Contract Details: Contract

Contract vehicle, and options information

Contracts: Contract Screen

This screen contains all core contract information and is divided into three columns:

  • Contract Details

  • Financial & Sale Details

  • e-Tag & Card Services

Column One – Contract Details

Contract Status (List)

  • Select from configured status list.

  • Auto-updated by Scheduler.

  • Read-only for Salary Packaged contracts.

  • Can be role-restricted or renamed.

Contract Sub Status (List)

  • Provides additional status detail.

  • Mirrors Order/Due Off status by default.

  • Read-only for Salary Packaged.

  • Can be role-restricted or renamed.

Client (Lookup)

  • Employer or legal entity responsible for the contract.

Reg Number (Read Only)

  • Vehicle registration (max 9 characters).

  • Updated via Registration Change event.

Asset No (Text)

  • Client’s reference number for the vehicle.

Lease Term (Number)

  • Lease duration in months.

  • Display only.

  • Editable via Billing tab.

Contract Start (Date)

  • Start date of contract.

  • Used for FBT reporting.

  • Display only.

  • Editable via Billing tab.

Contract End (Date)

  • Contract completion date.

  • Invoicing typically stops on this date.

  • Display only.

  • Editable via Billing tab.

Contract Type (Display Only)

  • Set when quote is accepted.

  • Editable in the Billing tab.

Relief Vehicle (Checkbox)

  • Indicates if lease includes a relief vehicle.

Tyre Allowance (Text – 2 chars)

  • Number of tyres allowed.

  • Use:

    • Numeric value

    • “U” = Unlimited

Suspend Date (Date)

  • Suspends:

    • Billing

    • Payments

    • Approvals

  • Impacts reporting and screen display.

Terminated (Date)

  • Final contract date.

  • If Suspend Date is blank, it will auto-populate.

3rd Party Start (Date)

  • Alternative start date for FBT reporting.

3rd Party End (Date)

  • End date if managed through third party.

Company (List)

  • Defaults via system rules.

  • Used for accounting exports.

Booking Module? (Checkbox)

  • Indicates vehicle is available in Booking module.

Under Repair? (Checkbox)

  • Vehicle temporarily unavailable.

Notes (Text – Unlimited)

  • Internal notes.

  • Tooltip indicator appears when populated.

Approval Note (Text)

  • Note shown during approval workflows.

Column Two – Financial & Sale Details

State (List)

  • Contract state selection.

Location (Read Only)

  • Latest recorded vehicle location.

Driver (Display)

  • Linked driver record.

  • Updated via system events.

Cost Centre (Read Only)

  • Client cost centre.

  • Used for reporting and invoicing.

Cost Centre Fuel (Text – 30)

  • Fuel-specific cost centre.

Client Order No (Text – 25)

  • Client purchase order reference.

  • May affect invoice grouping.

Contract Km (Number)

  • Agreed kilometre allowance.

Sold To (Lookup)

  • Client who purchased the vehicle.

End Km (Number)

  • Final odometer reading.

Sold Date (Date)

  • Vehicle sale date.

Sale Price (Number)

  • GST-inclusive amount.

GST (Calculated)

  • Automatically calculated (10%).

Division (Text – 30)

  • Client division.

  • Display only.

Sub Division (List)

  • Optional reporting subdivision.

Program (Text – 50)

  • Configurable general-use field.

Funding Source (Text – 10)

  • Client funding reference.

Excess Km Rate (Number)

  • Charge rate for kilometres over agreed limit.

Column Three – e-Tag & Card Services

Contract e-Tag Section

Tag Managed? (Checkbox)

  • Prevents manual tag entry.

  • Managed through Card Services.

Tag Number (Text)

  • Contract-level e-tag number.

Tag Account Number (Text)

  • Associated tag account.

Account Name (Text)

  • Name linked to tag account.

Tag Supplier (Lookup)

  • Must be supplier with type “Card Services”.

Driver e-Tag Section

(Stored in fm_drivers)

Tag Number (Text)

  • Driver’s personal e-tag number.

Tag Account Number (Text)

  • Driver’s tag account number.

Account Name (Text)

  • Driver’s tag account name.

Tag Supplier (Lookup)

  • Supplier linked to driver tag.

Card Services Section

Card Number (Number)

  • Linked cards displayed.

  • Ordered by status/activity.

Deactivated (Date)

  • Card deactivation date.

IMEI (Text)

  • Device identifier for telematics.

IMEI Status (List)

  • Active

  • Inactive

  • Invalid

Validations & Alerts

Field Entry Alerts

“Not found!”

  • Entered Contract ID or Reg Number does not exist.

“Approval '######' does not exist!”

  • Entered Approval Number does not exist.

Save Alerts

“Please enter a Suspend Date”

Triggered when:

  • Contract Status = Suspended

  • Suspend Date is blank

Solution:

  • Enter Suspend Date

  • Save again

“Please enter a Terminated Date”

Triggered when:

  • Contract Status = Terminated

  • Terminated Date is blank

Solution:

  • Enter Terminated Date

  • Save again

Set-Up Notes

To change the default landing page for Contracts:

Update the setting:

[gb_controls]contract_internal_user_default_landing_page

Change value from:

search

To:

contract

Result:
Users navigating to Contracts will land on the Contracts / Contract tab instead of Contracts / Search.