See 'Car Hire - V2' in action -CLICK-ON
Overview:

'Car Hire' provides for hire booking for motor cars, but also for any other hire commodity with minimal adaption. Where 'Customers' and 'Vehicles' are specifically maintained, provision is also made for the following:

Vehicle Models as to:
  • Daily hire charge rate
  • Daily 'Over Day' and 'Over-Time' charge rate
  • Mileage charge rate
  • Mileage threshold(Limit)
  • Mileage 'Over-Limit' charge rate
The last four of which can be applied optionally as is required with zero being set within the related maintenance facility to nullify use.

Vehicles/Commodities as to:
  • Manufacturer
  • Model
  • Unique identity - registration number
  • Miles to date - which is appended automatically on the completion of each hire
  • Date of manufacture
  • Last service date
  • Next service date
  • Whether 'Active' and ready for use, or 'Inactive': stored for future use
  • Flagging, whether FREE for use or engaged on hire
  • Unique INDEX identity within a pre-prepared stock of twenty(which can be expanded as required)

 Contacts:

An exclusive 'Contacts' list is provided at the main form, derived directly from the 'Customers' maintenance facility. Additionally, user instructions are provided in 'real-time' within the facility.

Hiring:

'Provisional' in-advance booking is provided for with a sub-form list within the 'Hiring' form. When the 'Base Date' within this form is determined(posted), all provisional bookings for this date and for a further six days in advance are displayed within the sub-form list. Typically, the list displays:
  1. Customer ID and name
  2. Vehicle ID and model
  3. The proposed hire commencement date
  4. The proposed collection and 'book-out' time
  5. The proposed return book-in date and time
  6. Remaining days on the proposed hire
  7. Overdue days on the specific hire
 On the completion of any 'Provisional' hire booking, confirmation documentation - in the form of an itemised confirmation slip - is conveniently produced from within the 'Customer' maintenance form, by choosing the 'Print Confirmation' option. In this way, hard-copy previews are obtained, to be printed in hard-copy form, or to be pasted into MS Outlook/MS Word email documents.

Additionally, an incumbent 'Graphic Schedule' provides for 'Calendar' annotations relative to completed provisional bookings. This features check-boxes for each and every 'active' hire vehicle, throughout the full calendar year range. These are manually checked from OFF to ON in direct relation to completed provisionally booked hirings, co-ordinating vehicles and dates. In this way a graphic picture is formed for user reference, much facilitating the convenient/rapid assessment of occupations and availabilities.

With the current date posted into the 'Base Date' field within the 'Hiring' form, all 'Active' hires are listed in print-preview form, and all completed provisional bookings for the forthcoming week are continuously listed within the displayed sub-form list. Importantly, only provisional bookings within the list can be activated into actual hires because these are the only ones made available within the 'Book-Out' pick-posting facility. When the 'Book-Out' process is completed, the related provisional booking is automatically removed from the sub-form list. Additionally - and very importantly - if an additional provisional booking for the same vehicle is later recorded for the same hire commencement date, it will not appear on the 'Book-Out' pick-posting list, until the vehicle has been booked in again. Thus, disruptive redundant duplication is prevented automatically.

Where the 'Vehicles' maintenance facility provides for the 'To-Date' mileage to be recorded for each and every 'active' and 'non-active' vehicle, the hire 'Book-In' process automatically increments these recordings appertaining to each and every hire completion. It also prompts the user for 'Actuals' in terms of 'Date' and 'Time'(Calendar controlled), subsequently using this data to automatically calculate charges. On the completion of appropriate 'Book-In' processes, related customer detailed invoices are produced directly from the 'Customers' form. Additionally, on-demand date range controlled 'Customer' statements - for repetitive 'Customers' - are easily produced flexibly and easily, similarly. Provisions are also made - from within the main 'Hiring' form, to record vehicle damage details and to view a date-range controlled 'Global' history listing which 'sorts' and 'sums' to each individual 'active' vehicle. This listing is easily made available for business management analysis by means of its incumbent 'Office-Links' facility, featuring an INTREPs shortcut menu(accessed with a right mouse button click) to send all of its contents directly to MS Excel, MS Word or MS Notepad.

 Sequence Of User Operations:
  1. Appropriately populate the sub-form within the 'Models' maintenance form, preceding with a list of 'Manufacturers', appended from within this form
  2. Adopt the existing range of vehicles(20) within the 'Vehicles' form, amending as appropriate, ensuring that all related 'FREE' and 'ACTIVE' check boxes are ticked
  3. Appropriately populate new 'Customers' within the customers maintenance form, ensuring that the 'Active' check box is ticked and that the 'VAT' check box is ticked/unticked appropriately. Naturally, users are able to auto-populate new customers directly from INTREPs 'Prospects-V2-LAN' by means of the 'GET' command button existing within the 'Customers' maintenance form
  4. Populate the sub-form within the main 'Hiring' form with provisional hiring details and produce related 'Confirmations'. With the 'Base' date of the 'Hiring' form defaulting to the current date each time it is opened, all provisional hire bookings with an advanced seven(7) day range of this date are displayed
  5. With a determined provisional booking in view in the sub-form list, use the 'Book-Out' command button to book it out. The 'Out' date and related details are displayed. Confirm these by ticking the 'Confirm' check-box(press the space bar). Users are advised that the related vehicle remains unavailable for re-hires until it has been booked-in again. Subsequently, the related booked-out hiring is listed when the 'Active Hires' - featured at the bottom left of the main 'Hiring' form - is used
  6. With the return of an 'Active-Hire' the vehicle's mileage is re-noted
  7. When the 'Book-In' command button - within the main 'Hiring' form - is used, the appropriate vehicle identity is picked and posted, subsequently displaying facilities to post the new mileage count of the appropriate vehicle. This is directly typed to correspond with the re-noted value. When the RETURN/ENTER key is pressed, confirmation of vehicle mileage re-appendage is displayed
  8. When the flag is acknowledged, a 'No Longer Pending' form appears, prompting for the 'Actual' return date and time. When these are appropriately populated and when the 'Take-Off-Pending' check box is unticked(by pressing the space bar), the hire becomes inactive, duly apportioning the record to 'History', and therefore evident for scrutiny within:
    1. The 'History' listing, reached from within the main 'Hiring' form
    2. The appropriate customer statement, reached from within the 'Customers' maintenance form
 Both of which are easily transferred to MS Word, MS Excel or MS Notepad by means of the INTREPs shortcuts menu to invoke MS Office Links(with a right mouse button click).

Essentially, ‘Car Hire -Version 2’ is an INTREPs MS Office Addition(operating within MS Office, that integrates very efficiently with the following INTREPs MS Office Additions:
   INTREPs Prospect
   INTREPs Bespoke
   INTREPs Catalogue Web Sites(Self Maintained)