To access the General 2 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 General 2 Tab.
The System parameters (General 2 Tab) form is displayed when the System parameters option is selected from the System Maintenance menu and the General 2 Tab is selected.
The following fields are contained within this form.
Charge codes:
Our insurance: A three character code denoting the rental company's own insurance. This is the charge code that is added or deleted from the Prices Tab depending on whose insurance is selected within the rental agreement. Selection of Our insurance automatically adds the charge to the Prices Tab.
Tip: The default value is typically set to CDW. This charge must be set-up within the Charges table.
Discount: If the Discount method is set to Charge code within the General 2 Tab in System Parameters then the discount code to be used is entered here. The code is not validated so users should make sure that the code entered exists in the Charges table option in the Miscellaneous Options menu before any agreements are created.
Tip: This discount charge code may also be used for manually adding a discount charge within the Prices Tab of an agreement.
Mileage: If this field is populated with a charge code then this is used by the system to automatically prompt to apply excess mileage charges (set up within the Tariff Rates table) if applicable.
Tip: The default value is typically MILE.
Fuel: The charge code used to automatically add fuel onto the agreement if the customer has a pre-defined rate in the Fuel Rate field on the General Tab of the CRM Company Record in the Rental Details form (MK.drcom record) or if a Customer Specific charge is set up within Miscellaneous Options.
Tip: The default value is typically FUEL.
Delivery: The charge code used to add the customer default delivery charge if it is set in the Delivery Charge field on the General Tab of the Marketing Company Record in the Rental Details form (or if a Customer Specific charge is set up within Miscellaneous Options) and the delivery flag is ticked on the agreement.
Tip: The default value is typically DEL.
Collection: The charge code used to add the customer default collection charge if it is set in the Collection Charge field on the General Tab of the Marketing Company Record in the Rental Details form (or if a Customer Specific charge is set up within Miscellaneous Options) and the collection flag is ticked on the agreement.
Tip: The default value is typically COL.
Weekend: If a cash account customer is set up for five day charging and a rental agreement spans a weekend period then the system does not charge the weekend days automatically which may lead to invoicing errors. However, it can be ensured that the weekend is charged by setting up the system in the following way:
A Cash Account code is defined in the Cash Account Category within the General 4 Tab in System Parameters. this code is typically a C.
The customer is set up as a Cash account (i.e. The Sales Ledger record has the appropriate Cash Account Categorycode populating the Category Code field in the Main Details Tab.
A charge is created in the Charges table in Miscellaneous Options (e.g. WEND).
The charge is then placed within this field. Then when a rental agreement is created for a period spanning a weekend then a charge is created automatically within the Prices Tab for each day within the weekend.
Tip: The default value is typically WEND.
Stand Day: The charge code used to generate Stand Days (a negative value charge). This charge code may be entered manually within the Prices Tab but is also automatically entered for days within an agreement that fall within the Non-Billing Table period.
Tip: The default value is typically STND.
Suspension: The charge code used to generate Stand Days (a negative value charge) when a rental agreement is Unsuspended and the option NOT to catch up invoicing is taken.
Tip: The default value is typically SUSP.
Fridge: If this field is populated with a charge code then this is used by the system to automatically prompt to apply excess fridge mileage charges (set up within the Tariff Rates table) if applicable.
Tip: The default value is typically FRID.
Registration Fee: The system can be set up to automatically charge the customer for the Vehicle Registration Fee (typically used by brokerage type rental companies).
Tip: Various other parts of the system also need to be set up in order for this process to work: firstly, a charge code needs to be defined within the Charges table (this is typically, REGF and should be set up with a Charge Type of P and Unit of Days and the Max Days to invoice value needs to be set to 20); secondly, this charge code needs to be populated in this field; thirdly, the Minimum Days to invoice field within the Tariff Type is typically set to 28; finally, the Registration Fee checkbox within the General 2 Tab of the Company CRM Rental Details should be ticked to denote that the selected customer is to be charged the registration fee.
Tip: The default value is typically REGF.
Vehicle Tracking: If this field is populated with a charge code then the system automatically prompts within the agreement: Use Vehicle Tracking?; if the Yes command button is taken at this prompt then a charge using this code is created in the Prices Tab of the agreement. The charge value is derived from the in the Tracking rate field on the General 3 Tab of the Marketing Company Record in the Rental Details form (drcom record).
