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API Rent A Car Setup

API Rent A Car Setup

Owned by Lango: Language and translation manager
Last updated: Sept 09, 2024Version comment
4 min read

Basic settings for the Car Rental module + fuel price settings.

General Tab

Field:

  • Petrol Code

    • Selection from the Fuel Types table. After filling in the code, the Current Petrol Price field is filled in the table

  • Actual Petrol Price

    • The price is filled in after filling in the Petrol Code field for the first time and is then updated on the working date each time you open the Car Rental Setup by Code table in the Fuel Pricelist and Rates in the Fuel Rate table

  • Diesel Code

    • Selection from the Fuel Types table. After filling in the code, the Current Diesel Price field will be added to the table

  • Actual Diesel Price

    • The price is filled in after filling in the Petrol Code field for the first time and is then updated on the working date each time you open the Car Rental Setup by Code table in the Fuel Pricelist and Rates in the Fuel Rate table

  • Accept off Car Return Toleration (h)

    • The number of hours for the last invoicing of the loan is indicated. The exact description is given in Chap. Returning the Vehicle

  • Car Return Toleration (h)

    • The number of hours that do not affect the cost of a late return.

    • If the user returns the vehicle after the agreed time but within the specified tolerance, they are not charged for the next day. If returned outside the tolerance, an additional full day of rental will be charged

    • Tolerance hours for invoicing are reported

    • The value is also written to the rental line in the Car Return Toleration Hour field

  • Warning Interval For Insurance Ending (days)

    • The number of days remaining until insurance or technical inspection expires. The system will display a message if the car is offered for rent before the end of the EK/TK or insurance date.

  • Warranty - Discount %

    • setting a percentage discount, in the case of a loan on the Guarantee.

  • Mechanic Resource Group

    • The field is used to set up a resource group for mechanics. Select from the resource group table. From this group, values are then selected on the loan line in the Vehicle delivery (Technician) and Vehicle pick-up (Technician) fields.

  • Reason Code for Invoice

    • Specifies the reason code to attach to the invoice item.

    • Appears in invoices and general journals

    • The value is added to the invoice or credit memo to the Reason field.

  • Rent Before Return days

    • The value in the field is used to calculate the date in the "Cars before return" tile in the hub role.

    • When you click on the tiles, you will see a list with vehicles that have a "rental to" (date) less than or equal to:

      • "System date" – the value in this field.

  • Utilization Vehicle Text

    • Default value = No

    • If the set value is = No, the text values of the current vehicle status will not be displayed in the vehicle utilization. Only the vertical comma sign (-) will be displayed, and only unrented vehicles will be shown in text as "Unspecified". 

    • If the set value = Yes, the values of the current vehicle status, highlighted in color, will be displayed in text in the vehicle utilization. Colors cannot be changed by the user.

Text options in the matrix:

  • Not specified

  • Borrowed

  • Available / Borrowed

  • Available

  • Reserved

  • Available / Reserved

  • Available / Borrowed / Reserved

  • Reserved / Borrowed

  • Unavailable

    • flag on the car rental card - Vehicle temporarily unavailable = YES

  • Allow Zero Tariff

    • If NO, it is not possible to register a reservation or issue a loan.

    • If YES, the user enters the rate per day = 0 on the booking

Numbering Tab

The tab is used to set up number series for automatic numbering of documents, invoices, credit memos, reservation cards and loans, see field description.

Field:

  • Reservation Nos.

    • The user selects a number sequence to automatically number the created new booking cards

  • Rent Nos.

    • The user selects a number sequence for automatic numbering of created loans

  • Internal Reservation Nos.

    • User selects a number sequence for automatic numbering of internal reservations

  • Internal Rent Nos.

    • The user selects a number sequence for automatic numbering of internal rentals

  • Car Rental Invoice Numbers (Rent a Car Invoices Nos.)

    • User selects a number sequence for automatic numbering of created unposted sales invoices

  • Rent a Car Credit Memo Nos.

    • User selects a number sequence for automatic numbering of created unposted sales credit memos

  • Hand-over Protocols Nos.

    • The user selects a number sequence for automatic numbering for numbers that will be added to the handover protocol

  • Car Rent Nos.

    • The user selects a number sequence for automatic numbering if they create a new car rental card

Dimensions Tab

Field:

  • Order Dimension

    • A user selects a dimension if they want to use the dimension to simplify document analysis. Dimensions are attributes and values that categorize items, usage into billing jobs as well.

  • VIN Dimension

    • A user selects a dimension if they want to use the dimension to simplify document analysis. Dimensions are attributes and values that categorize items, usage into billing jobs as well.

Contract Tab

This tab is used to add fields (so that they are in one place), the value of which can be printed on the Contract. It currently contains the fields:

  • Travel Abroad

    • Text field 250 characters

    • Text to be used in documents to be sent (protocol, contract)

  • Note

    • Text note 80 characters

    • Text to be used in documents to be sent (protocol, contract)

Picture Tab

The user can insert an image into the bookmark by clicking on it to use the image display in printouts. E.g.: Handover and return protocol. 

Fuel Prices

The user sets fuel prices to calculate the missing amount of fuel after returning the vehicle, and it is also possible to set the time validity according to market developments.

After clicking on Fuel Prices, the Fuel Pricelist code list will open. In this table, rows are set up with each type of fuel product.

For each entered product line for the Fuel Pricelist (e.g.: Petrol) there is a separate table with fuel rates. The user can enter always-valid rates, limited dates.