Car Rental

Tally.ERP 9 for Car Rental Business

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Agenda

•

Car Rental Business – An Overview

•

Structure of Car Rental Operations

•

Tally.ERP 9 for Car Rental Business •

Business Process Flow

•

Primary Requirement

•

Tally.ERP 9 – Fitment


2

Structure of Car Rental Operations

Vehicle & Price Management

Car Rental

MIS Reports

Accounts & Payroll

Vehicle Booking & Allocation

Duty-Slip Management


3

Car Rental Business – An Overview CAR RENTAL SOLUTION ON TALLY.ERP 9

VEHICLE & PRICE MANAGEMENT

VEHICLE BOOKING & ALLOCATION

· Vehicle allocation VEHICLE & DRIVER

TRIP & PRICE

· Vehicle models and details · Vehicle supplier details · Dr iver database · Manage vehicle - Own vehicle - Own dr iver - Hir ed vehicle - Hir ed dr iver · Vehicle expenses r epor t · Fuel mileage filter s · Reminder s for vehicle insur ance, PUC etc.

· Tr ip configur ation as multiple packages · Unique tar iff ID · Booked by and tr avelled by details

- TDS r egister

· Booking r epor ts

- Executed duty slip

- Ser vice tax r egister

- Car -wise - Customer -wise - Cancelled - Complimentar y · Reser vations with advance payments

· Package tr ips

· Reminder slips

· Pr ice list r epor t and pr inting · Tr ip with additional discounts

· Booking summar y · Cor por ate booking summar y · Cor por ate or der management

- Pending duty slip

· Payr oll ESI PF

MIS REPORTS

· Monthly sale/tr ip summar y · Vehicle wise expenses · Booking r epor ts · Duty slip r epor ts

· Placar d pr inting based on duty slip

· Employee payr oll and cost tr acking

· SMS to par ty as r eminder

· Reminder letter s

· Pr icing r epor ts

· SMS to par ty on booking confir mation

· Cor por ate cr edit management

· Car -wise pr ofit

· E-mail duty slip details to customer

· Br anch-wise r epor ts

· Pr int dr iver r epor ting addr ess · Pending duty-slip r epor t · Sales r egister with duty slip details

· Cor por ate contr acts

· Customer flight and tr ain details for pickup

- Night allowance

· Cur r ent r eser vations for the day

· Duty slip closur e management

- Extr a char ges

· Contr act tr acking

· Defining tr ip pr ices

· Statutor y r egister

- Duty slip r egister

· Dr iver assignment · Tr ip conditions pr inting on invoice

· Duty slip r epor ts

ACCOUNTS & PAYROLL

· Booking pr e-closur e - Date-wise

· Vehicle gr oups

DUTY-SLIP MANAGEMENT

- Momentar y closur e

- Dr iver bata

- Reser vation

- Complete closur e

- Discounts, tolls

- Booking

- Missed duty slips

- Out-station r ates

- Completed

· Day-wise r epor ts · Contr act-wise pr ofit-loss r epor ts · Multiple payment options

· Billing r epor ts

· Fuel mileage r epor ts · Cost center wise P&L · Cost center wise Balance sheet · Employee per for mance · Vehicle pr oductivity

· Budgeting and var iance · Stor e management · Multiple r epor ting offices in city · Billing r egister · Outstanding r epor t

- Over due contr acts · Commissions for booking agents


4

Car Rental Business – Vehicle & Price Management


Car Rental

MIS Reports

Accounts & Payroll




5

Car Rental Business – Vehicle & Price Management VEHICLE & PRICE MANAGEMENT

Pr ice

· Pr icing based on kilometer /mile · Tr ip specific pr icing · Pr icing based on vehicle type · Dr iver costs · Cor por ate pr ices · Gener al public pr ices · Pr ice levels and pr ice list

