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System Parameters

Reference Number: AA-00504 Views: 3951 Created: 2011-11-29 09:51 Last Updated: 2017-03-09 13:11 0 Rating/ Voters

System Parameters

System Parameters tab

System Parameters

 

System Parameters tab

The various System Parameters in Rental Car Manager are maintained on the System Parameters page (System Setup > System Parameters) (see Fig. 1).

 

Fig. 1. System Parameters

 

The parameter is given in the middle column along with its value in the right column (see Fig. 2).

 

Fig. 2. System Parameters page

 

Most System Parameters have values of yes or no which indicates whether the parameter is enabled or not. Some parameters have values of minutes, age, distance units and month.

To change a parameters value click the highlighted parameter (see Fig. 3).

 

Fig. 3. Click parameter

 

For example if you want to update Use Location address for Documents click the parameter name select the value and click “Submit” (see Fig. 4).

 

Fig. 4. Update parameter

 

Descriptions of system parameters can be found in Table 1.

 

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System Parameters

Table 1. System Parameters

No.

Parameter

Value

Document and Email Parameters

1     Business Registration No. Description, AU: ABN, NZ: GST, US: Sales Tax, UK: VAT

  The Label that precedes the Company Number on any documents . The Company Number value is saved against the Company record in the ABN No field.
 

2

Use Location address for Documents

 

Set whether printed documents use information from Locations (yes) or Company Info (no).

 Yes/ No

 3     Use Location email address for Confirmation

  Set whether the Location Email address (Yes) or Company Email address (No) is used when sending confirmations.
   Yes/No

4

Document by Brand

 

Only applicable if you run multiple Brands, in which case this flag determines if the master Company record is used, or the individual Brand record.

Yes/ No 

5

Operators Name in Email Confirmation

 

Set whether the operators name will be printed on the email confirmation (yes) or not (no).

 Yes/ No 

6

Allow emailed Quotations to be confirmed and paid online

 

Set whether the emailed quotation will contain a link allowing the customer to make a booking request directly from the email. After clicking the link a booking request page allows the entry of a credit card and contact details. Upon submission of the form the quotation is converted to a booking request awaiting confirmation and an email notification is sent to the rental operator.

Yes/ No 

7

When Email Quotation cc back to sender

 

Set whether emailed quotations will be CCed to the rental operator's email address (Yes) or not CCed to the rental operator (No).

Yes/ No 

8

Print Remittance Advise on Account Invoice

 

Set whether printed invoices will include remittance advice on the bottom of the document. The customer can forward this advice when sending payment to the rental operator.

Yes/ No 

9

Always print Invoice as Tax Invoice

 

An Invoice can be printed as a “Proforma” Invoice prior to the vehicle return, as is required in some countries. Set this to Yes if you always want an invoice to simply be called a Tax Invoice

Yes/ No 

10

Preferred Invoice Date

 

Which date do you want to use as the Invoice Date when printing an Invoice? By default it will be the Pickup Date, but you can change this.

Current/ Pickup/ Dropoff Date

11

Display Pickup and Dropoff Time on Quotes and Email Confirmations

 

Set whether pickup and dropoff times are printed on quotes and email confirmations. This is usually set to No by campervan operators who need to schedule available times for pickups and dropoffs. 

Yes/ No 

Rate Parameters

12

Grace period

 

The number of minutes allowed after the due dropoff time before late charges are calculated.

Minutes 

13

Calculate Seasonal Rates using total rental days

 

Set whether the total length of the booking controls the rates used over multiple seasons. For example, if the booking is 30 days with 10 days in the high season and 20 days in the low season the rate will be the 30 days rate for both the 10-day and 20-day periods if set to yes.

 

If set to No, then the above example would result in 10 days at the 10 day rate and 20 days at the 20 day rate

Yes/ No 

14

Using average rate

 

If set to Yes and multiple seasonal rates are in use the system will calculate an average daily rate for a booking that crosses multiple seasons. The average daily rate will then be saved and printed on customer documents

Yes/ No 

15

Use extend hire Rate

 

Set whether customers are charged for extending a booking.

Yes/ No 

16

Use Weekend Rate

 

If set to Yes then bookings picked up after Friday midday and dropped off before Monday midday that are 2 days in length will use the Weekend Rate as set up in rates. If no weekend rates have been previously defined the rates are calculated using the normal rate structure.

Yes/ No 

17

Hold Prices unless Season or Category Changes

 

When set to Yes no rate recalculation will occur unless there is a season or vehicle category change.

Yes/ No 

18

Hold Quoted and Unallocated Rates at time of release

 

If set to Yes all rates are frozen and remain unchanged from the original quoted rate.  If set to No then a change of pickup, dropoff times or vehicle category will result in the rates being automatically recalculated.  Operators are warned when this happens and they can override the rate change if required.

Yes/ No 

19

Never change an original rate

 

Set whether the original rate is not to be changed.

Yes/ No 

20

Use Pickup Date rate for Bookings entered in RCM

 

Not yet activated in RCM, but will determine if the Rate to be used for the booking should be a single rate based on the pickup date (as opposed to Season-based or Average Rate).

