The Vehicle Rentals module functionality is vastly increased when supported by CRM defaults held against the company, driver and vehicle records. This additional functionality is provided by attaching an extra file to each of the basic CRM company, customer and vehicle records.
What do you want to do?
Tip: Enable codc1 for the Vehicle details form (although depending upon what system is being used these forms may not necessarily have to be enabled).
To access CRM Vehicle Rental - Rental Details 1:
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 
icon.
Select the Company Options menu.
Select the 
icon
Select the Company menu option.
Select the Rental Details 1 option.
The company defaults are numerous and allow for powerful functionality and data integrity.
Note: This file is audited. Using the Audit control option in Database Auditing (Management Menu / System Utilities) one or all fields within the Rental Company (MK.drcom) file be be continuously audited for amendments. These amendments may then be viewed in the View Database Audit form that is accessbile (given the correct user access control) in the Audit form from the Company Options menu on the CRM Company record.
Agreement Defaults:
Driver magic: The target number of a driver normally associated with this company. While is it not strictly necessary to populate this field it can prove very useful in eliminating data entry. Once the company is selected within the agreement a Confirm Input form is presented which prompts Pull Mr ???? as a driver?. The Pull as driver command button should be selected if the driver is required against the agreement but the Cancel command button may be selected if this driver is not required. The
button displays a list of customer records that are currently attached to this company record.
Tip: Some rental companies use this function to store the target number of the main contact at the company in order to establish easy communication with the correct person when a booking request from this client is received.
Tariff type: This is the standard tariff type that the selected company typically uses. If populated, this tariff is offered for all agreements when this company record is selected; however, it may be overtyped. The
Fuel Charge: The default fuel rate for this company. The amount entered should indicate the charge per litre. This rate is used if a Fuel charge is added to an agreement for this company.
Delivery Charge: The default delivery charge for this company. This charge value is used if a delivery charge is added to an agreement for this company.
Collection Charge: The default collection charge for this company. This charge value is used if a collection charge is added to an agreement for this company.
This section of the tab holds the details of any vehicle insurance held by the company and which is normally used when renting vehicles.
Name: The name of the insurance company.
Policy Number: The company's insurance policy number. Up to 30 characters may be input; they can be a mixture of alphanumeric characters.
Cover Note Number: Input the cover note number here if required if full policy details are not yet available.
Expiry date: The expiry date of the company's insurance policy.
Contact: A contact name at the insurance company.
Telephone: The telephone number of the insurance company.
Comments: Notes particular to the insurance policy e.g. Fully Comprehensive - £ 2000.
An O(perator) Licence is required to hire any vehicle for commercial usage that is over 3.5 tonnes). These parameters identify that the O Licence required have been satisfied and works in conjunction with the O Licence required checkbox within the Hire Groups table.
The details within this tab currently work in two directions. Any O(perator) Licence details that are present in the O Licence Details section of the of this tab(either added directly in MK.drcom or through the Company O Licence Details form) are automatically displayed when the customer is selected within a particular agreement (The system prompts for whether the agreement is for Private or Commercial hire; if Commercial hire is selected then the Customer's O Licence Details are displayed if present; else, if details are not present (i.e. the O Licence Provided field is ticked), then the system warns: This vehicle requires an O Licence. The customer must provide evidence before the rental can start. Alternatively, in the other direction, any O Licence details added via the Company O Licence Details form within the agreement are saved back to here.
O Licence provided: A checkbox which, if ticked, denotes that the O Licence for this customer has been seen and validated and they can therefore hire vehicles (commercial) that require an operator's licence. If this flag is not ticked and a hire group is selected which requires an O licence then the rental agreement cannot be started.
Commercial Customer: A checkbox which, if ticked, denotes that the customer is a known commercial customer and as such is known to be valid for operator's licence. This tick ensures that there are no delaying O Licence prompts throughout the life of the agreement.
O Licence Expiry Date: An expiry date may be entered within this field for when the O Licence is to be renewed. If within an agreement for which an O Licence is applicable, and the expiry date has passed, the system displays a warning and the agreement cannot be progressed.
O Licence Comments: A free format area for holding details relating to the customer's Operator's Licence.
Tip: These details are displayed within the agreement if a hire group is selected that requires an O Licence.
Comments: These comments are specific to the company for rental purposes. Typical types of comments recorded include: the standard hire groups used by the company; whether specific authority limits are in place; whether the customer enjoys free delivery and collection; etc. These notes automatically pop-up in the booking form to act as a reminder to the rental operator.
Tip: This form currently works in two directions. Any notes that are added within this form (either added directly in MK.drcom or through the Rental Company Notes form within the agreement) are automatically displayed when the customer is selected within a particular agreement (immediately following display of the Accept SL Account form) and may be subsequently displayed by selecting the Rental Company Notes form. Any notes that are added within the Rental Company Notes form within the agreement are saved back to this Tab.
Other Details:
Corporate Customer: Contains a C to denote Corporate customer or N to denote Non-corporate customer. If populated with a C then the titlebar of the booking form and the agreement show that the customer is Corporate; if populated with an N the titlebar of the booking form/agreement show Non-Corporate.
Note: This field is used in conjunction with the Renewal Date field in the Vehicle Tab of the agreement. When a customer has been flagged as Non-Corporate the renewal date on the agreement is populated with the date that is 84 days after an agreement has been started for that customer. When an agreement has been accessed that is over 84 days old the user is warned of this fact but allowed to proceed.