Vehicle

· Vehicle model · Chassis number · Engine number

Dr iver

Tr ip

· Own/hir ed dr iver details

· Tr ip vehicle details

· Dr iver payments

· Tr ip fuel expenses

· Dr iver database

· Tr ip dr iver details

· Dr iver license

· Tr ip other expenses

· Assigned vehicle

· Tr ip cost

· Dr iver fines

· Tr ip status

· PUC due date

· Dr iver advances

· Cor por ate tr ips

· Fuel expense

· Duty-slip author izations

· Insur ance details · Fitness cer tificate · Author ization details

· State per mit details · RTO due date · Rental vehicle company details


6

Primary Requirement – Vehicle & Price Management Category / Module Vehicle and Price Management

Major Requirement

Explanation

Price management

Vehicle trip prices vary between corporate to corporate, based on the contracts. Prices also keep changing with fuel rates. Car rental company needs to define prices for different trips, vehicle types, city and contract, management decisions. The pricing would involve several factors like additional charges like driver bata, toll charges, fines, repairs, overtime etc.

Trip configuration

Several different travel packages and plans are used by rental companies, based on distance, interstate, tourist, corporate customers. It is very important to be able to change these configurations at anytime during the year.

Vehicle management

Vehicles used in car rental company are usually a mix of company owned vehicles, drivers and hired vehicles. Vehicle details like engine, model type, registration details, GPS(Geo Positioning System), A/C availability can be stored for easier tracking.

Driver management

Driver database is necessary for corporates and collecting background information is vital. Driver license details, address, contact details need to be stored

Supplier configuration

Car rental companies use hired vehicles from vehicle suppliers. It is important to keep the details of multiple suppliers with multiple rates needs to be tracked.


7

Tally.ERP 9 Fitment – Vehicle & Price Management SL No.

Requirement

1

Vehicle group creation (eg: Tata, Mahindra or A/C etc.)

Yes

2

Vehicle creation

Yes

3

Vehicle creation with details with pictures

Yes

4

Configure tariff plans for vehicles

Yes

5

Customer defined tariff

Yes

6

Supplier defined tariff

Yes

7

Define minimum kilometers and hours

Yes

8

Contract based tariff plans

Yes

9

Define outstation rates

Yes

10

Define rates per kilometer

Yes

11

Define minimum kilometer

Yes

12

Define driver allowance

Yes


Part of Tally.ERP 9

Part of Solution

Contd..

8

Tally.ERP 9 Fitment – Vehicle & Price Management SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

13

Vehicle details : Insurance and registration details

Yes

14

Vehicle details : GPS, Music systems, A/C etc.

Yes

15

Hired and own vehicles

Yes

16

Hired and own driver categorization

Yes

17

Driver details with license information

Yes

18

Driver language details

Yes

19

Vehicle grouping using vehicle types

Yes

20

Multiple suppliers

Yes

21

Customer specific price lists

Yes

22

Customer specific trip plans

Yes

23

Customer specific vehicles

Yes

24

Reminders on PUC(Pollution under control), fitness test

Yes


9

Car Rental Business – Vehicle Booking & Allocation


Car Rental

MIS Reports

Accounts & Payroll




10

Process Flow - Vehicle Booking VEHICLE BOOKING

Customer calls the agency to enquir e and book

Tr avel agent books the tr ip on behalf of customer

Repr esentative speaks to the customer and explains tr ip r ates and vehicle types. Fir st time customer r egister ed with phone number , name

No

Customer is not inter ested and booking is not done. Log is made of the inter action

Does customer agr ee for pr ice and vehicle ?

Repr esentative collects tr avel agents details and the tr ip details

Customer logs in the website to book for a tr ip

Cor por ate office books the tr ip

Fir st time customer r egister ed with phone number , name, email ID, city

Repr esentative collects the company and tr ip details

Booking office r eceives customer r equir ements

Repr esentative checks the cor por ate r ates and infor ms the tr avel desk

Cor por ate contr act details ar e r etr ieved

Yes

No

Vehicles available for pickup time? Yes

Unavailability infor mation is given to customer . Inter action is logged

Cor por ate Details

Booked by, booked for and payment details ar e collected by the customer

Cor por ate booking details ar e stor ed

Confir mation of booking along with booking ID is pr ovided thr ough phone/SMS/eMail/ website

Customer pays the advance amount and booking status is confir med. Booking char ges ar e accounted


11

Process Flow - Vehicle Allocation VEHICLE ALLOCATION

Booking office checks for bookings for the day

Vehicle Infor mation

Supplier Infor mation

Based on time vehicles availability is checked

Ar e own vehicle & dr iver available?

