Motor Pool Options

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

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 daily1/2 dayor hourly rate. For each rate basis, select the radio button to specify how partial rental times should be charged.
Rate Basis- Default Charge Options
Hourly- Round up or down to the nearest hour--Round up to the next hour--or Prorate based on the hourly rate
Half Day- Round up or down to the nearest half day--Round up to the next half day--Prorate based on the half day rate--or charge Hourly rate
Daily- Round up or down to the nearest day--Round up to the next day--Prorate based on the day rate--charge Hourly or 1/2 day rate
Weekly- Round up or down to the nearest week--Round up to the next week--Prorate based on the weekly rate--charge Hourly or 1/2 day or Daily rate
Monthly- Round up or down to the nearest month--Round up to the next month--Prorate based on the monthly rate--charge Hourly or 1/2 day or Weekly rate
Yearly- Round up or down to the nearest year--Round up to the next year--Prorate based on the yearly rate--charge 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 Basis- Grace Period Allowed
Hourly- Enter the allowable time for a grace period in minutes format (e.g. 10.00 = 10 minutes, 15.00 = 15 minutes).
All Others- For 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
Check out receipt copies
Check in invoice 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.