Tip: When allocating a vehicle to a tracking agreement the system then subsequently prompts for the vehicle to be a vehicle defined as a tracked vehicle using the the Tracking fitted field on the More Details Tab of the Marketing Vehicle Record in the Rental Details form (drveh record).
Tip: The default value is typically TRAK.
Supplier Misc Credit: A checkbox which, if ticked, then within the Process Supplier Invoice operation (for brokerage rental hire) a Miscellaneous Credit charge for a monetary value can be created for a supplier rebate.
Tip: The default value is typically MCRE.
Fine Charge Code: The Charge code to be defaulted-in to the Fine Details form (in the Fines Maintenance process) as the administration charge for handling the fine (the associated charge value is also defaulted-in).
Minimum/maximum hire settings:
Minimum hire period(hours): This field is self explanatory in meaning. The system does not allow a hire agreement to be produced below this minimum value. The value expected is in hours.
Tip: The default value can be left at zero (0) to ignore.
Maximum hire period(days): This is the largest hire period allowed. The number expected should be entered as a number of days. A maximum value of 9999 days provides an effective no limit setting.
Minimum hire period(days): This is the shortest hire period allowed in days. The number expected should be entered as a number of days.
Charge Options:
Method of logging fuel: The methods allowed are quite simple, fuel may be logged as either:
Gallons
Litres
Percent of tank
Icon (Initiates the Fuel Autocalculation process).
When the agreement is started, an opportunity is given to record the level of fuel in the fuel tank; the value input must relate to the choice made above. Once the choice is made here, then the text on the form at Start Rental and Finish Rental corresponds to this choice.
Discount method: This is the method used to show discount on invoices. There are two methods, Net discount or Charge codes. If Net discount is chosen any discounts are incorporated in the hire charge (effectively they are hidden). If the Charge code method is adopted then discount is shown as an individual charge code (see the Discount charge code above) on the invoice so that discount can be plainly seen.
Use highest order discount: If this checkbox is ticked then when using Customer discounts the discount applied depends on the length of the hire with the system applying the discount from the nearest match discount (i.e. Daily, Weekend, Weekly, Monthly). For example, if the Daily discount is set at 10% and the weekly discount at 15% and the hire is for 8 days then the highest order discount (i.e.15%) will be applied to both the day and the week. If this parameter is unticked then the system would simply apply 10% to the day value and 15% to the weekly value.
Tip: The default value is unticked.
Tracking name: If tracking is switched on (by populating the Vehicle Tracking charge code in the General 2 Tab then this is the name that the system refers to when prompting you if tracking is to be used or not. This allows the tracking to be personalised rather than just naming it "Tracking".
Tip: The default value is Blank.
Multiple Delivery charges: A checkbox which, if ticked, enables the display of previously created delivery/collection charges in the delivery/collection type drop-down list in the Create Driver form or Vehicle Tab.
CRM:
Create vehicle history records on invoice: This flag may be set to a
for yes or left blank for no. If set to a
Tip: The default value is Blank.
Rental completion contact code: The CRM contact code which is used on completion of a rental agreement. This allows the contact history file to be used to record all rentals. The contact record is registered against the customer's contact history. The contact type code entered here should be set up as a valid contact type within the CRM module.
CRM Department: A single character department code used in the marketing system to identify the Vehicle Rentals cost centre. It is often the letter D but an alternative letter may be allocated as long as it does not clash with an existing department code letter. See the CRM for more information about the use of this code and the creation of a marketing department.
VSB mandatory Y/N: A simple
Hire stats on a Whole or Half day basis: When the vehicle statistics are calculated this flag is checked to see which basis should be used. If users are surprised to see 60 days in a month when the statistics are viewed it is because this flag has been set to half days.
Tip: The default value is W.
Midday time split if Half day stats: Where half day statistics are selected then a time should be entered, based on a 24 hour clock, that the system should use to split the day.
CRM Compy status code: Only CRM Company Records containing this code may be used during the creation of a Vehicle Rental agreement. All other companies are hidden. This parameter created allows two vehicle rental companies to use one marketing database.
Tip: The default value is blank.
Vehicle Factor Type: If the Default Cost Rate field in the General 3 Tab in System Parameters is set to F then the vehicle cost used within Utilization Reports is to be a factored cost i.e. the system uses the value in the Factored Cost field in the Rental Details Tab of the CRM Vehicle Record in the Rental Details form (drveh record) and multiplies it by the code held here - Daily, Weekly or Monthly. Therefore the cost of the vehicle can be calculated at a particular value per day, week, etc.
Tip: The default value is D.