To access the General Tab:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the 
icon.
The Rental Agreement form is displayed; the General Tab is the default tab on accessing the form.
The General Tab is the first and default tab within the rental agreement form. The following fields are contained within this form.
Reference: This field may be used during the agreement search routine to help identify the agreement being searched for. If it is left blank then the system generates the content of the field automatically: if a driver name is known then it is placed into this field; if a company name is known then it is used in preference to the driver name; if driver or company names are not known at this stage then the system uses the Sales ledger account name.
To override automatic completion of the field required search text required should be entered. Any text stored in this field when the booking is saved prevents the system from automatically populating the field.
Contract Reference: The contract reference table was originally designed so that from within a rental agreement there would be a facility allowing a lookup to a Contract Reference table which held a number of master contract reference codes. However, this table can be utilised for other purposes. The table may, for example, be used to hold sources of business, sales executive names, etc, which may then be allocated to a specific agreement.
Note: This field can be made mandatory by ticking the Contract Reference Required field within the General 3 Tab of the agreement.
Fleet agreement number: Displays the Fleet Global Search form enabling a fleet agreement to be located and linked to the rental agreement for reporting purposes.
On Kompact systems this simply allows free format entry of an associated Kompact agreement number (possibly used if the rental is for a relief/replacement vehicle). In Kestrel, however, the system displays an
icon that enables access the the Fleet Agreement Review form so that an existing Fleet contract may be selected.
Non-billing table: This field is designed so that rental companies may deal with detailed invoicing demands from specific customers. Some customers may be located in a country (e.g. Wales) that have specific bank holidays that should not be included in the period of the agreement that is to be invoiced. A Non-billing table can therefore be set up to defined those days within the year that are not to be invoiced. Selection of the
Tip: The non-billing table may be set up as a default in the Non-Billing Table field on the General 2 Tab of the CRM Company Record in the Rental Details form (MK.drcom record).
Spare Text 1/2: These fields are only available to those systems that have the additional two parameters (Label for Spare Text 1 and Label for Spare Text 2) ticked on in the General 5 Tab of System Parameters. The label for these fields is actually dependent upon what is keyed within the corresponding parameter field and they can therefore be tailored for bespoke use.
Note: For certain customers the Spare Text 1 field is used in a very bespoke way (ENV("BESPOKE" = TLS) . In this instance, the field is called Bridger Ref and is used for holding credit clearance information; in this scenario, the field holds a Risk Bridger code for cash rentals. The field must be populated for every cash rental and so it is a mandatory field for tariff C agreements and must also contain exactly 13 numerical digits. Also, if the Fleet Booking Screen checkbox is ticked in the General 5 Tab of System Parameters then a a link can be made between the Rental Agreement and Fleet Agreement; once linked the Registration number on the Fleet Agreement is written to the Label for Spare text 1 field to assist in the search for rental agreements from Fleet and vice versa.
Invoice to: Defines the invoicing address for this agreement. Currently available selections are as follows:
- A Account Address
The invoice is addressed to the Sales Ledger account currently associated with the agreement.
- D Drivers Address
The invoice is addressed to the customer/target record of the driver currently attached to the agreement.
- Contact Address
The invoice is addressed to the contact address held on the driver form if this is different to the address held on the target record.
Authorisation: The purchase order number. Following selection of the SL Account in the Create Booking form the system may have prompted for entry of the purchase order number; if so, then this is because the Mandatory Order No field is ticked against the selected account within the Other Details form in the Sales Ledger Add/Modify Accounts menu option. If a purchase order is entered at this stage then it populates this field; however, this field may be populated at any stage throughout the agreement process.
: This icon allows a history of purchase orders to be kept against an agreement. If the selected agreement, for example, is on a long term monthly tariff and it has been out for six months, then after it is invoiced at the end of each month the existing purchase order number is archived away and a new purchase order may (if required) be entered in the Authorisation field above. This can be done for each successive month the agreement is invoiced. A purchase order history log is built up and can be displayed using this icon.
Authorisation 2: Enables the storage and use of Cost Centre/Departmental codes for use within the rentals and (possibly) the Fleet system. The exact use of this field is dependent upon the settings of parameters within the Rental Details 2 form (Details 2 Tab). If the Fleet Billing and Use Cost Centres fields are ticked then this company is deemed to be a fleet consolidated invoicing customer and a fleet address group needs to be found for it for fleet invocinig/posting purposes. Once the address group has been selected (and if the Use Cost Centres flag is ticked the system validates if there are any cost centres associated with the selected address group. The cost centre defined within Fleet System Management / Miscellaneous Options / Posting Management / Cost Centres should be checked using the selected address group.
Alternatively, if the Fleet Billing field is unticked but the Use Cost Centres field is ticked then a cost centre may be be selected from the Cost Centre table to be used within the rental system.
In both cases there is an option to create an on-the-fly cost centre.
Usage: Specific Hire groups can be defined as requiring an O Licence. If the hire group selected within the agreement requires an O Licence then the system prompts Which class of usage is the booking for? because it only requires the O Licence details if the agreement is for a commercial hire. The only two options available for selection at this prompt are Private or Commercial. The result of the selection at this prompt is displayed in this field and may be modified via the drop-down-arrow button if required.
Tip: The following name and address fields are populated at the Create Booking stage following selection of the SL Account but continue to be displayed here. The CRM/Marketing name and address details may still be modified at this stage.
Spare Text 2: This field is only available to those systems that have the additional two parameters (Label for Spare Text 1 and Label for Spare Text 2) in the General 5 Tab of System Parameters. The label for this field is actually dependent upon what is keyed within the corresponding parameter field and it can therefore be tailored for bespoke use.
Account Contact: The contact name associated with the selected Sales Ledger account. This field cannot be edited.
Account Name: The full company name associated with the selected Sales Ledger account. This field cannot be edited.
Address: The full five lines of address associated with the selected Sales Ledger account. This field cannot be edited.
Postcode: The postcode associated with the selected Sales Ledger account. This field cannot be edited.
Telephone: The telephone number associated with the selected Sales Ledger account. This field cannot be edited.
Contact: The CRM/Marketing company/target contact name associated with the selected Sales Ledger account. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Name: The full CRM/Marketing company/target name associated with the selected Sales Ledger account. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Address: The full five lines of CRM/Marketing company/target address associated with the selected Sales Ledger account. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Postcode: The CRM/Marketing company/target postcode associated with the selected Sales Ledger account. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Telephone: The CRM/Marketing company/target telephone number associated with the selected Sales Ledger account. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Comments: Provides a small notes area in order that free-format text may be stored against the agreement record. These notes remain with the agreement until it is deleted. These comments may be printed on the agreement if required.
Tip: If the quick mail option is being used then the first three lines of the comments are included on the standard message; although users should be aware that the system does allow for alteration of the standard message text.
Note:There is also an audited Add Comments function available from the Tools option on the menu bar.
