Extra Fees

Extra Fees

Purpose 

Extra Fees are the additional charges that can be added to a booking when making a reservation.
Extra fees can be a daily charge, a one off fixed charge or a percentage of the total.


The Extra Fees that you set up will be visible on the Booking Fees tab when making a booking. 



Accessing Extra Fees

The Extra Fees tab can be found under the System Setup menu.
System Setup > Extra Fees


Viewing and Adding Extra Fees 

To view any pre existing records, click on the location drop down box, select the location or all locations and then click "Select" to view the results.
To add a new extra fee, click "Add Extra Fees".


This will open the New Extra Fees page where you can create a new Extra Fee.

The mandatory fields are marked with a "*"and must be entered before the extra fee can be saved by clicking on "Submit".
Once saved, the  record will be visible under Extra Fees and the Booking Fees tab when making a booking for the specified location.



Extra Fees Field Descriptions



Field

Mandatory

Description

Add to Location

Yes

The  location the Extra Fee will apply to.  The fee will only be available for selection for bookings that have this location as the 'Pickup Location'.   'All locations' can also be selected.

 

Extra Fee

 

Yes

The name of the Extra Fee

Type

Yes

 The Extra Fee Type.:

   Daily is a set amount charged daily, 

   Fixed is a one off fee and 

   Percentage is a onetime fee calculated as a percentage of the booking fee

Rate

Yes

The rate to be charge the customer.

This would be a fixed dollar amount for a Daily or Fixed Fee type, or a Percentage for a Percentage fee type. 

Max Price 

No

The maximum price for the Extra Fee. 

An example would be a max price of $30 for GPS hire where the daily rate is $5, regardless the number of booking days the Extra Fee cannot exceed $30

G L Code

No

G L Code - General Ledger Code is the code used when a third party financial system is used

Category Type

No

Set the Category Type the Extra Fee will apply to.  The fee will only be available for selection for bookings that have this Category Type against them.  'All Category Type' can also be selected. 
Vehicle Category
No
Set the Vehicle Category that the Extra Fee will apply to. The fee will only be available for selection for bookings that have this Vehicle Category against them. "All Category" can also be selected.

Extra Fee Group

No

The group where the Extra Fee will be displayed.  

Bond 

Yes

If an Extra  Fee is flagged as 'Bond' it will not be included in any sales reports.   RCM also has various reports that you can run to show bookings where a bond has been applied. 

Cancellation Fee

Yes

If an Extra Fee is flagged as a "Cancellation Fee" It will display as the balance owing on any Cancelled bookings. 

When a booking is 'Cancelled' the system will zero out all balances for the booking except those charges flagged as 'Cancellation Fee' 

Prepaid Fuel

Yes

If set to yes, the amount of a full tank of fuel is charged to the customer at the time of hire

Mandatory

Yes

If an Extra Fee is flagged as 'Mandatory' the fee will automatically be 'ticked' when you make a booking.  This tick can be removed on any individual booking as required. 

Recovered Expense 

Yes

Allows the Extra Fee to be excluded from sales and revenue reports. Used for expenses such as speeding tickets

Apply Agency Commission

Yes

Sets whether the Extra Fee charge is included in calculating the agency commissions

Apply Referral Commission

Yes

Sets whether the Extra Fee charge is included in calculating the referral commissions

Pay Operator Commission 

Yes

Set whether the Extra Fee charge is included in calculating the pay operator commission

Apply Sales Tax (or GST)

Yes

Set whether the local tax is applied (region specific). - Set whether GST is applied

Percentage Fee on Total

Yes

Sets whether the total value of the booking is used to calculate percentage or just the rental rate

Item Supplied

Yes

If set to yes this means the Extra Fee is associated with a physical item that that must be picked up and dropped off when the vehicle is returned.  This generally applies to physical items such as baby seats, GPS etc. 

Track-able Item

No

Allows you to select the item to be tracked.  When this is selected,  the next time you hire out a vehicle with a trackable item, the system will require an item no# to be selected at the time of hire.

Description

No

A description of the Extra Fee
Allow Edit Fee Name
Yes
Setting this to a value of Yes will allow an RCM operator to edit the name of the extra fee on a booking. You can do this on the Booking Payments tab of the Booking form.
This change will only occur on the booking it is done on.

Points to Note

  1. The "Apply Sales Tax (or GST)", "Percentage Fee on Total"  field cannot be changed if the fee has been used in hired bookings.


Update and Delete Extra Fees

The below article is just a generic guide how to update or delete a record:

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