To access the Priorities 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 Priorities Tab.
The System parameters (Priorities Tab) form is displayed when the System parameters option is selected from the System Maintenance menu.
There are many operations in the Vehicle Rental module that can be enabled according to the priority of users. For example, it may be considered appropriate that a Rental Operative may produce a rental invoice but may not be allowed to produce a credit note; the credit note priority should only available to a Rental Manager. In this case, the priority setting to Invoice an agreement would be in line with a Rental Operator's priority, for example, level 3 and the priority to Credit an invoice would be in line with the Rental Manager's priority, for example, level 5.
The priority headings defined on the Priority form are self-explanatory.
Tip: Any value from zero to nine may be entered within a priority field. However, priorities set to 9 are only available to ADP system consultants and should be avoided, if possible.
The following fields are contained within this form.
Suspend/Invoice prevention priority: Priority required to both suspend an agreement and to prevent an invoice being included within the Long Term consolidated invoicing for a customer.
Make a booking: Priority required to create a new Booking.
Allocate a vehicle: Priority required to allocate a vehicle against a booking/agreement.
Print an agreement: Priority required to print a rental agreement.
Swap a vehicle: Priority required to use the Vehicle Swap option.
Start an agreement: Priority required to Start a rental agreement.
Finish an agreement: Priority required to Finish a rental agreement.
Invoice an agreement: Priority required to Invoice a rental agreement.
Credit an Invoice: Priority required to credit an invoice.
Close an agreement: Priority required to close a rental agreement after it has finished. This has the effect of making it no longer editable.
Edit an agreement: Priority required to edit a rental agreement.
Un-allocate a vehicle: Priority required to unallocate a vehicle from an agreement.
Produce a quotation: Priority required to print a quotation for a rental hire.
Enter Returns Details: Priority required to edit the Return information of a Swapped vehicle.
Raise a casual rental: Enables a rental agreement to be created using a casual driver record i.e. a driver record that is not saved back to CRM.
Raise a negative invoice: Priority required to raise a negative value Invoice. It has been established that certain less scrupulous rental operators, prevented from raising a credit note, raised a negative value invoice instead. This should be set to a high priority.
Double book a vehicle: Priority required to double-book a vehicle i.e. allocate a vehicle to a second agreement when it is still out on hire.
Double book a vehicle checkbox: If selected, denotes that the vehicle can be double-booked even when it is due to be serviced or MOTd.
Edit free miles: Priority required to edit the Free Miles/Day and Free Miles/Week fields within the Tariff Rates table in Miscellaneous Options.
Pty to edit exchange rate:
Minimum hire priority: Priority required to override the minimum hire value (Minimum hire period (hours) and Minimum hire period (days) in the General 2 Tab.
Clone an agreement: Priority required to utilise the Clone agreement which clones one or more agreements from an existing agreement.
Vehicle Hire:
Global movement pty: Priority required to move vehicles from one location to another via the Movement Log function.
Pty to edit rental prices (BA): Priority required to edit rental tariffs within the Prices Tab when the agreement is at a Booking or Allocated status.
Pty to edit rental prices (OR): Priority required to edit rental tariffs within the Prices Tab when the agreement is at an On Hire or Returned status. This now includes agreements at an Off-Hired status.
Pty to edit charge prices: Priority required to edit charge prices within the Prices Tab.
Pty to edit c.specific prices: Priority required to edit rental tariffs within the Prices Tab when the agreement has been populated with customer specific rental rates.
Price match priority: Priority required to use the price match utility against the Grand Total field in the Prices Tab.
Pty to invoice in advance: Priority required to invoice an agreement in advance of today's date.
C S Override priority: Typically, when Customer specific rates are present for a customer the system just automatically populates the Prices Tab with these values. However, users with this priority or higher are prompted by the system to use the customer specific rates or not.
Edit agree recalc pty: Priority required to edit the recalculation flag within the Prices Tab.
Global Longterm pty: Priority required to be able to run the Long term invoicing routine for all rental companies.
Pty to edit cost rate: Priority required to edit the cost rate field within the General Tab.
Pty to edit start date: Priority required to edit the Start Date within the General Tab.
Amend Fridge rates: Priority required to edit fridge rates (which are initially defined in the Tariff Rates table).
Credit Limit Override priorities for the following functions:
Manual Invoicing: Priority required to override defined credit limits when generating a manual invoice from within the agreement.
Book or Allocate (Finish): Priority required to override defined credit limits when the agreement is being booked or a vehicle is being allocated. (Some systems combine this with the Finish priority).
Edit and Start agreement: Priority required to override defined credit limits when the agreement is being edited or started.
Finish: Some systems require a separate priority for the Credit Limit Override when Finishing a rental agreement. Other systems combine this with the Book or Allocate credit limit override priority.