System Parameters (General 5 Tab)

To access the General 5 Tab:

1. From the Master Menu, select the Vehicle rentals option and Company required.

   The VEHICLE RENTALS Menu is displayed.

2. Select System maintenance option.

   The System Maintenance menu is displayed.

3. Select the System parameters option.

   The System Parameters form is displayed.

4. Select the General 5 Tab.

System Parameters (General 5 Tab) form

The System parameters (General 5 Tab) form is displayed when the System parameters option is selected from the System Maintenance menu and the General 5 Tab is selected

The following fields are contained within this form.

General Settings (Continued):

Search by start details: When the Backwards or Forwards command buttons are used within the Open Agreement search form, the agreements are displayed in reverse or forward order on agreement number. If this checkbox is ticked then the system is forced to display agreements in reverse or forward order on the agreement Out Date. So it effectively changes the sort on agreements from being on the agreement number to being on the agreement start date.

Label for Spare Text 1: The presence of this field within system parameters denotes that there is an additional field (Spare Text 1) available within the General Tab of the agreement (this is a 50 character free format field that enables free format entry of additional details within the agreement). This field allows entry of a (up to 14 character) label definition for the new field within the General Tab. The fact that the label name can be defined allows each rental user's system to be more bespoke to their own use.

Label for Spare Text 2: The presence of this field within system parameters denotes that there is a second additional field (Spare Text 2) available within the General Tab of the agreement (this is a 50 character free format field that enables free format entry of additional details within the agreement). This field allows entry of a (up to 14 character) label definition for the new field within the General Tab. The fact that the label name can be defined allows each rental user's system to be more bespoke to their own use.

Damage Notification: A checkbox which, when ticked, performs a number of functions: firstly, it activates the two email fields immediately below which are to be populated with email addresses; secondly, it introduces a new field on the Finish Rental form called Vehicle Damaged. When an agreement is finished and the Vehicle Damaged field is ticked an email is generated and sent to the recipient held in the two fields below. The Email is constructed from a mixture of hard coded text and populated fields from the agreement.

Damage Email Recipient 1: The first email recipient address for the damage notification email (see above).

Damage Email Recipient 2: The second email recipient address for the damage notification email (see above).

Use Company Notes: Enables the enahanced notes functionality within the General 3 Tab of the Rental Company form. This notes area allows RTF (Rich Text Format) text. Any notes held are displayed upon entry of the associated Sales Ledger account code within the agreement and cannot be modified from within the agreement.

Maint Bookings: The colour used for a vehicle booked in to the workshop within the Reservations Group Expansion form process. When a hire group is drilled-down into within the Reservations form a grid is displayed detailing the individual agreement status of all individual vehicles for the reservations period defined within the form. The cells are coloured in the colour selected within this field if the vehicle is at an on-hire status for the selected dates. The button is used to display a colour search/selection palette.

When a rental operator looks at the reservations to see which vehicles are available, the vehicles that are on-hire to a workshop booking for maintenance checks will show up as being booked. The operator has no immediate way to telling that the booking is only for a maintenance check and that, theoretically, the vehicle could therefore be available for hire within an hour. Therefore, this alternate on-hire colour can be used to denote that the vehicle is on hire to a workshop booking. The system can identify a workshop booking because the tariff type-type matches the system parameter that dictates a workshop booking.

Fleet Booking Screen: Enables the Fleet Agree(ment Number) prompt functionality within the Create Booking form. Once the Fleet Agreement number is accessed via the button in the Create Booking form this creates a link between the Rental Agreement and Fleet Agreement; once linked the Registration number on the Fleet Agreement is written to the Label for Spare text 1 field in the General Tab to assist in the search for VR agreements from Fleet and vice versa.

Sequences:

Availability sort sequence: The sort order used to display vehicles in the Reservations form following a drill-down into one of the cells. Up to four fields may be used to sort the vehicles. The field names that may be used to sort the vehicles within the form may be selected by using the search button facility. All of the fields displayed may be sorted on. Repeat the process for all four search occurences. The value selected in the first field is the first field that vehicles are sorted upon; the value selected in the second field is the second field that vehicles are sorted upon, etc.

Tip: Normally this is set to is Avail, Location, Mileage and Biggroup (Hire Group + Group Extension).

Allocation sort sequence: The sort order used to display vehicles in the form displayed when the Allocate option is selected within an agreement. Up to four fields may be used to sort the vehicles. The field names that may be used to sort the vehicles within the form may be selected by using the search button facility. All of the fields displayed may be sorted on. Repeat the process for all four search occurences. The value selected in the first field is the first field that vehicles are sorted upon; the value selected in the second field is the second field that vehicles are sorted upon, etc.

Tip: Normally this is set to is Avail, Location, Mileage and Biggroup (Hire Group + Group Extension).

Vehicle swap sort sequence: The sort order used to display vehicles in the form when the Vehicle Swap operation is used. Up to four fields may be used to sort the vehicles. The field names that may be used to sort the vehicles within the form may be selected by using the search button facility. All of the fields displayed may be sorted on. Repeat the process for all four search occurences. The value selected in the first field is the first field that vehicles are sorted upon; the value selected in the second field is the second field that vehicles are sorted upon, etc.

Tip: Normally this is set to is Avail, Location, Mileage and Biggroup (Hire Group + Group Extension).