ETTING STARTED WITH CUSTOMIZED RENT-A-CAR MODULE

To enable the tool set the option In F11 Add-On Features

“Enable Rent-a-Car Module” as Yes

RENT – A – CAR MODULE for TALLY

For users of Release lower than 3.2 :

Go to Gateway of Tally>F11:Features>Accounting Featuresset the option “Enable Rent-a-car Module” as Yes

Go to Gateway of Tally>Company Info>Company Alteration

The additional details Fax No & Print Title needs to provided here.

These furnished details will be implemented in the Invoice print

The additional details Fax No & Print Title needs to provided here

These furnished details will be fetched in the Invoice print

CREATING VEHICLE TYPES

The Units of Measurement should be set as kmsFor creating Units Go To Gateway of Tally>Inventory Info>Units of Measure>Create

Go to Gateway of Tally>Car Hiring Module>Master >vehicle Type>Create

Create Vehicle Names with Units set as Kms.

DEFINING VEHICLES Vehicle Name Vehicle No. Status (Hired/Owned) Vendor Name for Hired Vehicles

Go to Gateway of Tally>Accounts Info >Cost Categories> Create

Create a Cost Category “VEHICLE”

Owned / Hired VehiclesGo to Gateway of Tally>Car Hiring Module>Master > Cost Centres> Create

Create a Cost Centre “Owned” / “Hired” in category VEHICLE

Go to Gateway of Tally> Car Hiring Module>Master>Vehicle No.>Create

Name : Select Cost Category “VEHICLE” and Create Vehicle No’s Under : For Own Vehicles select “Owned” and for Hired Vehicle select “Hired “ Vendor Name : In case of Hired Vehicles Select the vendor

Vehicle Name : Select the Vehicle from the Vehicle List. Additional Details : Set this option as Yes to open the SUB-FORM:License/Permit Details

SUB-FORM :Vehicle License/Permit Details

Licenses and Permits details of Insurance, PUC, Fitness, Authorisation, Permit & RTO Like Registration Nos., Period of the license to be defined here.

DEFINING DRIVERS Driver Name Driver Contact Details Driver License Details Driver Referred By

Go to Gateway of Tally>Accounts Info>Cost Categories>Create

Create a Cost Category “DRIVER”

Go to Gateway of Tally> Car Hiring Module>Master>Driver Master>Create

Select Cost Category “DRIVER” and Create Driver NamesFill the required basic details of the Driver.

DEFINING CATEGORIES Categories / Rate Plans

Go to Gateway of Tally> Car Hiring Module>Master>Plan Master

Define the Categories /Rate Plans which can be added or modified as and when required by the user .

DEFINING TRANSACTION TYPES

BOOKINGS

For Casual Bookings (Daily Booking)

Go to Gateway of Tally> Accounts Info >Voucher Types> Create

Create the Casual Booking Voucher Type under Type “Delivery Note”Set the Option as below:

-Enable Monthly Booking as “No”

-Enable Casual Booking as “Yes”-Enable Letter Head : If Duty slip needs to be printed in Company’s letter head then this option needs to be set as “Yes” else for Duty slip print in plain paper then set as “No”

For Fixed Bookings (Monthly Booking)

Go to Gateway of Tally> Accounts Info >Voucher Types> Create

Create the Monthly Booking Voucher Type under Type “Delivery Note”Set the Option as below:

-Enable Monthly Booking as “Yes”-Enable Casual Booking as “No” -Enable Letter Head : If Duty slip needs to be printed in Company’s letter head then this option needs to be set as “Yes” else for Duty slip print in plain paper then set as “No”

For Duty Slip to be Printed in Letter head enable as Yes else No

DEFINING TRANSACTION TYPES

SALESFor Casual Sales (Daily Sales)

Go to Gateway of Tally> Accounts Info >Voucher Types> Create

Create the Casual Sales Voucher Type under Type “Sales”Set the Option as below:

-Enable Monthly Booking as “No” -Enable Casual Booking as “Yes”-Enable Terms & Condition : Set as “Yes” for SUB-FORM to define Company’s Terms & Conditions for Print purpose.

For Duty Slip to be Printed in Letter head enable as Yes else No

For Fix Sales (Monthly Sales)Go to Gateway of Tally> Accounts Info >Voucher Types> Create

Create the Monthly Sales Voucher Type under Type “Sales”Set the Option as below:

-Enable Monthly Booking as “Yes” -Enable Casual Booking as “No” -Enable Terms & Conditions : Set as “Yes” for SUB-FORM to define Company’s Terms & Conditions for Print purpose.

DEFINING CUSTOMERS

WALK-IN-CUSTOMERS (CASUAL)

Go to Gateway of Tally> Accounts Info >Ledger> Create

Create a common Ledger under Group “Sundry Debtors” for all Casual Bookings/Billings.

DEFINING CUSTOMERS

FIX CUSTOMERS (FIXED/MONTHLY)

Go to Gateway of Tally> Accounts Info >Ledger> Create Create Ledgers under Group “Sundry Debtors” for all Fixed Bookings/Billings. Per Day Duty Hrs as per agreement can be defined here for calculation during Billing cycle.

Rate Master :If required the Rates can be preset for a set of vehicles frequently used by Fixed CustomersTo define the rates set the option “Rate Master” as Yes

SUB-FORM : Rate Master

DEFINING CHARGES

Go to Gateway of Tally> Accounts Info >Ledger> Create

Create Charges Ledgers under Group “Indirect Incomes” with Service Tax as applicable.

