In this section
Rates Maintenance tab
Rates are the fees that you charge for renting out your fleet vehicles. Rental rates can be defined by location, season and vehicle category.
You do not have to set up any rates in the system. If you choose not to enter any rates, you will need to manually enter the rates when making a booking. Thus, for convenience, we recommend that you devote some time to defining your rates before you start renting out your vehicles. Before setting up your rates, you will need to set up your location, vehicle categories, and rate structures. If you'll be defining rates by season, you must have already set up your season records as well.
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Maintaining rates
Rates are maintained under the Rates Maintenance tab in the Rates program within the System Setup menu (see Fig. 1).
Fig. 1. The Rates Maintenance page
To view the rates for a location
1. Click the System Setup menu icon.
2. Click the Rates program icon.
3. Select a Location and Year (see Fig. 2).
Fig. 2. Select a Location and Year
2. Click View to display the rates for the selected location (see Fig. 3).
Fig. 3. Click View to display the rates for the selected location
After the rates are displayed on the page, you can either edit or delete them.To edit a rate, see To edit a rate. To delete a rate, see To delete a rate.
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To add a rate
1. Click the System Setup menu icon.
2. Click the Rates program icon.
3. In the Rates Maintenance tab, which is open by default, click Add New Rate (see Fig 4).
Fig. 4. Click Add New Rate
5. Select the location, season (applicable only if you have set up a season), and category to which the new rate will apply. Enter the weekend rate, which is the rate to be charged during weekends, and enter the daily rate for the rate structures displayed on the page.
NOTE: Entering a weekend rate is optional. However, you'll need to enter a rate for your various rate structures.
6. Click Submit to save the record and close the New Rate page (see Fig 5).
Fig. 5. Click Submit to save the record
On the main Rates Maintenance page, you'll see the record added to the list of rates.
NOTE: The weekend rate applies only to reservations that start on a Saturday and ends the following day. Thus, this rate is applicable only to two-day bookings that fall on a weekend. All other bookings follow the rates that you set up on this page.
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To edit a rate
1. Click the System Setup menu icon.
2. Click the Rates program icon.
3. Select the location and the year, then click View to display the rate records for the chosen location.
4. In the rates table, under the Update column, click the check mark corresponding to the record you want to edit (see Fig. 6).
Fig. 6. Click the tick icon to edit a record
5. To edit the record, follow steps 5 and 6 in To add a rate.
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To delete a rate
1. Click the System Setup menu icon.
2. Click the Rates program icon to open the Rates Maintenance tab page.
3. Select the location and the year, then click View to display the rate records for the chosen location.
4. In the Rates table, click the X icon under the Delete column to delete the record (see Fig. 7).
Fig. 7. Click the X icon to delete the record
5. Click Yes on the confirmation message to delete the record (see Fig. 8).
Fig. 8. Click Yes to confirm deleting the record
In the Rates table, you'll no longer see the record you just deleted.
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To copy a rate to another location
Rental Car Manager allows a rate for a location to be copied as a rate for another location. Follow the steps below to perform this operation.
1. Click the System Setup menu icon.
2. Click the Rates program icon to open the Rates Maintenance tab page.
3. Select the location and the year, then click View to display the rate records for the chosen location.
4. In the rates table, under the Copy column, click the >> icon corresponding to the record you want to copy (see Fig. 9).
Fig. 9. Click the >> icon to copy the record
5. On the Copy Rates page, select either all locations or a specific location where the rate record will be copied (see Fig. 10).
Fig. 10. Select either all Locations or a specific location
6. Select the season to which the rate will be copied. You may edit the rates if you want to, or you can leave them as is.
7. Click Submit to save the record and close the Copy Rates page (see Fig. 11).
Fig. 11. Click Submit to save the record
In the rates table, the copied record is now shown among the records for the location.
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Summary
This article details the Rates Maintenance tab, where information on rental rates is set up. Like other maintenance pages in RCM, the Rates Maintenance page allows you to add, edit, delete, or copy rates.
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