No

Check with multiple supplier s for the vehicle specified

Is vehicle for hir e available?

Yes

Yes

Dr iver Infor mation

Vehicle and dr iver ar e booked for slot and status updated

Duty-slip is gener ated

No

Yes

Is customer ok with alter nate vehicle?

No

Booking office infor ms customer about vehicle unavailability with r egr et

Advance amount, booking amount is r efunded and tr ansaction is logged

Notification is sent to the customer and dr iver about the tr ip in SMS/eMail/Call


12

Primary Requirement – Vehicle Booking & Allocation Category / Module Vehicle Booking & Allocation

Major Requirement

Explanation

Corporate booking

Car rental company generally has contracts with several corporates with separate contracts and agreed rates. It is very important to apply these rates to individual corporate bills. Separate receivable details are needed to track for the settling monthly bills.

Advance management

Advance paid during booking should be tracked in the final bill. The corporate advances need to be tracked under separate management report.

Vehicle and driver availability

Booking agent should have access to company owned vehicle and hired vehicle database for availability information. Also it is useful to track which driver is in what trip.

Booking confirmation

It is desirable to send SMS confirmation to customer automatically on successful booking and vehicle allocation.

Booked by, travelled by, paid by

As the person booking need not travel or travelled person need not pay, there should be a provision to capture the details of person(s) booking, travelling, paying for the trip.

Tariff plans availability

Booking agent should have the access to information of different plans and rates, minimum kilometer and minimum duration to address the enquiries faster.


13

Tally.ERP 9 Fitment – Vehicle Booking & Allocation SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

1

Corporate booking

Yes

2

General public booking

Yes

3

Corporate contracts management

Yes

4

Driver availability report

Yes

5

Vehicle availability report

Yes

6

Multiple corporates and payment terms

Yes

7

Booking party particulars

Yes

8

Travelling party particulars

Yes

9

Paying party(s) particulars

Yes

10

Vehicle filters based on GPS, A/C, driver language

Yes

11

Advance payment management

12

Tariff plan details while booking


Yes Yes Contd.. 14

Tally.ERP 9 Fitment – Vehicle Booking & Allocation SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

13

SMS reminders

14

Automated SMS notification on successful booking

Yes

15

Automated SMS notification on vehicle allocation

Yes

16

Automated SMS notification on vehicle change

Yes

17

Allocate driver and vehicles

Yes

18

Re-allocate driver and vehicles

Yes

19

Booking agent details

Yes

20

Collect train and flight details in booking slip

Yes

21

Vehicle start and end kilometers

Yes

22

Unique booking reference number

Yes

23

Booking comments

24

Trip reminders to parties


Yes

Yes Yes 15

Car Rental Business – Duty Slip Management


Car Rental

MIS Reports

Accounts & Payroll




16

Process Flow – Duty Slip Management DUTY SLIP MANAGEMENT Dr iver r eceives the duty-slip with pick-up location and time details

Booking office contacts the customer . Infor ms about the tr ip details though SMS or call

Dr iver contacts the customer and infor ms him befor e the pickup time

Customer changes the addr ess and time

No

Does customer confir m pickup time & location?

