Lease Finalise

Enable rules

• The contract belongs to the 'Novated' group.

• A "Suspend Date" has been entered on the contract.

• There are no transactions in 'Pending' or 'On Hold' status in the Payments and Maintenance tabs.

• At least one period has been billed.

Even if all the conditions for using the Finalise button have been met, sometimes required data is missing if the contract has been migrated into the Catch-e System.

In these situations, the Finalise feature cannot be used and you will need to finalise the contract manually.

Finalise

If this feature is configured and the conditions below are met, the Finalise button will be enabled.

When you click on Finalise, a pending record is created that contains budget amounts that will result in all budget and actual categories being the same amount (i.e. a 0 variance).

You can then review this record and use the Invoice Now hyperlink to navigate to a Billing screen and post it.

The Finalise button is designed for end of lease processing for Novated contracts and is not recommended for other contract groups.

Report Map

The Finalise button should be used in conjunction with the Funds Check pop-up. They both need a report map set-up to work. This links each Posting Class to a Category.

The report map is also used by:

• The Transactions Report

• The Driver Portal - Vehicle Balance with Transactions screen

Invoicing a Final Lease Period record

• Invoice a final record from the Contracts / Lease tab immediately by clicking on the Invoice Now hyperlink.

• The Invoice Now hyperlink should always work because the billing date of the record is created as the contract’s "Suspend Date" minus one day. For example, if the Suspend Date = '14/05/2019', the billing date will be '13/05/2019'.

• The Invoice Now hyperlink navigates based on the client’s Billing Type:

  • If Billing Type = Combined → Combined Billing screen

  • Otherwise → Periodic Billing screen

• If you do not use Invoice Now, the final record will be included in standard Combined or Periodic billing selection if it falls within the invoicing range.

• If the finalise record results in a negative value (credit), it is treated as an adjustment and does not generate a credit note even if configured.

• If the Budget group is linked where the flag is set to 'yes', there will be no variance as Actual mirrors Budget values.

Lease Unpost

The Un-Post button is disabled

• The selected period is pending.

• The selected period contains adjustment records.

These must be unposted in reverse sequence, and the records must then be deleted to enable earlier periods to be unposted.

Example:

• Unpost Period 4.3, then delete it

• Unpost Period 4.2, then delete it

• Period 4 can then be unposted

Lease Acceptance

The Lease Acceptance form is generated from the Contracts / Order tab.

Most placeholders match field names.

Selected Placeholders

Lease Commitments Report

This report provides a summary of lease commitments on a yearly basis and is designed as a supporting report for Balance Sheet disclosure of future lease commitments.

See also the related page Commitments.

This report can be emailed to clients in a scheduler job. More details are available on the System Reports page.

Left Column

• From (Date): Pick the required from date

• Manager (List): Filter by Account Manager / Clients

• Group (List): Filter by Client Group

• Client (List Box): Multi-select clients using Ctrl or Ctrl+Shift

• Contract Type (List Box): Multi-select contract types using Ctrl

• Report Queue (Checkbox): Unchecked by default. Sends report to queue for later download and optional email notification

Right Column

Report Output Fields

• Group

• Client

• Cost Centre

• State

• Registration Number

• Surname (driver)

• First Name

• Division

• Location

• Vehicle Description

• FBT Value $

• Contract Type

• Contract Kilometres

• Estimated Odometer (as at report date)

• Start Date

• End Date

• Contract Months

• Months Expired

• Rental Excluding GST $ (current period)

• Year 1 rentals

• Year 2 rentals

• Year 3 rentals

• Year 4+ rentals

• Total Rental $

• Residual (incl GST) — shown only when Group is not 'Fleet Managed' or 'Salary Packaged' and RV Risk is 'Client'

The field "Division" is also available in XLS and CSV outputs.

Finalise

If configured and conditions are met, the Finalise button will be enabled.

When clicked, a pending record is created containing budget amounts that align actual and budget values (0 variance).

You can review the record and use the Invoice Now hyperlink to navigate to billing and post it.

The Finalise button is designed for end-of-lease processing for Novated contracts and is not recommended for other contract groups.

Report Map

The Finalise button must be used with the Funds Check pop-up. Both require a report map setup that links Posting Classes to Categories.

