1. © Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 for Car Rental Business

2. © 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

3. © Tally Solutions Pvt. Ltd. All Rights Reserved 3 3 Structure of Car Rental Operations Car Rental Vehicle & Price Management MIS Reports Vehicle Booking & Allocation Accounts & Payroll Duty-Slip Management

4. © Tally Solutions Pvt. Ltd. All Rights Reserved 4 4 Car Rental Business – An Overview

5. © Tally Solutions Pvt. Ltd. All Rights Reserved 5 5 Car Rental Business – Vehicle & Price Management Car Rental Vehicle & Price Management MIS Reports Accounts & Payroll Duty-Slip Management Vehicle Booking & Allocation

6. © Tally Solutions Pvt. Ltd. All Rights Reserved 6 6 Car Rental Business – Vehicle & Price Management

7. © Tally Solutions Pvt. Ltd. All Rights Reserved 7 7 Primary Requirement – Vehicle & Price Management Category / ModuleMajor RequirementExplanation Vehicle and Price Management Price managementVehicle 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 configurationSeveral 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 managementVehicles 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 managementDriver database is necessary for corporates and collecting background information is vital. Driver license details, address, contact details need to be stored Supplier configurationCar 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.

8. © Tally Solutions Pvt. Ltd. All Rights Reserved 8 8 Tally.ERP 9 Fitment – Vehicle & Price Management Contd.. SL No.RequirementPart of Tally.ERP 9Part of Solution 1Vehicle group creation (eg: Tata, Mahindra or A/C etc.)Yes 2Vehicle creationYes 3Vehicle creation with details with picturesYes 4Configure tariff plans for vehiclesYes 5Customer defined tariffYes 6Supplier defined tariffYes 7Define minimum kilometers and hoursYes 8Contract based tariff plansYes 9Define outstation ratesYes 10Define rates per kilometerYes 11Define minimum kilometerYes 12Define driver allowanceYes

9. © Tally Solutions Pvt. Ltd. All Rights Reserved 9 9 Tally.ERP 9 Fitment – Vehicle & Price Management SL No.RequirementPart of Tally.ERP 9Part of Solution 13Vehicle details : Insurance and registration detailsYes 14Vehicle details : GPS, Music systems, A/C etc.Yes 15Hired and own vehiclesYes 16Hired and own driver categorizationYes 17Driver details with license informationYes 18Driver language detailsYes 19Vehicle grouping using vehicle typesYes 20Multiple suppliersYes 21Customer specific price listsYes 22Customer specific trip plansYes 23Customer specific vehiclesYes 24Reminders on PUC(Pollution under control), fitness testYes

10. © Tally Solutions Pvt. Ltd. All Rights Reserved 10 Car Rental Business – Vehicle Booking & Allocation Car Rental Vehicle & Price Management MIS Reports Accounts & Payroll Duty-Slip Management Vehicle Booking & Allocation

11. © Tally Solutions Pvt. Ltd. All Rights Reserved 11 Process Flow - Vehicle Booking

12. © Tally Solutions Pvt. Ltd. All Rights Reserved 12 Process Flow - Vehicle Allocation

13. © Tally Solutions Pvt. Ltd. All Rights Reserved 13 Primary Requirement – Vehicle Booking & Allocation Category / ModuleMajor RequirementExplanation Vehicle Booking & Allocation Corporate bookingCar 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 managementAdvance 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 confirmationIt 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 availabilityBooking agent should have the access to information of different plans and rates, minimum kilometer and minimum duration to address the enquiries faster.