Yes

Dr iver r ecor ds tr ip details: star ting time and kilometer s ar e r ecor ded in the system

Dr iver infor ms the booking office about change in the tr ip and system is updated

Dr iver r ecor ds tr ip details: star ting time and kilometer s ar e r ecor ded in the system

Tr ip is completed; additional char ges ar e adjusted in bill

Dr iver collects the fee as per bill and additional char ges after the tr ip completion


Dr iver infor ms about the tr ip completion status to booking office

Booking office sends, thank you message to customer as eMail or as SMS

Duty-slip is marked as complete

Trip feedback is taken from driver and customer

Pending payment for supplier s/ hir ed dr iver s, is r ecor ded mar ked as to be paid in month end

17

Primary Requirement – Duty Slip Management Category / Module Duty Slip Management

Major Requirement

Explanation

Duty slip generation

Duty slip is generated based on successful allocation of vehicle and driver. Unique duty slip number is used for reference .

Tracking duty slip

Duty slip needs to be updated with the status like closed, open, unassigned, missed, closed, momentary close. This helps in getting a pending report on a particular day for the booking office.

Duty slip notifications

Automated SMS or email notifications are sent to customer on duty slip generation, with driver details, pick up time and pickup location. This will reduce manual work and confusion. Changes in drivers or vehicle can also be notified to customer. Driver is also notified with trip details through SMS.

Payment management

Payment against duty slip needs to be made. When there are several corporate bookings or several bookings by a client, it becomes hard to track what payment is for which duty slip. Cash payments for non-corporate trips are also to be accounted.

Momentary closure/ Complete closure

Few of the duty slips need to be closed for a short period and reopened. There should be a provision for closing duty slip momentarily and completely.


18

Tally.ERP 9 Fitment – Duty Slip Management SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

1

Unique duty slip generation

Yes

2

Duty slip: modify tariff plan

Yes

3

Duty slip : kilometer details

Yes

4

Vehicle details on duty slip

Yes

5

Additional rate details in duty slip

Yes

6

Momentary close of duty slip

Yes

7

Complete close of duty slip

Yes

8

Driver, customer, supplier info from duty slip screen

Yes

9

Billing association with duty slip

Yes

10

Missed duty slip report

Yes

11

Modify duty slips (eg: customer changes location/time)

Yes

12

Duty slip vouchers

Yes


Contd.. 19

Tally.ERP 9 Fitment – Duty Slip Management SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

13

Columnar report of duty slips

Yes

14

SMS notification to customer with driver details

Yes

15

Customer details in SMS to driver on allocation

Yes

16

Placard printing for driver

Yes

17

Pickup address details with the duty slip

Yes

18

Reminders with the duty slip

Yes

19

Payment, receipt voucher security

20

Advanced payment, receipt voucher security

Yes

21

Duty slip cancellation

Yes

22

Unaddressed/missed duty slip handling

Yes

23

Pending duty slip report

Yes

24

Sales register with duty slip details

Yes


Yes

20

Car Rental Business – Accounts & Payroll


Car Rental

MIS Reports

Accounts & Payroll




21

Primary Requirement – Accounts & Payroll Category / Module

Accounts & Payroll

Major Requirement

Explanation

Statement of accounts

Balance sheet, profit and loss statements in schedule VI format, trial balance are needed for the management to track the profitability and expenses.

Service tax register

Service tax need to be tracked for compliance of statutory rules. Tracking service tax paid for each trip and total service tax becomes challenging task.

TDS register

The car rental company uses hired vehicles and drivers from several suppliers. TDS register is an important element used for tracking the tax paid in these engagements.

Payroll management

Driver, staff, booking agents, call center employees database with different levels, pay head configuration, attendance tracking makes salary payment a challenging task.

Auditing – direct and remote

Annual auditing is an important factor for every business. Car rental companies need to get the service tax paid, assets declared, TDS paid and other details audited by CA.

Branch Management

More than one branches are found in a city, it is important to track the profitability individually and as group.

Remote access and SMS

All the company details can be accessed from anywhere, at anytime. Trip details should be retrievable from mobile phones.


