Appendix A - Field Definitions
This appendix
presents a complete listing of all the fields in the different pages
that are discussed in this Guide. This serves as a guide when performing
maintenance operations. All fields are marked as either required (value
is required before you can save the record) or optional (value not
required before you can save the record).
Click the page name to go to that page's field definitions.
Company
Location
Users
Category Type
Vehicle Categories
Vehicle Makes
Vehicle Models
Vehicle Types
Vehicle Updates
Seasons
Rate Structures
Rates
Reservations
Reservation Details
Customer Details
Extra Fees Form
Payment Fees Form
Company Info
Company
Required field. The company name is printed on documents such as the Rental Agreement, Confirmation, Receipt, and Invoice.
Company Number
Optional
field. This is the company number. The description for this field
depends on your country. For example, in Australia it is 'ABN' This
number is configured for you when you subscribe to the system.
Currency Symbol
Optional
field. The currency symbol is printed on documents that display
monetary values, e.g. the receipt, invoice, rental agreement, and
confirmation documents.
License No.
Optional
field. The license no. is the government registered number for the
rental operator. When used, it is printed automatically on the top right
of the Rental Agreement document.
Address
Optional field. The company address is printed on the rental agreement, receipt, invoice and confirmation documents.
Suburb / Town
Optional field. The company suburb / town is printed on the rental agreement, receipt, invoice and confirmation documents.
State or Province
Optional field. The state or province is printed on the rental agreement, receipt, invoice and confirmation documents.
Post Code
Optional field. The post code is printed on the rental agreement, receipt, invoice and confirmation documents.
Country
Optional field. The country is printed on the rental agreement, receipt, invoice and confirmation documents.
Phone
Optional field. The telephone number is printed on the rental agreement, receipt, invoice and confirmation documents.
Email
Required
field. The company email address is printed on the rental agreement,
receipt, invoice and confirmation documents. It is also used when
sending email confirmations and quotations to the Head Office.
Fax
Optional field. The fax number is printed on the rental agreement, receipt, invoice and confirmations documents.
Web Site
Optional
field. The web site address is printed on the rental agreement,
receipt, invoice and confirmation documents. Required format is
www.website.com.
Free Phone
Optional field. The company free phone is printed on the bottom of email confirmations and quotation
Slogan
Optional field. This company slogan is printed on the bottom of email confirmations and quotations
Mobile
Optional field. The company mobile number is printed on the bottom of email confirmations and quotations
CC Email
Optional
field. The CC Email address allows emailed confirmations and quotations
to be copied to this address as well as the company email address.
Account Payment Details
Optional field. The Account Payment Details are printed on the Invoice.
Terms and Conditions URL
Optional
field. The web page address where the company's terms and conditions
can be viewed is printed on the bottom of email confirmations and
quotations.
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Locations
Location
Required
field. Describes the location. It will appear in the list when a Pickup
or Drop-off Location is selected when entering a Reservation.
Code
Optional
field. This is a shortened code description of the Location field. It
is used when displaying shortened descriptions for the Pickup and
Drop-off Locations in the Reservation Sheet.
Renting Location
Optional
field. This describes whether the Location is actually used to rent
from. Once a location is turned off as a renting location, it cannot be
selected as a pickup or drop-off location. This is useful when you have
locations that are temporary holding locations, e.g. car wash areas,
parking lots, among others.
Company Name
Optional field. If the location is operating under a separate company name, this will be printed on the rental agreement.
Location Prefix
The
Location prefix is a 3-character code that is used to prefix
reservation numbers. By adding this prefix, you are able to identify
reservation numbers by the associated prefix.
Master Location
Optional
field. By selecting a master location, you are creating a sub-location.
This allows operators working at the master location to view all
assigned sub-locations. This is especially useful when the sub-location
is really just a collection of drop-off points that operators would not
normally assign to their default location.
Address and Contact Details (Address, Suburb/Town, City, State, Post Code, Country, Phone, Fax, Free Phone, Mobile)
Optional
fields. Descriptions for these fields are the same as those for the
Company Info Page. These refer to the address and contact details of the
location being updated or entered. These details will appear on the
contract details when creating a reservation for this location.
