Payout

The Payout tab is designed to enable users to:

• Create payout request records which can have a calculated payout value (open the Payout Calculation spreadsheet for details of the calculation).

• Enable an event to be created when a payout record has been created

• Enable emails to be sent that support the payout process

• Record various types of payout amounts: a financiers payout, price to purchase the car, early term the car or record a total loss amount.

Visit Payout Set up for details of how to set this feature up.

Role Access

The following roles have been configured to provide payout information and have full access to this screen:

• Admin

• Accounts

• Disposals

• Senior Manager

• Manager

All other roles are been configured to request payout information.

The following fields are hidden from these users and they have a limited ability to update record statuses:

• Remaining

• Calculated Value

• Financier Value

• Valid until

Payout Header

(Icon) — View Edit History is a pop-up screen that lists all the field changes in the selected record. You must select a particular record to view by checking on the #

Payout Fields

• (Check Box) — Check this on to identify the record for printing, editing, deleting or when opening the View Edit History screen.

• Date (Date) — When a new record is created, the creation date of the record is recorded. If you want to do another payout, a new record is required. This is a read only field.

• Payout Date (Date) — Enter the payout date that's required for the record, i.e. the date the client expects to make the payment. A check is done to make sure the date isn't on a weekend day. The date can be a past, present or future date.

• P2P (Check Box) — "P2P" is an abbreviation of 'Price to Purchase'. Check this on if you want a "Price to Purchase". You need to check on at least one of the P2P, ETF and TL check boxes. All three may be checked at once.

• ETF (Check Box) — "ETF" is an abbreviation of 'Early Termination Fee'. Check this on if you want an "Early Termination" payout.

• TL (Check Box) — "TL" is an abbreviation of 'Total Loss'. Check this on if you want a "Total Loss" payout.

• Remaining (Number) — This field shows the remaining 'pending' budgets periods for the contract in months. If it displays as '0', all budgets have been invoiced. The calculation for this field is: (YEAR(IF( = '0000-00-00', , ) - YEAR * 12 + MONTH(IF( = '0000-00-00', , ) - MONTH( If this calculation returns a negative number of periods, this field will be set to '0'. and “Calculated Value” = $0.00

• Calculated Value (Number) — This field displays the ‘present-value’ calculation that was generated when the record was created. A value of zero can occur when all budgets have been invoiced. Open the payout calculation spreadsheet to see how the calculation is done.

• Financier Value (Number) — Enter the payout amount provided to you by the Financier. There is a check done against the "Calculated Value" when the "Financier Value" is not 0.00. If you are an 'Admin' user, you can ignore the warning alert by clicking OK or Cancel to re-enter the Financier Value.

• Valid Until (Date) — Enter the date that the "Financier Value" is valid until. A Financier Value must be populated before this field can be updated.

• Price to Purchase (Number) — Enter a "Price to Purchase" amount. This amount can be used in a custom report or form to provide an advice document to the client or driver.

• Early Termination Fee (Number) — Enter a "Early Termination Fee" amount. This amount can be used in a custom report or form to provide an advice document to the client or driver.

• Total Loss (Number) — Enter a "Total Loss" amount. This amount can be used in a custom report or form to provide an advice document to the client or driver.

• — May be used to attach correspondence.

• Status (Listbox) — New records default to a status of 'Pending'. Change to 'Requested', 'Financier', 'Review', 'Open', 'Sent', 'Accepted', and 'Invoice Sent' to support workflows. 'Invoice Sent' is only available to users with full access. 'Expired' is not available to users and is used by a scheduler job that runs daily at 11:00pm.

Status Workflow

• Pending — Default status when creating a record.

• Requested — Used when requesting a payout value from Finance. Email notifications may be triggered. Financier Value may be mandatory depending on rules.

• Review — Optional review step before Finance processing.

• Open — Finance has saved the payout and it is ready to be sent to the client.

• Sent — Payout quote has been sent to the client.

• Accepted — Client has accepted the payout quote.

• Invoice Sent — Indicates invoice has been issued (admin/senior manager only).

• Expired — Automatically set when Valid Until has passed (unless Accepted, Invoice Sent, or Deleted).

• Cancelled — Used to cancel a payout request.

Actions

• Print — Available when a record is selected via the # checkbox. Not available in Pending or Requested status.

• Edit — Enabled when a record is selected. Only Admin/Senior Manager can edit in Accepted status. Limited fields editable in Pending/Open/Sent.

• Delete — Only Admin or Senior Manager can delete.

• Attach — Creates a new record with the Date auto-populated.

Output Options

Validations and Alerts

Audit Validations

• You must select a Payout record first! — Select the # checkbox before viewing audit history.

Create Validations

• Payout request cannot be created due to missing Contract Start date — Contract Start is blank.

• Event Posting Class code does not exist — Global Controls require a valid posting class.

• Payout Date is invalid — Enter a valid date.

• Payout Date falls on a weekend — Must select a weekday.

• At least one Payout Type is required — Select P2P, ETF, or TL.

• Financier Value is required — Triggered when contract conditions are met.

• Calculated Value > $40,000 requires Financier Value — Enter Financier Value or change status.

Status Change Validations (Pending → other)

• Financier Value mismatch warning — Calculated Value does not match Financier Value.

• Valid Until must be after Payout Date — Update date accordingly.

• Price to Purchase required — When P2P is selected.

• Early Termination Fee required — When ETF is selected.

• Total Loss required — When TL is selected.

Accepted Status Validations

• Financier Value warning — May be ignored in specific total loss scenarios.

Print Validations

• Cannot print unless status is not Pending/Requested and a payout value is provided.

Other Validations

• Total Loss warning — Can be ignored if Financier Value is populated.

Attach Validations

• File already uploaded — Duplicate attachment prevented.

• File exceeds 5MB limit — Reduce file size or adjust system settings.

Payout Setup

Show Payout Tab

The Payout tab is only visible when enabled for a Contract Type:

• Go to Fleet / Controls / Accounts / Contract Types

• Select Contract Type

• Enable “Payout Tab” flag

Email and Event Configuration

• Payout Notification Requested — Sends email on Requested status

• Payout Notification Requested CC Financier — Sends email to financier

• Payout Notification Open — Sends email on Open status

• Payout Notification Accepted — Sends email on Accepted status

• Create Event — Creates contract event on payout creation

• Event Posting Class Code — Required when Create Event is enabled

Email Templates

Email templates are stored in gb_templates and recipients in gb_template_recipients.

Payout Email Messages

Useful Queries

SELECT * FROM gb_templates
WHERE name IN ('pdf_payout_open','pdf_payout_requested','pdf_payout_accepted');

SELECT t1.*, t2.*
FROM gb_templates AS t1
LEFT JOIN gb_template_recipients AS t2
ON t2.template_id = t1.template_id
WHERE t1.name IN ('pdf_payout_open','pdf_payout_requested','pdf_payout_accepted');

Payout Email Placeholders

Placeholders may be used in email templates using #placeholder# or {placeholder}.

Placeholder Reference