© tally solutions pvt. ltd. all rights reserved tally.erp 9 for car rental business
TRANSCRIPT
© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 for Car Rental Business
© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 3 3
Structure of Car Rental Operations
Car RentalVehicle & Price
ManagementMIS
Reports
Vehicle Booking & Allocation
Accounts & Payroll
Duty-SlipManagement
© Tally Solutions Pvt. Ltd. All Rights Reserved 4 4
Car Rental Business – An Overview
VEHICLE BOOKING & ALLOCATION
MIS REPORTSACCOUNTS & PAYROLLVEHICLE & PRICE
MANAGEMENTDUTY-SLIP
MANAGEMENT
VEHICLE & DRIVER TRIP & PRICE
CAR RENTAL SOLUTION ON TALLY.ERP 9
· Vehicle groups
· Vehicle models and details
· Vehicle supplier details
· Driver database
· Manage vehicle
- Own vehicle
- Own driver
- Hired vehicle
- Hired driver
· Vehicle expenses report
· Fuel mileage filters
· Reminders for vehicle insurance, PUC etc.
· Trip configuration as multiple packages
· Unique tariff ID
· Booked by and travelled by details
· Driver assignment
· Package trips
· Trip conditions printing on invoice
· Price list report and printing
· Trip with additional discounts
· Defining trip prices
- Night allowance
- Extra charges
- Driver bata
- Discounts, tolls
- Out-station rates
· Vehicle allocation
· Booking pre-closure
· Booking reports
- Date-wise
- Car-wise
- Customer-wise
- Cancelled
- Complimentary
· Reservations with advance payments
· Reminder slips
· Booking summary
· Corporate booking summary
· Corporate order management
· Corporate contracts
· Current reservations for the day
· Contract tracking
- Reservation
- Booking
- Completed
- Overdue contracts
· Commissions for booking agents
· Duty slip reports
- Duty slip register
- Executed duty slip
- Pending duty slip
· Placard printing based on duty slip
· SMS to party as reminder
· SMS to party on booking confirmation
· E-mail duty slip details to customer
· Print driver reporting address
· Pending duty-slip report
· Sales register with duty slip details
· Customer flight and train details for pickup
· Duty slip closure management
- Momentary closure
- Complete closure
- Missed duty slips
· Statutory register
- TDS register
- Service tax register
· Payroll ESI PF
· Employee payroll and cost tracking
· Reminder letters
· Corporate credit management
· Branch-wise reports
· Day-wise reports
· Contract-wise profit-loss reports
· Multiple payment options
· Budgeting and variance
· Store management
· Multiple reporting offices in city
· Billing register
· Outstanding report
· Monthly sale/trip summary
· Vehicle wise expenses
· Booking reports
· Duty slip reports
· Billing reports
· Pricing reports
· Car-wise profit
· Fuel mileage reports
· Cost center wise P&L
· Cost center wise Balance sheet
· Employee performance
· Vehicle productivity
© Tally Solutions Pvt. Ltd. All Rights Reserved 5 5
Car Rental Business – Vehicle & Price Management
Car RentalVehicle & Price
ManagementMIS
Reports
Accounts & Payroll
Duty-SlipManagement
Vehicle Booking & Allocation
© Tally Solutions Pvt. Ltd. All Rights Reserved 6 6
Car Rental Business – Vehicle & Price Management
VEHICLE & PRICE MANAGEMENT
Price Vehicle Driver Trip
· Pricing based on kilometer/mile
· Trip specific pricing
· Pricing based on vehicle type
· Driver costs
· Corporate prices
· General public prices
· Price levels and price list
· Vehicle model
· Chassis number
· Engine number
· Insurance details
· Fitness certificate
· Authorization details
· PUC due date
· Fuel expense
· State permit details
· RTO due date
· Rental vehicle company details
· Own/hired driver details
· Driver payments
· Driver database
· Driver license
· Assigned vehicle
· Driver fines
· Driver advances
· Duty-slip authorizations
· Trip vehicle details
· Trip driver details
· Trip fuel expenses
· Trip other expenses
· Trip cost
· Trip status
· Corporate trips
© Tally Solutions Pvt. Ltd. All Rights Reserved 7 7
Primary Requirement – Vehicle & Price Management
Category / Module Major Requirement Explanation
Vehicle and Price Management
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.
© Tally Solutions Pvt. Ltd. All Rights Reserved 8 8
Tally.ERP 9 Fitment – Vehicle & Price Management
Contd..
SL No. Requirement Part of Tally.ERP 9 Part of Solution
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 9 9
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 10 10
Car Rental Business – Vehicle Booking & Allocation
Car RentalVehicle & Price
ManagementMIS
Reports
Accounts & Payroll
Duty-SlipManagement
Vehicle Booking & Allocation
© Tally Solutions Pvt. Ltd. All Rights Reserved 11 11
Process Flow - Vehicle Booking
VEHICLE BOOKING
Corporate office books the tripCustomer logs in the website to
book for a trip
Representative speaks to the customer and explains trip
rates and vehicle types.
First time customer registered with phone number, name
Corporate Details
Corporate contractdetails are retrieved
Does customer agree for price and vehicle ?
