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In this section of the MyRent™ User Manual we illustrate how to configure the price lists:
Path: RATE > Rate > New
HOW TO CONFIGURE A NEW RATE:
in the pop-up window, I can select the Number of Time Divisions (or add them with the ‘+’) in order to add as many lines as there are time divisions that I want to create.
In Same Rate, if I flag the checkbox, the customer will pay the same amount for the duration of the days indicated.
(for example: the customer rents the vehicle for 6 days and is given the extra day at the same rate).
N.B. It is important to correctly set the durations, as, once created, they can no longer be changed, but it will be necessary to delete the entire price list and make a new one.
For example, let’s imagine we have the following time bands:
– from 1 to 4 days – from 5 to 15 days – over 15 days – monthly blocked amount.
On the Description tab: enter the name I want to attribute to the price list (i.e. Official Price List)
Then I fill in the required fields by entering 0,0 (comma)
Regarding the VAT fields:
The VAT codes fields for taxable amounts and VAT codes for non-taxable amounts are data that are set from the CONFIGURATIONS> Accounting> VAT codes menu
The Location field allows you to restrict the applicability of a price list to a particular location.
The option The rental day expires at hours must be enabled only if you do not want to calculate the rental day in 24 hours; this is because the MyRent™ by default counts the duration of the day of 24 hours in 24 hours (i.e. from 3pm today to 3pm tomorrow = 24 hours = 1 rental day charged).
I set the rental deadline at 11.59pm from 3pm today to 3pm tomorrow = 24h = 2 rental days charged.
Set as the rental expiry time at 9am, so the customer must return the vehicle by 09am the following day
The customer collects the vehicle at 11:30 am if the option is not selected, the customer must return the vehicle by 11:29 am the following day.
In the Rental tab I will find the durations set and from here I can also set the groups by clicking on the button at the bottom left Add Class and Create
Groups are the categories of vehicles previously entered, for each of which the prices must be defined in relation to the set time durations (for info how to Configure Groups).
The spaces for entering the amounts appear automatically, corresponding to the various time durations.
For each time duration, the rate for the extra day must be entered. Below is an example for a group of vehicles:
According to the example, the daily rate for the first time band is € 130, € 120 for the second band, € 110 for the third band, € 2000 for the month.
Considering the first bracket, if the customer rents the vehicle for two days but then keeps it for four, he will pay € 130 for each additional day; for the second bracket he will pay € 120 for each additional day and so on.
In the second bracket, the amount is € 600, which derives from € 120 (daily amount) x 5 (number of days). The reason lies in the fact that MyRent™ calculates the rates as follows: it takes the amount of the rate (600), divides it by the minimum day (5) and multiplies it by the number of days the vehicle is rented. So, every time you create a contract, the system will calculate the daily amount and multiply it by the number of rental days. If we had entered 120 instead of 600, the daily amount would have been € 24 (120/5).
The following is the mathematical algorithm explaining the logic adopted by the system.
Min: x Max: y Fixed amount: z Fee amount: w Extra days amount: h
Daily Amount: w / x j: number of days the vehicle is kept
1) if j <x the tariff cannot be applied
2) if j = x, w applies
3) if j is between x and y (with y included) and if fixed amount = false we have: w / x * j (daily amount for rental days) = rental amount, otherwise the rental amount is w
4) if j> y and if the fixed amount = false: w / x * j + (j – y) * h, if fixed amount = true: w + (j – y) * h.
For the management of particularities such as half day, extra km, accessories, etc…, it is necessary to create options to be associated with the price list (for info how to Configure Optional).
Furthermore, each price list must necessarily be associated with a convention, otherwise, when creating a contract, it will not be possible to select the desired price list (for info how to Configure Convention).
To insert the optionals, I click on the tabs: Insurance, Km or Extra, depending on the type of option I want to insert.
To insert a new Optional, click on Add Optional at the bottom left:
After clicking on Update, the selected Optionals appear in the list.
For each Group I can now add the prices by entering the rate and the extra day:
to facilitate the operations, I can copy the diagram to an Excel file, selecting everything by pressing the Rate button at the bottom right
I open a new Excel file and create my tab there with the groups and prices I can also use some calculation formulas,
once this is done I copy and paste my table from Excel to MyRent™
I go to the first cell and do Ctrl-v – in this way the whole Price List will be populated
I confirm with Update.
N.B. The operators will never directly manage a Price List BUT it will always be associated with a Convention.
The Reservation Source encodes the customer – dealer or renter – and depend on the channel through which the Reservation arrives (the Agreement is a bit of a Macro Filter)
for example, there will be Bookings that arrive from the web, from the Tour Operator, from external rental) so the Agreement can have one or more Price Lists inside it (for info how to Configure Agreement).
Conventions can mask the complexity of managing the rules articulated in identifying the Price List, for example having a Price List that changes depending on the location, season or channel.
It is therefore important to enter the Reservation Source in the configuration phase.
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