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Rates and Extra Fees

1 Cancellation Fee

When a booking is cancelled any fees charged are not added by default to the balance due. To include a chargeable fee against a cancelled booking you must set the 'cancellation fee' flag to 'yes. Setting the "Cancellation Fee" flag Open the Extra Fees page…

2 Q: Can relocation fees be specific to a vehicle category?

A: Yes you may select a vehicle category for a relocation fee. By default 'All Categories' applies to relocation fees unless you specifically select a category of vehicle. See Fig 1 below. Fig 1. Relocations by Category 1. Click on the System Setup menu and…

3 Q: Can the daily rate change based on the number of vehicles available?

A: Yes, using what is called rate utilization. This allows suggested rates to be set based on vehicle utilization levels. If you are using rate utilization when a booking is entered, the operator will see a suggested price displayed based on current utilization…

4 Q: Can we add an extra fee for certain categories of vehicle?

A: Yes. Extra fees are defined by location and can be applied to a specific vehicle category. For more details, see Extra Fees on the System Setup User Manual.

5 Q: How can I automatically apply a discount to a regular customer?

A: To apply an automatic customer discount, you first create a Customer Discount, then apply this discount to the customer so that when the customer is selected as a repeat customer, the discount will be applied automatically. The rate discount can also be…

6 Q: How can I set up a discounted rate for bookings made online through my website ?

A: To discount a rate for bookings made online you must first create a 'Rate Discount'. See the steps outlined below. 1. Click on the System Setup menu icon and then click on the Rate Discount program icon. 2. Click the 'Add a Rate Discount' link and enter…

7 Q: How do I set up a fuel cost?

A: To set up fuel costs, use the following steps. 1. Go to Vehicle Maintenance, then click Vehicle Make. 2. Click the Fuel Type tab (see screenshot below). 3. Click the Add a Fuel Type link. 4. Enter the required information and click Submit. You may also…

8 Q: How do we process the payment for customer accounts?

A: When you hire a vehicle on account (assuming you are not receiving any money immediately), you don't need to tender or 'record' a tendered amount to start with. Once the account is paid, you would receive this money in your financial system and then record…

9 Q: How does the system calculate seasonal rates?

A: When you add a new rate, you can optionally select a season it applies to. If no season is selected then the default season is used. Thus, a booking during a particular season would be calculated from the rates you have specified for that season. If the…

10 Q: How would you suggest we set up a security bond extra fee (credit card authorisation) that will not be added to the charges in the contract?

A: If you do not want to charge the bond on pickup of the vehicle but do require a credit card authorisation to the value of the bond we would suggest the following. 1. Create an Extra Fee called for example - "Security Bond Pre-Authorization $500' and leave…

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