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
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Structure of Car Rental Operations
Vehicle & Price Management
Car Rental
MIS Reports
Accounts & Payroll
Vehicle Booking & Allocation
Duty-Slip Management
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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
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Car Rental Business – Vehicle & Price Management
Vehicle & Price Management
Car Rental
MIS Reports
Accounts & Payroll
Vehicle Booking & Allocation
Duty-Slip Management
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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
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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.
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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
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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
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Car Rental Business – Vehicle Booking & Allocation
Vehicle & Price Management
Car Rental
MIS Reports
Accounts & Payroll
Vehicle Booking & Allocation
Duty-Slip Management
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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
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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
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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.
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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
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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
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Yes
Yes Yes 15
Car Rental Business – Duty Slip Management
Vehicle & Price Management
Car Rental
MIS Reports
Accounts & Payroll
Vehicle Booking & Allocation
Duty-Slip Management
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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
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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.
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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
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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
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Yes
20
Car Rental Business – Accounts & Payroll
Vehicle & Price Management
Car Rental
MIS Reports
Accounts & Payroll
Vehicle Booking & Allocation
Duty-Slip Management
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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.
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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
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Contd.. 23
Tally.ERP 9 Fitment – Accounts & Payroll 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
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Yes Contd.. 24
Tally.ERP 9 Fitment – Accounts & Payroll SL No.
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
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Part of Solution
Yes 25
Car Rental Business – Accounts & Payroll
Vehicle & Price Management
Car Rental
MIS Reports
Accounts & Payroll
Vehicle Booking & Allocation
Duty-Slip Management
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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.
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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
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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
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Yes Yes 29
Thank You
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