Rental Toll Manager - Overview
Overview
Rental Toll Manager, or RTM, is our tolling solution that allows you to manage the importing, payment, and cost recovery of every toll transaction that relates to your fleet. To use RTM, you will need to have a Payment Gateway setup (Stripe or Windcave), as RTM will process toll payments through these gateways.
If you would like to setup RTM, or want more information about it, please contact support@rentalcarmanager.com.
How it works
When Linkt invoices you for tolls against your registered vehicles, all charges will be taken directly from your company. RTM does not pass any payments through Linkt, it uses the information provided from Linkt to identify which booking each toll is for, and then charges this booking. The sequence for how this is performed is listed below:
- You receive an invoice from Linkt, and will be charged for all tolls against your vehicles
- You will then need to upload the Linkt file to RTM on the "Upload Linkt File" tab. (Note: This is only required when starting out with using RTM. At later stages, we can organise for Linkt to share toll information automatically, so this uploading will not be required.)
- For each toll, RTM will try to identify which booking was on hire at the date and time of the toll for the specific vehicle.
- If it finds a revenue booking with a re-billing token, RTM will charge the customer for the toll and take a payment directly through your payment gateway, using the re-billing token.
- An email will be sent to the customer with information about this toll charge. This email is customisable.
Note: When a toll is charged to a booking and a payment is taken, this does not effect the booking total amount. This is done independently of other fees, and although notes are added to the booking, a toll charge is not included in the overall cost.
Tolling Amount
You are able to add a Margin Amount to every toll charge taken from a customer. A margin amount is an additional charge on top of the original toll fee, such that the amount charged to the customer with be Toll amount + Margin Amount. For example. if you have a $3.00 Margin Amount, and a customer will be charged $8.00 for a $5.00 toll.
Margin Amounts are designed to limit your loss in toll processing. At the end of each month, RTM will take a $1.00 charge for each successful payment made, so it is recommended that you set up a Margin Amount that at least covers this fee. Additionally, it can be used to help cover the cost of tolls that cannot be charged to a customer.
Margin amounts are set up in the "Settings" tab of RTM, as shown below:
Toll Payments Failure Reasons
If RTM cannot locate a booking and take a payment the first time it looks, it will regularly retry at the set Payment Retry Inteval until the Toll Expiry Period has been reached. Both of these two values are set in the same area of RTM shown in the image above.
If a revenue booking cannot be located or payment taken before the Toll Expiry Period has been reached, then the Toll will be marked as a Failed Payment. These Failed Payments can be seen in the numerous reports in RTM, as well as the RTM Tolls Report inside RCM. There are 3 reasons this might occur, and they are described below.
1. Trip Not Found
This happens when RTM cannot find a booking that matches the toll's vehicle, date and time. This is most likely to occur if your staff are moving vehicles around and there is no booking. However, it can also happen if a booking has an early pickup or late return that is not recorded properly. To avoid the latter situation, we suggest that you update bookings to reflect actual pickup and return times as accurately as possible; if this is done within the Toll Expiry Period, then the booking will be found and charged the next time a retry is performed.
2. Non-Revenue Trip
Due to the nature of Non-revenue and Maintenance Bookings, they cannot have fees or credit cards saved against them. So, RTM will not charge a toll to these bookings.
3. Invalid or No Payment Details Recorded
RTM processes it's charges using the Payment Gateways. Therefore, if for whatever reason there is no re-billing token saved against a booking, it will be unable to charge the booking. Similarly, if the re-billing token is invalid, expired, or has insufficient funds, the charge will not be processed, and the payment will fail.
Below is an example of what the RTM Trips/RCM Bookings Report looks like with both successful and failed payments. The tabs indicated are all the reports that allows you to see toll and booking information, as well as the payments statuses.
Charging Customer Companies
For certain Customer Company bookings, you may wish for the Company to be responsible for the toll charge instead of the customer. You are able to do this by setting up a Company as a "Toll Billing Account." To do this, in RCM go to Reservations >> Customer Maintenance >> Company, and either add a new Company or update an existing one.
If RTM finds a booking with a company that is set to No for the Toll Billing Account, it will charge the customers credit card through the payment gateways normally.
If RTM finds a booking with a company that is set to Yes for the Toll Billing Account, the toll will be marked as On Account and no payments will be taken. For these On Account tolls, you are then able to add an extra fee for each toll inside RTM. Unlike normal toll charges, these fees will be added to the bookings total and will show as an outstanding balance on invoices that are emailed to the Company. For information on how to set up these extra fees in RTM, please contact support@renatlcarmanager.com.
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