The Specific rates/charges table option allows the management of both customer specific rates and charges within their respective tabs. Generally, when an agreement is created the system utilises rates defined within the tariff rate table based upon the mix of hire group and tariff type; it also uses charge values determined by the charges table. However, rates and charges may have been negotiated specifically with certain customers which do not conform to the standard rates or charges. In this case, specific tariff rates must be defined within this table. Once the rates and charges have been defined then the table must be given a unique name and allocated against the rental company record (MK.drcom) in the Company rates/charges table field. Then, because the customer record is linked to the SL Account, when the required sales ledger account is selected for an agreement, the system knows to use the customer specific rates/charges.
Tip: The table name is an eight character field and normally relates to the company name or SL account code in order that it may easily be recognised.
Note: Dependent upon priorities the customer specific rates are applied either automatically or, given sufficient priority, the system will prompt if the customer specific rates or standard rates are to be used.
To access the customer specific charges/rates tables:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS menu is displayed.
Select Miscellaneous options.
The VEHICLE RENTAL MISCELLANEOUS OPTIONS menu is displayed.
Select the Specific rates/charges table option.
The Customer specific rates tables form is displayed.
The customer specific rates/charges tables form is displayed when the Specific rates/charges table option is selected from the MISCELLANEOUS OPTIONS menu.
Users may do the following:
Create new specific rates/charges tables.
Amend existing table.
Display the contents of a specific rates/charges table.
Delete a specific rate/charges table or search the file.
Warning: Care should be taken if these codes are amended or deleted.
The Amend option is covered below, during which the content of each of the fields held against the specific rates/charges table is explained.
There is no limit to the number of specific rates/charges tables that can be stored in the file.
Table name: Input the code required (and TAB) or use the
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search facility to locate it.
Specific rates/charges tables may be up to eight characters in length.
Tip: If a new table is being created, once the Tab key has been entered the following prompt is displayed to confirm that no such table currently exists: The table you have entered has not been found. Would you like to create a rate and charges table?
Tip:The next field to be logically selected is the Hire Group. Once the required Hire Group has been selected the system displays the current specific rates for the group. If rates do not yet exist for the group then the following prompt is displayed: The table/hire-group you have entered has not been found. Would you like to add rates for hire group ?? on this table? (where ?? denotes the hire group selected).
The following fields are displayed on the Rates tab:
Hire Group: The customer specific rates are defined at hire group level. To determine if rates exist for a hire group then the hire group should be entered. If rates exist then they are displayed. If rates do not exist then the system prompts:
The table/hire group combination you have entered has not been found. Would you like to add rates for hire group ???? on this table.
Description: Allows entry of a full description for the customer specific rate table e.g. Freeport Eng Group C Rate. This is useful for reporting purposes.
Current rates table review date: For memo purposes only. Allows entry of a date on which the current rates are to be review. A report can then be generated so that these dates can be monitored.
Next rates table effective: For memo purposes only. Allows entry of a date on which the next rates tables should come into effect. A report can then be generated so that these dates can be monitored.
Warning: These rates are not applied automatically when the Next rates table effective date is reached.
Created: This field is populated automatically by the system when the table is created. The field consists of two parts: the user id who created the table and the date on which the table is created.
Last updated: This field is populated automatically by the system when the table is modified. The field consists of two parts: the user id who edited the table and the date on which the table is edited.
Current Rates Table
Holds the currently applicable customer specific rates.
Break: The break field is used to add a further dimension to the tariffs made using this customer specific tariff table. Different rates can be charged depending on the length of the rental. Enter the number of days for which this tariff is to be valid. On the first line of the table, the form assumes that the rates are valid from day one of the hire until the day number input.
Therefore if the number 14 is input, the rates are valid for the first 14 days. The next line may be 28, in which case the rates on that line are valid from day 15 to day 28.
Tip: If the option is not going to be used then 9999 needs to be entered in the first line and therefore the rates are used for hires of all lengths.
If more than one line is required, then one or more of the following five figures need to be input for all tariff lines created.