Email Address
Optional
field. This is the Email Address for the Location being entered or
changed. It is used when sending a Reservation Email Confirmation to a
Customer. A copy of the reservation is emailed to the customer and an
additional copy is sent to this Email Address. This means a soft copy of
the Reservation is also stored in your mail.
Time Difference to GMT
If
you have Locations that cross time lines, you may enter the GMT time
difference here. By default, 0 is displayed on this field. This ensures
that default times are displayed correctly based on your location's
geographic position. To look up your location's time difference to GMT,
click View Country GMT List.
Tax Number
Optional
field. The title for this field will depend on your country, e.g. in
Australia, this is the ABN No. field. It refers to a tax number that may
be required for any Regional or National Taxes on your transactions.
This tax number is printed on the contract.
License Number
Optional
field. If the location has a separate operating license number, it can
be entered here. This license number is printed on the rental agreement
and overrides the license number entered in the company record details.
Account Payment Details
Optional
field. This field allows you to enter account payment details that are
printed on the Invoice or rental agreement. These will typically be a
bank account number or terms of payment.
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Users
Access Level
Required field. This is the level of access given to this user. There are four (4) levels of access available.
- Head Office
Choose this level if you want the user to have access to all areas of
the program - no restrictions are applied to this access level.
- Location Manager
Choose this level if you want the user to view and maintain all aspects
of the system relative to location, including the viewing of
location-specific financial reports and location-specific system
settings. A location manager cannot change any system-wide settings that
affect all users.
- Head Office Operator
Choose this level if you want the user to make reservations across all
locations, print reports across all locations, and maintain vehicle
details for all locations. No access to financial reports or the system
area is allowed. This level is typically used in a smaller
multi-location business where operators must make reservations in other
locations. It also applies to larger companies that operate centralized
call center operations.
- Location Operator
Choose this level if you want the user to make reservations in their own
location only and view reservation-related reports for their own
location only. No vehicle maintenance or system maintenance is allowed.
Location
Required
field. This is the location the user belongs to. It is this location
that is used as the default when running reports and making
reservations.
Title
Optional
field. This is the title used, e.g. Manager, Fleet Operations, among
others, when a user sends a message using the inter-branch messaging
service.
First Name
Required field. This is the first name of the user.
Last Name
Required field. This is the last name of the user.
User Login
Required
field. This is the users login (code) and is used when the user logs in
to RCM. It can be any combination of text or numbers and must be
between 6 and 15 characters in length.
Password
Required
field. This is the password used when the user logs in. It can be any
combination of text and numbers and must be between 6 and 15 characters
in length. The users password should be updated regularly to maintain a
secure system.
Menu Access Update (RCM Enterprise version only)
This
option allows individual users to be given access to specific programs,
thereby customizing the menu options available to the user. E.g. a
location operator may be given access to a report not normally viewable
by a location operator, or the same user may be restricted to viewing
fewer menu options than normal.
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Category Type
Category Type
Required field. Describes the Category Type to be added.
.
Rate Type
Required field. Shows whether the vehicle type type is charged on a 12-hour or 24-hour basis.
Ordering
Required
field. Ordering controls the order of the vehicle types displayed on
the Reservation Sheet. This is a free format field that is alphanumeric
and applies either an alphabetical or numeric sort order to the Category
Type groupings. E.g. a 'Cars' vehicle type with an ordering entry of
'A' or '1' will appear before a 'MotorCycles' vehicle type with an
ordering of 'B' or '2.'
Vehicle Categories
Category Type
Required field. The category type of the category to be added. Select the category type from the list.
Vehicle Category
Required field. Describes the category to be added.
Friendly Description
Optional
field. Friendly description of the category that is printed on rental
confirmations and displayed on your website, if you are using the
optional Web Site Interface module with Rental Car Manager.
No. of Adults
Optional
field. The number of adults the vehicle category can carry. This number
is displayed on your website, if you're using the optional Web Site
Interface.
No. of Children
Optional
field. The number of children the vehicle category can carry. This
number is displayed on your website, if you're using the optional Web
Site Interface.
No. of Large Luggage
Optional
field. The number of large luggages the vehicle category can carry.
