To access the Priorities 2/Mail 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 2/Mail Tab.
The System parameters (Priorities 2/Mail Tab) form is displayed when the System parameters option is selected from the System Maintenance menu.
The following fields are contained within this form.
Priorities (continued):
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, e.g. level 3 and the priority to Credit an invoice would be in line with the Rental Manager's priority, e.g. 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 Kerridge password users and should be avoided, if possible.
Double book workshop booking: The priority required to allocate a booking to a specific vehicle registration when that vehicle is already allocated to a workshop booking.
Finish workshop booking: The priority required to Finish a workshop booking. There is a tendency for some rental operators to put a vehicle out on hire when the workshop have not finished with the vehicle. This priority is designed to prevent this.
Manual LTI priority: The priority required to invoice a Long Term Invoicing agreement from within the agreement itself (in the same way as a standard agreement).
Note: The Allow manual LTI system parameter must be ticked within the General 4 Tab.
CRM First Details Priority: The priority required to edit the Rental Details 1 Tab within CRM.
CRM Second Details Priority: The priority required to edit the Rental Details 2 Tab within CRM.
Note: The above two forms are switched on via User Access Control with CRM / System Maintenance.
Allow all Tariff Rates: The priority required to determine if a user can see use all Tariff Rates when a Quote or Booking is made. If the user ID permission level is equal to or greater than this parameter then all tariff rates are shown for selection; if the user ID permission level is less than the parameter then the user is only allowed to select a tariff rate where the Long Term Tariff Type equals the Duration Period selected on the Quote/Booking.
Change Customer: The priority required to edit the Sales Ledger Account within the agreement once the agreement has been started. The customer account code can still be changed at quotation, booking and allocate stages.
Edit on-stop agreement: The priority required to edit an agreement even if the customer's sales ledger account is currently at an On-stop status. New agreements, however, cannot be created.
Change Tariff on Booking: When creating a booking or quote, if the selected customer has a default tariff (MK.drcom.tariff$<>" ") then only operators above the new priority are be able to be change the tariff on the booking. If they are below this priority then they cannot change the tariff except to change it to an FOC tariff. If there is no customer default, then any operator can change the tariff regardless of priority until that booking is saved (dr_ag_agreement =0). Once it is saved then only operators above the new priority can change the tariff unless they are changing it to an FOC tariff as above.
Split Invoicing Priority: Users with a priority equal to or greater than the priority held here are able to edit the SL Account on the Print Invoice form. Selection of the
button immediately to the right of the SL Account field in the Print Invoice form will allow the user to have the ability to change the invoice account if required, with a look up to SL/CRM/Customer (as when creating a booking), and populate the SL Account with the SL Account on the CRM record selected. The system then pulls through the appropriate rates from the Default Tariff on the CRM record selected. The Invoice Details will default based on the customer on the agreement. This functionality enables part of the rental to be invoiced to one account whilst another part of the rental can be invoiced to an alternative sales ledger account.
Change Default Hire Group: The priority required allowed to edit the Hire Group on a vehicle rental broker agreement, when the status of the agreement is On Hire, Off Hired or Returned and where no invoices have been raised to the customer or processed from the supplier.
The customer and supplier prices are updated accordingly; any charges that are found on a customer specific or supplier specific table are updated. Any charges found on the agreement that do not exist on a customer or supplier table are left unchanged. Where the hire group is amended and the hire group does not exist on the Customer specific table, Supplier specific table or on a tariff rate the user is warned that the hire group cannot be selected.
Mail settings:
This area enables the set up of the Quick mail option. This facility allows the generation of a message for the electronic mail system whenever a booking is made or when a rental agreement is finished.
If one or more of the messages are to be generated then input 1 against the first entry and 2 against the second and so on. Enter 0 (zero) against one or more of the messages if the quick mail function is not required.
Tip: The entries (1 - 10) must be pre-defined within the mail format which would normally be done with the assistance of a Kerridge consultant.
The ID of the person to which the mail messages should be sent must also be specified within this form; to decide at the time the message is being sent to whom the message is to be sent then leave the user ID blank; alternatively, ask a Kerridge Consultant to amend the quick mail format so that the ID entered on the top line of the formats will be used to decide to whom the mail is sent to. This can also be a derived value to give a small degree of automatic choice.
Message to be sent in saving a booking: Enter a value of 1 - 10 to establish the email message format to be forwarded to the elected user ID when a rental booking is saved. This alerts the recipient to the fact that a new booking has been made.
Message to be sent on finish of rental: Enter a value of 1 - 10 to establish the email message format to be forwarded to the elected user ID when a rental booking is Finished. This alerts the recipient to the fact that an agreement has ended; the agreement may need invoicing or the vehicle may be required elsewhere.
Message to be sent on dates change: Enter a value of 1 - 10 to establish the email message format to be forwarded to the elected user ID when the hire dates within a rental agreement change. This alerts the recipient to the fact that the agreement has been edited.
Message to be sent on close of rental: Enter a value of 1 - 10 to establish the email message format to be forwarded to the elected user ID when a rental booking has been closed. This alerts the recipient to the fact that a booking has been cancelled.
Message to be sent on start movement: Enter a value of 1 - 10 to establish the email message format to be forwarded to the elected user ID when a Vehicle Movement is started. This alerts the recipient to the fact that a vehicle is being moved from one location/branch to another.
Message to be sent on credit exceeded: Enter a value of 1 - 10 to establish the email message format to be forwarded to the elected user ID when the Sales Ledger credit limit has been exceeded for a particular customer. This alerts the recipient to the fact that a user with the correct priority to do so has exceeded the current credit limit for the Sales Ledger account by creating a new agreement for them.
User ID to be sent Auto mail messages: The user login ID (set up within User Details in System Utilities) of the user to be sent the pre-defined email messages above.
User ID to be sent accounts mail messages: The user login ID (set up within User Details in System Utilities) of the user to be sent the pre-defined email messages above which relate to accounts functions (e.g. Message to be sent on credit exceeded.