Car Rental

© 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


Structure of Car Rental Operations

Car Rental

Vehicle & Price

Management

MIS

Reports

Vehicle Booking

& Allocation

Accounts &

Payroll

Duty-Slip

Management


Car Rental Business – An Overview

VEHICLE BOOKING &

ALLOCATIONMIS REPORTSACCOUNTS & PAYROLL

VEHICLE & 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 dr iver

- Hired vehicle

- Hired dr iver

· Vehicle expenses report

· Fuel mileage filters

· Reminders for vehicle

insurance, PUC etc.

· Tr ip configuration as

multiple packages

· Unique tar iff ID

· Booked by and travelled

by details

· Driver assignment

· Package tr ips

· Tr ip conditions pr inting

on invoice

· Price list report and

pr inting

· Tr ip with additional

discounts

· Defining tr ip pr ices

- Night allowance

- Extra charges

- Dr iver 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 pr inting based on

duty slip

· SMS to par ty as reminder

· SMS to par ty on booking

confirmation

· E-mail duty slip details to

customer

· Print dr iver 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 var iance

· Store management

· Multiple reporting offices

in city

· Billing register

· Outstanding report

· Monthly sale/tr ip

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


Car Rental Business – Vehicle & Price Management

Car Rental

Vehicle & Price

Management

MIS

Reports

Accounts &

Payroll

Duty-Slip

Management

Vehicle Booking

& Allocation


Car Rental Business – Vehicle & Price Management

VEHICLE & PRICE MANAGEMENT

Price Vehicle Dr iver Tr ip

· Pricing based on

kilometer /mile

· Tr ip specific

pr ic ing

· Pricing based on

vehicle type

· Driver costs

· Corporate pr ices

· General public

pr ices

· Price levels and

pr ice list

· Vehicle model

· Chassis number

· Engine number

· Insurance details

· Fitness cer tificate

· Author ization

details

· PUC due date

· Fuel expense

· State permit details

· RTO due date

· Rental vehicle

company details

· Own/hired dr iver

details

· Driver payments

· Driver database

· Driver license

· Assigned vehicle

· Driver fines

· Driver advances

· Duty-slip

author izations

· Tr ip vehicle details

· Tr ip dr iver details

· Tr ip fuel expenses

· Tr ip other

expenses

· Tr ip cost

· Tr ip status

· Corporate tr ips


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.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.ERP 9 Fitment – Vehicle & Price Management


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


Car Rental Business – Vehicle Booking & Allocation

Car Rental

Vehicle & Price

Management

MIS

Reports

Accounts &

Payroll

Duty-Slip

Management

Vehicle Booking

& Allocation


Process Flow - Vehicle Booking

VEHICLE BOOKING

Corporate office books the tr ipCustomer logs in the website to

book for a tr ip

Representative speaks to the

customer and explains tr ip

rates and vehicle types.

First time customer registered

with phone number, name

Corporate

Details

Corporate contract

details are retr ieved

Does customer agree

for pr ice and vehicle ?

YesCustomer is not interested and

booking is not done. Log is

made of the interaction

No

Travel agent books the tr ip on

behalf of customer

Booking office receives

customer requirements

Customer calls the agency to

enquire and book

Representative collects travel

agents details and the tr ip

details

Representative collects the

company and tr ip 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 booking

details 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


Process Flow - Vehicle Allocation

Based on time vehicles

availability is checked

Vehicle

Information

Booking office checks for

bookings for the day

Are own vehicle & dr iver

available?

Yes

Is vehicle for hire

available?

Vehicle and dr iver are booked

for slot and status updated

Notification is sent to the

customer and dr iver about the

tr ip 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


Primary Requirement – Vehicle Booking & Allocation


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.ERP 9 Fitment – Vehicle Booking & Allocation

Contd..


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.ERP 9 Fitment – Vehicle Booking & Allocation


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


Car Rental Business – Duty Slip Management

Car Rental

Vehicle & Price

Management

MIS

Reports

Accounts &

Payroll

Duty-Slip

Management

Vehicle Booking

& Allocation


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

tr ip details though SMS or call

Dr iver records tr ip details:

star ting time and kilometers

are recorded in the system

Does customer confirm

pickup 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 tr ip details:

star ting time and kilometers

are recorded in the system

Driver collects the fee as per

bill and additional charges

after the tr ip completion

Dr iver informs about the tr ip

completion status to booking

office

Booking office sends, thank

you message to customer as

eMail or as SMS

Pending payment for

suppliers/ hired dr ivers, is

recorded marked as to be

paid in month end

Tr ip is completed; additional

charges are adjusted in bill

Dr iver informs the booking

office about change in the tr ip

and system is updated


Primary Requirement – Duty Slip Management


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.ERP 9 Fitment – Duty Slip Management

Contd..


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


Tally.ERP 9 Fitment – Duty Slip Management


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


Car Rental Business – Accounts & Payroll

Car Rental

Vehicle & Price

Management

MIS

Reports

Accounts &

Payroll

Duty-Slip

Management

Vehicle Booking

& Allocation


Primary Requirement – Accounts & Payroll


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.ERP 9 Fitment – Accounts & Payroll

Contd..


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..


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




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


Car Rental Business – Accounts & Payroll

Car Rental

Vehicle & Price

Management

MIS

Reports

Accounts &

Payroll

Duty-Slip

Management

Vehicle Booking

& Allocation


Primary Requirement – MIS Reports


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 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.


Tally.ERP 9 Fitment – MIS Reports

Contd..


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.ERP 9 Fitment – MIS Reports


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


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

mailto:[email protected]








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