22

Tally.ERP 9 Fitment – Accounts & Payroll SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

1

Balance sheet – Schedule VI

Yes

2

Profit and loss statement – Schedule VI

Yes

3

Daily receipts and payments

Yes

4

Multiple payment mode handling

Yes

5

Stock summery report

Yes

6

Branch wise vehicle summary

Yes

7

Branch transfer reports

Yes

8

Outstanding receivable and payable

Yes

9

Trial balance

Yes

10

Multiple cheque payment option

Yes

11

Reminder letter, e-mails

Yes

12

Staff database handling

Yes


Contd.. 23


Requirement

Part of Tally.ERP 9

Part of Solution

13

Payroll management for company drivers and staff

Yes

14

TDS, PF, ESI, bonus, for employee

Yes

15

Employee attendance and leaves

Yes

16

Employee cost tracking

Yes

17

Employee income tax and e-return

Yes

18

Branch transfer management

Yes

19

Branch synchronization

Yes

20

Branch-wise revenue management

Yes

21

Branch-wise cost tracking

Yes

22

Driver-wise booking report

Yes

23

Contract-wise profit and loss

Yes

24

Company grouping


Yes Contd.. 24


Requirement

Part of Tally.ERP 9

25

Cash flow, fund flow statements

Yes

26

Ageing analysis of receivables, debtor wise

Yes

27

Scenario management

Yes

28

Ratio analysis

Yes

29

Statutory compliance: Service tax, TDS

Yes

30

Interest calculation

Yes

31

Remote auditing

Yes

32

Foreign currency handling

Yes

33

Budget and variance

Yes

34

Bank reconciliation

Yes

35

Remote access

Yes

36

Corporate credit management


Part of Solution

Yes 25

Car Rental Business – Accounts & Payroll


Car Rental

MIS Reports

Accounts & Payroll




26

Primary Requirement – MIS Reports Category / Module MIS Reports

Major Requirement

Explanation

Monthly trip summary; Duty slip and booking reports

Management needs to have a summary report for the business done in a particular period, showing bookings, customers, contracts, suppliers, earnings and expenditures.

Performance reports for drivers and vehicles

Management would be interested in knowing the business by each car/vehicle and each vehicle group. Based on these reports additional vehicles, pricing decisions can be taken.

Corporate, customer and supplier registers

Detailed customer and supplier details for management, where they can see receivable and trip summary for corporates.

Price lists

Summary sheet showing all the different plans and prices offered, eases price related decisions for management.

Fuel mileage reports; Expenses by vehicle

For tracking costs incurred and to buy new vehicles, mileage information would be useful for vehicles and vehicle groups.

Cost center-wise balance sheet and P&L

By defining employees or vehicles as cost centers one can get profit and loss details. This helps in understanding how a branch is performing, how employees are performing and how vehicle groups are performing.

Excel integration and data migration

Ability to migrate data from the existing systems to excel, XML format is very important without interruption to business.


27

Tally.ERP 9 Fitment – MIS Reports SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

1

Summary report with all the details

Yes

2

Booking summary report (Date wise, party wise, vehicle wise, booked by, cancelled etc.)

Yes

3

Duty slip report (Date wise, party wise, vehicle wise, used by etc.)

Yes

4

Sales bill register

Yes

5

Fuel mileage report

Yes

6

Price list report

Yes

7

Vehicle availability report

Yes

8

Business done by vehicle report

Yes

9

Vehicle productivity report

Yes

10

Vehicle due dates report

Yes

11

Driver performance report

Yes

12

Driver availability report

Yes


Contd.. 28

Tally.ERP 9 Fitment – MIS Reports SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

13

Driver payment details report

Yes

14

Outstanding report

Yes

15

Party-wise outstanding report

Yes

16

Customer register

Yes

17

Supplier register showing vehicle details

Yes

18

Supplier bills report

Yes

19

Vehicle monthly summary report

Yes

20

Cost center wise P&L

Yes

21

Cost center wise balance sheet

Yes

22

Unique client ID for tracking the customer

Yes

23

Excel integration

24

Data import/migration


Yes Yes 29

Thank You

For any queries, write to us : [email protected] To find out more, visit : http://www.tallysolutions.com/website/html/solutions/segment-vertical-solutions.php


30

Car Rental

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