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 tadr1 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 Driver Details defaults:
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 Driver menu option.
Select the 
icon
Select the Customer Options menu.
Select the Company menu option.
Select the Driver Details option.
The Driver details form contains information relating to the driving licence record and insurance details. The key to the record is the driver number which is found on the front of their driving licence.
Customer number: The unique sequential CRM customer record number.
SL Rental Account: The driver's sales ledger account. If the driver does not have a sales ledger account then the code for the rental cash account may be used..
Note: This field is mandatory.
Driver number: The driver 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 driver number is numeric and is a derivative of the driver's date of birth. The final five characters of the driver 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.
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.
Issue number: The issue number of the driving licence e.g. 02.
Licence Authority: The licence issuing authority e.g. DVLA
Licence 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. This defaults to be the day before the driver's 70th birthday (Calculated from the date of birth encoded within the licence number).
Licence last checked: The date on whichthe licence was last validated. A report can be written to show any licences that have not been checked for a specific period.
Licence Groups: The groups of vehicles that the driver is authorised to drive; this is recorded on the driving licence.
Acceptable: A checkbox which, if ticked, denotes that the driver is acceptable and clear to drive one of your vehicles.
Tip: If this checkbox is unticked then when the licence information is saved back to the agreement the General Warnings pop-up box states that The driver is unacceptable and the system prevents the driver being used within the agreement. It is sometimes useful to create the driver details even if the driver is deemed to be unacceptable. In this case, if the driver tries to hire from another of your rental locations then when the driver/licence is added and saved back to the agreement, the rental operator is warned that the driver has been flagged as unacceptable.
Allow Int'l hire?: A checkbox which, if ticked, denotes that the driver is acceptable for international driving.
Int'l licence no.: The International driving licence number.
HGV: The HGV driving licence number (if applicable).
Proposal Declined: This is the answer the driver provides having been asked if they have ever had insurance declined in the past. Input either
for yes or leave blank to denote no.
Defects: A checkbox which, if ticked, denotes that the driver has a physical defects which may affect insurance cover.
Contact source: Enter the source of this contact in this field. This may be used later for analysis to identify where most of the self drive customers are coming from.
Driver Identification: Two fields in which to enter the sources used to establish the validity of the driver's identity e.g. Licence, utility bill, etc.
Customer's own insurance details:
The next few fields hold details of the driver's insurance policy.
Company Name: The name of the insurance company.
Policy Number: The driver'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 driver's insurance policy.
Contact: A contact name at the insurance company or perhaps the driver's insurance broker.
Telephone: The telephone number of either the insurance company or the driver's broker.
Comments: Notes particular to the insurance policy e.g. Fully Comprehensive.
Code: Details of up to six convictions may be input from the driver's licence. The system is installed with conviction codes already set up but these may be added to within the Conviction Codes table. The
button search facility may be used to locate the correct code from this table.
Date: The date of the conviction.
Points: The number of penalty points awarded against the offence.
Fine: The amount of the fine for the offence.
There is a small section to enable summary information of any accidents in which the driver has been involved.
Accidents: A field to record the number of accidents in which the driver has been involved.
Own Insurer's Loss: The amount of loss incurred by the driver's own insurance company.
Third Party Loss: The amount of loss recorded by a third party insurance company.
Claims outstanding: The number of accident claims outstanding for this driver.
COMMAND BUTTONS:
OK: Confirms any information that is entered and returns the new or edited data to the driver details file.
Cancel: Returns to the customer record form.
Help: Provides online access to context sensitive help for the current application using the default browser.
