Rate Code Maintenance

Owned by Enoch Poston
Last updated: Nov 28, 2017
4 min read

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.

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:

  • Rate Code

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 standard rate, level 2-a better rate, and level 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.

  • Travel Area

Enter whether the rate will be used for local or long distance travel.

  • Description

Enter a description for the rate code.

  • Base Rate

Enter the base rate that will be charged for hourly, 1/2 day, daily, weekly, monthly, and yearly rentals. If a flat rate amount is entered, it will be charged on a per day basis—every 24 hours or a part thereof—in addition to any other rate that is charged. For example, if the rate code charges a daily rate of $40.00 and flat rate of $25.00, and the unit is rented for two days, the total rental charge would be $130.00 (40 + 25 = 65 x 2 days).

  • Per Mile 1 and Per Mile 2

Enter the amount that will be charged for each mile traveled (excluding free miles).

  • Free Miles

Enter the number of miles that can be traveled at no charge. When the number of free miles is exceeded, the per mile charge will be assessed. This field is available only if a value was entered in the Per Mile 1 or Per Mile 2 fields. After entering free miles, you have the option of specifying whether the free miles allowed are for the entire reservation or based on the rate unit (hourly, daily, weekly, etc.). For example, if a vehicle is rented for three days and the daily rate allows 50 free miles, selecting the Reservation radio button would allow only 50 free miles for the reservation. Selecting the Rate Unit radio button, however, would allow 150 free miles for the reservation.

  • Alternate Rate 1 and 2

Alternate rates can be set up for hourly, 1/2 day, daily, and flat rates. Alternate rates can be used to offer special pricing for a day or groups of days (e.g. a weekend rate). Check the days that apply to the alternate rate. Next select day(s) as individual days or as group days. Treating the days as individual days means that if the unit is rented on any or all of the selected days, the alternate rate will be charged. Treating days as a group means that in order to qualify for the alternate rate, the unit must be rented during all of the selected days.
The alternate rates are charged from 6:00 P.M. to 6:00 P.M. In the sample alternate rate shown, the alternate rate would be applied from 6:00 P.M. Friday through 6:00 P.M. Sunday; the normal rate would be applied from 6:00 P.M. Sunday through 6:00 P.M. Friday.

  • User-Definable Rate

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.

  • Non-cancel Charge

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.

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.

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.