Quote Running Costs: Calculations

Fuel, tyres, warranty, EV charging, and other running cost inclusions

Fuel

Field Descriptions

Include? (Check Box) — Check to include fuel in the quote.

Fuel Type (Drop List) — Fuel Type will default from the selected variant's stored fuel type. You can edit this.

Cost per Litre / Cost per Kwh (Number) — Cost per Litre (CPL) will calculate when a fuel type is selected. You can edit this. If the selected fuel type is 'Electric', the field name "Cost per Kwh" is shown.

Fuel Usage (Drop List) — Select the kind of fuel usage this vehicle is expected to have (Combined, Country, Metro). Each usage has a corresponding Litres per 100KM that reflects the usage and changes the calculated budget accordingly. Your system has a stored default that is put into new quotes. This can be edited.

Litres per 100KM / Kwh per 100KM (Number) — This defaults from the selected variant's stored mileage use. You can edit this. If the selected fuel type is 'Electric', the field name "Kwh per 100KM" is shown. These values come from data imports from either Glasses or RedBook (your vehicle data provider). Refer to Glasses or RedBook directly if you have any queries about the set values.

Monthly Budget (Number) — Calculates based on the fuel type, cost and mileage. You can edit this.

Total Budget (Number) — Calculated total fuel budget.

Calculation

The fuel budget calculation follows these steps:

  • Selecting a variant determines which Fuel Type to use.

  • Selecting a "Delivery State" enables the Cost per Litre to be calculated. This is qtfuelcosts.cost_per_litre + gbcontrols scaling.

  • The default or selected Fuel Usage enables the Litres per 100KM to be calculated. This is qt_variants fuel usage for the selected usage type + gbcontrols adjustment.

  • Selecting the "Annual KMs" enables the Kms to be calculated.

  • Total Budget can now be calculated. This is: (Cost per Litre Litres per 100KM Annual Kms) / 100

Re-calculation Triggers

The fuel profile selections and costs are re-calculated if you change any of the following fields:

  • Quotes / Contract "Effective Date", "Term (Months)", "Annual KMs" or "Delivery State"

  • Quotes / Vehicle "Variant"

Troubleshooting

Quotes / Lease - Fuel (F) Profile "Litres per 100KM" is not Right

The values stored for each variant's fuel usage come from data imports provided by either Glasses or RedBook. These values are not normally altered by Catch-e. Glasses or RedBook are the original source of this data, so refer to them directly to ask about set values.

We recommend you review these controls periodically. Visit the following process page: Review fuel costs.

gbcontrols:

  • quotesfuelfuelprofile_default: Use this control to set the default entry for the Quote / Lease Fuel Profile "Fuel Usage" field. This field is used in the vehicle's fuel consumption calculation and thus, the fuel budget. This can be set as 'combined', 'metro' or 'country'.

  • quotesfuelfuelstatecostadjustment: Set a scale to adjust the fuel costs up or down for each state. Quote / Contract "Delivery State" is the state that is used to trigger this scaling.

qtfuelcosts:

This table stores the costs of each fuel type. We recommend you review these periodically. Visit the following process page: Review fuel costs.

  • Stores the "Cost per Litre" for each fuel type.

qt_variants:

Go to Setup / Reference Data 'qt_variants' to review or update the values for selected variants. Contact your Account Manager if you need to review or change your data process.

These values come from data imports from either Glasses or RedBook (your vehicle data provider) and further updated by linked scheduler queries.

  • Stores the variant's fuel type.

  • Stores the variant's "Litres per 100KM" for metro fuel use.

  • Stores the variant's "Litres per 100KM" for country fuel use.

  • Stores the variant's "Litres per 100KM" for combined fuel use.

Extended Warranty

Include? — Check if you want to add an Extended Warranty budget to this quote.

Plan (Drop List) — If "Include?" is checked, select the plan you want.

Category (Drop List) — Select the category you want.

Months (Drop List) — Select the number of months the warranty is to cover. This can be different to the quote's "Term". E.g. a driver may choose a cover that is longer than the lease term.

Kilometres (Drop List) — Select the number of kilometres the warranty is to cover. This will default in if there is only one choice.

Premium — The premium stored for the selected warranty will populate here. It can be edited by the user.

Monthly Budget (Number) — The "Monthly Budget" is calculated by dividing the "Premium" by the number of billing periods there will be. Open the Monthly Budget Calculation for an illustration of this.

Total Budget (Number) — Shows the total cost of the warranty.

Financed? — If your system is configured to finance this product this check box will be checked by default and cannot be edited. If the premium is being financed, the total will be stored and displayed in the Quotes / Finance Broker "Extended Warranty" field.

