Rental charge rates are defined in rate code records. A rate code should be set up for all the various rates that can be charged. For example, the motor pool may consist of cars, vans, buses, sports utility trucks, and equipment. A rate code should be added for each type of unit if they are to be charged at different rates. The amounts entered in each rate code record will be used at the time of making a reservation or checking out a unit.

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Adding a Rate Code

To add a rate code, select the Rate Code Maintenance menu option (VTA) and then enter password level 1.
The entry fields are as follows:

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Enter the rate code. The rate code field has two parts—the unit rate code and the customer rate. The first part is a four-character field used to number or name the rate. For example, a rate code of V12 might be used for a 12 passenger van; V15 for a 15 passenger van. The second part of the rate code is a one-character field used to indicate the customer rate. The customer rate portion allows different customers to be charged different rates for the same type of unit. Let's suppose your fleet has three pricing levels: level 1the 1-the standard rate, level 2a 2-a better rate, and level 3the 3-the best rate. A 15 passenger van would then have three rate codes defined: V15 -1, V15 -2, and V15 3. The rate code that will be used on a reservation is determined by the rate code in the unit record (VTU ) and the customer rate from the Motor Pool field in the customer record (MCM). Refer to "Unit File Maintenance" and "Customer File Maintenance" later in this chapter for more information.

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This rate's description can be defined by you. The description will print on the rental invoice along with all other charges.

• Flat Rate

The number in this field will be charged once per day along with all other charges.

• Minimum Charge

Enter the minimum amount that will be charged for the rental regardless of the amount of time the unit is rented. If the charges incurred are higher than the minimum charge, the minimum charge will be waived.

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Enter the amount that will be charged if cancellation of the reservation is not made prior to the cancellation date. The cancellation date is located in the Motor Pool Reservation window (VTR). This field is for notational purposes; invoices will not be generated by the Motor Pool option for cancelled reservations.

• Additional Charges

Press the Additional charge Icon, and add up to 20 additional charges for this rate code.

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Changing a Rate Code

To change a rate code:

• Select the Rate Code Maintenance menu option (VTA).
• Enter password level 1.
• Enter the rate code and specify whether the rate code is used for local or long distance travel, or press f1 to select a rate from the lookup list.
• When all changes have been made, press the exit or the save icon then press enter to save the changes. Pressing the esc key will exit the rate code record without saving any of the changes.

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Deleting a Rate Code

To delete a rate code:

• Select the Rate Code Maintenance menu option (VTA).
• Enter password level 1.
• Enter the rate code and specify whether the rate code is used for local or long distance travel, or press f1 to select a rate from the lookup list.
• Press the Delete icon or Utilities, Delete Rate code from the pull-down menu.
• Confirm the deletion.

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