Employee Access

The Employee Access function is a security feature that allows you to add, delete, document, and assign passwords to employees.

In addition, an access level of 1 through 5 is set in this section where the higher numbers grant greater access to the individuals. The top level 5 is normally granted only to the rental car manager or owner. In multi-user or networked systems, employee access is assigned station-by-station. You must maintain access for an employee on each workstation that employee uses.

Add

Adding Employee Access Use the following procedure to grant an employee access at this workstation.

1. Click 7 7 1 on the Main Menu.
The Add New Employee entry box appears:

2. Type the Employee Account, up to four characters.
These can be any letter and/or number combination; initials are frequently used.

3.  Type the Employee Name, up to 14 characters.

4.  Click the drop-down menu arrow to choose the level of access for the employee. (Choose 5 for owners and managers, as they need to access the complete system. Level 1 or 2 is recommended for agents.)
Refer to the table following this procedure an explanation of the various access levels and the basic functions of each level.

5.  Type the employee’s password.
If you leave this entry blank, Rent-Ware does not ask for a password when this employee identification is used; otherwise, the correct password is required along with the proper employee identifier. (We recommend use of passwords for optimal security.) The password can contain any combination of letters and numbers. Be sure to note the newly assigned password!

6. Re-type the employee’s password in the Confirm Password field.

7.  Click OK to save changes.

Access Levels and Descriptions

Access Level	Description
Level 1 – Basic Counter Operations	Open and close rental agreements (RAs) Batch entry of RAs Close foreign RAs Enter reservations Log vehicle maintenance
Level 2 – Advanced Counter Operations	All level 1 privileges Edit/reprint active RAs Print active RA lists Review/reprint closed RAs Enter RAs by disk Enter void RAs Print missing RA report Cancel and modify reservations Print reservation lists Print availability projections
Level 3 – Basic Management Operations	All level 1 and 2 privileges Adjust vehicle availability Control vehicle data Print fleet description and status Print vehicle maintenance reports Set system date and time Access DOS procedures set at level 3
Level 4 – Advanced Management Systems	All Level 1, 2, and 3 privileges Print revenue projection reports Print daily business reports (DBRs) RA activity reports Print utilization and profit reports Employee activity and effectiveness Print vehicle financial reports Access DOS procedures set at level 4
Level 5 – System Operations	All Level 1, 2, 3, and 4 privileges Control System Access Set rates Set vehicle financing choices Define locations and function keys Define vehicle classifications Printer control functions Data file purging/archiving Software update support Access DOS procedures set at level 5

Delete

Deleting an Employee’s Access. The Delete function allows you to revoke an employee’s access to Rent-Ware. Use the following procedure to delete an employee’s access.

1.  Click 2 on the Employee Access window, or click 7 7 1 2 on the Main Menu. The following entry box appears:

2. Type the Employee Number to remove, and click OK.
A confirmation window appears:
If no match is found, the following message appears:

3. Click Yes on the confirmation window.
You are returned to the Employee Access window.

Modify Password or Access

If an employee’s password becomes compromised or if the employee forgets his or her password, use this function to re-assign a new password. You also use this function to alter the employee’s level of access to the program.

Modifying a Password or Access

Use the following procedure to modify a password or change access levels for an employee.

1.  Click 3 on the Employee Access window, or click 7 7 1 3 on the Main Menu.
The following screen appears:

2. Click the arrow on the Select the employee code to change information on field.
A drop-down menu appears.

3. Choose the code for the employee whose information you want to change.
The information for that employee appears in the rest of the boxes.

4. Modify the information in the fields as necessary.

5. Click OK to save changes.

Employee Access Display

The Employee Access Display lists all employees who have access to the program. The display shows the Employee Numbers, Employee Names, and Access Levels in columns. The display also shows if an employee is assigned a password by placing a “Y” for yes and an “N” for none next to the employee’s name. To maintain security, the password cannot be displayed.

Displaying Employee Access. Use the following procedure to view the employee access list.

1. Click 4 on the Employee Access window, or click 7 7 1 4 on the Main Menu to display the employee access list.
A window like the following appears:

2. Click OK to close the window.

Vehicle Management System

The Vehicle Management System is made up of five menu items as shown in the following example:

Add/Modify/Delete Vehicle

The following sections address the functionality of each of the four windows within the Add or Modify Vehicle function. Additionally, the management reports available from each of these functions are noted.

Vehicle Description

Click 1 – Add/modify/delete vehicle on the Vehicle Management System window.

The following window appears:

 

Choose Add, and click OK.

The following window appears:

Fill in the fields of the Vehicle Description area as completely as necessary.

These fields allow for the physical and legal description of a specific vehicle.