Roadside Assistance

You can add a Roadside Assistance budget to a quote if the "Road Side Assistance" profile is enabled for the linked Contract Type.

Select the "Include?" check box and then choose the required "Supplier". Review and edit the "Premium" as required.

Order of Rules

  • If the Contract Types / Accruals tab does not contain the RSA class, the Roadside Assistance profile is not shown.

  • If the Clients / Quote Defaults "Roadside Assistance" field is populated, the quote's Roadside Assistance profile will be selected and calculated using this plan.

  • If Setup / Reference Data > gbcontrols "roadsideassistanceplancode" is populated, the quote's Roadside Assistance profile will be selected and calculated using this plan.

  • If neither the Clients / Quote Defaults "Roadside Assistance" field or the Setup / Reference Data > gbcontrols "roadsideassistanceplancode" is populated, the quote's Roadside Assistance profile will be available, but not selected.

Budget Calculation

The RSA "Total Budget" is calculated as follows: (Premium / 12) * Term

The RSA "Monthly Budget" is calculated as follows:

  • If the Clients / Contract Defaults "Budget Term Deferred" is checked, then "Monthly Budget" = Total Budget / (Term - Months Deferred)

  • If the Clients / Contract Defaults "Budget Term Deferred" is un-checked, then "Monthly Budget" = Total Budget / Term

Re-calculation

Changing the quote's "Term" will recalculate the RSA budget amount.

If you change the quote's "Client Code", the RSA profile will be updated and re-calculated if the client's "Roadside Assistance" plan is different to the "Supplier" that is stored on the quote.

Using RSA in createQuote

User can create quote using the web-service method createQuote.

  • If the productroadsideassistance_flag = 'yes' and plan cannot be found (not set-up, doesn't default, broken link, inactive plan or supplier), flag checked on and user must select plan. I.e. no errors appear when during the create Quote.

  • If the plan is not set when editing and saving the quote gives you a validation error.

  • When creating a new quote if the productroadsideassistance_flag = 'no' and the selected client have a populated Roadside assistance field, flag checked off and plan should populate automatically.

createQuote Order of Rules

If the field productroadsideassistance_flag = 'yes' AND:

  • If the Clients / Quote Defaults "Roadside Assistance" field is populated, the quote's Roadside Assistance profile will be selected and calculated using this plan.

  • If Setup / Reference Data > gbcontrols "roadsideassistanceplancode" is populated, the quote's Roadside Assistance profile will be selected and calculated using this plan.

  • If neither the Clients / Quote Defaults "Roadside Assistance" field or the Setup / Reference Data > gbcontrols "roadsideassistanceplancode" is populated, the quote's Roadside Assistance profile will be checked, but the "Supplier" will not be selected and the budget will be 0. If a user edits a quote like this, they will need to either select a "Supplier" or to de-select Roadside Assistance before they can Save the quote.

If the field productroadsideassistance_flag = 'no':

  • The quote's Roadside Assistance profile will be un-checked.

Accept and Settle Rules

On Accept or Settle:

  • If the Quotes / Lease "Included?" check box is checked, Contracts / Vehicle "Roadside Managed", "Roadside Supplier" and "Term" fields are updated with the values stored in the quote.

  • If Quotes / Lease "Included?" check box is not checked, update Contracts / Vehicle "Roadside Managed" will be un-checked, and "Roadside Supplier" and "Term" will be blank.

Reporting

If Contracts / Vehicle "Roadside Managed" is checked, the contract will appear in the Reporting / Standard Reports > Roadside Assistance report.

Contact Catch-e Support if you want help to set-up your Roadside Assistance plans.

Set-up

Contract Types / Accruals "Class" — Add in a "Class" record for 'RSA' to use the Roadside Assistance profile in your quotes.

Suppliers / Account "Status" — Check that your roadside supplier's "Status" is 'Active', otherwise the plan will not be shown in the Quotes / Lease "Supplier" drop list or the Clients / Quote Defaults "Roadside Assistance" drop list.

Screen Aliases — Quotes / Lease "Roadside Assistance" can be renamed. Contact Catch-e Support to update this for you.

Global Controls

Table

Comment

gb_controls (fm_clients default RSA)

Add a value to this record to default in a preferred Roadside Assistance plan, when creating new clients.

gb_controls (IFCS Card Import)

This control is only applicable if you are using the IFCS Card Import process, otherwise it can be disregarded.

gb_controls (roadsideassistanceplancode)

Enter a plan code here to have a default entry for the Quotes / Lease "Supplier" field.

Roadside Assistance Plans Table

Populate this table with any plans you want to use. Some sample entries are below.

