Periodic Payments

Search Filter Defaults

When first navigating to this screen, the header filters are set as follows:

• Status = Pending

• Bank Account = your account (or requires selection if multiple accounts exist)

• Dated To = tomorrow’s date

If executed, this filter displays all outstanding payment transactions. Filters are not applied until Go is pressed, allowing adjustments before execution.

Filters

• Supplier Code (Lookup) — Supplier Code

• Reference (Text) — Enter a reference to view all transactions related to a specific agreement. Lookup available if part of the reference is known.

• Contract Group (List) — Select contract types within a group (‘lease’, ‘fleet-managed’, ‘novated’, ‘non-billing’, ‘salary_packaged’)

• Contract Type (List) — List of all contract types

• Status (Drop List) — Status of payment records (default: Pending)

• Payment No (Lookup) — Identifier for a payment batch (required for ABA file generation)

• Payment Type (List) — Payment type selection (required to make a payment)

• Class (List) — Enabled only for “Sundry Payment”; shows posting classes used for schedules

• Channel Code (Lookup) — Filter by channel code (channel accounts users can view related batches)

• Group Code (Lookup) — Client group filter

• Client Code (Lookup) — Client code filter

• Contract ID (Lookup) — Contract filter

• Bank Account (List) — Bank account selection; required for ABA file generation (cannot remain --All--)

• Delivery (List) — --All--, Email, Post (required for payment processing; supplier default set in Suppliers / Account)

• Dated From (Date) — Start date for transaction range (disabled when Status = Pending)

• Dated To (Date) — End date for transaction range (defaults to tomorrow)

Columns

The payment date is not shown in Catch-e and must be viewed in the accounting package.

| Amount (Number) | Payment amount |
| GST (Number) | GST amount |
| Total (Number) | Total including GST |

Screen Legend

• Pending — Red text; not yet posted

  • Pre-post transactions appear in black text with yellow background and must be reset via Payments Troubleshooting

  • Orphan/pre-post records may require support intervention (table pl_payables locks)

• Posted — Black text; successfully posted

• Stopped — Grey text; scheduled but stopped (usually due to contract suspension)

• History only — Grey background; retained for history, no accounting impact

• On Hold — Red text on pink background; temporarily paused

Output Options

Actions

• Go — Executes filtering (disabled if already executed)

• Print — Prints selected output

• Un-Post — Returns posted batch to Pending status (subject to permissions and export status)

• Pay — Initiates payment processing

• Reprint — Confirms posting output; clears pending view

• Exit — Exits without posting

Pay Validation Messages

• Missing drivers (Payment Reference format)
  Contracts must have linked drivers (except Salary Packaged contracts)

• Invalid Supplier Ref
  Supplier Ref must be numeric and ≤ 9 digits when using Payment Reference format

• Invalid banking details
  Missing BSB or Bank Account Number in supplier setup

• Missing drivers for ABA file
  Required when driver name is part of ABA output

• Sundry Payment restriction
  ABA file cannot include Sundry Payment selections

• Export restriction error
  Occurs when bank account or payment type selection is invalid or batch is locked

Print Text(ABA)

• Invalid BSB — Missing supplier BSB or both BSB and account number

• Invalid Account — Missing bank account number

• Print failed (driver banking missing) — Supplier banking details missing for driver-linked contract

• Print failed (missing drivers) — Required for Payment Reference format

• Sundry Payment restriction — ABA cannot be generated with Sundry Payment type

• Cannot export as Text(ABA) — No bank account selected or invalid payment type

Un-Post

• Confirms deletion or reversal of Payment No batch

• If exported, warning appears due to accounting system impact

• Restricted by role permissions when exported

System Locks

System locks occur during billing processes to prevent data corruption.

• Updates to Contracts / Billing and Contract / Lease tabs may be blocked

• Bulk imports affecting billing tables are prevented:

  • fmbilling

  • fmcontractbudgets

  • fmmaintenance

  • bkbookingbillingitems

  • slreceiptitemlines

Session timeout may be temporarily extended during processing (up to 8 hours).
After completion, original timeout settings are restored.

Users must not close the browser during processing or edit-mode sessions, as this may create orphaned locks.

Periodic Payments Workflow

Schedule Payments

Scheduled jobs can process periodic payments automatically. If suppliers are configured for email remittance, emails are sent during job execution.

Scheduled jobs do not generate ABA files. ABA files must be created manually.

To Pay Workflow

1. Select filters (Supplier, Status = Pending, Payment Type, Bank Account, Delivery method)

2. Click Go

3. Click Pay

4. Review email or PDF output depending on delivery method

5. Post or abort if required

To Print Text(ABA)

1. Select Status = Posted

2. Enter Payment No

3. Select Bank Account

4. Choose Output = Text(ABA)

5. Click Go

6. Print ABA file

To Un-Post Payment

1. Select Status = Posted

2. Enter Payment No

3. Ensure no additional filters are applied

4. Click Go

5. Click Un-Post

Update Claims

Qualifiers

• Scheduler jobs must be configured

• Claim must be active and linked to contract/employee

• Benefit Type = Exempt

• Disbursement Type = Claim

Process

• Identify next pending lease period

• Open claim record

• Update:

  • Qty (must be 1–5 to shift future period allocation)

  • Total (including GST)

  • GST (auto-calculated or adjusted)

• Attach supporting documents

• Save and confirm processing

Scheduler Behaviour

After processing:

• Claim is allocated to the correct lease period budget

• Date may be adjusted depending on period timing:

  • Current/past period → updated to current month

  • Future period → set to last day of current month

• Odometer updated to match lease period

• Qty reset to 0