Client Setup & Defaults: Contract Defaults

Contract Defaults

Client defaults refer to fees and codes used as defaults for creating new contracts and for creating initial billing invoices.

The default fees are controlled also by the Contract Types table. For example Establishment fees are only applicable for Novated Contract Types (as defined by the Contract Types/Initial-Fees screen).

Actions

Field Descriptions

Fees

• Delivery Fee (Num) — Default delivery fee, used for initial billing default

• Fuel On Delivery (Num) — Default fuel on delivery fee, used for initial billing default

• Establishment Fee (Num) — Default establishment fee, used for initial billing default. This field is NOT used in the Quotes Establishment Fee calculation.

• Sourcing Fee (Num) — Default sourcing fee, used for 1st periodic billing default

• Document Fee (Num) — Default document fee, used for 1st periodic billing default

Other Fees

• Residual Margin % (%) — % Margin used for quoting, e.g. to adjust residual per client

• Residual Fee % (%) — % Fee used for quoting, e.g. to calculate residual risk insurance fee

• Interest Margin % (% (3dp)) — % margin above base rate for quoting purposes

• Management Fee $ (Num) — Management Fee for a contract. Information only; Quote Defaults Management Fee is used in creating quotes

• Disposal Fee (Num) — Default disposal fee (future use: terminations processing, also refer note below)

• Management Fee (Num) — Default Management Fee: display only

• History Only (Num) — Default applied to new cards in Card Services / Cards. Can be configured; defaults to 'no' on system setup

Billing Defaults

• Periodic Interval (Drop List) — 'Monthly' is the only available choice. See Pay Cycle Billing for configuration details

• Contract Pay Cycle From Quote (Check Box) — If checked, Quotes / Contract Pay Cycle populates Contracts / Billing Periodic Interval; otherwise defaults to Monthly

• Periods Deferred (Num) — Default for Quotes / Finance "Months Deferred" (Novated contracts only)

• Finance Budget Term Deferred (Check Box) — Reduces billing count by deferred months if checked; otherwise matches lease term

• Budget Term Deferred (Check Box) — Read-only; mirrors Finance Budget Term Deferred

• Initials (Num) — Number of initial rentals (typically 0 or 1). Required if initial fees are used

• Start Period (List) — Default start period for contract billing (typically 2)

• Common Day (List) — Common billing day for monthly invoicing

• BSB Number (Number) — Used for ABA direct debit files

• Bank Account Number (Number) — Used for ABA direct debit files (up to 9 characters)

• Bank Account Suffix (Number) — NZ only (2–3 digit suffix)

• Payment Method (Drop List) — Default payment method for contracts and receipts; 'Direct Debit' enables ABA file creation

• Contract Inertia (Check Box) — Defaults inertia flag for contracts

FBT Defaults

• Employer FBT Type (List) — Default FBT type for quotes and contracts

• ECM Allowed? (Yes/No) — Displays in Contracts / FBT (novated drivers)

• FBT Reporting? (Check Box) — Enables FBT reporting requirement flag

• FBT Email Novated (Check Box) — Enables FBT email for novated contracts

• FBT Email Other (Check Box) — Enables FBT email for non-novated contracts

• FBT Note (Text) — Comments for FBT requirements

Driver Events

• ECM? (Check Box) — Enables ECM contract events

• Non Use Days? (Check Box) — Enables non-use day events

Other Defaults

• Invoicing Preference (List) — Post or Email invoice delivery method

• Billing Type (List) — Any / Combined / Periodic billing mode

• Invoice Options (List) — Detail Only / Summary and Detail / Summary Only

• Billing Terms (List) — Payment terms applied to invoices (see Billing Terms section)

• Booking Billing Type (Drop List) — Billing or Single invoice handling for bookings

• Use Group Email (Check Box) — Uses group email instead of client A/C Payable email

• Attachment Type (List) — Pdf / Csv / Pdf And Csv

• Purchase Order No (Text) — Reference field for reporting

• Billing By Client Order No (Check Box) — Splits invoices by Client Order No

• Approval Note (Text) — Message displayed when approvals are raised

• Infringement Note (Text) — Displayed for infringement events

• Fuel Card Sent Note (Text) — Displayed when fuel card event is created

• Reg Label Sent (Text) — Displayed when registration label event is created

• Send Reg Label To (Novated) (List) — Default recipient for novated contracts (Driver)

• Send Reg Label To (Other) (List) — Default recipient for non-novated contracts (Client Contact 1)

• Recall Notice Note (Text) — Alert message for recall events

Notes

• Disposal Fee: Used to record vehicle disposal charges. Future development may auto-generate DSP class recharge fees when applicable.

Driver Events Behaviour

If ECM? or Non Use Days? is enabled, novated drivers can create/edit/delete these events in Contract/Events. Drivers must acknowledge an online declaration when saving events.

Posting Classes with Event Follow Up? can enable Action, Due Date, and Completed fields.

Validations and Alerts

• Bank Account Suffix must be 2 or 3 numeric characters (NZ systems only)

Billing Terms

The Billing Terms field defines payment terms for clients and appears in invoice footers. If configured, it can calculate invoice due dates.

Billing terms can be customised to reflect business rules and default selections.

You can test different scenarios using the Billing Terms Due Date Model.

Setup is controlled via:

• Billing Terms list (fmbillingterms)

• System control fields for default configuration

Billing Terms Due Date Examples