14. © Tally Solutions Pvt. Ltd. All Rights Reserved 14 Tally.ERP 9 Fitment – Vehicle Booking & Allocation Contd.. SL No.RequirementPart of Tally.ERP 9Part of Solution 1Corporate bookingYes 2General public bookingYes 3Corporate contracts managementYes 4Driver availability reportYes 5Vehicle availability reportYes 6Multiple corporates and payment termsYes 7Booking party particularsYes 8Travelling party particularsYes 9Paying party(s) particularsYes 10Vehicle filters based on GPS, A/C, driver languageYes 11Advance payment managementYes 12Tariff plan details while bookingYes

15. © Tally Solutions Pvt. Ltd. All Rights Reserved 15 Tally.ERP 9 Fitment – Vehicle Booking & Allocation SL No.RequirementPart of Tally.ERP 9Part of Solution 13SMS remindersYes 14Automated SMS notification on successful bookingYes 15Automated SMS notification on vehicle allocationYes 16Automated SMS notification on vehicle changeYes 17Allocate driver and vehiclesYes 18Re-allocate driver and vehiclesYes 19Booking agent detailsYes 20Collect train and flight details in booking slipYes 21Vehicle start and end kilometersYes 22Unique booking reference numberYes 23Booking commentsYes 24Trip reminders to partiesYes

16. © Tally Solutions Pvt. Ltd. All Rights Reserved 16 Car Rental Business – Duty Slip Management Car Rental Vehicle & Price Management MIS Reports Accounts & Payroll Duty-Slip Management Vehicle Booking & Allocation

17. © Tally Solutions Pvt. Ltd. All Rights Reserved 17 Process Flow – Duty Slip Management

18. © Tally Solutions Pvt. Ltd. All Rights Reserved 18 Primary Requirement – Duty Slip Management Category / ModuleMajor RequirementExplanation Duty Slip Management Duty slip generationDuty slip is generated based on successful allocation of vehicle and driver. Unique duty slip number is used for reference. Tracking duty slipDuty 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 notificationsAutomated 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 managementPayment 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.

19. © Tally Solutions Pvt. Ltd. All Rights Reserved 19 Tally.ERP 9 Fitment – Duty Slip Management Contd.. SL No.RequirementPart of Tally.ERP 9Part of Solution 1Unique duty slip generationYes 2Duty slip: modify tariff planYes 3Duty slip : kilometer detailsYes 4Vehicle details on duty slipYes 5Additional rate details in duty slipYes 6Momentary close of duty slipYes 7Complete close of duty slipYes 8Driver, customer, supplier info from duty slip screenYes 9Billing association with duty slipYes 10Missed duty slip reportYes 11Modify duty slips (eg: customer changes location/time)Yes 12Duty slip vouchersYes

20. © Tally Solutions Pvt. Ltd. All Rights Reserved 20 Tally.ERP 9 Fitment – Duty Slip Management SL No.RequirementPart of Tally.ERP 9Part of Solution 13Columnar report of duty slipsYes 14SMS notification to customer with driver detailsYes 15Customer details in SMS to driver on allocationYes 16Placard printing for driverYes 17Pickup address details with the duty slipYes 18Reminders with the duty slipYes 19Payment, receipt voucher securityYes 20Advanced payment, receipt voucher securityYes 21Duty slip cancellationYes 22Unaddressed/missed duty slip handlingYes 23Pending duty slip reportYes 24Sales register with duty slip detailsYes

21. © Tally Solutions Pvt. Ltd. All Rights Reserved 21 Car Rental Business – Accounts & Payroll Car Rental Vehicle & Price Management MIS Reports Accounts & Payroll Duty-Slip Management Vehicle Booking & Allocation

22. © Tally Solutions Pvt. Ltd. All Rights Reserved 22 Primary Requirement – Accounts & Payroll Category / ModuleMajor RequirementExplanation Accounts & PayrollStatement of accountsBalance sheet, profit and loss statements in schedule VI format, trial balance are needed for the management to track the profitability and expenses. Service tax registerService 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 registerThe 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 managementDriver, staff, booking agents, call center employees database with different levels, pay head configuration, attendance tracking makes salary payment a challenging task. Auditing – direct and remoteAnnual 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 ManagementMore than one branches are found in a city, it is important to track the profitability individually and as group. Remote access and SMSAll the company details can be accessed from anywhere, at anytime. Trip details should be retrievable from mobile phones.

