Rental Car

The location attached to a rental car product should be a generic location allowing replicated locations to determine the sites the rental car can be picked up and dropped off from.

Tab and Field	Description of Value Entered
Product Setup/Product Tab
Extras	CDW Insurance, Baby Seats, Ski Racks, Snow Chains, GPS etc. could all be extras
Service Category	Non-Accommodation
Product Setup/Price Rules Tab
Costs Charged Per	Per ‘Car’ per ‘Day'
Maximum persons Per Car	This will depend on the service option being set up. If it is a Small Car service, the Maximum could be 3 – if it’s a large car, it could be 6.
How many 24 Periods in a Day	1
SCU Based On	Normally 24 hrs, but some vehicle types - e.g. Campervans - may be by Days.
Group Costing	Escort – Yes, Driver – Yes, Guide Yes
Product Setup/Policies Tab
Cross Season Policy	First Rate. Rental vehicles are normally charged at the rate applicable to the first day of hire
Product Setup/FOC Details Tab	N/A
Product Setup/Pax Breaks Tab
Include Children/Include Infants	Should be checked to ensure they are included in the seating count
Pax Breaks	1-9999
Product Setup/Voucher Tab
Voucher Text	Sometimes used to record special rental conditions.
Voucher Creation	One voucher
Rates/Rate Set Tab
Rate Name	Use to describe the rate - e.g. 3 - 7 Days.
Rate Text	Often used for the rental company's rate code for the rate.
Rates/Other Tab
Service Voucher Text 1 - 10	As required
Content
Amenities	As required
Product Notes	As required
Itinerary	As required
Notes Screen
Notes	As required
Operation/Message Defaults
Message Format	Select appropriate code for Rental Vehicles - remembering that there will be two dates
Supplier Menu
Replicated Locations	Select appropriate Replicated Locations and add pick/up drop off locations.

 

NOTE:  

• FOC days do not apply to Non Accommodation services.
• When using this service in a Quote or Booking, the consultant does not have to choose the rate for the length of hire requested. When inserting the service, the consultant only has to enter the number of days' hire requested and Tourplan will select the correct rate.

The first step to inserting product is to create the shell of the product into the database. The procedures which follow on allow further details to be inserted for this product.

Insert a Rental Car Product

1. Select menu Home > Products > Product Setup.

   1. Click the Home Menu to expand it:

      

   2. Click the Products menu option to expand it:

      

   3. Click Product Setup to go to the Product Setup menu:

      

2. Click Create New Product.

   

3. On the Insert Product screen, enter data into fields (the top three are drop-down selection fields - entries must already exist before you can select them). Refer to Rental Car for more information on the data you can enter.

   

4. Check the completed screen.

   

5. Click Save to keep the changes.

   

6. Click Exit to discard any changes.

   

Location (drop-down)

Select a location code from the drop-down list, or type the location code. Location codes must already be setup in the Code Setup application, Create a Product Location. If replicated locations are to be used, a generic location should be used.

Service Type (drop-down)

Select a service code from the drop-down list or type the Service Code. Service codes must already have been setup in the Code Setup application, Create a Product Service Type.

Supplier (drop-down)

Select a supplier from the drop-down list, or type the Supplier Code. Suppliers must already be setup in the Creditors application, Create a Supplier.

 

Code (6 Char, Autocaps)

Enter a Product Code. Examples of commonly used codes are:

• Non-Accommodation
Rental Vehicle services can use the supplier's vehicle code - e.g. CDAR, EDMR

Description (60 Chrs)

A one line description of the product.

Comment (60 Chrs)

A one line comment regarding this product can be entered. This field can be optionally displayed in the FITs, Groups and PCM programs when listing and searching for products.

Service Category

The product must have one of these radio buttons checked. The service category determines what data pre-populates some of the setup fields and enables the system to use logic specific to the category to correctly generate pricing.

Radio Button	Definition
Non-Accommodation	Meals, Transfers, Sightseeing, Coach Transport, Rental Cars etc.

Inserting Product Details allows the product to store a brief description of the service.  These are the fields which will be available to consultants at the time of the booking. Amendments to the Description and Comments fields can be performed here. Rental cars often provide extras which can be selected and included at the time of booking. For rental car services these could include: CDW Insurance, Baby Seats, Ski Racks, Snow Chains, GPS etc. There is however a limit to the number of extras which can be defined against a service: that limit is 5 extras.

Insert Product Detail

1. Make sure the product has already been created (see Insert an Accommodation Product).
2. If the product is not already displayed, retrieve it (see Searching for Products or Suppliers).
3. Identify the tab containing the fields you need to modify. For this example, click the Product tab (if not already shown).
4. Add details to the Product tab fields.

   

   Feel free to use your own data - refer to the System Setup User Manual for information on how to add entries to drop-down fields.

