The Customer rates/charges maintenance option allows the management of customer specific rates. 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. However, rates may have been negotiated specifically with certain customers which do not conform to the standard rates. In this case, specific tariff rates must be defined within this table. Once the rates 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.
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 rates tables:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS menu is displayed.
Select Miscellaneous options.
The MISCELLANEOUS OPTIONS menu is displayed.
Select the Customer rates/charges table option.
The Customer rates/charges maintenance form is displayed.
The Customer rates/charges maintenance is displayed when the Specific rates table option is selected from the MISCELLANEOUS OPTIONS menu.
Users may do the following:
Create new specific rates tables.
Amend existing table.
Display the contents of a specific rates table.
Delete a specific rate 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 table is explained.
There is no limit to the number of specific rates 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 tables may be up to eight characters in length.
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.
The following fields are displayed on the Current tab:
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 rate table e.g. Freeport Eng Group C Rate. This is useful for reporting purposes.
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.
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.
The following fields are displayed on the Next tab:
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.
Date 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 Date effective date is reached.
Holds the next applicable customer specific rates.
Warning: These rates are not applied automatically when the Date 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.
COMMAND BUTTONS:
Once editing or creation of customer specific rates 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.