Yes/ No 

21

 If no agent rate set up, use retail rate

 

Where Agent Rates are used, you may have some rates not specified for every Agent Rate combination.  If you set this parameter to yes, then the Agent rate used will revert to the Retail (normal) rate if no Agent rate is found.

Yes/ No 

22     Part Day Rate will be used for less 1 day booking if no Hourly Rate set up

  When set to Yes, if a booking is made for less than 1 day if there is no Hourly Rate setup, then the Part Day rate will be used if one has been setup. If there is no Part Day rate either, then the Daily Rate will be used. 
  When set yo No, if a booking is made for less than 1 day, if there is no Hourly Rate setup, then the Daily Rate will be used. 
   Yes/ No

Booking Validation Parameters

23    No. of People Travelling required

 When set to Yes, the number of people travelling will need to be entered for the booking.
  Yes/ No

24

Youngest Driver age required

 

Set whether the youngest driver field must be completed when entering a booking.

Yes/ No 

25

Maximum driver age

 

Set whether the maximum driver age field is required when making a booking.

Yes/ No 

26

Area of Use required

 

Set whether the area the vehicle will be used in is required to be specified for a booking to be made.

Yes/ No 

27

Stop hire if Drivers License expires during the booking period

 

When set to Yes, will stop the Hire if the Driver's License expires before the Drop Off date of the booking.

When set to No, will stop the Hire of the vehicle if the Driver's License expires before the pickup date AND will give a warning if it expires before the drop off date of the booking.

Yes/ No 

28    Select License Issued from Country List.

 
 Yes/ No
29    Passport Number required

 When set to Yes, the passport number field will need to have a value entered into it when making a booking.
 Yes/ No

30

Phone or mobile number, country compulsory when enter a booking

 

Set whether the customer’s phone number and country are required to make a booking.

Yes/ No 

31

Validate Drivers contact details when hire vehicle out, convert quote to booking

 

When set to Yes the customer's contact details are validated. This means that all customer information fields such as first name, address and telephone number must be entered to hire a vehicle.

The fields that need to be entered are First and Last Name, DOB, Licence #, Licence Issued , Licence Exp Date, Address, Suburb/town, Country, Phone or Mobile #, and Email.

Yes/ No 

32

Insurance Mandatory when Hire vehicle out

 

Set whether an insurance option is required to hire a vehicle out.

Yes/ No 

33

Validate Customer Credit Card Number when hire out

 

When set to Yes, a credit card will have to be saved against the booking before it can be hired.

Yes/ No 

34

Hire vehicle out if registration expired?

 

Set whether vehicles with expired registrations can still be hired out.

Yes/ No 

35

Hire vehicle out if RWC/COF expired

 

Select whether vehicles with expired safety certificates can be hired out. Note that safety certificates are not required in all states or countries.

Yes/ No 

36

Warning service Due By Units when vehicle returned

 

When set to Yes, the operator will get a warning if a vehicle is returned and the Kms In make it due for a service.

Yes/ No 

37

Stop hire if Service Due by units

 

Select whether vehicles with services due cannot be hired out.

Yes/ No 

38  

 Validate Location Office Hours

 When set to Yes, the Location Office hours will be used to determine both the pickup and drop off times fall within the office opening hours. If the pickup or dropoff time is outside these hours the booking will not be allowed.
  Yes/ No

39  

 Validate minimum hire days

When set to Yes the minimum number of days for a hire will be used for bookings entered by operators within RCM. The same logic as any bookings made via the Web Booking Module.
 Yes/ No

40  

 Validate Vehicle Turn Around Hours

When set to Yes the system will check the turn around hours for the vehicle on the booking in regards to the previous drop-off and the next pickup.
 Yes/ No

41  

 Apply Web Category Availability for Unallocated Bookings entered in RCM

When set to Yes, the same logic applied to bookings made via the Web booking module in regards to the category availability will be applied to bookings made by operators within RCM.
 Yes/ No

Booking Process Parameters

43

Miles or Kms

 

Select the distance unit to be used.

Miles/ Kms 

44

Use Collection and Return Points

 

Set whether the collection and return point fields will be displayed on the reservation booking form.

Yes/ No 

45

Customer Mailing List default

 

Yes/ No 

46

Kms Tracking

 

Set whether the customer is forced to enter the kilometres or miles when the vehicle is returned.

Yes/ No 

47

Fuel Tracking

 

Yes/ No 

48

Default fuel to FULL for pick ups

 

Set the default fuel out as full when hiring a car.

Yes/ No 

49

Track cleaned vehicles

 

Select whether the cleaned status of the vehicle is displayed on the Vehicle Activity report. The cleaned status is set to no as soon as a vehicle is hired and must be updated via the quick vehicle update function or the vehicle activity report to set it back to yes. This is an indicator only and does not stop the vehicle from being hired.

Yes/ No 

50  

 Restrict Insurance option to Category

When set to yes the following logic is applied to which insurance options are displayed for a booking.
  - if insurance options are available for the specific category on the booking, then these are the only options displayed.

 - if there are NO insurance options available for the specific category on the bookings, but there are insurance options are available for the specific category type, then these are the only ones that are displayed.