The report map is also used by:

• Transactions Report

• Driver Portal - Vehicle Balance with Transactions screen

Finalise a Vehicle Contract

Qualifiers

• The contract is a novated lease

• The vehicle contract is suspended

• All outstanding expenses have been posted

• Ready to raise either:

  • A credit note to the employer and return surplus funds

  • An invoice for outstanding final costs

Process

• Locate the contract

• Navigate to Contracts / Lease

• Click the Finalise action

• Depending on process, either:

  • Allow billing to flow into next invoice cycle, or

  • Process final billing immediately as a separate invoice

Invoice Now

• Click the date hyperlink to navigate to the billing screen

• Click Invoice Now to process final invoice or credit note

Adjust a Lease Period Billing

When should you create an adjustment

Use this when:

• The lease period has been invoiced

• The invoiced amount is later found to be incorrect

Creating an adjustment

• Select the contract

• Go to Contracts / Lease

• Select the period to adjust

• Click Adjust

• Enter updated budget values (0, positive, or negative)

• Update GST amounts if required

• Click Update

Lessee Rate

Calculation

The Lessee Rate is the rate of interest required to fund the deal without disclosing brokerage. It is based on the depreciable amount rather than the financed amount.

Open the Lessee Rate spreadsheet to view the calculation model.

Standard calculation

Controlled via lesseeratecalculationbasis.

If all brokerage flags are set to 'no':

• Depreciable Amount

• Minus one month’s finance payment if periods deferred > 0

If brokerage flags are included, additional components may be added or removed depending on configuration (broker fee, commission fee, establishment/admin fee, originator fee).

If "Total Brokerage Included" = 'yes', total brokerage is included and specific fees may be excluded depending on flags.

Agreed Lessee Rate

A client-specific Lessee Rate can be defined in Quotes Defaults.

• If populated, Commission Fee is adjusted to achieve the target Lessee Rate

• Commission Rate/Fee becomes read-only

• Existing quotes are unaffected unless recalculated

• Access can be restricted if not used

Lessee Rate Include VMP calculation

If "Lessee Rate Include VMP" is enabled:

• The total budget amount (incl GST) for Maintenance Program (VMP) is added to the Lessee Rate basis

Useful Queries

Check category-to-posting-class mapping

SELECT rm.description AS report_map,
 rg.name AS category,
 pc.posting_class_code AS class_code,
 pc.name AS class_name
FROM gl_reporting_groups AS rg
LEFT JOIN gl_reporting_class_maps AS rcm
 ON rg.reporting_group_id = rcm.reporting_group_id
 AND rcm.finalise_flag = 'yes'
LEFT JOIN gl_reporting_maps AS rm
 ON rm.reporting_map_id = rcm.reporting_map_id
LEFT JOIN gl_posting_classes AS pc
 ON pc.posting_class_id = rcm.posting_class_id;

Contract types with lease finalise mapping

SELECT pm.posting_map_id,
 pm.posting_map_code,
 pm.posting_map_group,
 rm.description AS report_map,
 pmr.type
FROM gl_posting_maps AS pm
INNER JOIN gl_posting_map_reporting AS pmr
 ON pm.posting_map_id = pmr.posting_map_id
INNER JOIN gl_reporting_maps AS rm
 ON rm.reporting_map_id = pmr.reporting_map_id
WHERE pmr.type = 'lease_finalise'
ORDER BY pm.posting_map_code, rm.description, pmr.type;

Reporting group mapping validation

SELECT pm.posting_map_group,
 pm.posting_map_code,
 pcm.category_type,
 rm.description AS report_map,
 rg.name AS category,
 rg.report_budget_as_actual,
 COUNT(pcm.posting_class_id) AS joins
FROM gl_reporting_groups AS rg
INNER JOIN gl_reporting_class_maps AS rcm
 ON rcm.reporting_group_id = rg.reporting_group_id
 AND rcm.finalise_flag = 'yes'
INNER JOIN gl_posting_map_reporting AS pmr
 ON pmr.reporting_map_id = rcm.reporting_map_id
 AND pmr.type = 'lease_finalise'
INNER JOIN gl_reporting_maps AS rm
 ON rm.reporting_map_id = pmr.reporting_map_id
INNER JOIN gl_posting_maps AS pm
 ON pm.posting_map_id = pmr.posting_map_id
 AND pm.posting_map_group = 'novated'
LEFT JOIN gl_posting_class_maps AS pcm
 ON pcm.posting_map_id = pm.posting_map_id
 AND pcm.posting_class_id = rcm.posting_class_id
 AND pcm.category_type = 'accrual'
GROUP BY rg.name, pm.posting_map_id
ORDER BY pm.posting_map_code, rg.reporting_group_id;

Finalise role restriction check

SELECT r.name, rr.*
FROM gb_roles AS r
LEFT JOIN gb_role_restrictions AS rr
 ON r.role_id = rr.role_id
 AND module = 'fm'
 AND page = 'contracts'
 AND sub_page = 'lease'
 AND type = 'bottom_controls_map'
ORDER BY role_id;