Notes:

• Two the fields, Transmission Type and Rent Classification, are supported by pop-up windows which appear when you click in these fields. The Report Utilization field indicates whether this vehicle should be excluded from utilization reports. (Set to N if this vehicle is not used primarily as a rental vehicle.)
• The other fields do not require that data be entered into them. When adding a “new” vehicle to the fleet, this vehicle’s mileage is entered into the Last Close Mileage field, and the “new” vehicle’s present location should be entered into the Last Close Loc Code field. This ensures the vehicle status and matrix placements are current.
• The “Vehicle Description and Status” section of this chapter describes the four reports available from the Vehicle Description Data.

Vehicle Sales Status

Click Next.

Page two, Vehicle Sales Status area, appears:

The Vehicle Sales Status area provides the means to establish a selling price, wholesale value, and markup percent for each vehicle in the fleet. This screen also allows the user to keep track of when a vehicle was put on sale, the number of sales inquiries made on the vehicle, and any comments the user might want to record.

The “Sales” section later in this chapter describes the three reports derived from the Vehicle Sales Status data.

Service Schedule Area

Click Next on the Vehicle Sales Status area on the Add or modify vehicle window.
The following window appears:

The Service Schedule area provides the means to establish service intervals for vehicles in the fleet and to maintain, on file, service mileages, and dates. The service parameters established in this screen (e.g. Service Mileage Interval and Service Interval-Days) provide the limits for the maintenance reports that are available in the next section. The last service mileage and last service dates shown in this screen are updated for entries made in the “Maintenance Entry” section of Rent-Ware Windows.

The “Maintenance” section later in this chapter describes the three reports that are derived from the Vehicle Service Schedule data.

Vehicle Financial Status

Click Next on the Service Schedule area on the Add or modify vehicle window.
The Vehicle Financial Status screen appears as follows:

The Vehicle Financial Status area provides the means to establish financial parameters to calculate monthly expenses (e.g. depreciation, loan amortization and interest). The report is divided into two sub-areas:

• Vehicle Depreciation
• Vehicle Financing

The Vehicle Depreciation section consists of a vehicle’s original cost and a depreciation factor. The original vehicle cost comes from the vehicle invoice, and the depreciation factor is equal to the amount of the vehicle’s cost, in percentage terms (e.g. 2%), that is being written off each month.

Click in the Finance Type field to choose one of three codes signifying how a vehicle is financed. The following pop-up window appears.

 

If you choose “Not financed,” the financial reports, available in the next section of the program, do not reflect any interest charges or loan reductions for the vehicle. If you select “Variable,” you must enter, on this screen, the percentage amount your business pays beyond the bank’s prime rate (e.g. 2% if the loan rate is 12% and the prime rate is 10%). When running the financial reports in the next section of the program, you must enter the bank prime rate when prompted. If you select “Fixed interest rate” (independent of the current value of the prime rate), enter the fixed interest rate in this field (e.g. 12% if the loan rate is 12% and fixed).

Double-click in the Lender Code field, choose a lender code, and click OK. The list of lenders on this menu is established in the “Utilities” section of the program. If the lenders are properly installed in the “Utilities” section, select a letter signifying the appropriate lender. The amount to be entered in the Monthly Reduction field should be a fixed dollar amount. This amount (e.g. $200.00) should be provided by your bank for a specific vehicle.

The Financing section later in this chapter describes the management report available from the financial status data.

Deleting Vehicle Descriptions

Use the following procedure to delete a vehicle from your fleet.

1. Click 1 on the Vehicle Management System window, or click 7 4 1 on the Main Menu.
The following window appears:

2. Choose Delete, and click OK.
A listing of all the vehicles in your fleet appears similar to the following window:

3. Choose the listing for the vehicle you want to delete, and click OK.
The full entry appears as follows.
Note: The entries are grayed out. You cannot make modifications at this window.

Clicking the Last Update button allows you to make changes to this entry and save it with a different Fleet Number.

4. Click Delete to delete the vehicle from the system.
The file deletes, and you are returned to the Vehicle Management System window.

ONLINE Backup

(RWW version 1.1.6822 or higher and Internet access, required)

• Save your valuable Customer and Vehicle data offsite.
• Never worry about keeping track of data CD’s again.
• Never worry about losing your data due to PC or disk problems.
• Perform Weekly or Monthly backups Effortlessly.
• Perform an online backup to ADS’s * secure Online server * (7,7,7,7)

Step 1: From the Main Menu, click on “7” Management Systems.

Step 2: From the Management Systems Menu, click on “7” Utilities.

Step 3: From this Utilities menu click on “7” Database Maintenance.

Step 4: From the Database Maintenance Menu click

on “7” Online database backup.