YesCustomer is not interested and booking is not done. Log is
made of the interaction
No
Travel agent books the trip on behalf of customer
Booking office receives customer requirements
Customer calls the agency to enquire and book
Representative collects travel agents details and the trip
details
Representative collects the company and trip details
Representative checks the corporate rates and informs the
travel desk
Confirmation of booking along with booking ID is provided through phone/SMS/eMail/
website
Customer pays the advance amount and booking status is confirmed. Booking charges
are accounted
Corporate bookingdetails are stored
Vehicles available for pickup time?
Yes
Booked by, booked for and payment details are collected
by the customer
Unavailability information is given to customer. Interaction
is logged
No
First time customer registered with phone number, name,
email ID, city
© Tally Solutions Pvt. Ltd. All Rights Reserved 12 12
Process Flow - Vehicle Allocation
Based on time vehicles availability is checked
Vehicle Information
Booking office checks for bookings for the day
Are own vehicle & driver available?
Yes
Is vehicle for hire available?
Vehicle and driver are booked for slot and status updated
Notification is sent to the customer and driver about the
trip in SMS/eMail/Call
Booking office informs customer about vehicle unavailability with regret
No
Yes
No
VEHICLE ALLOCATION
Check with multiple suppliers for the vehicle specified
Advance amount, booking amount is refunded and transaction is logged
Duty-slip is generated
Yes Is customer ok with alternate vehicle?
NoDriver Information
Supplier Information
© Tally Solutions Pvt. Ltd. All Rights Reserved 13 13
Primary Requirement – Vehicle Booking & Allocation
Category / Module Major Requirement Explanation
Vehicle Booking & Allocation
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.
© Tally Solutions Pvt. Ltd. All Rights Reserved 14 14
Tally.ERP 9 Fitment – Vehicle Booking & Allocation
Contd..
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 Yes
12 Tariff plan details while booking Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 15 15
Tally.ERP 9 Fitment – Vehicle Booking & Allocation
SL No. Requirement Part of Tally.ERP 9 Part of Solution
13 SMS reminders Yes
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 Yes
24 Trip reminders to parties Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 16 16
Car Rental Business – Duty Slip Management
Car RentalVehicle & Price
ManagementMIS
Reports
Accounts & Payroll
Duty-SlipManagement
Vehicle Booking & Allocation
© Tally Solutions Pvt. Ltd. All Rights Reserved 17 17
Process Flow – Duty Slip Management
DUTY SLIP MANAGEMENT
Driver receives the duty-slip with pick-up location and time
details
Trip feedback is taken from driver and customer
Booking office contacts the customer. Informs about the
trip details though SMS or call
Driver records trip details: starting time and kilometers are recorded in the system
Does customer confirmpickup time & location?
YesCustomer changes the address and time
No
Driver contacts the customer and informs him before the
pickup time
Duty-slip is marked as complete
Driver records trip details: starting time and kilometers are recorded in the system
Driver collects the fee as per bill and additional charges after the trip completion
Driver informs about the trip completion status to booking
office
Booking office sends, thank you message to customer as
eMail or as SMS
Pending payment for suppliers/ hired drivers, is recorded marked as to be
paid in month end
Trip is completed; additional charges are adjusted in bill
Driver informs the booking office about change in the trip
and system is updated
© Tally Solutions Pvt. Ltd. All Rights Reserved 18 18
Primary Requirement – Duty Slip Management
Category / Module Major Requirement Explanation
Duty Slip Management
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.
© Tally Solutions Pvt. Ltd. All Rights Reserved 19 19
Tally.ERP 9 Fitment – Duty Slip Management
Contd..
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
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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 Yes
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 21 21
Car Rental Business – Accounts & Payroll
Car RentalVehicle & Price
ManagementMIS
Reports
Accounts & Payroll
Duty-SlipManagement
Vehicle Booking & Allocation
© Tally Solutions Pvt. Ltd. All Rights Reserved 22 22
Primary Requirement – Accounts & Payroll
Category / Module Major Requirement Explanation
Accounts & Payroll 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.
© Tally Solutions Pvt. Ltd. All Rights Reserved 23 23
Tally.ERP 9 Fitment – Accounts & Payroll
Contd..
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 24 24
Tally.ERP 9 Fitment – Accounts & Payroll
Contd..
SL No. 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
© Tally Solutions Pvt. Ltd. All Rights Reserved 25 25
Tally.ERP 9 Fitment – Accounts & Payroll
SL No. Requirement Part of Tally.ERP 9 Part of Solution
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 Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 26 26
Car Rental Business – Accounts & Payroll
Car RentalVehicle & Price
ManagementMIS
Reports
Accounts & Payroll
Duty-SlipManagement
Vehicle Booking & Allocation
© Tally Solutions Pvt. Ltd. All Rights Reserved 27 27
Primary Requirement – MIS Reports
Category / Module Major Requirement Explanation
MIS Reports 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 fordrivers 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.
© Tally Solutions Pvt. Ltd. All Rights Reserved 28 28
Tally.ERP 9 Fitment – MIS Reports
Contd..
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
© Tally Solutions Pvt. Ltd. All Rights Reserved 29 29
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 Yes
24 Data import/migration Yes
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