Adding a Reservation
The first step in renting a unit is making the reservation. To add a reservation, select the Reservations menu option (VTR).
Click the add button to start the add reservation process. The reservation is numbered automatically.
The entry fields are as follows:
- Pick Up Date and Time
Enter the pick up date, press enter to accept the default date displayed, or press f1 to select a date from the calendar. Next, enter the pick up time or press enter to accept the default time displayed.
- Return Date and Time
Enter the return date, press enter to accept the default date displayed, or press f1 to select a date from the calendar. Next, enter return time or press enter to accept the default time displayed.
- Vehicle Type
Enter a specific type code or press f1 to select a type from the lookup list. Press enter to select all types.
- Unit Number
Enter the unit number or press f1 to select a unit from the lookup list. If a specific type was entered in the Vehicle Type field, only the units for that type will be displayed in the lookup list. The list that is brought up with the f1 is sorted by the Vehicle status. There is a Reservation info icon to display all reservations and dates for any one of the vehicles.
TIP: If the vehicle status is reserved it may be available for the day(s) of the your new reservation. By using the Reservation info icon to display the schedule for your vehicle. You may find your time slot available.
- Customer Number
Enter the customer number or press f1 to select a customer from the lookup list.
- Rate Code
The rate code will be brought forward from the rate code specified in the unit record (VTU) and customer rate from the Motor Pool field in the customer record (MCM). Press ENTER to accept the default rate code displayed or use the drop-down list to select a new rate code. The system will determine which rate basis is used by calculating the amount of time reserved. For instance, if the unit is reserved for three days, the daily rate will be used because the reservation meets the requirements for the daily rate but not for the weekly rate. If the unit is being reserved for eight days, the weekly rate will be used because the reservation meets the requirements for the weekly rate but not for the monthly rate. To change any of the rates displayed, simply type in the new value. To toggle the per mile charge (if applicable) from rate 1 to rate 2, press the F1 key. Any changes made will affect this record only and will not permanently change the original rate code record.
- Recurring Reservations
A recurring reservation is a reservation that is made consecutively day after day, week after week, month after month, etc. Choose from the drop-down list the recurring group to which this vehicle belongs. The default is Non-Recurring. Refer to "Recurring Group Maintenance" in Chapter 1, "Getting Started," for more information about Recurring Reservations.
Tip: When using the recurring reservations set the return date for the date when the vehicle will be returned. For example: A vehicle will be rented for 6 months and a monthly bill is needed. The check out date will be 1/1/2017 and the check in date will be 5/31/2017. The recurring process will take care of the billing dates.
- Requested By
Enter the name of the person requesting the reservation. The name is automatically brought forward from the Contact field in the RTA customer record but can be modified.
- Telephone Number
The requester's telephone number is automatically brought forward from the Phone Number field in the RTA customer record but can be modified.
- Charge Account
The charge number can be a credit card number, purchase order number, or any other number used for accounting purposes. Enter the charge account number or leave this field blank.
- Cancel By Date and Time
Enter the deadline date for cancellations, press f1 to select a date from the calendar. Next, enter the cancellation time or accept the default time displayed.
- Pick Up From/Return To
The information in these two fields is automatically brought forward from the Location field in the RTA vehicle record but can be modified.
- Additional Charges
The default value from the rate code record will be displayed. Press enter to accept the default displayed, or press the Y or N key to specify whether to charge additional fees. Press F1 to add, view, or modify additional charges. Any additions or changes made will affect this reservation only and will not permanently change the original rate code record.
When all the information has been entered for the reservation, save the record by clicking on the Save or the exit icon. Once the record is saved several options will be displayed at the top of the window.
Click on the notes icon or Notes on the pull-down menu and the edit/add notes screen comes up. The first 5 lines typed in this screen are printed on the reservation conformation.
Displaying the Reservation Cost Summary
To view the reservation cost summary, press the Cost Summary button. The rental charge(s) plus additional charges, if any, will be displayed.
Printing the Reservation Confirmation
To print the reservation confirmation for the customer and/or your files:
- Press the print button.
- Default is the reservation confirmation, the other print options are not available at this point. The default number of copies is set in the Motor Pool setup screen.