The Motor Pool Setup option contains various parameters that control how the system will handle certain situations. These parameters are often referred to as "switches" because they allow certain features to be turned on or off to meet specific needs. Motor Pool parameters should be set up for each facility as needed.
There are two setup screens. To review or modify the existing Motor Pool switches, select the Motor Pool Setup menu option (VTS) and then enter password level 1. The first Motor Pool Setup window will be displayed.
The switches are as follows:
- Partial Rate Default
Partial rate defaults are used to tell the system how to charge for rentals that fall into more than one rate basis. For example, if a unit is being charged a weekly rate and a reservation is made for ten days, seven days will be charged at the weekly rate, three days will be charged according to how the partial rate defaults are set. The extra three days may either be rounded to the nearest week, rounded up to the next full week, prorated based on the weekly rate, or charged the daily1/2 dayor hourly rate. For each rate basis, select the radio button to specify how partial rental times should be charged.
Rate BasisDefault Charge Options
Hourly Round up or down to the nearest hourRound up to the next houror Prorate based on the hourly rate
Half Day Round up or down to the nearest half dayRound up to the next half dayProrate based on the half day rateor charge Hourly rate
Daily Round up or down to the nearest dayRound up to the next dayProrate based on the day ratecharge Hourly or 1/2 day rate
Weekly Round up or down to the nearest weekRound up to the next weekProrate based on the weekly ratecharge Hourly or 1/2 day or Daily rate
Monthly Round up or down to the nearest monthRound up to the next monthProrate based on the monthly ratecharge Hourly or 1/2 day or Weekly rate
Yearly Round up or down to the nearest yearRound up to the next yearProrate based on the yearly ratecharge Hourly or 1/2 day or Weekly or Monthly rate
- Rate Grace Periods
Select the YES or NO radio button to specify whether to use grace periods. Grace periods allow extra time, at no charge, for late rental returns. For example, a unit is rented for an hour and is returned ten minutes late. If a grace period is not allowed, the customer will get charged for the extra ten minutes. If a grace period of ten minutes is allowed, the customer will not be charged for the additional time.
Rate BasisGrace Period Allowed
HourlyEnter the allowable time for a grace period in minutes format (e.g. 10.00 = 10 minutes, 15.00 = 15 minutes).
All OthersFor Half Day, Daily, Weekly, Monthly, and Yearly rates, enter the allowable time for a grace period in hours and minutes format. The minutes are entered in tenths (e.g. 00.25 = 15 minutes, 01.50 = 1 1/2 hours). To convert minutes into tenths, divide the number of minutes by 60 (15 minutes / 60 = .25, 30 minutes / 60 = .50).
- Printing Defaults
Specify the printing preference. The selections made here will be used as the default when confirmations, invoices, and receipts are printed.
Default Option |
Description/Action Needed |
Print "Mail To" on confirmation? |
Prints a section with the customer name and address on the reservation confirmation. Select the YES or NO radio button. |
Print "Mail To" on invoices? |
Prints a section with the customer name and address on the invoice. Select the YES or NO radio button. |
Print "Cancel by" line on confirmation? |
Prints a date on the reservation confirmation to remind customers when cancellations must be made before charges are incurred. Select the YES or NO radio button. |
Reservation confirmation copies |
Specify the number of copies to print. These defaults will be used only when printing from the Reservation, Check Out, and Check In menu options (VTR, VTO, and VTI). |
In the text version of RTA (UNIX), this completes the first Motor Pool Setup window. Verify the selections made. Use the up arrow and down arrow keys or use the mouse to move to any fields requiring modification. Choose the SCREEN 2 button to go to setup the last switches.
- Validate License
Select the YES or NO radio button to specify if the renters Driver's license number is required when a vehicle is checked out. Choose the OK button to save and exit. Choose the CANCEL button to exit without saving.