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Tally.

ERP 9 for Car Rental Business

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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

Structure of Car Rental Operations

Vehicle & Price


Management

Car Rental

MIS
Reports

Accounts &
Payroll

Vehicle Booking
& Allocation

Duty-Slip
Management

Tally Solutions Pvt. Ltd. All Rights Reserved

Car Rental Business An Overview


CAR RENTAL SOLUTION ON TALLY.ERP 9

VEHICLE & PRICE


MANAGEMENT

VEHICLE BOOKING &


ALLOCATION

Vehicle allocation
VEHICLE & DRIVER

TRIP & PRICE

Vehicle models and


details
Vehicle supplier details
Dr iver database
Manage vehicle
- Own vehicle
- Own dr iver
- Hir ed vehicle
- Hir ed dr iver
Vehicle expenses r epor t
Fuel mileage filter s
Reminder s for vehicle
insur ance, PUC etc.

Tr ip configur ation as
multiple packages
Unique tar iff ID
Booked by and tr avelled
by details

- TDS r egister

Booking r epor ts

- Executed duty slip

- Ser vice tax r egister

- Car -wise
- Customer -wise
- Cancelled
- Complimentar y
Reser vations with
advance payments

Package tr ips

Reminder slips

Pr ice list r epor t and


pr inting
Tr ip with additional
discounts

Booking summar y
Cor por ate booking
summar y
Cor por ate or der
management

- Pending duty slip

Payr oll ESI PF

MIS REPORTS

Monthly sale/tr ip
summar y
Vehicle wise expenses
Booking r epor ts
Duty slip r epor ts

Placar d pr inting based on


duty slip

Employee payr oll and


cost tr acking

SMS to par ty as r eminder

Reminder letter s

Pr icing r epor ts

SMS to par ty on booking


confir mation

Cor por ate cr edit


management

Car -wise pr ofit

E-mail duty slip details to


customer

Br anch-wise r epor ts

Pr int dr iver r epor ting


addr ess
Pending duty-slip r epor t
Sales r egister with duty
slip details

Cor por ate contr acts

Customer flight and tr ain


details for pickup

- Night allowance

Cur r ent r eser vations for


the day

Duty slip closur e


management

- Extr a char ges

Contr act tr acking

Defining tr ip pr ices

Statutor y r egister

- Duty slip r egister

Dr iver assignment
Tr ip conditions pr inting
on invoice

Duty slip r epor ts

ACCOUNTS & PAYROLL

Booking pr e-closur e
- Date-wise

Vehicle gr oups

DUTY-SLIP
MANAGEMENT

- Momentar y closur e

- Dr iver bata

- Reser vation

- Complete closur e

- Discounts, tolls

- Booking

- Missed duty slips

- Out-station r ates

- Completed

Day-wise r epor ts
Contr act-wise pr ofit-loss
r epor ts
Multiple payment options

Billing r epor ts

Fuel mileage r epor ts


Cost center wise P&L
Cost center wise Balance
sheet
Employee per for mance
Vehicle pr oductivity

Budgeting and var iance


Stor e management
Multiple r epor ting offices
in city
Billing r egister
Outstanding r epor t

- Over due contr acts


Commissions for booking
agents

Tally Solutions Pvt. Ltd. All Rights Reserved

Car Rental Business Vehicle & Price Management

Vehicle & Price


Management

Car Rental

MIS
Reports

Accounts &
Payroll

Vehicle Booking
& Allocation

Duty-Slip
Management

Tally Solutions Pvt. Ltd. All Rights Reserved

Car Rental Business Vehicle & Price Management


VEHICLE & PRICE MANAGEMENT

Pr ice

Pr icing based on
kilometer /mile
Tr ip specific
pr icing
Pr icing based on
vehicle type
Dr iver costs
Cor por ate pr ices
Gener al public
pr ices
Pr ice levels and
pr ice list

Vehicle

Vehicle model
Chassis number
Engine number

Dr iver

Tr ip

Own/hir ed dr iver
details

Tr ip vehicle details

Dr iver payments

Tr ip fuel expenses

Dr iver database

Tr ip dr iver details

Dr iver license

Tr ip other
expenses

Assigned vehicle

Tr ip cost

Dr iver fines

Tr ip status

PUC due date

Dr iver advances

Cor por ate tr ips

Fuel expense

Duty-slip
author izations

Insur ance details


Fitness cer tificate
Author ization
details

State per mit details


RTO due date
Rental vehicle
company details

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Primary Requirement Vehicle & Price Management


Category / Module
Vehicle and Price
Management

Major Requirement

Explanation

Price management

Vehicle 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 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.