This number is displayed on your website, if you're using the optional
Web Site Interface.
No. of Small Luggage
Optional
field. The number of small luggages the vehicle category can carry.
This number is displayed on your website, if you're using the optional
Web Site Interface.
Ordering
Optional
field. Ordering controls the order of the vehicle categories displayed
on the Reservation Sheet. This is a free format field that is
alphanumeric and applies either an alphabetical or numeric sort order to
the Category Type groupings. E.g. a 'Cars' vehicle type with an
ordering entry of 'A' or '1' will appear before a 'Motorcycles' vehicle
type with an ordering of 'B' or '2.'
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Category Fields
Category Type
Required field. The category type to which the field will be added. Selected the category type from the list.
Category Field
Required field. The name of the field that you wish to add. This is shown on the Category Type Page, once added.
Field Types
Required field. This is the type of data the field can handle. There are 3 options available from the list.
- Text : Allows entry of text-based data.
- Yes/No : Displays a radio button on the page and allows either a Yes or No entry.
- Number : Allows entry of numeric data.
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Vehicle Make
Make
Required
field. The vehicle make refers to the brand, e.g. Ford, Toyota, Volvo,
among others. This appears on a list when adding models.
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Vehicle Model
Make
Required field. Select the vehicle make from the list.
Model
Required field. This is the vehicle model's name.
Tank Capacity
Required field. This is the vehicle model's fuel tank capacity.
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Vehicle Type
Type
Required
field. This is the description of the vehicle type. It appears in the
pop-up hints displayed when using the Reservation Sheet.
Vehicle Update
Virtual Vehicle
Required field. By default, this is set to No. Virtual vehicles are dummy records used to temporarily hold bookings.
Registration No
Required field. This is the rental vehicle's registration number.
Registration State
Required field. Select the registration state from the list. The values on this list are defined on the States Page under
Fleet No
Optional field. This is the vehicle's fleet number.
Model
Required field. Select the model from the list.
Engine No
Optional field. This is the vehicle's engine number.
VIN (Vehicle Identification Number)
Optional field. This is the vehicle's identification number.
Chassis No
Optional field. This is the rental vehicle's chassis number.
Key No
Optional field. This is the rental vehicle's key number.
Transmission
Optional field. Specifies the vehicle's transmission, i.e. Automatic or Manual.
Fuel Type
Specifies the vehicle's fuel type, i.e. Petrol or Diesel.
Radio Code
Year
Optional field. The vehicle's year of manufacture.
Colour
Optional
field. The color of the vehicle. The value entered here appears on the
tool tip that appears when you mouse over the vehicle registration
number on the Reservation Sheet.
Fuel Capacity
Optional field. Specifies the vehicle's fuel tank capacity.
Current Mileage
Optional field. The vehicle's current mileage (in terms of total kilometers travelled).
Image Name
Optional
field. Name of the image to be uploaded for the specific vehicle. If
not entered, then the image entered for the vehicles category will be
used.
Grade
Optional
field. Describes the vehicle grade, which is displayed on the
Reservation Sheet to the right hand side of the Vehicle Registration
Number. Typically, the grade enables you to add some more information
about the car, e.g. you may decide to grade your vehicles as 'A', 'B' or
'C' based on their condition. Alternatively, the grade may be a code
such as 'MAS' for (M)anual, (A)irconditioned and (S)edan.
Category
Required
field. Select the vehicle category from the list. The vehicle's size
determines where it will appear on the Reservation Sheet.
Type
Required field. Select the vehicle type from the list.
Model
Required field. Select the vehicle model from the list.
Located
Required
field. Select the vehicle's home location from the list. The vehicle's
home location is displayed on the Reservation Sheet and determines which
vehicles belong to the operator's default location.
Currently Located
Required
field. Select the vehicle's current location from the list. The system
updates the Currently Located field when a vehicle is returned to a
location. This specifies car's current physical location.
Date On Fleet
Optional field. This is the date the rental vehicle becomes available for booking.
Date Off Fleet
Optional field. This is the date the rental vehicle is taken off the fleet and becomes unavailable for booking.
