Rates and Extra Fees
Q: What rates can apply when an on-hire booking is extended?
A: There are three ways you can manage the rates when a booking is extended while on hire. For the examples below we will use a scenario where a 5 day booking is extended an extra 2 days to make it a 7 day hire total. Charge the existing daily rate ...
Q: How do I get the number of days in a booking recalculate when a booking is returned early?
A: When a booking is returned early, you have the option to recalculate the number of days. Note that for the Actual Dropoff Warning box to appear as below, you need to have the following System Parameter set to Yes. When this parameter is set to ...
Q. How do I use Item Tracking?
A: RCM allows for the the tracking of additional items that are provided in the vehicle at the time of hire. Examples of such items would be GPS units, child seats, ski chains, etc. Whenever a vehicle is hired any additional items supplied must be ...
Q: Where can we set up a discount coupon for 25% up to a maximum of $30?
A: RCM allows you to have a percentage discount OR a dollar discount. Additionally, both these types can be either fixed or daily. You cannot however have a percentage discount that is capped at a specific level.
Q: Where can I update the 12/24 hour rate periods for calculating the number of rental days?
A: The 12/24 hour rate periods are set at the Category Type level. To make these changes, follow the steps below: Go to Vehicle Maintenance, then click Vehicle Categories. Click the Categories Type tab. Click the name of the category type to update ...
Q: What is prepaid fuel?
A: Prepaid fuel allows the customer, prior to pickup, to pay for a full tank of petrol so they don't have to return the vehicle with a full tank. This means that upon the vehicle's return, there is no need to check fuel levels. RCM will calculate the ...
Q: Is there a way we can add a percentage surcharge when taking a payment using a credit card?
A: Yes, This article describes this in more detail, Applying a Surcharge to a Payment.
Q: I am using the Web Module for online bookings from my website and want to automatically charge a relocation fee for a one way hire. How do I do this ?
A: To set up a relocation fee that is automatically charged, follow these steps. Click on the Web Site Interface Menu icon. Click on the Web Relocations menu icon and then click the 'Add a Record' link. You can also add a minimum booking period for a ...
Q: How do I set up a fuel cost?
A: To set up fuel costs, use the following steps. Go to Vehicle Maintenance, then click Vehicle Make. Click the Fuel Type tab (see screenshot below). Click the Add a Fuel Type link. Enter the required information and click Submit. You may also enter ...
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. Click on the System Setup menu icon and then click on the Rate Discount program icon. Click the 'Add a Rate Discount' link and ...
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 ...
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 about Extra Fees, see the Extra Fees article.
Q: Can relocation fees be specific to a vehicle category?
A: Yes you may select a vehicle category for a relocation fee. By default the 'All Categories' option applies to relocation fees unless you specifically select a category of vehicle. To create a new relocation for a specific category or update an ...
Q: If I update the rates, does this affect any of the existing booking information / fees?
A: You can update the rates and the current bookings will not be affected, unless you change the pickup or dropoff dates or the times of the bookings, in which case, the new rates will be used instead. However, the old rates will be displayed in red ...
Q: I added agent rates but they are not being displayed to my Agent or when making a booking
A: To use Agent Rates either from RCM or through your Agent Web Module, your Agency record must be linked to a valid Agency Rate Type. Below is a summary of the steps required when setting up agent rates. Please check these to ensure you have ...
Q: If I delete an extra fee will it affect any current bookings using that fee?
A: No, current bookings will not be affected if you delete an extra fee they are using. The extra fees you deleted will still be available for the bookings they were originally used for but not for any new bookings.
Q: I have set up all my rates, but when I enter a reservation, the rate is displayed as zero?
A: This is often caused by one of the following setup issues: No Rate entered for the pickup location. When a vehicle is picked up from a location, for a rate to be available, there must be a rate configured for the location. No Rate entered for a ...
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 add or 'record' a tendered amount to start with. Once the account is paid, you would receive this money in your financial system and then ...