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Tally.ERP 9 Fitment Vehicle & Price Management


SL No.

Requirement

Vehicle group creation (eg: Tata, Mahindra or A/C etc.)

Yes

Vehicle creation

Yes

Vehicle creation with details with pictures

Yes

Configure tariff plans for vehicles

Yes

Customer defined tariff

Yes

Supplier defined tariff

Yes

Define minimum kilometers and hours

Yes

Contract based tariff plans

Yes

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

Part of Tally.ERP 9

Part of Solution

Contd..

Tally.ERP 9 Fitment Vehicle & Price Management


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

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 test

Yes

Tally Solutions Pvt. Ltd. All Rights Reserved

Car Rental Business Vehicle Booking & Allocation

Vehicle & Price


Management

Car Rental

MIS
Reports

Accounts &
Payroll

Vehicle Booking
& Allocation

Duty-Slip
Management

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10

Process Flow - Vehicle Booking


VEHICLE BOOKING

Customer calls the agency to


enquir e and book

Tr avel agent books the tr ip on


behalf of customer

Repr esentative speaks to the


customer and explains tr ip
r ates and vehicle types.
Fir st time customer r egister ed
with phone number , name

No

Customer is not inter ested and


booking is not done. Log is
made of the inter action

Does customer agr ee


for pr ice and vehicle ?

Repr esentative collects tr avel


agents details and the tr ip
details

Customer logs in the website to


book for a tr ip

Cor por ate office books the tr ip

Fir st time customer r egister ed


with phone number , name,
email ID, city

Repr esentative collects the


company and tr ip details

Booking office r eceives


customer r equir ements

Repr esentative checks the


cor por ate r ates and infor ms the
tr avel desk

Cor por ate contr act


details ar e r etr ieved

Yes

No

Vehicles available
for pickup time?
Yes

Unavailability infor mation is


given to customer . Inter action
is logged

Cor por ate


Details

Booked by, booked for and


payment details ar e collected
by the customer

Cor por ate booking


details ar e stor ed

Confir mation of booking along


with booking ID is pr ovided
thr ough phone/SMS/eMail/
website

Customer pays the advance


amount and booking status is
confir med. Booking char ges
ar e accounted

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Process Flow - Vehicle Allocation


VEHICLE ALLOCATION

Booking office checks for


bookings for the day

Vehicle
Infor mation

Supplier
Infor mation

Based on time vehicles


availability is checked

Ar e own vehicle & dr iver


available?

No

Check with multiple supplier s


for the vehicle specified

Is vehicle for hir e


available?

Yes

Yes

Dr iver
Infor mation

Vehicle and dr iver ar e booked


for slot and status updated

Duty-slip is gener ated

No

Yes

Is customer ok with
alter nate vehicle?

No

Booking office infor ms


customer about vehicle
unavailability with r egr et

Advance amount, booking


amount is r efunded and
tr ansaction is logged

Notification is sent to the


customer and dr iver about the
tr ip in SMS/eMail/Call

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Primary Requirement Vehicle Booking & Allocation


Category / Module
Vehicle Booking &
Allocation

Major Requirement

Explanation

Corporate booking

Car 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 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


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 confirmation

It 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 availability

Booking agent should have the access to information of


different plans and rates, minimum kilometer and minimum
duration to address the enquiries faster.

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13

Tally.ERP 9 Fitment Vehicle Booking & Allocation


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

Corporate booking

Yes

General public booking

Yes

Corporate contracts management

Yes

Driver availability report

Yes

Vehicle availability report

Yes

Multiple corporates and payment terms

Yes

Booking party particulars

Yes

Travelling party particulars

Yes

Paying party(s) particulars

Yes

10

Vehicle filters based on GPS, A/C, driver language

Yes

11

Advance payment management

12

Tariff plan details while booking

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Yes
Yes
Contd.. 14

Tally.ERP 9 Fitment Vehicle Booking & Allocation


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

13

SMS reminders

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

24

Trip reminders to parties

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Yes

Yes
Yes
15

Car Rental Business Duty Slip Management

Vehicle & Price


Management

Car Rental

MIS
Reports

Accounts &
Payroll

Vehicle Booking
& Allocation

Duty-Slip
Management

Tally Solutions Pvt. Ltd. All Rights Reserved

16

Process Flow Duty Slip Management


DUTY SLIP
MANAGEMENT
Dr iver r eceives the duty-slip
with pick-up location and time
details

Booking office contacts the


customer . Infor ms about the
tr ip details though SMS or call

Dr iver contacts the customer


and infor ms him befor e the
pickup time

Customer changes the


addr ess and time

No

Does customer confir m


pickup time & location?

