The Supplier specific rates/charges table option allows the management of both supplier specific rates and charges within their respective tabs. Supplier rates and charges may have been negotiated specifically with certain suppliers that need to be held on and accessed by the system. 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 supplier company record (MK.drcom) in the Supplier rates table field. Then, because the supplier record is linked to a PL Account, when the required Purchase ledger account is selected for an agreement, the system knows to use the supplier specific rates/charges.
Tip: The table name is an eight character field and normally relates to the supplier company name or PL account code in order that it may easily be recognised.
To access the supplier 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 Supplier rates/charges table option.
The Supplier specific charges/rates tables form is displayed.
The supplier specific rates/charges tables form is displayed when the Supplier rates/charges table option is selected from the MISCELLANEOUS OPTIONS menu.
Users may do the following:
Create new supplier rates/charges tables.
Amend existing table.
Display the contents of a supplier rates/charges table.
Delete a supplier 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 supplier 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
button search facility to locate it. Supplier 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 supplier 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:
Current Rates Table
Holds the currently applicable supplier specific rates.
Break: The break field is used to add a further dimension to the tariffs made using this supplier 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 supplier specific hire group. This column is seldom populated by the majority of rental companies.
Daily: The daily rate for this supplier 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 supplier hire group.
Weekly: The weekly rate for this supplier hire group.
Monthly: The monthly rate for this supplier hire group.
Next Rates Table
Holds the next applicable supplier 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 supplier 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 supplier specific hire group. This column is seldom populated by the majority of rental companies.
Daily: The daily rate for this supplier 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 supplier hire group.
Weekly: The weekly rate for this supplier hire group.
Monthly: The monthly rate for this supplier hire group.
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.
Hire Group: The supplier 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 supplier 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: 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 b monitored.
When a booking is allocated to a supplier the From date (DR.agree.OUTDATE) is validated against the value in this field. If this field contains a date and the From date within the agreement is greater than or equal to the value in this field then the system uses the prices in the Next Rates Table grid rather than the Current Rates Table grid. Once the supplier rates are chosen, these rates are used for the duration of the agreement, even if the agreement spans a rates change. If the From date on the agreement is edited the system performs the validation again. Likewise if the supplier is unallocated and another selected the correct rates are validated for the new supplier.
Save rates details: This command button saves the current rates details entered in the form.
The following fields are displayed on the Charges tab:
Holds the currently applicable supplier specific charges. These can be added to or edited at any stage. Additional charges or edits to existing charge only become effective going forwards. Supplier 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 supplier 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 supplier 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 supplier specific charge value is to be created.
Description: The full description associated with the selected charge code.
Price: The supplier 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 supplier specific charges table e.g. Freeport Eng CS Charges. This is useful for reporting purposes.
COMMAND BUTTONS:
Once editing or creation of supplier specific rates/charges is complete the following command buttons may be used:
Exits: 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.
Help: Provides online context-sensitive help.
