This article is a step by step breakdown on how to add your rates to the software, and the different settings that you can use to customize the system to your needs.
There are multiple ways to add rates:
- By bulk the Fill Missing button – this will appear if you have setup your branches, seasons, and vehicle classes.
- One by one.
It also possible to set Rate Types, which allows you to to have sets of rates for specific client groups. For information, on how to use rate type please go to this article.
Where can I find the Rates page?
This page is located in settings, under the Car Rental category, highlighted in dark blue in this picture below.
On the rates table you can create, save and delete filters, view more rows in one page and also view more details and sort them. You can also export your data into an excel file. To learn how to do so, follow these links:
- How to create, save and delete a filter?
- Can I view more rows?
- How to view more columns in the tables and sort them?
- Exporting data
This is the light blue button “Fill Missing” located on the top right of the page, highlighted in orange in the picture below. This method will add the rates by bulk but does not have the decreasing rate structure for you to set if any. You would still have to go to the rates manually to add that.
Once you click this button, a new window will open. This window contains all the rates that you would need to fill in for the particular season and vehicle class. Do note that the system will require the Daily Rate to work.
Click on the blue “Save” button, highlighted in orange in the picture above, to save the changes once you are done.
This is the blue button “Add Rate” located on the top right of the page, highlighted in orange in the picture below. This method will add the rates one by one.
Once you click this button, a new page will open. This page contains all the rates and the settings that you would need to fill in for the particular season and vehicle class. Do note that the system will require the minimum of the Daily Rate to work. Each rate you enter in the system should be without tax percentage (if any) as the system will add the tax on top of the rate.
Click on the blue “Save” button, highlighted in orange in the picture below, to save the changes once you are done.
For a better understanding of how the system calculates the rates, you can refer to the blue boxed “Rate Logic” located on the right of the page, highlighted in orange in the picture below.
You can also delete a rate that you no longer use by clicking the particular rate and clicking the red “Delete” button, located on the top right of the page, highlighted in orange in the picture below.
To enable rates per minute, you can go to Settings > Car Rental > under Rates & Days Calculations > Enable Per Minute Rates
With this feature enabled, you will get an additional field in the Rates module of the vehicle where you can set the Minute Rate and also the functionality to set Decreasing Rate Based on Interval (Per Minute).
Decreasing Rate Structure
When you click yes on either decreasing rate based on interval (per day) or decreasing rate based on interval (per hour), a new section will appear as shown in the picture below.
You can add a new row for intervals by clicking on the blue “Add Row” button. To delete a row, click on the blue “trash bin” button on the right of the row that you would like to delete.
How does the decreasing rate structure work?
For an example of how the structure works, in the picture above, you will be giving a total price of $100 for 4 days, rather than the $160 for 4 days. The formula to count the price is the total price ÷ number of days. The system takes up to 2 decimal places by default. You can change this in the settings by navigating to Settings > Car Rental > Advanced tab > Quantity of decimals to use in Rates.
First, navigate to Settings > Car Rental > Rates & Days Calculations section > Enable Rates per day of the Week
Tick ‘Yes’ and click ‘Save’ at the bottom of the screen.
Note: Please notice that this will work only if the rates based on decreasing intervals is enabled.
Next, you can go to Settings > under Car Rental > Rates > select the rate you want to configure. Now, upon configuring a rate for a vehicle class, when you click ‘Decreasing Rates Based on Interval’ you can which day of the week it will be applied
This is a multiple selection field where you can assign this rate to more than one day.
For example, this is how we set up the weekday and weekend rates as shown below:
Sunday, Friday and Saturday the rate is 3000/day
Monday, Tuesday, Wednesday, and Thursday the rate is 1500/day
For example, the booking starts on Monday and ends on Sunday. The rates in step 2 will be the average of the whole amount as shown below:
So the rates/amounts are as follows:
-Monday to Thursday the total is 6000 (1500 x 4 days)
-Friday to Saturday the total is 6000 (3000 x 2 days)
That is why the total is 12000 and divided by 6 days is 2000. The amount displayed is the average amount. Only the last day of the booking is not counted, for this example is Sunday.
To set up recalculate rates on an early return or recalculate rates on late pickup, navigate to Settings > Car Rental > Rates & Day Calculation section. If you would like to enable either, set “Recalculate Rates on Early Return or Late Pick” to “Yes” as shown in the picture below highlighted in orange.
By doing this, it will always recalculate the rates when it is early return or late pickup. If you would like to only do it per reservation basis, you can set the option to “Yes” in either Step 7 or Step 9. An example of in Step 7 is shown in the picture below.
It is important to note that if the customer does an early pickup or late return, the system will automatically recalculate the charges. Therefore, make sure that the correct date and time is in the system before heading to the next step or closing the reservation.
It is also possible to set up a grace period for rates recalculations on late vehicle return. For more information on how to set this up, you can read this article.