5. To keep the changes, click Save.

   

6. Click Discard to discard all changes.

   

Charge Per (Drop-down)

These drop-down fields determine how the charging for extras is to be handled. They have the following values:

Selection	Meaning
Per Pax	Used when the extra is costed on a Per Person basis. The cost is paid by all pax.
Per Group	Used when the extra is costed on a Group basis - the cost is split between all pax in the booking.
Per SCU	Use SCU if an extra is costed per Second Charge Unit (SCU) e.g. per day. This means that when using the service in a quote/booking, for (e.g.) 3 days, the default quantity for the extra will be 3. It can be overridden in the quote/booking.
Per FCU Per SCU	Use this setting if an extra is to be costed per First Charge Unit (FCU) multiplied by the Second Charge Unit (SCU). This means that if there are (e.g.) 3 Cars (FCU) for 3 Days, the default extra quantity will be 9 (3 cars x 3 days).
Per Room	Use this setting if an extra is costed Per Room.
Compulsory Pax	(Compulsory per Pax). Use this setting when the extra is a Per Person cost and compulsory, and is to be charged for all pax for each second charge unit that has a rate.
Compulsory Pax Single	(Compulsory per Pax, single). Use this setting when the extra is a Per Person cost and compulsory, and is to be charged for all pax on the first occurance of the rate.
Compulsory Group	(Compulsory per Group). Use this setting when the extra is a Group cost and compulsory and is to be charged on each second charge unit that has a rate.
Compulsory Group Single	(Compulsory per Group, single). Use this setting when the extra is a Group Cost and compulsory, and is to be charged on the first occurance of the rate.

Price Rules settings identify how the service is to be sold, for example per 'car' per 'day'. Pricing in the rates menu provides a daily rate to be inserted for different hire lengths.

Insert Price Rules

1. Make sure the product has already been created (see Insert an Accommodation Product).
2. If the product is not already displayed, retrieve it (see Searching for Products or Suppliers).
3. Identify the tab containing the fields you need to modify for the product. For this example, click the Price Rules tab.
4. Add details to the Price Rules tab fields.

   Feel free to add your own price rule configurations.

   

5. To keep the changes, click Save.

   

6. Click Discard to discard all changes.

   

Maximum passengers per Car

This will depend on the service option being set up. If it's a small car the maximum number oculd be 3, if it's a larger vehicle it could be a 7 or 8 seater.

Insert the maximum number of passengers for this vehicle.

NOTE: If this field is used the system will correctly price the number of cars required when the service is selected in a booking.

How many 24 hour periods in a Day

This would be set to 1.

Cancellation rules can be inserted at the product level (offering differing cancellation rules per service) or at the supplier level (for all services linked to the supplier).

Define Cancellation Rules

1. Make sure the product has already been created (see Insert an Accommodation Product).
2. If the product is not already displayed, retrieve it (see Searching for Products or Suppliers).
3. Identify the tab containing the fields you need to modify for the product. For this example, click the Cancel Rules tab.
4. Click Insert to add a new entry.

   

5. On the Cancellation Rules screen, enter Valid From/To dates, select if the type of date in the rule is Relative or Fixed and the type of bookings the policy is for.

   

6. The Service Tab will be open on screen, enter the Cancellation Fee Service Details fields.

   

7. Click the Fees Tab and enter the Cancel Rule information.

   

8. Click Insert Rule to save the rule, and insert a new rule.

   

9. Click OK to keep the changes and save or update the entry.

   

10. Click Delete to remove the entry and/or discard any changes.

    

11. Click Exit to discard any changes.

    

Consideration for supplier transportation policies is provided within the Pax Break Tab. The main purpose for rental car services is to understand if children or infants require a seat when purchasing this service. Infants and Children will require a seat within the vehicle and need to be included in the total booking count: the check box to 'Include Children (and/or Infants) in Pax Breaks' will need to be selected.

Insert Pax Breaks

1. Make sure the product has already been created (see Insert an Accommodation Product).
2. If the product is not already displayed, retrieve it (see Searching for Products or Suppliers).
3. Identify the tab containing the fields you need to modify for the product. For this example, click the Pax Breaks tab.
4. Add details to the Pax Breaks tab fields.

   

5. To keep the changes, click Save.

   

6. Click Discard to discard all changes.

   

There are 4 Tabs which allow specific rate information to be stored per date range.

• Date Range - How is the rate sold? Are there specific sales periods? Will the rate be a gross rate or a nett rate? Are there any taxes which need to be defined against the rate?
• Rate Set - Are there any stay length (minimum/maximum stay) requirements? Does the rate apply for a specific number of days? Is the rate a confirmed rate?
• Rates - The rates tab is where the rates are defined.

Per Car prices are inserted into the rates screen. If there are any extras they can also be inserted here for automated pricing when the service is selected in a booking.

For non accommodation products, the first row will always display 'Main Option'.

Extras

Any Extras that have been defined in the Product tab (see Add Product Detail) will display, with separate rows that allow for (AD)ult, (CH)ild and (IN)fant costs to be entered against them. Rental car services would have the pricing of extras as an adult cost so that the rate will be split among the adults travelling.

NOTE:  

• In the example being created, the 'Net Rates' price code will have no markup attached at this level; i.e. the cost and sell rates for both Group and FIT rates will be the same. Markups will be applied when a different Price Code is added to the Date Range, or the Discount Commission Matrix will be used to apply the required mark-up.
• Remember when entering the rates, if tax is involved, then the values entered into these Rate fields must reflect the Tax Inclusive/Exclusive setting from the Tax Setting section. Taxes in general are discussed in more detail under (Set Date Range Information).

Rate Set Tab



A Rate Set is created for each of the hire periods that rates are provided for.

In the screen shot above, the ‘Stay Length Min’ fields are used to create different Rate Sets in order to set up the correct pricing for different lengths of hire. Each of the Rate Sets created has different Min and Max settings; e.g. 14 - 20 day rate has Min 14, Max 20 and so on.

Rates Tab



To enter rates for each hire period, click the Rates tab and then select the hire period using the < left or > right brackets. Enter the rates as applicable.