Company
Purpose
The Company tab is where you maintain the records of your corporate clients or 'Companies' that rent vehicles from you.
- Multiple customers (drivers) can be assigned to a Company by assigning the Company in their customer records.
- A discount rate and corporate rate can be set to automatically apply to all bookings with the Company selected.
- A Company can be flagged as Standing Hire or On Account for invoicing purposes.
- Company Codes can be created for financial integration with other systems such as MYOB and XERO (costs associated - please contact RCM for more information)
The following getting started video shows the basics of Adding / Updating a Company:
Accessing the Company Tab
The Company tab can be found in Customer Maintenance under the Reservation tab.
Reservations >> Customer Maintenance >> Company
Parameters / Filters
You can filter down your search by:
- Searching for a specific company by their Name or Account Number (Click on the drop-down list below).
- You can also search for companies in according to location, their active status and what corporate rate is applied to them.
Click "Select" to search and display the matching company records. You can then update the company record, view the authorised drivers for the company or delete the record entirely.
Add a Company Record
On the Company page, click "Add Customer Company".
On the New Company page (see image below), enter the required company information.
Field Name | Required (Yes / No) | Description |
Company | Yes | The company name. |
Account No. | No | The account number assigned to the company. |
Invoice Method | No | How the company is invoiced by default. This can be Standing Hire or On Account. |
| Corporate Rate Type | No | The Corporate Rate Type that has been associated with this Customer Company |
Rate Discount | No | The rate discount that get's applied to any of the company's reservations. |
Financial Integration Customer Code | No | If applicable, enter the financial integration code linked with the company. |
Location ID | No | The location where the company is registered as a customer. |
GST# / ABN# | No | The company's GST / ABN number |
Payment Terms | No | Payment Terms are specified under System Setup > Tender Type > Accounts Payment Terms. If the payment terms are specified, this will be shown on the customer invoice. |
| Charge Sales Tax | Yes | Select if you want sales tax to be applied to the companies bookings. |
Inactive | Yes | Select if the company is currently active. |
Toll Billing Account | Yes | States whether the company is an account billing customer regarding toll integrations. |
Insurance Preference | No | The insurance option you want automatically applied to this company's bookings. For more information, see the Insurnace Preference section below. |
Head Office Vs Billing Address | N/A | The following fields can be set for both the companies Head Office and Billing Address, if these there is different information between the two. |
Contact Title | No | The title of the company's designated contact person |
Contact First Name | No | The first name of the company's designated contact person |
Contact Last Name | No | The last name of the company's designated contact person |
Email | No | The company's email address |
Phone | No | The company's phone number |
Mobile | No | The company's mobile number |
Head Office Address | No | The company's street address |
Suburb/Town | No | The suburb/town where the company is based |
State/Province | No | The state/province where the company is based |
Postcode | No | The company's post code |
Country | No | What country the company is based in. |
Website | No | The company's Website Address. |
Booking Reference Required | Yes | If set to Yes, any bookings that has this company associated, will require a booking reference to be entered before it can be saved. |
Notes | No | Additional notes about the company |
Insurance Preference
Applying an insurance preference to a Company, means that when a new booking is made in RCM against this company, this insurance option will be automatically selected.
However, customer records can also have insurance preferences set against them, and certain insurance options can be marked as applying bydefault. As such, when a new booking is created, it selects the insurance options by checking:
- Is there a valid insurance option set as the customer's Preferred Insurance? If so, select this option.
- If there is a Customer Company against the booking, is there a valid insurance option set against this company? If so, select this option.
- Is there an insurance option set to "Display as default" that can apply to this booking? If so, select the one with the correct vehicle category, location, age and date restrictions.
- If none of the above are found, leave the insurance field empty,
View Drivers or Customers linked to a Company
After filtering your search and you have the company records you want, click "View" under the Drivers field to view drivers/customers linked with that company.
The following screen will then show where you can view the driver/customer information. From this drill down report you can also view their history by clicking on "Booking List" as well as upload images / documents for the driver/customer associated with the company.
Last Name | The drivers/customers last name |
First Name | The drivers/customers first name |
License | The drivers/customers license number |
Images | Click on the "Upload" button to save images/documents against the driver/customer |
Email | The drivers/customers email address |
Phone | The drivers/customers phone number |
Mobile | The drivers/customers mobile number |
Address | The drivers/customers street address |
Suburb | The drivers/customers suburb |
State | The drivers/customers state |
Postcode | The drivers/customers postcode |
History | Click on "Booking List" to get a history of the drivers/customers bookings |
Update or Delete a Company Record
To update or delete an existing company record, please see the following article:
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