! BE SURE YOU ARE CONNECTED TO THE INTERNET BEFORE PROCEEDING.

Step 5: Click on “Backup DB”

Step 6: Click on “Close” when you see “Disconnected,
backup successful”

You have now successfully completed a backup of your Rent-Ware Windows Database.

Add or Modify Rates

This section includes provision for setting the various rates needed for Rent-Ware to assign rates and calculate the close of a Rental Agreement.  Daily time and mileage, other rates pertaining to the fuel, sales tax assignment, and optional coverages such as LDW, PAI, and PEC are set in this section.  The following sections outline each procedure relating to adding or modifying rates.

Adding or Modifying Standard Rental Rates

The Standard Rental Rate Table function allows you to establish rate tables for your various kinds of rentals.  You can create these rate tables to take into account such factors as vehicle classes, customer types, rental terms (hourly, daily and weekly charges), minimum billings, and grace periods, as your needs require.

Whenever rate codes are used in Rent-Ware, such as during the open of a Rental Agreement, two items are required to determine the choice of the set of rates: the Rate Code and the Rate Class.  The operator selects the Rate Code at the time of the rental, and the Rate Class is usually set to the same value as the Vehicle Class (but you may override it by editing the Class field on the Rental Agreement).

The Rate Classes are the same as the vehicle classes, which are set using the Vehicle Classification screen ( 7 7 3 6). If they have not been set up or you wish to change the rate classes, you should make those modifications before proceeding with this section. Refer to Vehicle Classification on page 144 for the procedure on setting up vehicle classes.

Use this section to set up Standard Rate codes.  There are 26 possible Standard Rate Codes, designated “A” to “Z”.  The rate codes are always presented alphabetically, but they do not need to be defined sequentially.  This means that you can pick alphabetic letters that can represent the name of the desired rate.  For example, “R” can be used for the “RAC” rate, “I” could indicate the insurance rental rate, “W” could be used for the weekend rate, and so forth.  Unused Rate Code letters will not appear in the rate lists presented at the time of rate selection or on the printed reports that show rate codes.

When Combined, the group of Standard Rate Codes and Rate Classes comprise a rate table.  Your rate table might look something like:

Rate Codes:®	Cash (C)	Insurance (I)	RAC (R)	Unlim Mi. (U)	Weekend (W)
Rate Classes:?
Economy (0)	Cash rate for Economy	Insurance Rate for Economy	RAC rate for Economy	Unlim Rate for Economy	Wkend Rate for Economy
Compact (1)	Cash rate for Compact	Insurance Rate for Compact	RAC rate for Compact	Unlim Rate for Compact	Wkend Rate for Compact
Intermediate (2)	Cash rate for Intermediate	Insurance Rate for Intermed.	RAC rate for Intermediate	Unlim Rate for Intermediate	Wkend Rate for Intermediate
Fullsize (3)	Cash rate for Fullsize	Insurance Rate for Fullsize	RAC rate for Fullsize	Unlim Rate for Fullsize	Wkend Rate for Fullsize
Luxury (4)	Cash rate for Luxury	Insurance Rate for Luxury	RAC rate for Luxury	Unlim Rate for Luxury	Wkend Rate for Luxury

This rate table allows you to establish a single rate structure for all counter operators, to provide uniformity, accuracy, and security in customer pricing.

Use the following procedure to add a new rate. The following procedure assumes you are adding a rate. The procedure for modifying a rate is exactly the same, except that you will select an existing rate code in the second step.

1. Select 7 7 2 1 from the Main Menu. The Rate Groups window will appear as follows:

Your first time in the program, there will be no rate groups defined.

2. Press Add New to add a new rate group. If you would like to modify an existing rate, highlight that rate and press Modify. The following selection list will appear:

3. Select a letter to be used to represent your new rate.  It should be a letter that does not appear in the list of currently defined rates.  Press Ok to continue.
In defining a new rate, you may wish to choose a letter that will relate to the type of rate you are defining (such as “R” for “RACK” rate, “I” for “Insurance”, “G” for Government etc.). You can print out these rates by pressing 7 7 2 2 from the Main Menu. To modify an existing Rate Table, highlight the rate you wish to modify and then click Modify. 

