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1. Extra Fees

Reference Number: AA-00478 Views: 5972 Created: 2011-11-25 15:58 Last Updated: 2016-05-25 11:24 0 Rating/ Voters

In this section

Extra Fees tab

View Extra Fees 

Add an Extra Fee 

Edit an Extra Fee

Delete an Extra 

Field descriptions

 

Extra Fees tab

Extra Fees are additional charges that are added to bookings when making a reservation (see Fig. 1).

 

 

Fig. 1. Extra Fees on reservation screen

 

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View Extra Fees 

To view Extra Fees for a location navigate to the Extra Fees page (System Setup > Extra Fees).

From the Extra Fees page select the location and click "View" to view the Extra Fees for that location (see Fig. 2).

 

 

Fig. 2. Select location

 

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Add an Extra Fee 

To add an Extra Fee click "Add a record" (see Fig. 3).

 

 

Fig. 3. Click "Add a record"

 

This will open the New Extra Fees page (see Fig. 4).

 

 

Fig. 4. New Extra Fees page

 

A. Select the location the Extra Fee will apply to.

B. Enter a name for the Extra Fee.

C. Select a type for the Extra Fee.

D. Specify the rate of the Extra Fee

E. These fields are optional.

 

NOTE: For more detailed information on each field found on the New Extra Fees page, see Field descriptions.

Once the required fields have been filled click “Submit” to save the new Extra Fee.

 

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Edit an Extra Fee

To edit an Extra Fee click the highlighted Extra Fee you want to edit (see Fig. 5).

 

 

Fig. 5. Click Extra Fee to edit

 

When editing an existing Extra Fee that is assigned to a hired or returned reservation you cannot change a number of fields (see Fig. 6).

 

 

Fig. 6. Fields that cannot be updated

 

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Delete an Extra Fee 

To delete an Extra Fee click the red “X” icon corresponding to the Extra Fee you want to delete (see Fig. 7)

 

 

Fig. 7. Click “X” to delete

 

To confirm deleting the Extra Fee click “Yes” on the confirmation message.


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Field descriptions

Name

Field Required

Description

Location

Yes

The location where the Extra Fee will be applicable to.

Extra Fee

Yes

The name of the Extra Fee.

Type

Yes

The Extra Fee type. Daily is a set amount charged daily, fixed is a one off fee and percentage is a onetime fee calculated as a percentage of the booking fee.

Rate

Yes

The rate to be charged as the Extra Fee. Could be percentage, or dollars depending on Extra Fee type.

Max price

No

Set a max price for the Extra Fee. An example would be a max price of $30 for GPS hire where the daily rate is $5, regardless the number of booking days the Extra Fee cannot exceed $30.

GL code

No

GL (general ledger) code is the code used when a third party financial system is used.

Category

Yes

Set the vehicle category the Extra Fee will apply to or leave it set to all categories.

Extra fee group

No

The group the Extra Fee will be displayed under on transaction pages.

Bond

Yes

If set to yes the Extra Fee is viewed as a bond payment and therefore do not affect sales figures.

Cancellation fee

Yes

Sets whether this Extra Fee is a cancellation fee and can be applied to cancelled bookings.

Prepaid fuel

Yes

If set to yes the amount of a full tank of fuel is charged to the customer at the time of hire.

Mandatory

Yes

Allows you to select whether the fee is included in the cost of the reservation.

Recovered expense

Yes

Allows the Extra Fee to be excluded from sales and revenue reports. Used for expenses such as speeding tickets.

Apply referral commission

Yes

Sets whether the Extra Fee charge is included in calculating the referral commission.

Apply agency commission

Yes

Sets whether the Extra Fee charge is included in calculating the agency commission.

Pay operator commission

Yes

Sets whether the Extra Fee charge is included in calculating the pay operator commission.

Apply state tax

Yes

Set whether the local tax applied (region specific).

 Apply GST   Set whether GST is applied. 

Percentage fee on total

Yes

Sets whether the total value is used for percentage Extra Fees rather than just the rental rate.

Merchant service fee

Yes

If set to yes this includes the Extra Fee as a credit card surcharge.

Item supplied

Yes

If set to yes this means the Extra Fee is associated with a physical item that must be picked up and dropped off when the vehicle is.

Trackable item

No

Select what item is to be tracked.

Description

No

A description of the Extra Fee.

 

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