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Appendix A - Field Definitions

Reference Number: AA-00713 Views: 5730 Created: 2011-12-20 12:42 Last Updated: 2011-12-20 13:05

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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 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.

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.

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.

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.'

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.

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.

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.

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.

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.

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.

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.

Reservations

The Reservations Window is divided into two sections: the left section contains the reservation details and the right section contains the customer details.

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.

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.

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.

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.