Tally.ERP 9 for car rental

Tally.ERP 9 for Car Rental Business

© Tally Solutions Pvt. Ltd. All Rights Reserved

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

© Tally Solutions Pvt. Ltd. All Rights Reserved 2

Structure of Car Rental Operations

Vehicle & Price MIS
Management Reports
Car Rental

Vehicle Booking Accounts &
& Allocation Payroll

Duty-Slip
Management


Car Rental Business – An Overview


Car Rental Business – Vehicle & Price Management

Vehicle & Price MIS
Management Reports
Car Rental


Duty-Slip
Management


Car Rental Business – Vehicle & Price Management


Primary Requirement – Vehicle & Price Management
Category / Module Major Requirement Explanation
Vehicle and Price Price management Vehicle trip prices vary between corporate to corporate, based on
Management 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.

Tally.ERP 9 Fitment – Vehicle & Price Management
SL No. Requirement Part of Tally.ERP 9 Part of Solution
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

© Tally Solutions Pvt. Ltd. All Rights Reserved Contd.. 8

Tally.ERP 9 Fitment – Vehicle & Price Management
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 Yes
test

Car Rental Business – Vehicle Booking & Allocation

Vehicle & Price MIS
Management Reports
Car Rental


Duty-Slip
Management


Process Flow - Vehicle Booking


Process Flow - Vehicle Allocation


Primary Requirement – Vehicle Booking & Allocation

Vehicle Booking & Corporate booking Car rental company generally has contracts with several
Allocation 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 Booking agent should have access to company owned vehicle
availability 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 As the person booking need not travel or travelled person need
by 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.

Tally.ERP 9 Fitment – Vehicle Booking & Allocation

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 Yes

12 Tariff plan details while booking Yes


Tally.ERP 9 Fitment – Vehicle Booking & Allocation

13 SMS reminders Yes

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 Yes

24 Trip reminders to parties Yes


Car Rental Business – Duty Slip Management

Vehicle & Price MIS
Management Reports
Car Rental


Duty-Slip
Management


Process Flow – Duty Slip Management


Primary Requirement – Duty Slip Management

Duty Slip Duty slip generation Duty slip is generated based on successful allocation of vehicle
Management 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/ Few of the duty slips need to be closed for a short period and
Complete closure reopened. There should be a provision for closing duty slip
momentarily and completely.

Tally.ERP 9 Fitment – Duty Slip Management

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


Tally.ERP 9 Fitment – Duty Slip Management

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 Yes

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


Car Rental Business – Accounts & Payroll

Vehicle & Price MIS
Management Reports
Car Rental


Duty-Slip
Management


Primary Requirement – Accounts & Payroll
Accounts & Payroll 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.

Tally.ERP 9 Fitment – Accounts & Payroll
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


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 Yes


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 Yes


Car Rental Business – Accounts & Payroll

Vehicle & Price MIS
Management Reports
Car Rental


Duty-Slip
Management


Primary Requirement – MIS Reports
MIS Reports Monthly trip summary; Management needs to have a summary report for the business
Duty slip and booking done in a particular period, showing bookings, customers,
reports contracts, suppliers, earnings and expenditures.

Performance reports for Management would be interested in knowing the business by
drivers and vehicles each car/vehicle and each vehicle group. Based on these
reports additional vehicles, pricing decisions can be taken.
Corporate, customer and Detailed customer and supplier details for management, where
supplier registers 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; For tracking costs incurred and to buy new vehicles, mileage
Expenses by vehicle information would be useful for vehicles and vehicle groups.
Cost center-wise balance By defining employees or vehicles as cost centers one can get
sheet and P&L 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 Ability to migrate data from the existing systems to excel,
migration XML format is very important without interruption to business.


Tally.ERP 9 Fitment – MIS Reports

1 Summary report with all the details Yes

2 Booking summary report (Date wise, party wise, Yes
vehicle wise, booked by, cancelled etc.)
3 Duty slip report (Date wise, party wise, vehicle wise, Yes
used by etc.)
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

Tally.ERP 9 Fitment – MIS Reports

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 Yes

24 Data import/migration Yes


Thank You

For any queries, write to us :
team.ti@tallysolutions.com

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http://www.tallysolutions.com/website/html/solutions/segment-vertical-solutions.php


Tally.ERP 9 for car rental

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