 - if there are NO insurance options specific to either the category or the category type for the booking then the insurance options for all categories and category types will be shown.

 Yes/ No

51

Recalculate Agent Commission on update

 

Select whether the agent’s commission is recalculated when the booking is updated. This may result in an increased or decreased commission if the booking dates and times are changed by the rental operator.

Yes/ No 

52  

 Pay Commission on tax inclusive amount

 Yes/ No

53

Operator Location as Billing Location

 

Set whether the operator's location will be used as the billing location for any payments received.  If set to No the pickup location will be used as the billing location.

Yes/ No 

54

When allocating bookings only show available vehicles for the requested category and location

 

Yes/ No 

55

When Allocating bookings only show available vehicles for All categories from ALL Locations (Fleet Wide Availability)

 

Set whether all vehicles in the fleet are available for booking.

Yes/ No 

56

Notes Subject compulsory

 

Yes/ No 

57

Allow Notes to be deleted or updated

 

Set whether entered notes can be deleted or updated by an operator.  When set to No only head office users can maintain notes. 

Yes/ No 

58

Save On Account Payments to booking when generation invoices

 

Yes/ No 

59

Extra Item Tracking

 

Yes/ No 

Online Booking Parameters

60  

 Send Customer email from Web API

When set to No, confirmations will not be sent from the Web Booking API.
 Yes/ No

61

Use Pickup Date rate for Web API

 

Yes/ No 

62

Use Pickup Date rate for Agent API

 

Yes/ No 

63

Apply Web Rate Discount to Agent API

 

Yes/ No 

64  

 Save After Hours bookings as On Request for Web API

When set to Yes, any bookings requests made via the Web API, which are After Hours bookings, will be saved as an On Request Booking.
Yes/ No 

65  

 Save After Hours bookings as On Request for Agent API

When set to Yes, any bookings requests made via the Agent API, which are After Hours bookings, will be saved as an On Request Booking.
 Yes/ No

66  

 Collect credit card or process payments for online bookings

When set to Yes, any online bookings will either need to collect a credit card or a payment to be saved as a booking,
 Yes/ No

67

Online Payment Billing Location

 

Any payments taken online for bookings requests will have this location saved as the payment location.

 

68  

 Agent API email notification cc back

When set to Yes, any email confirmations sent from the Agent API will be CCed back to the sender.
 Yes/ No 

69  

Apply Free Day Special to Agent API

When set to Yes, any Free Day Specials that have been setup within RCM will also be applied to bookings made via the Agent API
 
 Yes/ No 

70  

Minimum days prior to pickup date to allow Agent API to cancel bookings 

The minimum number of days before a pickup that Agents will be able to cancel any of their bookings via the Agent API.
 

71  

Web Category order by Availability Status 

When set to Yes, the availability status of the vehicle categories will be used when ordering the vehicle list for the Web Booking Module. For example, any categories that are unavailable will be at the bottom of the list.
 Yes/ No  

Miscellaneous Parameters

72  

 Display Dashboard on home page
  Yes/ No

73  

 

Financial Year Month Start

 

Set the month in which the financial year starts.

  Month

74  

 

Show Balance in Vehicle Activity Report

 

When set to Yes, the balance due is printed on the vehicle activity report.

 Yes/ No

75  

 Reservation search default to past year

When set to Yes, the Reservation Enquiry and Update screen will default to searching for bookings in the past year and future only.
 Yes/ No

76  

 Include On Request Bookings to the Allocate Reservation list

When set to Yes, any On Request bookings will be included in the Allocate Reservation screen.
 Yes/ No 

77  

 Use generated Purchase Order No. for service records

When set to Yes, the Purchase Order No. for service records will be automatically generated.
When set to No, the Purchase Order No field on service records will be a field the operator can enter any value in.
 Yes/ No 

78

Manual Service Name defaults to the Service Type

 

Yes/ No 

79

Use lite version of Vehicle Activity Report

 

The lite version of the Vehicle Activity Report removes a number of the columns to create a simplified view of the report.

Yes/ No 

80

Unallocated booking in Vehicle Activity Report

 

Set whether unallocated bookings will be printed on the vehicle activity report. When set to No only bookings with vehicles allocated to them will be printed.

Yes/ No 

81

Use HTML EDITOR for Templates 

 

Yes/ No 

82

Allow user to change password

 

Select whether the user can change the accounts password.

Yes/ No 

83

ABN GL Code

 

Enter the General Ledger code for the sales tax value of bookings posted to the General ledger Posting report. The general ledger code is the account code setup in your financial systems ledger.

 

84

Rental Revenue GL Code

 

Enter the General Ledger code for the rental revenue printed in the General ledger Posting report. The general ledger code is the account code setup in your financial systems ledger.

 

85

Extra kms GL Code

 

Enter the General Ledger code for the extra kms revenue printed in the General ledger Posting report. The general ledger code is the account code setup in your financial systems ledger.

 

86

Fuel Cost GL Code

 

Enter the General Ledger code for fuel charges revenue printed in the General ledger Posting report. The general ledger code is the account code setup in your financial systems ledger.

 

                   

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