To access the Charges & Rates 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.
Select the Charges & Rates Tab.
The Charges & Rates Tab is used to add, view, edit or delete tariff rate values/quantities and charges within a rental quotation. The following fields are contained within this form.
Note: The grid allows up to 10 charges to be allocated against the agreement. A new charge may be added within this tab or by selecting a charge in the General Tab.
Tip: All values above the horizontal line are tariffs whilst all those below are charges. For quick reference only look for lines that have a value in the Quantity field.
Another tip: If customer specific rates have been defined for the company within the selected agreement - and these rates have been defaulted-in to the prices tab in preference to the standard rates - then at the top of this tab the system displays the following information: ***Customer specific rate/charges***.
Code: Displays a blank field for tariff rates. However, for charges this field displays the charge code (set up within the Charges table).
Note: As stated, this column is normally blank for tariff rates; however, if the Customer Discounts option is used from the Miscellaneous Options menu to generate a percentage discount for a Sales Ledger/Hire Group combination then the discount percentage is placed in this column (e.g. 10) against the correct tariff rate unit.
Description: For tariff lines the system displays the tariff description associated with the tariff code selected within the quotation e.g. Daily Long Trm. For charge lines the system displays the description associated with the charge code (set up within the Charges table.
V: The VAT code applicable to the tariff or charge.
R: For tariff lines this column is blank. However for charge lines the system displays the current charge rate for the charge. Up to five charge rates may be defined against each charge code.
The hire of a portable phone, for example, may only be charged at a single rate, regardless of the vehicle it is being hired with. A CDW charge on the other hand may be quite different when charged against vehicles in different groups.
Unit: For tariff lines the Unit column always displays the same five fixed tariff units against which tariff values are held, namely:
- Hours
- Days
- Weekends
- Weeks
- Months
In the case of charge lines the system displays unit values where a unit has been specifically defined against a charge e.g. Litres may be defined as the fuel charge unit in the Charge file.
Quantity: For tariff lines the quantity is automatically calculated by the system (although this may be manually edited). Dependent upon background set-up the quantity may be defined as, for example, 1 month, 2 weeks and 4 days. For charge lines the quantity may be automatically calculated (for example, the quantity for a CDW charge is automatically calculated as the number of days in the quotation; however, it may also be manually input when a new charge is added.
Unit Price: For tariff lines the quantity is automatically calculated by the system (although this may be manually edited). The values are calculated from the appropriate tariff rates table for the hire groups/tariff combination selected within the agreement; however, these may be overridden by Customer Specific tariff rates (where applicable). For charge lines the value may be automatically calculated if a value is set-up within the rates field in the Charges table; however, it may also be manually input when a new charge is added.
Amount: The Unit Price multiplied by the Quantity.
VAT amount: The Amount value multiplied by the value held against the associated VAT code.
Totals - Amount: Totals the Amount column (Unit Price multiplied by the Quantity).
Totals - VAT Amount: Totals the VAT Amount column (the Amount value multiplied by the value held against the associated VAT code).
Grand Total: The grand total of the Totals - Amount and Totals - VAT Amount field.
Tip: A price-match facility exists for this field provided that the user has a priority level equal to or higher than the Price match priority field in the Priorities Tab within System Parameters. This means that if a customer quotes a rental price quoted by an alternative rental company the user can single-left-click and modify this field to match the rival quote; the system then recalculates the rental tariffs rates to match this rental value (the charge values remain as they are).
COMMAND BUTTONS:
Edit: Opens the Enter Price Details form so that an existing tariff rate/quantity or charge rate/quantity may be amended.
New Charge: Opens the Enter Price Details form so that a new charge rate and quantity may be entered.
Delete: This command button is only enabled when a charge line is highlighted and allows the charge to be deleted.
Recalculate: If the hire period is shortened or extended then this command button recalculates the tariff rates, according to the new breaks (if applicable) that the revised hire period date force the agreement to fall into. For example, breaks may be defined in the Tariff rates table which determine that for a hire period of 14 days or less a rate of £70 is charged but for a hire period longer than this (up to 9999) a rate of £60 is charged. The quotation may initially be created for 7 days thus attracting a rate of £70 per day; however, the quotation hire period may then be extended to 28 days and use of the Recalculate command button amends the new rate to £60 per day.
Note: Recalculation may not always be desirable and hence the function requires specific user intervention. Recalculation is also based upon global, customer and agreement settings. Firstly, the decision must be made as to whether recalculation is required at all; this is determined at a global level by the Recalc on extension field within the General 3 Tab within System Maintenance / System Parameters. Secondly, this can be overridden at company level by using the Recalc on extension field within the the General Tab of the CRM Company Record in the Rental Details form (MK.drcom record). If enabled at both a global and company level then the recalculation flag is carried through to any agreements and quotations created for this company (see the Recalculate field above) where, given the user has a sufficiently high priority level this may be selected/deselected. The Recalculate button may then be used.