Yes

Dr iver r ecor ds tr ip details:


star ting time and kilometer s
ar e r ecor ded in the system

Dr iver infor ms the booking


office about change in the tr ip
and system is updated

Dr iver r ecor ds tr ip details:


star ting time and kilometer s
ar e r ecor ded in the system

Tr ip is completed; additional
char ges ar e adjusted in bill

Dr iver collects the fee as per


bill and additional char ges
after the tr ip completion

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Dr iver infor ms about the tr ip


completion status to booking
office

Booking office sends, thank


you message to customer as
eMail or as SMS

Duty-slip is marked as
complete

Trip feedback is taken from


driver and customer

Pending payment for


supplier s/ hir ed dr iver s, is
r ecor ded mar ked as to be
paid in month end

17

Primary Requirement Duty Slip Management


Category / Module
Duty Slip
Management

Major Requirement

Explanation

Duty slip generation

Duty slip is generated based on successful allocation of vehicle


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/
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.

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18

Tally.ERP 9 Fitment Duty Slip Management


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

Unique duty slip generation

Yes

Duty slip: modify tariff plan

Yes

Duty slip : kilometer details

Yes

Vehicle details on duty slip

Yes

Additional rate details in duty slip

Yes

Momentary close of duty slip

Yes

Complete close of duty slip

Yes

Driver, customer, supplier info from duty slip screen

Yes

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

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Contd.. 19

Tally.ERP 9 Fitment Duty Slip Management


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

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

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

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Yes

20

Car Rental Business Accounts & Payroll

Vehicle & Price


Management

Car Rental

MIS
Reports

Accounts &
Payroll

Vehicle Booking
& Allocation

Duty-Slip
Management

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21

Primary Requirement Accounts & Payroll


Category / Module

Accounts & Payroll

Major Requirement

Explanation

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.

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22

Tally.ERP 9 Fitment Accounts & Payroll


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

Balance sheet Schedule VI

Yes

Profit and loss statement Schedule VI

Yes

Daily receipts and payments

Yes

Multiple payment mode handling

Yes

Stock summery report

Yes

Branch wise vehicle summary

Yes

Branch transfer reports

Yes

Outstanding receivable and payable

Yes

Trial balance

Yes

10

Multiple cheque payment option

Yes

11

Reminder letter, e-mails

Yes

12

Staff database handling

Yes

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Contd.. 23

Tally.ERP 9 Fitment Accounts & Payroll


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

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

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Yes
Contd.. 24

Tally.ERP 9 Fitment Accounts & Payroll


SL No.

Requirement

Part of Tally.ERP 9

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

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Part of Solution

Yes
25

Car Rental Business Accounts & Payroll

Vehicle & Price


Management

Car Rental

MIS
Reports

Accounts &
Payroll

Vehicle Booking
& Allocation

Duty-Slip
Management

Tally Solutions Pvt. Ltd. All Rights Reserved

26

Primary Requirement MIS Reports


Category / Module
MIS Reports

Major Requirement

Explanation

Monthly 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 lists

Summary 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.

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27

Tally.ERP 9 Fitment MIS Reports


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

Summary report with all the details

Yes

Booking summary report (Date wise, party wise,


vehicle wise, booked by, cancelled etc.)

Yes

Duty slip report (Date wise, party wise, vehicle wise,


used by etc.)

Yes

Sales bill register

Yes

Fuel mileage report

Yes

Price list report

Yes

Vehicle availability report

Yes

Business done by vehicle report

Yes

Vehicle productivity report

Yes

10

Vehicle due dates report

Yes

11

Driver performance report

Yes

12

Driver availability report

Yes

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Contd.. 28

Tally.ERP 9 Fitment MIS Reports


SL No.

Requirement

Part of Tally.ERP 9

Part of Solution

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

24

Data import/migration

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Yes
Yes
29

Thank You

For any queries, write to us :


team.ti@tallysolutions.com
To find out more, visit :
http://www.tallysolutions.com/website/html/solutions/segment-vertical-solutions.php

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