To create or amend a driver:
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 Open Agreement form is displayed.
Locate the required agreement using the appropriate selection criteria and select the Open command button.
The Rental Agreement form is displayed.
Select the Drivers Tab
Select the New Driver or Amend command button.
The Create/Amend Driver form is displayed.
Tip: Alternatively, if the Fast driver creation flag is ticked in the General 3 Tab of System Parameters then this form is automatically displayed as soon as a new agreement is created.
This form is divided into three parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
The Create/Amend Driver dialogue box may be used to locate an existing driver or to create a new driver; it contains the following fields:
Tip: If a new driver record is created when an existing company record is loaded within the agreement then the new driver is linked to the company record.
Surname: The surname of the driver. Dependent upon what option buttons or checkbox is selected to the right of the form the
button calls a number of alternative forms:
If the Casual checkbox is ticked then the
If the Company option button is selected then the system displays a Target form which only displays customer records attached to the selected company within the agreement. This enables a faster search.
If the All Targets option button is selected then the system displays the My CRM form which enables all customer records held on the system to be searched. This enables a wider search.
Tip: The driver search facility is not case-sensitive.
Forename: The forename of the driver.
Title: The appropriate title for the driver e.g. Mr, Doctor, etc.
Address: The full five lines of address associated with the driver.
Postcode: The postcode associated with the driver. If the postcode database application is installed then the postcode should be keyed prior to the address and the correct address then simply selected from the postcode form.
Telephone: The telephone number for the driver.
Occupation: The driver's occupation. This may be used for reporting purposes.
Employer's name: The driver's employer name.
Address: The full five lines of address associated with the driver's employer.
Postcode: The postcode associated with the driver's employer. If the postcode database application is installed then the postcode should be keyed prior to the address and the correct address then simply selected from the postcode form.
Licence number: The licence number matches the way that the number is recorded in the licence document. The first five character is often the first five characters of the driver's name. The next six characters of the licence number is numeric and is a derivative of the driver's date of birth. The final five characters of the licence number is derived from the driver's initials and a number of check digits.
Tip: The middle six characters are derived as follows: the first character is the first character of the decade in which the driver is born e.g. 6 for 1960; the second and third characters are the month in which the driver is born e.g. 09 for September; the fourth and fifth characters are the date on which the driver is born e.g. 23 for the twenty third; the final character is the second character of the decade in which the driver is born e.g. 0 for 1960.
Note: The Driver number validation and structure described here is applicable to the UK only.
Dependent upon what option buttons or checkbox is selected to the right of the form the
If the Casual checkbox is ticked then the
If the Company option button is selected then the system displays a Target form which only displays customer/licence records attached to the selected company within the agreement. This enables a faster search.
If the All Targets option button is selected then the system displays the My CRM form which enables all customer/licence records held on the system to be searched. This enables a wider search.
Issue number: The issue number of the driving licence e.g. 02.
UK Licence: A checkbox which, if ticked, denotes that it is a UK licence and that the validation against the UK licence structure coding may be carried out.
Licence Authority: The licence issuing authority e.g. DVLA
MK magic: If the driver record is retrieved from an existing customer record then the unique sequential customer record is displayed here. This field cannot be edited.
Date of birth: The driver's date of birth. If the licence details are entered correctly then the system automatically calculates the date of birth.
Start date: The date from which the licence is valid; this is recorded on the front of the licence.
Expiry date: The expiry date of the driving licence. If the licence details are entered correctly then the system automatically calculates the expiry date.
Licence Groups: The groups of vehicles that the driver is authorised to drive; this is recorded on the driving licence.
Driver ID: A source used to establish the validity of the driver's identity e.g. Licence, utility bill, etc.
Deliver vehicle: A checkbox which, if ticked, denotes that delivery is required for the selected agreement. This is for memo purposes only. However, a delivery report can then be defined which references the value in this field.
Delivery Type: This field allows the delivery type to be selected and automatically populates the Prices Tab with the appropriate delivery charge. A number of delivery types may be set up e.g. Airport Delivery, Home Delivery, Business Delivery, etc (all requiring their own associated charges); each of these charges must be set up within the Charges Table in Miscellaneous Options. For these charges to be seen within the drop-down list box (accessed via the down-arrow) then the Delivery Type field must contain a D (Delivery type charge) code.
Note: This function is only enabled if the Multiple delivery charges field is ticked in the General 2 Tab within System Parameters.
Delivery Name: The full CRM/Marketing company/target name associated with the selected delivery address (if applicable). 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). All of the delivery name and address fields are typically populated via the Postcode database search facility.
Address: The full five lines of CRM/Marketing company/target address associated with the selected delivery address. 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 delivery address. 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).
Entry of a postcode starts the postcode daemon which displays all addresses relating to the selected postcode. The appropriate address should be selected from those displayed and this then automatically populates all delivery address fields.
Collect vehicle: A checkbox which, if ticked, denotes that collection is required for the selected agreement. This is for memo purposes only. However, a collection report can then be defined which references the value in this field.
Collection Type: This field allows the collection type to be selected and automatically populates the Prices Tab with the appropriate collection charge. A number of collection types may be set up e.g. Airport Collection, Home Collection, Business Collection, etc (all requiring their own associated charges); each of these charges must be set up within the Charges Table in Miscellaneous Options. For these charges to be seen within the drop-down list box (accessed via the down-arrow) then the Collection Type field must contain a C (Collection type charge) code.
Collection Name: The full CRM/Marketing company/target name associated with the selected collection address (if applicable). 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). All of the collection name and address fields are typically populated via the Postcode database search facility.
Address: The full five lines of CRM/Marketing company/target address associated with the selected collection address. 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 collection address. 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).
Entry of a postcode starts the postcode daemon which displays all addresses relating to the selected postcode. The appropriate address should be selected from those displayed and this then automatically populates all collection address fields.
Note: The values in these fields are subsequently held and displayed in the Vehicle Tab.
COMMAND BUTTONS:
OK: Saves the new/edited driver details and writes the driver details back to the Customer record within the CRM system (provided the Casual checkbox is not ticked) and the collection/delivery details to the Vehicle Tab.
Cancel: Returns to the Drivers Tab without adding a driver to the agreement.
Help: Provides online access to context sensitive help for the current application using the default browser.
Casual: If this checkbox is ticked then the
button for the
surname/licence search is not used and these values are simply manually input. This
is because the driver details are to be saved only against the agreement and not saved back to the
CRM module.
Company: If this option button is selected then the system displays a Target form which only displays customer/licence records attached to the selected company within the agreement. This enables a faster search.
All targets: If this option button is selected then the system displays the My CRM form which enables all customer/licence records held on the system to be searched. This enables a wider search.
