The system handles three types of customer.
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1 Cash customers are invoiced at the time they take the vehicle on the basis that it will be returned on a known date. The book out procedure requires the operator to enter the customers name, address and telephone number together with the speedometer reading and the return date. If the customer is providing their own insurance then details must also be entered. Rates for each vehicle type are held by the system and would not normally be changed. If, however, a special deal is struck in terms of hire rates, excess mileage charges, insurance or deposit then these can be modified for each individual hire. The system also allows delivery/collection charges to be added to the invoice. The bookout routine also allows the operator to record the method of payment (cash, cheque or credit card) and as a check requires the operator to enter the amount paid including any deposit. If this field is left empty the computer requires the operator to positively confirm that no money is being paid.
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When a vehicle is returned by a cash customer it will be booked in with the operator recording the date of return and the speedometer reading together with any fuel, damage and delivery/collection charges. The computer then calculates a new charge for the hire and, if necessary, prints a new invoice or credit note for any balance not accounted for by the money paid against the invoice produced when the vehicle was booked out.
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2 Account customers. When an account customer takes a vehicle the operator records or checks the details of the start date, speedo reading, insurance cover and the rates. At the end of each month the operator uses the account invoicing routine to record the speedometer reading (if it is known or can be estimated) and any fuel or damage charges. The computer calculates the invoice to the nearest complete week for which the vehicle has been on hire and this can be printed with the details being recorded in the dBFLEX accounting sales invoice file.
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When a vehicle is returned by an account customer the return date, speedometer reading and any other additional charges are recorded and an invoice is printed which can be despatched to the customer whenever it may be convenient.
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3 Monthly hire customers. Some customers hire vehicles for a fixed flat rate monthly charge. At the start of the hire they usually pay one, two or three months rental in advance. The bookout routine for such customers requires the operator to enter or confirm the start date, enter the number of months
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