To access the Deposits Tab:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select System maintenance option.
The System Maintenance menu is displayed.
Select the System parameters option.
The System Parameters form is displayed.
Select the Deposits Tab.
The System parameters (Deposits Tab) form is displayed when the System parameters option is selected from the System Maintenance menu and the Deposits Tab is selected.
Within the Vehicle Rental system there is a process for ensuring that there are sufficient deposit funds allocated against a rental agreement for a cash customer. This is contingent upon the following:
The Category Code is set to C (Cash Sales) in the Sales Ledger Main Details Tab.
The Cash Account Category Code is set to C in the System Parameters General 4 Tab.
A value is allocated to the Cash Deposit Value field held against a cash Tariff Rate in the Miscellaneous Options menu.
When a deposit is taken for the cash rental agreement the system ensures that the Cash Deposit Value must be included within the deposit and that sufficient deposits must be taken at all stages to cover the cost of the rental agreement. For example, if the agreement is extended then the system prompts for additional payments to cover the additional rental and does not eat into the original deposit amount.
The following fields are contained within this form.
Deposit settings:
Strict deposits: A checkbox which, when ticked, if the Start Rental option is selected the system validates that a payment(s) has been taken equalling or greater than the full balance outstanding. i.e. the Balance Outstanding field in the Payments Tab must be zero or a negative figure. If this validation is not met, (ie. sufficient payment not taken) then the system automatically displays the Enter Payment Details form so further payment may be taken.
Note: Similarly, on Finish Rental the system must validate that the Balance Outstanding field in the Payments Tab is zero. If the Balance Outstanding is not equal to zero then one of the following options occurs: if the balance outstanding is a negative figure then the system prompt Refund Payment Of : negative value; if the balance outstanding is a a positive figure then the system prompts Further Payment to be taken for: positive value.
If the Invoice To field is extended or shortened within the agreement then the system validates that the new Balance Outstanding is updated to reflect this (however, it ignores and does not eat into the deposit payment here). So if the rental is extended for a couple of days (or additional charges taken) then the system immediately prompts for a payment to be taken for that rental/charge amount. If a payment is not taken then the system does not allow the agreement to be saved with the new extended hire date (Invoice To field).
Tip: The default value is Unticked.
Open cheque pay code: One exception to the Strict deposits rule is if an Open Cheque Payment code is used which will have a payment value of zero (the payment code is determined in this field). In this case, there will be a balance outstanding for the full rental amount which is then deemed to be correct.
Note: If the Open Cheque code has been used then an extension of the agreement is permitted.
Tip: The default value is OCHQ.
Deposit priorities:
Edit Cash Deposit Value: The user priority required to edit the cash deposit Value field automatically calculated within the rental agreement Enter Payments Details form.
Tip: The default value is 3.
Start Agreement with Insufficient Deposit: The user priority required to take the Start Rental option without sufficient payments taken to cover the deposit and rental value total.
Tip: The default value is 6.
Save Agreement with Insufficient Deposit: The user priority required to take the Save rental agreement option without sufficient payments taken to cover the deposit and rental value total.
Tip: The default value is 6.
Invoice Agreement with Insufficient Deposit: The user priority required to take the Invoice Rental agreement option without sufficient payments taken to cover the deposit and rental value total.
Tip: The default value is 8.
Fuel Costs:
Current Petrol Cost Must be populated with the current cost of petrol value if the Fuel Autocalculation process is being used.
Current Diesel Cost Must be populated with the current cost of diesel value if the Fuel Autocalculation process is being used.
Current Addblue Cost Must be populated with the current cost of addblue value if the Fuel Autocalculation process is being used.