Motor Pool Reservation Rates

Prior to setting up Motor Pool reservations, it’s important to establish the rates that will apply to those reservations.

Multiple asset categories can be established (using asset class codes) and then various rates applied to those categories. Categories are set by using the asset class codes and then the set rates apply to all assets assigned that class code.

Create a New Category

Prior to creating reservations, create the asset categories and rates. The steps below will assist in creating categories for motor pool.

1. Click on Rates under the expanded Motor Pool section of the main menu

   

2. Click New Category

   

3. Give the category a name (Examples may include, Sedans, SUVs, Trucks, Vans, etc.)

4. Enter the Max Passengers and Max Bags the motor pool vehicle can handle

   

5. Add the applicable class codes that fall under this category name by clicking Add New under Class Code

   

6. Start typing to search or scroll through the available class codes and click on the desired class

   

7. Click the + to add the class code to the category

   

8. Repeat steps 4-6 as many times as necessary until all applicable class codes have been added to the category

9. Click Save to save the new or edited category

10. Created categories will now display in a list and can be selected to be viewed or edited.

    

Repeat steps 1-8 as many times as necessary until all the applicable categories are added.

Add Rates to Categories

Once the categories are created, reservation rates can then be added to them for use when charging for reservations. Follow the instructions below to add reservation rates to categories.

1. Click on Rates under the expanded Motor Pool section of the main menu

   

2. Click the + (Add Rate) symbol next to the category

   

3. Provide the following information for the rate

   1. Description = Description of the rate (Examples may include items like Hourly Rate, Daily Rate, Weekend Rate, No Cost, etc.)

   2. Unit of Measure = Use the drop down to select from the available units of measure. Think of the unit of measure as the rental parameters/duration of the reservation.

   3. Enter the cost or rate amount for this particular rate

   4. If wanting to add an additional cost per mile to the rate, be sure to turn on by selecting the Add Cost Per Mile box and then providing the dollar amount and conditions for when the costs begin (i.e. after how many miles)

   5. If wanting to add a fuel cost along with the rate, be sure to turn on by selecting the Add Fuel Cost box. The fuel cost will be added to the reservation during the return phase. The box ensures that the field is available with the reservation

   6. If wanting to add a late charge that applies to the reservation, be sure to turn on by selecting the Add Late Charge box and then entering the dollar amount for the late fee

      

4. Click Save to save the changes to the rate set up

Complete steps 1-4 as often as necessary for each category to add rates.

The rates for each category can be viewed by expanding the category in the reservation rates list.

Edit Categories

Sometimes edits might need to be made to categories. The below sub-sections will explain how to make edits and delete categories.

Change Category Items

1. Click on Rates under the expanded Motor Pool section of the main menu

2. Click on the Category title to be edited

   

3. The following can be edited:

   1. Category Name - Click in the Name field and make edits. Hit enter, tab out of the field, or click the check mark to save the changes

   2. Class Codes - Add New Class Codes or Delete existing Class Codes

      1. Add Class Codes - See section above

         

      2. Delete Class Codes - Click the trash can icon next to the class code to remove the class code from the category

         

Delete Category

1. Click on Rates under the expanded Motor Pool section of the main menu

2. Click the trash can icon next to the category to delete it

   

Edit Rates

Change Rate Fields

1. Click on Rates under the expanded Motor Pool section of the main menu

2. Expand the Category to access the rates

   

3. Click on the rate to be edited

4. Change or adjust the following:

   1. Description

   2. Unit of Measure

   3. Rate Amount

   4. Add Cost Per Mile

   5. Add Fuel Cost

   6. Add Late Charge

5. Changes are saved as they are made, and a message bar appears at the top of the screen stating Rate Updated

Delete Rates

1. Click on Rates under the expanded Motor Pool section of the main menu

2. Expand the Category to access the rates

   

3. Click the trash can icon next to the rate to delete it