SOFT4Leasing application process

This document describes the SOFT4Leasing application process after a Leasing Quote has been converted into an Application. It explains what information should be reviewed and completed at the Application stage, and outlines the steps required to continue the process until the Application can be moved forward and converted into an Active Contract.

1. After the Leasing Quote is converted into an Application, additional fields become available in the Customer section. Complete as much information about the new customer as possible. The contact record in the system will be created based on the information entered in this section, so make sure that the available customer and contact details are accurate before continuing with the application process.

2. Add any additional applicants in the Applicants section, if needed. For individual applicants, the available actions include “Incomes”, “Expenditures”, “Employment”, “Addresses”, and “ID Documents”. For business applicants, the available action is “Financial Statements”. These actions are optional and can be completed when the information is available or required for the application process.

3. Additional information about applicants can be entered by using the “Card” action. This opens the applicant card, where more fields are available. If the mandatory fields are completed, these applicants will be created in the system as contacts and can be reused in the future.
 

4. If additional asset information is already known, complete the relevant fields, such as VIN, Licence Plate, or Serial No., depending on the asset type. To view and update additional asset details, use the “Card” action on the selected asset to open the asset card page.

5. Review the “Financing” section again, if needed, and add any applicable services, insurances, or guarantees (Refer to SOFT4Leasing quotation process guide for more details).

6. Review the “Approval Conditions” for the contract and mark which conditions are required.

7. After the mandatory information has been completed in the Application, use the “Validate Application” action to check for any critical errors or warnings. If any issues are found, correct them before proceeding to the next step. If there are no issues with the Application, the message “Application Valid for Submission” should be displayed.

8. Use the “Submit for Approval” action to start the approval workflow. This creates a task for the Credit Team to review and approve the Application. The Application Assessment workflow card can be opened from the Application by clicking the “Active Workflows” field.
 

9. Users belonging to the Credit Team can see that thay have received a new task in the „Back Office“ role center page or find the workflow by looking for specific application in the application list.

10. The Application Assessment workflow card provides a summary of the Application, including customer details, financing parameters, applicants, approval conditions, and related documents.
 

11. To continue the workflow, the Credit Team officer should review all available information and use the “Next Step” action to move to the decision stage. At this point, the “Approve” and “Decline” actions become available. The officer can either use “Approve” or “Decline” directly, or use “Next Step” again to make the decision. Both options follow the same decision process.
 

12. Once the Application is approved, the workflow is closed, the Application status changes to “Approved”, and the Approval Advice document is created on the Application. The Application is then ready to be submitted for settlement. Fields on application are not editable anymore.

13. Use the “Submit for Settlement” action to start the Compliance workflow for the Compliance Team. This changes the Application status to “Documents Submitted”. Members of the Compliance Team can access their workflow tasks from the Back Office, in the same way as the Credit Team.

 

14. The Contract Compliance card provides a summary of the Application, including applicants, asset information, and related documents. The Compliance officer must review the Application checklist and mark whether each item complies or does not comply.

15. Additionally, the Compliance officer must review the approval conditions and mark whether each required condition complies or does not comply.

16. After reviewing checklist and approval conditions, officer must make a decision if the application is compliant or not by using actions „Complied“ and „Non-Compliant“.

17. „Complied“ action will run additional check for pre-configured rules and display warnings, if there are any. Officer must fix them before moving on with the process.

18. After the Application is marked as complied, the next step is to activate the contract. Before activation, the “Preview Activation” action can be used to review the ledger entries that would be created in the system. Use this action to check the activation details before continuing.

19. If everything is correct, fill in the “Activation Date” field on the Contract Compliance card and use the “Activate” action to activate the contract.

20. If the Leasing officer needs to update information after a workflow has already been started, they can use the “Open for Resubmit” action to cancel the Application Assessment workflow, or the “Open for Doc. Re-Submit” action to cancel the Compliance workflow, update information and start workflow again.

21. The activated contract can be found in the Active Contracts list in the “Back Office” role center.