Locations

Locations

Purpose

Locations within RCM are your branches or depots from which you operate. 
There must be at least one location setup in RCM (this is the default location and cannot be deleted) though there can be as many locations as you require. 

Important Note:
The information entered against the location (address/email etc) may be printed on your customer facing documents depending on whether your system has been setup to display the Location or the Company information. 

All locations flagged as a 'Renting Location' will appear in the Pickup and Dropoff lists in all booking forms and reports within RCM. 


The following getting started video shows the basics of Adding / Updating a Location:

Accessing Locations

Locations can be found under the System Setup menu. 
System Setup >> Locations


Under the Locations page there are four additional tabs. 
  1. Locations (this article)
  2. Location Hours
  3. Regions 
  4. Regional Locations
  5. Collection & Return Point

Adding and Viewing a Location record

On the Location page, a list of previously added locations will be displayed. To view an existing record, click on the Location name in red text. To add a new location, Click "Add Location".


On the New Locations page, enter the location information in the appropriate fields. The required fields are Location, Renting Location, Email, Code and State. 


Click "Submit" to save the new location. You will be taken back to the the main Locations page, where you will see the newly-added record.


Form Field Descriptions

NameRequired (Yes/No)Description

Location

Yes 
The name of the location. This name appears in the list of pick up or drop off locations when entering a reservation or running a report. 
Code

Yes

This is the code that appears on the Reservation Sheet 
Renting Location
Yes
Indicates that the location is a Renting location and will appear in pickup and dropoff lists and report filters. 
Location Prefix
No 
A three-character code used as a prefix to reservation numbers. Adding this prefix allows easy identification of reservation numbers by the associated prefix.  

Company Name

No 

The name of the company associated with the location. If there is an entry in this field, it is used as the company name printed on the rental agreement.  If there is no company entered, it will use the default company. 

Master Location

No 

Each location can be assigned a Master Location. This field is populated if a location is a sublocation of a 'Master' location. This has important implications of what can be seen by Location Users, as described in the Master Location section below.

Address and Contact Details

No


The address and contact details of the location. These are displayed on the contract when making reservations against the location if the 'Use Location address for Documents' system parameter is set to Yes.  If not set, the address against the company will be used. 

State
Yes
The state name. This is selected from a pre-defined list of states, that are each already assigned to countries. 

Email 

Yes

The location's email address. A copy of the reservation is sent to this email address if the 'Use Location Email Address' system parameter is set to Yes.   If not set, the email address against the company will be used. 

Time Difference to GMT

No

The GMT Time Difference for the location. Ensures that default times are correctly displayed based on the location's geographic position. This is set to '0' by default.  Note: that this would need to be changed at the start and end of daylight savings periods as applicable. 

Business Registration #
No
Your business registration number is a globally unique identifier.
Airport Code
No
The airport code is used by agents who wish to locate rental operators close to a airport location. The airport code is passed to an agent when they are using the agent API Web Service.

License No.

No

The location's license number. This is printed on the rental agreement, and overrides the company's license number, which can be found on the Company Info page.

Location Currency 

 No

 The currency that applies to the location. eg - AU

Currency Symbol 

 No

 The currency symbol that applies to the location. eg - $

Location IP
No 
If entered allows the user to log in by IP address.
Account Payment Details
No
This is generally a bank account number or terms of payment for reservation transactions. These are printed on the invoice or the rental agreement depending on your template setup.
Map URL
No
Directions to the physical location. 

Master Locations

Master locations are important in specifying what locations are accessible for location users (Location Operator or Location Manager). If you are not using master locations:
  1. A location user in Location A will only be able to view Location A.
If you are using Master Locations and you set Location A to be the Master Location of Location B:
  1. A location user in Location A can view both locations
  2. A location user in Location B can only view Location B

Deleting a Location 

Locations cannot be deleted from RCM if they have had a booking entered  against them.
If a location is no longer used or valid,  you must set the Renting Location field for the location to 'No'.  This will remove the location from any pickup/drop-off lists in the system but will retain the history. 







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