Payments

Use Contracts / Payments to create schedules for a vehicle's ongoing fixed costs.

Visit the Payments page for full details of the Payments module.

Payment Types

Each payment type has a different business logic. Go to the page that describes the payment type you want to know more about.

• Finance

• Finance - Principal and Interest

• Comprehensive Insurance

• Roadside Assistance

• Management Fee

• Sundry Payment

• Sundry Payment - Packaged

Action buttons

• Print a PDF or CSV output of the Payment Schedule displayed on the screen.

• The Date, Finance and CSD values of all 'Pending' rows in the Payment Schedule are available for editing.

  During an "Edit", the CSD will not re-calculate automatically if Finance values are changed.
  If the 'Period 1' row is Edited, the "Initial Value" field will be updated with the new value.

• Use to insert a new line in a Payment Schedule. Period, Due Date and Payment components can be typed in. Existing Period and Due Date values can be used. The Payment Schedule will re-sort by Period. 'Inserted' rows are placed the 'Schedule' row of the same period. The "Insert" button is intended for making corrections and can contain negative values.

  After the user has checked the "#" next to the payment they want to un-post, the Un-Post button will be enabled if the user is permitted to unpost the payment. Note: "Payment No" can only be selected if status "Posted" has been chosen. Any user who can access Fleet / Payments / Periodic screen and can Post a payment, will be able to Un-Post a payment that has NOT been exported. If the payment schedule’s supplier's linked payment_method is in ('direct-credit','bpay'), then check to see if either the or field is populated for posted payments. If either or is populated, the row check box is to display as disabled. See more details about Un-Post here.

  If the payment schedule contains only pending transactions, the row selection checkboxes are hidden, but the whole Payment Schedule can be deleted. If a pending row check box is checked, you can use the Delete button to delete the record. The Delete button cannot be used on a posted row, so is disabled for those records.

• Use to create a "Stop Payment" or to alter the Payment Structure of the active payment and re-build all "Pending" payment transactions. "Vary" is intended to perform global updates such as correcting a payment amount or extending the term of the payment. Inserted rows are not changed by a "Vary".

  Deleted rows in the outstanding date range will be re-created when a "Vary" is performed. The values of "Pending" rows will be reset (unless they were created using the "Insert" button).

• Click to create the required payment records.

Screen Legend

• Pending — Transactions with red text are pending and have not yet been posted.

• Pre-Post — Transactions in black text with a yellow background are part-way through a posting process and need to be re-set. Visit Payments Troubleshooting for the steps to do this.

• Posted — Transactions in black text have been posted and should be transferred into the Purchase Ledger of your accounting software for payment processing.

• Stopped — Transactions in grey text with a grey background were planned but have been stopped. Usually because the contract has been suspended.

• History only — Transactions with black text and a grey background are history only records and do not have accounting implications in Catch-e.

• On Hold — Transactions with red text and a pink background have been put on hold. This is a temporary status until you are ready to resume payments.

Payments Setup

Client Set-up

To utilise this process, you need to set-up supporting information.

Classes

Each class used to create payment schedules needs to be updated to become accessible to this function.

Navigate to Posting Classes and:

• "Payment" — check on the checkbox. Only checked classes can be added to the Contract Types / Payments tab.

• "Supplier" — add a supplier code if you want a default supplier for 'Sundry Payments'. See also Configure a Sundry Payment.

Contract Types / Payments

• Review Posting Class records and ensure "Payments" is checked.

• Go to Contract Types / Payments.

• Add required records for each payment type for the selected contract type.

• Ensure each record has the required GL Code for your accounting system.

• To use a specific GL Code for a supplier, go to Suppliers / Account GL Code and enter it there.

Contracts / Payments tab

Contract Types can be set up with any combination of payment types.

• If no records are mapped, the Contracts / Payments tab is not visible.

• Only mapped records can be selected.

• If only 'Finance' is mapped, only Finance is available for selection.

• Set up either 'Finance' or 'Finance - Principal and Interest', not both.

Management Fees

If you want to create payment schedules for Management Fees:

• Review existing contracts and fees; all management fees must be updated.

• Enter a default supplier in

• Check and set as 'no'. If it is 'yes', budget and actual values will be added together in Driver Reports.

Emailing Payment Advices

Ensure:

• Suppliers / Detail "Contact" and "Email" are correctly filled.

• Test email outputs and adjust templates via Catch-e support if required.

Using ABA file

Ensure:

• Suppliers / Account "Payment Delivery Type" is correct.

• Suppliers / Account "BSB Number" and "Bank Account Number" are populated.

• Test ABA file generation before production use.

Export files - Finance - Principal and Interest

Setup / Reference Data → gb_controls

• Module

• gl

Historical information

To make the most of payments, back-fill schedules for existing contracts. Contact support for assistance.

Enabling Un-Post for exported payments

By default, only the 'admin' role can un-post an exported payment batch.

This can be updated in Role Restrictions by your Account Manager.

Payment Advice Email

Each payment type has its own email template.

Payment advices are sent to the contact stored in Suppliers / Detail "Contact" and "Email".

This can be changed to Suppliers / Account "Contact" and "Email" via support configuration.

We recommend consistent contact details across all remittance templates.

