To access the General Details 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 Create Quotation form is displayed.
Select the 
or
icon.
The General Tab is used to allows the basic details of a quotation to be taken by prompting for the customer, hire group, tariff and period of rental details. Once the appropriate information is entered the quotation may be saved and converted to an agreement at the appropriate stage. The following fields are contained within this form.
SL Account: Perhaps the most important field within the quotation/agreement. Dependent upon the selection made within this field extremely important default record values are brought into play within the quotation from the CRM/Marketing record and linked Sales Ledger account record. The account code may be keyed directly if known; however, selection of the
button immediately to the right of this field displays the Find Account Code form that enables the correct customer account to be located in a number of different ways. Once selected the associated account name is displayed to the right of the field.
CRM Company: The unique CRM magic number linked (if applicable) to the selected Sales Ledger account selected above. This is a display only field and cannot be edited.
Vehicle group: The vehicle hire group code. This can be up to four characters in length. Selection of the appropriate group is made via the
??: Selection of this icon enables a word search for a specific vehicle description suitable for a hire request (from a possible list of several thousand vehicles, for example). The search returns matches for the entered text in the Vehicle Search form and this reduced list forms the basis of the user choice for the vehicle required and populates the associated Hire Group field.
The search is filtered such that only vehicles which are currently on the live rental fleet are displayed in the results grid. Entering the text Land Rover for example would find all Land Rover vehicles; entering the text Land Rover hard would find only Land Rover hard tops. Uniformity of vehicle descriptions is paramount if this function is to operate correctly. Land Rover as a search criterion would not find a vehicle with a description of Landrover for example. The word search functions for a maximum of three words, each word being between 3 characters and 16 characters long.
Selection of the required vehicle populates the Hire Group field in the General Details Tab with the hire group code to which the vehicle belongs.
Note: The Vehicle Search icon is only enabled if the Group Search By Vehicle parameter is ticked within the General 3 Tab within System Parameters.
Tariff type: The tariff code. This can be up to two characters in length. Selection of the appropriate tariff is made via the
Insurance: The insurance flag to denote whose insurance is to be used for the quotation/ agreement. The
button to the right of the field displays the three available selections:
Driver's: Used to denote that the insurance of the driver hiring the vehicle is to be used for the quotation.
Tip: If Driver insurance is selected then the system validates that driver insurance exists in the Customer's own insurance details group box against the General Tab of the CRM Customer Record in the Rental Details form (MK.drivr record).
Our's: Used to denote that the rental company's own insurance is to be used for the quotation.
Tip: Selection of this insurance type automatically generates a CDW charge within the Charges & Rates of the quotation.
Company's: Used to denote that the insurance of the company hiring the vehicle is to be used for the quotation.
Tip: If Company insurance is selected then the system validates that company insurance details exists against the on the General Tab of the Marketing Company Record in the Rental Details form (drcom record). If the appropriate details do not exist then the rental quotation cannot be progressed.
Business Source: A code to denote the source of busines i.e. the source from where the customer initially became aware of your rental company as a potential vehicle hirer. The
From: This is the start date and time for the rental hire invoicing period. The
Duration: Displays the quantity (date, weeks, months, years, etc) for the appropriate duration period.
Duration Period: Displays the appropriate duration period e.g. weeks, months, etc, for the hire period. The combination of this field and the Duration field determines the To date.
Note: There is a priority in the Priorities 2 Tab of System Parameters called Allow All Tariff Rates which determines if a user can see use all Tariff Rates when a Quote or Booking is made. If the user ID permission level is equal to or greater than this parameter then all tariff rates are shown for selection; if the user ID permission level is less than the parameter then the user is only allowed to select a tariff rate where the Long Term Tariff Type equals the Duration Period on the Quote/Booking.
To: This is the end date for the rental hire invoicing period.
The
Mileage rate: This is the rate (pence per mile) which the system charges for excess mileage on the rental agreement. The mileage rate is determined from the Mileage Rate held in the Tariff Rates table. A value in the range 1 to 5 may be entered. The five corresponding charge rates are initially defined in the Charges form.
Free Mileage/Day: This is the number of free miles that can be driven each day before a mileage charge is generated on the rental. The value is determined from the corresponding Group/Tariff Type combination in the Tariff Rates table.
Free Miles/Week: This is the number of free miles that can be driven within a week before a mileage charge is generated. This acts as a possible cap to the daily mileage e.g. A value of 100 miles may be allowed per day (before charging excess mileage) up to a cap of 400 within the week. Once again, The value is determined from the corresponding Group/Tariff Type combination in the Tariff Rates table.
Free Miles/Month: This is the number of free miles that can be driven within a month before a mileage charge is generated. This acts as a possible cap to the daily mileage e.g. A value of 100 miles may be allowed per day (before charging excess mileage) up to a cap of 1500 within the month. Once again, The value is determined from the corresponding Group/Tariff Type combination in the Tariff Rates table.
Total Free Mileage: A caclulated field. At this stage the system knows the duration of the rental quotation and also knows the number of free miles allowed for the various durations and can therfore calculate the total free miles. As the quotation is converted to an agreement and the start mileage and end mileage is entered, the system can go on to calculated chargeable excess mileage.
Contact Details
Contact: The contact name associated with the selected Sales Ledger invoicing account. This field cannot be edited.
Name: The full company name associated with the selected Sales Ledger invoicing account. This field cannot be edited.
Address: The full five lines of address associated with the selected Sales Ledger invoicing account. This field cannot be edited.
Postcode: The postcode associated with the selected Sales Ledger invoicing account. This field cannot be edited.
Telephone: The telephone number associated with the selected Sales Ledger/CRM record. This field can be edited within the quotation.
Mobile: The mobile number associated with the selected Sales Ledger/CRM record. This field can be edited within the quotation.
Fax: The fax number associated with the selected Sales Ledger/CRM record. This field can be edited within the quotation.
E-mail address: The email address associated with the selected Sales Ledger/CRM record. This field can be edited within the quotation.
Delivery
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 Charges & Rates 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.
Delivery 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).
Delivery 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.
Note: The charge associated with the Delivery Type selected is subsequently held and displayed in the Charges & Rates Tab.
Collection
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 Charges & Rates 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.
Collection 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).
Collection 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 charge associated with the Collection Type selected is subsequently held and displayed in the Charges & Rates Tab.
Other
Action User ID: Allows entry of a User Login Id in order to determine who is alocated to perform the next action against the agreement. This field is purely for reporting purposes only. The User ID is that which is created and subsequently held in System Utilties / Management Menu / User Details.
Enquiry Group: Another free-format reporting field.
Comments: Provides a small notes area in order that free-format text may be stored against the quotation record. These notes remain with the quotation/agreement until it is deleted. These comments may be printed on the quotation if required.