Registration Expiration Date
This
is the expiry date of the vehicle's registration. The registration date
is displayed on the Reservation Window when making a reservation.
RWC Date
Optional
field. This is the expiry date of the vehicle's local Certificate of
Road Worthiness. The description for this field depends on your country.
For example, in Australia, RWC stands for Road Worthy Certificate.
Thus, this field is named RWC Date. The RWC date is displayed on the
Reservation Window when making a reservation.
Utilize
Required field. Set to Yes by default. Specifies whether this vehicle will be included for utilization reporting purposes.
Utilize From Date (Adding Records Only)
Required
field. Set to the current system date by default. Controls the date
from when the vehicle will be included for utilization reporting
purposes. Only applies when initially adding the vehicle to the system.
Available for Booking
Required
field. Choose one of the two available options (Available or
Unavailable). If a vehicle is available for booking, it appears on the
Reservation Sheet. If a vehicle is not available for booking. it will
not appear on the main Reservation sheet. If a vehicle has not been
returned or has future bookings, then you can not make the Vehicle
Unavailable for Booking.
PM Base Mileage
Optional field. This specifies the recommended mileage for preventive maintenance of the vehicle.
PM Base Date
Optional field. This specifies the date when the vehicle is scheduled for preventive maintenance.
PM Schedule Category
Optional field. Specifies the preventive maintenance schedule category of the vehicle.
Engine Size
Specifies the vehicle's engine size, e.g. 2000CC, 4L, V8, etc.
No of Doors
Optional
field. The number of doors the vehicle has. The value entered here
appears on the tool tip that appears when you mouse over the vehicle
registration number on the Reservation Sheet.
Notes
Optional field. Enter any additional notes about the vehicle here.
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Seasons
Add to Location
Required field. Select either all locations or the specific location this season applies to.
Season
Required field. This is the season name.
Start Date
Required field. This is the start date of the season.
End Date
Required field. This is the end date of the season.
Active (Edit Only)
Required field. Specifies whether the season is active or not. This option is only available when editing a season record.
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Rate Structures
Rate Description
Required field. This is the rate name.
From Day
Required field. Effective start date of the rate.
To Day
Required field. Effective end date of the rate.
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Rates
Add to Location
Required
field. When adding a new set of rates, select the location from the
list. If you are editing an existing rate, this field is static and
cannot be changed.
Add to Season
Required
field. When adding a new set of rates, select the season from the list.
If you have not configured any seasons, only the 'Default Season' is
available. If you are editing an existing rate, this field is static and
cannot be changed.
Add to (Vehicle) Category
Required
field. When adding a new set of rates, select the vehicle category from
the list. If you are editing an existing rate, this field is static and
cannot be changed.
Weekend
Optional
field. The weekend rate applies only when a reservation starts on a
Saturday and ends the following day (Sunday). This rate applies to
two-day weekend reservations only.
Dollar Rate Fields
These
fields allow you to enter the daily rate that will be applied when
making a reservation. The options displayed here are based on the rate
structures that you have set up previously.
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Reservations
The
Reservations Window is divided into two sections: the left section
contains the reservation details and the right section contains the
customer details.
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Reservation Details
Revenue Booking
Required
field. Specifies if the booking is a Revenue or a Non-Revenue booking.
Revenue bookings are reservations that are later on posted as part of
the GL Posting Report, while non-revenue bookings pertain to non-revenue
earning reservations e.g., when the vehicle is pulled out for
maintenance.
Type
Select the reservation type from among three options:
- Reservation - a new reservation to be picked up in the future.
- Hired - a reservation that will be taken immediately.
- Maintenance - reserving the vehicle for maintenance (non-revenue booking).
Pickup Location
Required field. Select the pickup location from the list.
Pickup Date
Required field. Select the pickup date from the list. The pickup date must be earlier than the drop-off date.
Pickup Time
Required field. Select the pickup time from the list.
Arrival FLT
Optional
field. If this is an airport pickup, you may enter the flight details
here. These are displayed on the pickup sign, if one is printed.
Dropoff Location
Required field. Select the dropoff location from the list.
Dropoff Date
Required field. Select the dropoff date from the list.