Email Templates

• Comprehensive Insurance

• Finance

• Finance Principal Interest

• Management Fee

• Roadside Assistance

• Sundry Payment

Email Placeholders

Supplier Details

• supplier_name — Suppliers / Detail "Name"

• supplier_contact — Suppliers / Detail "Contact"

• supplier_email — Suppliers / Detail "Email"

• supplieraccountscontact — Suppliers / Account "Contact"

• supplieraccountsemail — Suppliers / Account "Email"

Other Details

• dated_to

• posted_date — Fleet / Payments / Periodic "Posted Date" (Finance emails only)

• sender_name

• sender_email — Users/Details "Email"

• job_title — Users/Details "Job Title"

• company_name

Payment Advice Footer

The payment advice footer uses details stored in gb_companies where = 'yes'. If more than one record is set, a system error is returned.

pdfcompany::pdfcompany Error reading default company from gb_companies!

Footer fields include:

• address fields

• postcode

• Phone

Channels

For clients using multiple channels, remittance advice footer details can be linked to a channel-specific company.

• If a channel template exists, it uses the linked company details.

• If not, default company details are used.

Follow links: Company, Channels Setup, Payments Setup

Useful Queries

Show templates and recipient details

select t.template_id,t.name,tr.type,tr.template_recipient_id, tr.name_from_field, tr.address_from_field, tr.status_flag
from gb_templates AS t
left join gb_template_recipients AS tr ON t.template_id = tr.template_id
WHERE t.name IN (
'pdf_periodic_finance',
'pdf_periodic_insurance',
'pdf_periodic_management_fee',
'pdf_periodic_roadside_assistance',
'pdf_periodic_sundry_payment'
);

Show remittance advice footer details

select ch.channel_code, coy.name, coy.address1, coy.address2, coy.city, coy.state, coy.postcode, coy.phone
from gb_companies as coy
left join fm_channels as ch on ch.company_id = coy.company_id;

Show suppliers with payment transactions

select supplier_code, name, contact, email, account_contact, account_email, payment_delivery_type, cpstr.payment_type
from fm_suppliers as s
inner join fm_contract_payment_structures as cpstr on cpstr.supplier_id = s.supplier_id
GROUP BY s.supplier_id, cpstr.payment_type;

Show clients by channel and company with payment footer company name

select ch.channel_code, chcoy.name as channel_company, cl.client_code, coy.name as contract_company,
IF(t.channel_id is not null, chcoy.name, coy.name) as template_footer_company
from fm_contracts as c
inner join fm_clients as cl on cl.client_id = c.client_id
left join gb_companies as coy on coy.company_id = c.company_id
left join fm_channels as ch on ch.channel_id = cl.channel_id
left join gb_companies as chcoy on chcoy.company_id = ch.company_id
left join gb_templates as t on t.name IN (
'pdf_periodic_finance',
'pdf_periodic_insurance',
'pdf_periodic_management_fee',
'pdf_periodic_roadside_assistance',
'pdf_periodic_sundry_payment'
) and t.channel_id = ch.channel_id
group by cl.client_code
order by template_footer_company, channel_code, client_code;

Payments Action Buttons

• Print a PDF or CSV output of the Payment Schedule displayed on the screen.

• The Date, Finance and CSD values of all 'Pending' rows in the Payment Schedule are available for editing.

  During an "Edit", the CSD will not re-calculate automatically if Finance values are changed.
  If the 'Period 1' row is Edited, the "Initial Value" field will be updated with the new value.

• Use to insert a new line in a Payment Schedule. Period, Due Date and Payment components can be typed in. Existing Period and Due Date values can be used. The Payment Schedule will re-sort by Period. 'Inserted' rows are placed the 'Schedule' row of the same period. The "Insert" button is intended for making corrections and can contain negative values.

  After the user has checked the "#" next to the payment they want to un-post, the Un-Post button will be enabled if the user is permitted to unpost the payment. Note: "Payment No" can only be selected if status "Posted" has been chosen. Any user who can access Fleet / Payments / Periodic screen and can Post a payment, will be able to Un-Post a payment that has NOT been exported. If the payment schedule’s supplier's linked payment_method is in ('direct-credit','bpay'), then check to see if either the or field is populated for posted payments. If either or is populated, the row check box is to display as disabled. See more details about Un-Post here.

  If the payment schedule contains only pending transactions, the row selection checkboxes are hidden, but the whole Payment Schedule can be deleted. If a pending row check box is checked, you can use the Delete button to delete the record. The Delete button cannot be used on a posted row, so is disabled for those records.

• Use to create a "Stop Payment" or to alter the Payment Structure of the active payment and re-build all "Pending" payment transactions. "Vary" is intended to perform global updates such as correcting a payment amount or extending the term of the payment. Inserted rows are not changed by a "Vary".

  Deleted rows in the outstanding date range will be re-created when a "Vary" is performed. The values of "Pending" rows will be reset (unless they were created using the "Insert" button).

Payments Action Buttons New

Click to create the required payment records.

Payments Screen Legend

• Pending — Transactions with red text are pending and have not yet been posted.

• Pre-Post — Transactions in black text with a yellow background are part-way through a posting process and need to be re-set. Visit Payments Troubleshooting for the steps to do this.

• Posted — Transactions in black text have been posted and should be transferred into the Purchase Ledger of your accounting software for payment processing.

• Stopped — Transactions in grey text with a grey background were planned but have been stopped. Usually because the contract has been suspended.

• History only — Transactions with black text and a grey background are history only records and do not have accounting implications in Catch-e.

• On Hold — Transactions with red text and a pink background have been put on hold. This is a temporary status until you are ready to resume payments.