If the record's status_flag is not 'active', it will not be shown in the Quotes / Lease "Supplier" drop list, or the Clients / Quote Defaults "Roadside Assistance" drop list.

roadsideassistanceplan_id

supplier_id

roadsideassistancecode

roadsideassistanceplan_name

premium

cost

status_flag

100000

100500

ASSIST

Assist Australia Plan

120.00

22.00

active

100001

100506

RACVR

RACV (Victoria) Plan

110.00

23.00

active

100002

100507

MRSA

Manufacturer's Roadside Assistance Plan

0.00

0.00

active

Small Damage Repairs

Include? — Check if you want to add a Small Damage Repairs budget to this quote.

Years (Drop List) — If "Include?" is checked, and you have a stored set of premium records, the 'best fit' premium record is selected based on the term of the quote. The calculated number of years it's being offered for is shown here. You can change the selected premium record.

Premium — If "Include?" is checked, the 'best fit' premium record will default into the profile. You can change the selected premium by changing the "Years" selection or by directly editing the premium here. If the Quotes / Contract "Term (Months)" is changed, the profile will also update to the 'best fit' premium.

Monthly Budget (Number) — The "Monthly Budget" is calculated by dividing the "Premium" by the number of billing periods there will be. Open the Monthly Budget Calculation for an illustration of this.

Financed? — If your system is configured to finance Small Damage Repairs this check box will be checked by default and cannot be edited. If the premium is being financed, it will be stored in the Quotes / Finance Broker "Small Damage Repairs" field.

Excess KM Charge

Select (Checkbox) — Check if you want to add an Excess KM Charge to this quote. It is checked by default if the Contract Type / Details "Quote Excess Km" field is checked.

$ Per KM (Number - 4dp) — If unchecked, this field will display as '0.0000'. If checked, a default amount will populate into this field, but can be updated. Depending on your system's configuration, the default amount will either be calculated using a factor of the quoted maintenance cost per km or a flat rate from the Clients / Quote Defaults "Excess KM Rate" field.

Tyre Allowance

When a quote is created, the tyre budget is determined by the number of tyres you expect the vehicle to use over its lease.

On acceptance, this tyre allowance is transferred to the Contracts / Contract field "Tyre Allowance".

You can see the "Tyre Allowance" and the "Tyres Used" counts in the Contract Header "Tyres?" field.

The "Tyre Allowance" and the "Tyres Used" counts are also shown in the Approvals / Approval header as "Tyres" for reference when raising approvals. You can prevent users from raising approval rows for tyres when the tyre allowance has been exceeded with the setting below.

AutoGuru

The Tyre Allowance is used to calculate the AutoGuru daily vehicle file 'TyreBalance' field.

Set-up

Set all tyre vmrs codes with an "Action Code" of 'tyre_count'. This is the element that identifies the records as being for tyres. These rows are added to the value showing Tyres used in Contract and Approval headers, unless they have been recharged. Recharged tyres are not counted.

Set gb_control qttyreallowanceexceededvalidation_flag as required. It controls two things:

  • Flag: allows or prevents a user from saving an approval row for tyres if the quantity is greater than the contract's tyre allowance.

  • Message: regardless of the flag, the user will see an alert message if the validation is triggered. 'Tyres not allowed or Tyre Allowance exceeded for this contract!' is the default message, but this can be changed.

Note: The gb_control qttyreallowanceexceededvalidation_flag setting only works on the Approvals / Approvals tab, not the Contracts / Claims tab.

Carbon Emissions Offset

Configure the Carbon Emissions Offset (CEO) budget profile by adding 'CEO' to the Contract Types / Accrual tab. This budget profile is a calculated read-only field.

Use the Clients / Quote Defaults "Carbon Emission Offset" check box to set a client preference for this profile.

Calculation Method

Choose which calculation method you would like to use. If both controls are populated, Amount per tonne is used as the default.

Fixed Amount per Month

Enter a default monthly net amount in gb_control qtcarbonemissionsoffset.

Amount per Tonne

Enter a per tonne cost in gb_control qtcarbonemissionsoffsetpertonne. The amount stored in the variant's "CO2 Emissions" field is used to calculate the total budget which is then divided into months.

Monthly Budget = (CO2 Emissions / 1000 / 1000 Cost per Tonne / ROUND((Term - Months Deferred), 2) Term)

Troubleshooting

Quotes / Lease - Carbon Emission Offset (CEO) Does not Calculate

Your Carbon Emissions Offset (CEO) budget will not calculate if:

  • The amount stored in the variant's "CO2 Emissions" field is blank.

  • You are using the gb_control qtcarbonemissionsoffsetpertonne calculation method. If this is the case:

    • Ask your data provider (RedBook or Glasses) to advise you of the amount.

    • Go to the Setup / Reference Data > qt_variants "CO2 Emissions" field and add this in.