuel Combined (Number) — Default fuel consumption rate used in the Quotes / Lease Fuel profile to calculate the fuel budget.
• Service Kms (Number) — Service interval Kms
• Service Mths (Number) — Service interval Months
• Status (Drop List) — Possibilities are: Active - available for quote selection Inactive - not available for quote selection No Profile - available for quoting but a qtvariantprofile is not setup Pending - a new variant imported in the system and available for quoting but no qtvariantprofile is set up.