23. © Tally Solutions Pvt. Ltd. All Rights Reserved 23 Tally.ERP 9 Fitment – Accounts & Payroll Contd.. SL No.RequirementPart of Tally.ERP 9Part of Solution 1Balance sheet – Schedule VIYes 2Profit and loss statement – Schedule VIYes 3Daily receipts and paymentsYes 4Multiple payment mode handlingYes 5Stock summery reportYes 6Branch wise vehicle summaryYes 7Branch transfer reportsYes 8Outstanding receivable and payableYes 9Trial balanceYes 10Multiple cheque payment optionYes 11Reminder letter, e-mailsYes 12Staff database handlingYes

24. © Tally Solutions Pvt. Ltd. All Rights Reserved 24 Tally.ERP 9 Fitment – Accounts & Payroll Contd.. SL No.RequirementPart of Tally.ERP 9Part of Solution 13Payroll management for company drivers and staffYes 14TDS, PF, ESI, bonus, for employeeYes 15Employee attendance and leavesYes 16Employee cost trackingYes 17Employee income tax and e-returnYes 18Branch transfer managementYes 19Branch synchronizationYes 20Branch-wise revenue managementYes 21Branch-wise cost trackingYes 22Driver-wise booking reportYes 23Contract-wise profit and lossYes 24Company groupingYes

25. © Tally Solutions Pvt. Ltd. All Rights Reserved 25 Tally.ERP 9 Fitment – Accounts & Payroll SL No.RequirementPart of Tally.ERP 9Part of Solution 25Cash flow, fund flow statementsYes 26Ageing analysis of receivables, debtor wiseYes 27Scenario managementYes 28Ratio analysisYes 29Statutory compliance: Service tax, TDSYes 30Interest calculationYes 31Remote auditingYes 32Foreign currency handlingYes 33Budget and varianceYes 34Bank reconciliationYes 35Remote accessYes 36Corporate credit managementYes

26. © Tally Solutions Pvt. Ltd. All Rights Reserved 26 Car Rental Business – Accounts & Payroll Car Rental Vehicle & Price Management MIS Reports Accounts & Payroll Duty-Slip Management Vehicle Booking & Allocation

27. © Tally Solutions Pvt. Ltd. All Rights Reserved 27 Primary Requirement – MIS Reports Category / ModuleMajor RequirementExplanation MIS ReportsMonthly 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 listsSummary 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.

28. © Tally Solutions Pvt. Ltd. All Rights Reserved 28 Tally.ERP 9 Fitment – MIS Reports Contd.. SL No.RequirementPart of Tally.ERP 9Part of Solution 1Summary report with all the detailsYes 2Booking summary report (Date wise, party wise, vehicle wise, booked by, cancelled etc.) Yes 3Duty slip report (Date wise, party wise, vehicle wise, used by etc.) Yes 4Sales bill registerYes 5Fuel mileage reportYes 6Price list reportYes 7Vehicle availability reportYes 8Business done by vehicle reportYes 9Vehicle productivity reportYes 10Vehicle due dates reportYes 11Driver performance reportYes 12Driver availability reportYes

29. © Tally Solutions Pvt. Ltd. All Rights Reserved 29 Tally.ERP 9 Fitment – MIS Reports SL No.RequirementPart of Tally.ERP 9Part of Solution 13Driver payment details reportYes 14Outstanding reportYes 15Party-wise outstanding reportYes 16Customer registerYes 17Supplier register showing vehicle detailsYes 18Supplier bills reportYes 19Vehicle monthly summary reportYes 20Cost center wise P&LYes 21Cost center wise balance sheetYes 22Unique client ID for tracking the customerYes 23Excel integrationYes 24Data import/migrationYes

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