Hourly: The rate per hour for this customer specific hire group. This column is seldom populated by the majority of rental companies.
Daily: The daily rate for this customer hire group.
Tip: Even if a weekly or monthly tariff rate is being defined then a daily tariff must always be entered to accommodate any individual days at the beginning or end of the agreement.
Weekend: The weekend rate for this customer hire group.
Weekly: The weekly rate for this customer hire group.
Monthly: The monthly rate for this customer hire group.
Next Rates Table
Holds the next applicable customer specific rates.
Warning: These rates are not applied automatically when the Next rates table effective date is reached.
Break: The break field is used to add a further dimension to the tariffs made using this customer specific tariff table. Different rates can be charged depending on the length of the rental. Enter the number of days for which this tariff is to be valid. On the first line of the table, the form assumes that the rates are valid from day one of the hire until the day number input.
Therefore if the number 14 is input, the rates are valid for the first 14 days. The next line may be 28, in which case the rates on that line are valid from day 15 to day 28.
Tip: If the option is not going to be used then 9999 needs to be entered in the first line and therefore the rates are used for hires of all lengths.
If more than one line is required, then one or more of the following five figures need to be input for all tariff lines created.
Hourly: The rate per hour for this customer specific hire group. This column is seldom populated by the majority of rental companies.
Daily: The daily rate for this customer hire group.
Tip: Even if a weekly or monthly tariff rate is being defined then a daily tariff must always be entered to accommodate any individual days at the beginning or end of the agreement.
Weekend: The weekend rate for this customer hire group.
Weekly: The weekly rate for this customer hire group.
Monthly: The monthly rate for this customer hire group.
The following fields are displayed on the Charges tab:
Holds the currently applicable customer specific charges. These can be added to or edited at any stage. Additional charges or edits to existing charge only become effective going forwards. Customer specific charges are created by selecting a charge from the standard charges table and then updating the charge value.
Tip: A left-click opens up an existing customer specific charge so that it can be edited. A right-click displays a small pop-up sub-menu giving the following options:
Create Displays the Charge Details form so that a new charge may be added to the table.
Amend Displays the Charge Details form so that an existing charge may be edited within the table. A charge line must first be selected.
Delete Displays the Charge Details form so that an existing charge may be deleted from the table. A charge line must first be selected.
Group: The hire group to which the customer specific charge is to be applied. If the charge is to be different for different levels of hire group then a line must be created for each applicable hire group. All may be displayed (denoting the charge value is applicable to all hire groups) if ALL is selected when creating a new charge.
Charge code: The charge code for which a customer specific charge value is to be created.
Description: The full description associated with the selected charge code.
Price: The customer specific price for the selected charge.
VAT Code: The VAT code associated with the selected charge e.g. S
Created: This field is populated automatically by the system when the table is created. The field consists of two parts: the user id who created the table and the date on which the table is created.
Last updated: This field is populated automatically by the system when the table is modified. The field consists of two parts: the user id who edited the table and the date on which the table is edited.
Description: Allows entry of a full description for the customer specific charges table e.g. Freeport Eng CS Charges. This is useful for reporting purposes.
COMMAND BUTTONS:
Once editing or creation of customer specific rates/charges is complete the following command buttons may be used:
Save rates details: This command button saves the current rates details entered in the form.
Exit: Exits the amendment process and return to the MISCELLANEOUS OPTIONS menu; if any edits have been made then the system prompts for if they are to be saved.
Copy: Displays the Copy Group Details form. This form displays the details of the currently selected Rates table/Hire group combination to be copied. Simply overtype these details with the required new Rates table/Hire group combination that you wish to create and select the OK command button (Note that the Rates review date and table description name can also be input at this time). The system then requests confirmation that you wish to copy the selected record combination to the new record. Select the OK command button to confirm. A confirmation message is displayed to the effect the record has now been created.
Delete: Displays the Delete Group Details form which simply confirms the selected C. S. Rates table and Hire Group. Select the OK command button. The system then requests confirmation that you wish to delete the selected record combination. Select the OK command button to confirm.
Help: Provides online context-sensitive help.
