DELIVERY INSTRUCTIONS WINDOW

This window is used to enter information needed in order to deliver a vehicle to a customer. Data is normally entered into this window from the Reservation screen.

In order to assess a charge for the Delivery and/or Collection, a special option must be set up. Refer to the chapter Edit Optional Items for more information.

Note: The information entered in Fields #1, 4, 6 and 9 will print on the Reservation Manifest Report.

For installations using webXG, Pressing F1 this window (on a saved reservation) is used to generate a worksheet to be used by the employee delivering the vehicle. The worksheet is generated by webXG via a new window in a web browser. It includes details of the customer, their address, and their reservation. It uses Google Maps to generate a map and directions to the delivery address.

Access Denied to this subwindow:

Due to staffing limitations, it may be necessary to limit the number of vehicle deliveries. A field in the Location record can be used limit the number of deliveries and/or collections allowed per hour. If a number is entered in that field, the system will check all currently scheduled deliveries and collections (on both open reservations and open RAs) for the period 30 minutes both before and after this reservation's pickup date/time. If the number of transactions requiring this kind of service is equal to or greater than the number entered in the Location record field, the following message displays and access to the Delivery subwindow is denied:

NO DELIVERY POSSIBLE FOR THIS PICK-UP DATE

To access this sub-window in order to enter instructions, type F (RET) at the "OPTION" field of the Main Window. The window will then display:

OPTION:_________ DELIVERY INSTRUCTIONS F1=Load Worksheet
1 Date/Time */* 11 Charge *
2 Apartment * 12 Latitude *
3 Building * 13 Longitude *
4 Street * 14 Distance *
5 Locality *
6 Town or City *
7 County/State */*
8 Post Code *
9 Phone No *
10 Notes *

Enter data as follows:

1. DATE/TIME

Enter the date and time at which the delivery of the vehicle should be made. This does NOT have to match the pickup date and time, in fact the delivery time regularly is before the scheduled start time of the rental so that the vehicle is in place before the start date/time. Deliveries can even be made the day before the scheduled start date.

EXAMPLE: Type 083101/1000 (RET)

USER TIP: It is possible in Edit Hours of Operation to define the hours within which deliveries can be scheduled. If the time entered here is before the earliest allowed delivery time:

  • An error message will appear.
  • The delivery time will default to the earliest allowable delivery time
  • And if the Pickup Time on the Main Window is also before the earliest delivery time, it too will automatically change to the earliest delivery time.

As a further extension of this feature, it is possible in Edit Misc Control Fields to define an optional charge that will allow for deliveries outside the scheduled hours.

User tip: Data must be entered into at least one of the fields 2 through 10 to have the charge applied to the RA. This applies to both Delivery and Collection. If data is not entered into at least one of these fields, CARS+ will not consider this to be a valid Delivery or Collection notice.

2. APARTMENT

Enter up to 29 alphanumeric characters to indicate the apartment number of where to locate the customer.

EXAMPLE: Type 22B (RET)

3. BUILDING

Enter up to 49 alphanumeric characters to indicate the building in which to locate the customer.

EXAMPLE: Type MORRIS BLDG. (RET)

4. STREET

Enter up to 59 alphanumeric characters to indicate the street where the delivery is to be made.

EXAMPLE: Type 123 MANNING TERRACE (RET)

5. LOCALITY

Enter up to 34 alphanumeric characters to indicate the locality in which the delivery is to be made.

EXAMPLE: Type EAST SIDE (RET)

6. TOWN OR CITY

Enter up to 29 alphanumeric characters to indicate in what town or city the delivery is to be made.

EXAMPLE: Type IRVINE (RET)

7. COUNTY/
STATE

Enter up to a total of 22 alphanumeric characters to indicate in what town or city the delivery is to be made.

EXAMPLE: Type ORANGE/CA (RET)

8. POST CODE

Enter up to 10 alphanumeric characters to indicate the post code or zip code in which the delivery is to be made.

