Contracts Overview & Search: Search

Finding and navigating contracts

Search

The search screen displays contract records. You can also create a new contract from this screen.

When you navigate to this screen, the selection returns all contracts that do not have a populated "Suspend Date". The column "Contract ID" is sorted in descending order.

A range of fields in the header section allow you to filter down to selected contracts. Use the "Contract ID" hyperlink to navigate directly to the contract you want.

Filters

Group Code (Lookup) — Search by client group
Client Code (Lookup) — Search by individual client
Reg Number (Lookup) — Search by Registration Number. This is a free text field where partial details can be entered and all related registration numbers are displayed
Driver Name (Text) — Search by Driver Name. This is a free text field where partial details can be entered and returned as Driver Name
Description (Text) — Displays the “Description” of the selected contract. This field is also a hyperlink if the contract is linked to an Employees / Item record. To return to the contract, click on the Employees / Item “Contract ID” field
Contract Type (Lookup) — Search by Contract Type
Cost Centre (Lookup) — Search by client's cost centre
Division (Lookup) — Search by client's division
State (List) — Search by state
Date Type (List) — Select the date field you would like to search on, then enter the date range to include. Options include:
- Registration Renewal
- Insurance Policy Due
- Contract Start
- Contract End
- Roadside End
- Warranty Expiry
- Fuel Card Expiry
- Finance Start
- Finance End
- Suspend Date
From (Date) — Enter the start date for the selected “Date Type”
To (Date) — Enter the end date for the selected “Date Type”
Status (Text) — Search by “Contract Status”
Sub Status (Text) — Search by “Sub Status”
Account Manager (Text) — Search on the client's “A/C Manager”
Include Suspended? (Check box) — Include suspended contracts in results. Automatically checked if “Suspended” or “Terminated” is selected in Status. Otherwise unchecked by default but can be manually enabled

Filter Buttons

Field	Description
**	Click to execute your chosen filtering. If the button is disabled, the current filtering has already run.
**	Click to create a new contract. You will be navigated to the Contracts / Contract tab in edit mode.

Columns

The column headers on this screen are dynamically sortable. Selecting a grey header sorts ascending; selecting again sorts descending.

Contract ID (Num) — Displays the Contract ID. Hyperlink navigates to Contracts / Contract screen
Reg Number (Text) — Vehicle registration
Group (Text) — Client group code
Client (Text) — Client code. Hyperlink navigates to Clients/Contact screen
Driver (Text) — Driver name. Hyperlink navigates to Drivers/Contact screen
Description (Text) — Vehicle description
Type (Text) — Contract type with term and kilometres
Cost Centre (Text) — Cost centre name. Hyperlink navigates to Clients/Cost Centres screen
Division (Text) — Division name. Hyperlink navigates to Clients/Divisions screen
State (Text) — State location (not registration state)
Date (Text) — Displays the date for the selected “Date Type”. If blank, no value is shown
Status (Text) — Contract status
Sub Status (Text) — Contract sub status. If a sub-status exists in multiple status tables, it may appear multiple times depending on selection
A/C Manager (Text) — Client “A/C Manager”
Last Edit (Timestamp) — Last edit date and time. Tooltip shows the full name of the user who last edited the contract. Updated on create, accept, settle, edit, or web service updates

Action Buttons

Field	Description
**	Print a Text (CSV) or Office (XLS) output. The Print button is disabled until a search is run

Output Options

Output	Description
Text (CSV) or Office (XLS)	Select output from listbox and click the ** button. Output includes only records from the current search. All columns displayed on screen are included. An extra column shows Financier Code for internal users. If the report times out, it is sent to the Report Queue. See “Download a report from the report queue” for retrieval instructions

Legend

Legend	Description
Suspended	Contracts shown with a pink background are suspended

The default landing page for the Contracts menu is the Contracts / Search tab.

If you want users to land on Contracts / Contract tab instead, change the setting from 'search' to 'contract'.

If default filters are enabled, results load automatically when navigating to this screen. This may be slow with large datasets. To prevent auto-loading, change the setting from 'yes' to 'no'. When set to 'no', the screen remains blank until a search is executed.

To hide Salary Packaged contracts for certain roles, use Roles / Details “Salary Packaged Contracts”.

Header

Column One

Contract ID (Num (6)) — Enter or search Contract ID
Reg Number (Text) — Enter or search registration number. If multiple matches exist, a selection list is displayed
Approval No (Num (6)) — Enter Approval No to navigate to Approvals page for the contract
Vehicle (Text) — Displays contract description. Hyperlink available if linked to Employees / Item record

Column Two

Client (Text) — Client name. Hyperlinks to Clients:Contact
Driver (Text) — Driver name (Last Name, First Name). Hover shows Work Phone, Mobile, External Code. Hyperlinks to Drivers:Contact
Type (Text-Num-Num) — Contract type, term, and contract kilometres. Hyperlinks to Contract Types

Column Three

Start (Date, Num) — Start date and start kilometres
End (Date, Num) — Scheduled end date and contract kilometres
Last (Date) — Date and odometer reading of last valid transaction

Column Four

Tyres? (Num/Num) — Tyre allowance vs tyres used. Recharged tyres are excluded. Highlighted in green when usage exceeds allowance. Used for TyreBalance calculations
Projected (Num) — Projected kilometres based on existing data (see Estimated Odometer Calculation)
Division (Text) — Vehicle division (created/updated via Contracts / Events)
(Icon) — View Edit History (field change log pop-up)
[Funds Check] (Icon) — Displays budgets, actuals, receipts, and available funds

Message Row

A red message row may appear based on rules:

If Terminated date exists, show: “Terminated [date]”
If not terminated but suspended, show: “Suspended [date]”
If neither exists but Replacement Order ID exists, show replacement contract
If none of the above but notes exist, show first 40 characters of Notes
Otherwise, no message is displayed

Buttons

Create new contract — Opens Contracts / Contract in edit mode
Copy contract — Creates a new contract using existing details:
- Reg Number set to “Order”
- Driver, Cost Centre, Division removed
- No contract event created
- Billing budgets copied as Pending
- No linked invoices or maintenance records copied
Import contract — Updates contract via CSV import with validation and review step

Import

Contracts can be updated using a compatible CSV file.

Notes about CSV file

File headers must not be changed
Date format must be YYYY-MM-DD or DD/MM/YYYY
Numeric fields limited to 2 decimal places
Zero values allowed as '0'
fmconfuelconsumptionlowerlimit must not exceed fmconfuelconsumptionupperlimit
Repeating columns fmconbpostingclasscode and fmconbamount_net may be adjusted
Only one Redbook or Glasses code can be imported at a time

Contact Catch-e for detailed support.

Import Process

Go to relevant contract record
Click Import
Upload CSV file
System validates contract ID
Review proposed changes
Accept or cancel updates
Registration changes create RC contract event
Fix validation errors before saving

Contract Status

Contract status is selected from a list. A scheduler may update statuses automatically depending on system configuration. See Contract Status documentation for setup details.

Contract Sub Status

Sub status provides additional classification of contract status. By default, it mirrors Order Status or Due Off Status depending on contract state. See Contract Status documentation for configuration details.