Dropoff Time
Required
field. Select the dropoff time from the list. Note that pickups and
dropoffs are based on a 24-hour clock and charged accordingly. There is a
grace period <hs33.htm> that can be applied so that an extra day
will not be charged.
Departure FLT
Optional field. If this is an airport dropoff, you may enter the flight details here.
Area of Use
Optional
field. Select the area of use from the list. The area of use specifies
where the vehicle can be used and is printed on the Rental Agreement.
KM's Out
Optional field. The mileage of the vehicle when checked out.
KM's In
Optional field. The mileage of the vehicle when checked in.
Source
Required field. Select the source (of booking) from the list. Sources of booking are defined in the Rental Source Page.
Referred By
Optional field. Select the referral source from the list. Referral sources are defined in the Referrals Page.
Notes
Optional field. Enter any additional notes about the reservation here.
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Customer Details
Last Name
Required field. This is the customer's surname.
First Name
Required field. This is the customer's first name.
DOB
Optional
field. This is the customer's date of birth, or DOB. This is a free
format field, meaning you can enter any value here.
Licence No
Optional for Reservation bookings, required for Hired bookings. This is the customer's driver's license number.
Issued
Optional
field. This specifies where the driver's license was issued. It is a
free format field so you may enter the issuing country, state or town.
Expiry Date
Optional field. This is the expiry date of the driver's license.
Company
Optional field. This is the customer's company name.
Address
Optional field for Reservation bookings, required field for Hired bookings. This is the customer's Street Address.
Suburb/Town
Optional field. This is the customer's Suburb or Town, and part of the Address fields.
State
Optional field. This is the customer's state address.
Post Code
Optional field. This is the customer's postal code.
Country
Optional field. This is the customer's country of origin.
Phone
Required field, if no mobile number is entered. This is the customer's home phone number.
Mobile
Required field, if no home phone number is entered. This is the customer's current mobile phone number.
Email
Required field. This is the customer's email address. This is used to send an email confirmation to the customer.
Fax
Optional field. This is the customer's fax number.
Retain Customer
Optional
field. This specifies whether a customer's details are retained or not
during an archive, which moves all customer details, except for those
details where this flag is set to Yes, to history. This is used when you
know this customer is a repeat customer and you want to retain his
details for future transactions.
Mailing List
Not Implemented at the moment.
Payment Type
Optional
field for Reservation bookings, required field for Hired bookings.
Select the customer's preferred payment type from the list. The manner
of payment chosen by customers when they make a reservation. Payment
types in Rental Car Manager include cash, credit card, and cheque.
Additionally, any number of user defined payment types can be entered
from the Payment Types Page under the System Set Up menu.
Card Number
Required, if the customer is paying by credit card. This is the customer's credit card details.
Name on Card
Required, if the customer is paying by credit card. This is the name on the customer's credit card .
Card Exp Date
Required, if the customer is paying by credit card. This is the expiry date displayed on the customer's credit card.
CCV
Required,
if the customer is paying by credit card. CCV stands for Credit Card
Verification, a security feature for credit and debit cards that
provides increased protection against credit card fraud.
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Extra Fees Form
Season
Required
field. If you have no seasons defined, Default season is used. If you
have already defined seasons, you can select the season from the list
here.
Days
Required
field. If you have rate structures defined, defaults to the number of
days for the corresponding rate structure. If you have not defined any
rate structures, you can enter the number of days the rental vehicle is
being hired here.
Rate
Required
field. If you have rates defined, you can see the rate for the
corresponding rate structure here. If you have not defined any rates,
you can enter the rate here.
Extra Fees
All
fields under this window are optional. Extra fees are additional
options available with the vehicle, and classified into daily and fixed
fees. Check all applicable options from the list, and enter its quantity
and corresponding costs here.
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Payment Form
Reservation Pricing Summary
The upper section of the Payment Form displays the total cost of the reservation.
Payment Details
Payments
are entered here. Enter as many payments over time as you like.
Payments may be partial e.g., a deposit or in full. Previous payments
are recorded and displayed in the Payment Details section. The Balance
Due reflects the amount owing prior to entering any payments i.e,
payments you are currently entering do not update the balance due. The
balance due is updated after you submit the form.
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