For E.g. Outstation DA, Driver Night Charges, Toll Charges, etc.

Map your charges with the nature of charges provided in the table against option “Treat As ?”

BOOKING OF CASUAL TRANSACTIONS

In F11: Inventory Features, Enable the option Use Tracking Numbers (Delivery / Receipt Notes)

Go to Gateway of Tally> Inventory VouchersPress Alt+F8 or select the button F8: Dely Note from the button bar.

Select your Transaction type as Booking-Casual

Enter the Booking Voucher by selecting the relevant Customer (Walk In Customer) and Vehicle Type from the list.

In the Tracking form accept the automatically fetched Voucher No. as Tracking No. and the default Kilometers be set as 1.00 km

After defining the above details the SUB-FORM Vehicle Details will be made available in the screen as below:

SUB-FORM : Vehicle Details

The Booking Form will be made available here as soon as you press enter here against the option Additional Details : Yes

BOOKING FORM :

The details of booking needs to be updated here as below :.

1 Customer Details : Booking person, end user and their respective Contact Numbers.

2 Pick-up details : Pick-up location, purpose, time of pickup, Vehicle details, Driver details, duty type and the Rate plan for this transaction be defined here.

3 Bill Details : Billing name and address for invoicing to be mentioned here.

As soon as the booking form is filled with relevant details the previous screen i.e. Vehicle details will reappear on the screen.

Just press enter and skip this screen as the required details can be filled on at later stage i.e. after actual transaction

Complete the process of booking by accepting the voucher with default kms automatically fetched as 1.00 km

DUTY SLIP : The print out of the duty slip is readily available to handover to the driver designated with this transaction. The driver in turn may submit the Duty slip duly filled with the required details of the transaction/ trip after the actual transaction as per the booking.

RECORDING OF CASUAL TRANSACTIONS

Eventually on completion of the task/trip the details of the transactions viz. transaction date, Name of the vehicle and driver, start & end kms, start & end time, Night charges, Outstation DA or Toll (If any) needs to be updated in the Sub-form “Vehicle details “

List of Vehicle names & Driver names are provided for selection that can be changed as per the availability at the time of actual transaction.

Other details pertaining to category, actual consumed time & travelled kms and the differences of time & kms are automatically fetched for extra charges calculations.

For updating records the user has to simply access the respective voucher update the Vehicle details that was left blank at the time of casual booking.

It may be noticed that the kilometers gets converted as per the actual consumed kms defined in the above form.

The user just need to save the vouchers thus auto edited based on the updated form.

CASUAL BILLINGS

The Invoice for the CASUAL transactions can be done at any point of time by following this simple procedure as below illustrated:

Go to Gateway of Tally> Accounting VouchersPress F8 OR select the button F8: Sales from the button bar.Select your Transaction type as Sales-Casual

1 Select the relevant Customer (Walk In Customer) 2 In Despatch Details the user only need to track the details of the Duty slip No.

All the other details are automatically fetched from the already updated Bookings of the respective transactions.

The vehicle details form in Sales voucher auto updates all the details including the fixed and extra charges wherever applicable

The contents under Printing description are editable and the user has the flexibility to modify the particulars.

CASUAL INVOICE PRINT :For printout of the Invoice (CASUAL) in Sales Voucher press Alt+P or select the button P: Print

OUTPUT OF CASUAL INVOICE PRINT

BOOKING/RECORDING OF MONTHLY TRANSACTIONS

Go to Gateway of Tally> Inventory VouchersPress Alt+F8 or select the button F8: Dely Note from the button bar.

Select your Transaction type as Booking-Monthly

Enter the Booking Voucher by selecting the relevant Customer and Vehicle Type from the list.

In the Tracking form accept the automatically fetched Voucher No. as Tracking No.

SUB-FORM Vehicle Details will be made available in the screen as below:

SUB-FORM : Vehicle Details

Depending on the availability of the day-wise information, the user can either :Update daily entries on daily basis by accessing the same voucher daily and feed the inputs in Alteration mode. ORAll the details can be entered on the month-end in voucher creation mode .

The voucher needs to be saved after every updates.

MONTHLY BILLINGS

The Invoice for the MONTHLY FIXED transactions can be done at any point of time by following this simple procedure as below illustrated:

Go to Gateway of Tally> Accounting Vouchers

Press F8 OR select the button F8: Sales from the button bar.Select your Transaction type as Sales-Casual

1 Select the relevant Customer 2 In Despatch Details the user only need to track the details of the Duty slip No.

All the other details are automatically fetched from the already updated Bookings of the respective transactions.

The vehicle details form in Sales voucher auto updates all the details including the fixed and extra charges wherever applicable

The contents under Printing description are editable and the user has the flexibility to modify the particulars.

VEHICLE SUMMARY PRINT :For printout of vehicle summary in Sales Voucher press Alt+P or select the button P: Print

Set the option “Enable Vehicle Summary ?” as Yes

Print output : Vehicle Summary

MONTHLY INVOICE PRINT :

For printout of MONTHLY INVOICE in Sales Voucher press Alt+P or select the button P: Print

OUTPUT OF MONTHLY INVOICE PRINT

REPORTS

DUTY SLIP REGISTERCASUAL BOOKINGGo to Gateway of Tally> Car Hiring ModuleUnder Duty Slip Register select Casual Booking

DUTY SLIP REGISTERMONTHLY BOOKINGGo to Gateway of Tally> Car Hiring ModuleUnder Duty Slip Register select Monthly Booking