EXAMPLE: Type 92713 (RET)

9. PHONE NO

Enter up to 15 characters to indicate the phone number at the delivery address.

EXAMPLE: Type 714-555-1313 (RET)

10. NOTES

Enter up to 62 alphanumeric characters for any additional notes concerning the delivery.

EXAMPLE: Type GO AROUND TO BACK OF BUILDING (RET)

11. CHARGE

Enter the amount of the delivery charge if applicable. Leave this field blank if the charge is to be calculated based on the distance the delivery site is from the rental location (Field 14 below).

If the charge is already entered in this field, it may be edited or removed if the option is defined as editable. If removed, the message that the charge has been applied will still display when leaving the subwindow. However, the charge will be zero.

NOTE: In order for the delivery or collection charge to be saved with the reservation, some other data (such as the address, phone number, building, etc.) must be entered in this window.

EXAMPLE: Type 10.00 (RET)
FIELDS 12 - 13
 These fields are not activated at this moment. They are part of a new feature that is still under development.
14. DISTANCE
 Enter the distance the delivery site is from the rental location. If there is to be a delivery charge and the Option Code involved is defined with Calculation Method "G" or "R", CARS+ will automatically calculate the delivery cost when F8 (Estimate) is pressed or when the reservation is saved. If the delivery Option does not use calc method "G" or "R", this field is just a notation and is not used by any other process.

EXAMPLE: Type 12 (RET)

Note: When a delivery or collection charge is calculated in this method, it is NOT written to field 11 above. It is only visible via the F8 Estimate pop-up window. If data is placed in both Fields 11 and 14 and the Option involved uses calc method "G" or "R", Field 11 is ignored and the distance is used to calculate the charge. See the chapter on Edit Optional Rates for a full discussion of the G/R calculation logic and the set up required.


The window will then display:

OPTION:_________ DELIVERY INSTRUCTIONS
1 Date/Time 09-02-01/1000 11 Charge 10.00
2 Apartment 22B 12 Latitude
3 Building MORRIS BLDG 13 Longitude
4 Street 123 MANN TERRACE 14 Distance
5 Locality EAST SIDE
6 Town or City IRVINE
7 County/State ORANGE/CA
8 Post Code 92713
9 Phone No 714-555-1313
10 Notes GO AROUND TO BACK OF BUILDING


COLLECTION INSTRUCTIONS WINDOW

This window is used to enter information needed in order to collect a vehicle from a customer after the completion of a rental if the customer arranges beforehand to NOT return the vehicle to a rental counter but rather to leave it at an agreed upon site.

Access Denied to this subwindow:

Due to staffing limitations, it may be necessary to limit the number of vehicle collections. A field in the Location record can be used limit the number of deliveries and/or collections allowed per hour. If a number is entered in that field, the system will check all currently scheduled deliveries and collections (on both open reservations and open RAs) for the period 30 minutes both before and after this transaction's return date/time. If the number of transactions requiring this kind of service is equal to or greater than the number entered in the Location record field, the following message displays and access to the Collection subwindow is denied:

NO COLLECTION POSSIBLE FOR THIS RETURN DATE
This window is a duplicate of the Delivery Instructions Window. Refer to that section of this chapter for further information.

Note: The information entered in Fields #1, 4, 6 and 9 will print on the Vehicles Due In Report.

For installations using webXG, Pressing F1 in this window (on a saved RA) is used to generate a worksheet to be used by the employee collecting the vehicle. The worksheet is generated by webXG via a new window in a web browser. It includes details of the customer, their address, and their RA. It uses Google Maps to generate a map and directions to the collection address.

USER TIP: It is possible in Edit Hours of Operation to define the hours within which collections can be scheduled. If the time entered here is after the latest allowed collection time:

As a further extension of this feature, it is possible in Edit Misc Control Fields to define an optional charge that will allow for collections outside the scheduled hours.