The Edit Standard Rental Rates window will then appear as follows:

4. Fill in the fields, using the following table to assist you.

Field Name	Description
Rate Name	Descriptive label for the rate. This label will appear in help window on the rental agreement screen at the time of rate selection.
Mesg	Message text that will appear on the customer’s printed copy of the Rental Agreement whenever this rate is selected.
Minimum Rental	Minimum number of hours allowed for rental.
Grace Period	Number of minutes late a customer may return the rented vehicle before being charged an additional amount (hour, day, etc.). Common practice is to grant a 59 minute grace period.
Calendar Days	Enter Y if you wish to have a calendar day used as the basis for the daily calculation, otherwise the day will be calculated as 24 hours.
Insurance Mode	Enter Y if you would like Rent-Ware to assist you in determining the insurance billable amount upon the closing of Rental Agreements using this rate.
Taxes/Surcharges (Airport Access Fee, Sales Tax, Rental License Tax)	If this rate is for government rentals or for internal rentals, the rental may be exempted from some taxes and surcharges.  If this is the case, enter Y in the exempt column for the applicable fields.
Custom Rate	Use this field only when establishing a rate that does not fit one of the pre-determined rental periods, such as for a weekend or weekday special rate. If this rate uses only the pre-defined periods, you may press E at this point to set up the individual class rates. Be sure “None” appears if you are applying only the standard rate increments within this Rate Group. A Custom Rate may be set one of two ways to determine what happens if a rental exceeds the custom rate period.  If the “Fallback” option is selected, the rate will be honored for the duration of the custom rate period, then the regular rates will be applied to any time outside of this period.  By contrast, the “Limited” option will honor the special rate only if the rental does not exceed the custom rate time period; otherwise the other rates are used instead. No matter which method is selected, you must give it a Title of up to 8 characters that will describe it on the Rental Agreement screen and on most Rental Agreement forms. To complete definition of the custom rate, you will be prompted to select the day and hour at which the rate begins and ends.
Extended Rates Link	This set of fields extends the rate table when your system requires more than 26 rate groups. If you have not been using the extended rate table in prior Rent-Ware versions then you should press Enter to bypass this area.

5. After entering information for the rate group, you may begin to define the individual rates for each vehicle classification within the group.

6. Double click in the Rates for Class box. A selection list showing the undefined classes will appear.

7.  Select the class to define.

8. Enter the information in the fields using the following table as a guide.

Field	Description
Time and Mileage	The rate and free mileage for each time increment (hour, day, week, month). If a particular time increment is not used, set its value to 0.00. If unlimited mileage is offered for this rate, then no free mileage needs to be entered, and the Extra Miles should be left at 0.
Fuel/ Mile	This is the fuel charge per mile.
LDW, PAI, PAC, MCV	These are Optional Coverages. Set these to Loc to use the defaults specified in the Location Information screen (7 7 2 3), or you can set each one to a specific charge for this Rate Group and Class. Each can also be set to 0.00 if you wish to offer coverage options for this Rate Group Class at no extra charge.
Extended Link	This is disabled when the upper portion of the Extended Rate has not been set.

 

9. When you have finished entering the first vehicle classification, you may press Add New Class to add another or Ok to save changes. If you would like to delete the class, press Delete Class.

10. When all classes for the rate group are defined, press Ok to return to the Rate Group screen.

Quick Books interface in Rent-Ware Windows

1. Set up accounts in QuickBooks. RWW needs three accounts: (1) for ‘overall balance’. This account will hold the company balance, it should be Bank type account. (2) ‘Income’ or ‘Other Income’ type, to reflect company income from car rental. (3) ‘Expense’ or ‘Other Expense’ type, to hold company expenses.

2. Export Account Chart from QuickBooks. In the 2002 version this can be done using ‘File/Utilities/Export’. Check ‘Chart of Accounts’ here, and press OK. QuickBooks will ask you for export file name. Specify any name you want. For example; AcntChart.IIF. This file will be imported to RWW.

3. Run RWW, and sign on with the Administers login.

4. Open ‘Export payments to QuickBooks Menu’ (7.2.8)

5. There will be three-tab dialog. Use the ‘Accounts’ tab. Press ‘Import accounts’ button here. RWW will ask for exported Accounts Chart-specify file from (step 2) example; AcntChart.IIF. RWW will import accounts from that chart.

6. RWW will also fill three combo-boxes, ‘Balance account’, ‘Income account’ and ‘Expense account’, with name of accounts of relative type; i.e., ‘Bank’ type accounts will be sent to ‘Balance account’, combo, ‘Income’ and ‘Other Income’ to ‘Income account’, and ‘Expense’ and ‘Other Expense’ to ‘Expense Accounts’. Select needed account in each combo, or let RWW select automatically during import. These accounts will now be used for export.

7. Go to the ‘Export’ tab. This is a simple interface which will allow you to export payments, (both payments and deposits). You can select date period, and/or rental types, for payments to be exported. Or you can uncheck both date and type filters, and RWW will export all payments which have not already been exported. (NOTE; payments will not be exported twice)

8. Press ‘Export now’ to export payments. Progress bar will appear to indicate process state.

9.On the ‘Previous exports’ tab, you will be able to see list of previous exports with indication of how many payments where exported each time.