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

© Tally Solutions Pvt. Ltd. All Rights Reserved 3

Car Rental Business – An Overview
CAR RENTAL SOLUTION ON TALLY.ERP 9

VEHICLE & PRICE VEHICLE BOOKING & DUTY-SLIP

ACCOUNTS & PAYROLL MIS REPORTS
MANAGEMENT ALLOCATION MANAGEMENT

· Vehicle allocation · Duty slip reports · Statutory register · Monthly sale/trip

summary
· Booking pre-closure - Duty slip register - TDS register
VEHICLE & DRIVER TRIP & PRICE · Vehicle wise expenses
· Booking reports - Executed duty slip - Service tax register
- Pending duty slip · Booking reports
- Date-wise · Payroll ESI PF
· Placard printing based on · Duty slip reports
· Vehicle groups · Trip configuration as - Car-wise · Employee payroll and
multiple packages duty slip cost tracking · Billing reports
· Vehicle models and - Customer-wise
details · Unique tariff ID · SMS to party as reminder · Reminder letters · Pricing reports
- Cancelled
· Vehicle supplier details · Booked by and travelled · SMS to party on booking · Corporate credit · Car-wise profit
- Complimentary
by details confirmation management
· Driver database · Reservations with · Fuel mileage reports
· Driver assignment · E-mail duty slip details to · Branch-wise reports
· Manage vehicle advance payments · Cost center wise P&L
customer
· Package trips · Reminder slips · Day-wise reports
- Own vehicle · Cost center wise Balance
· Print driver reporting
· Trip conditions printing · Booking summary · Contract-wise profit-loss sheet
- Own driver address
on invoice reports
· Corporate booking · Employee performance
- Hired vehicle · Pending duty-slip report
· Price list report and summary · Multiple payment options
· Vehicle productivity
- Hired driver printing · Sales register with duty
· Corporate order · Budgeting and variance
slip details
· Vehicle expenses report · Trip with additional management · Store management
discounts · Customer flight and train
· Fuel mileage filters · Corporate contracts details for pickup · Multiple reporting offices
· Reminders for vehicle · Defining trip prices in city
· Current reservations for · Duty slip closure
insurance, PUC etc. - Night allowance the day management · Billing register
- Extra charges · Contract tracking - Momentary closure · Outstanding report
- Driver bata - Reservation - Complete closure
- Discounts, tolls - Booking - Missed duty slips
- Out-station rates - Completed
- Overdue contracts
· Commissions for booking
agents

© Tally Solutions Pvt. Ltd. All Rights Reserved 4

Car Rental Business – Vehicle & Price Management

Vehicle & Price MIS

Management Reports
Car Rental

Vehicle Booking Accounts &

& Allocation Payroll

Duty-Slip
Management

© Tally Solutions Pvt. Ltd. All Rights Reserved 5

Car Rental Business – Vehicle & Price Management
VEHICLE & PRICE MANAGEMENT

Price Vehicle Driver Trip

· Pricing based on · Vehicle model · Own/hired driver · Trip vehicle details

kilometer/mile details · Trip driver details
· Chassis number
· Trip specific · Driver payments · Trip fuel expenses
· Engine number
pricing · Driver database
· Insurance details · Trip other
· Pricing based on · Driver license expenses
vehicle type · Fitness certificate
· Assigned vehicle · Trip cost
· Driver costs · Authorization
details · Driver fines · Trip status
· Corporate prices
· PUC due date · Driver advances · Corporate trips
· General public
prices · Fuel expense · Duty-slip
authorizations
· Price levels and · State permit details
price list · RTO due date
· Rental vehicle
company details

© Tally Solutions Pvt. Ltd. All Rights Reserved 6

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 Solutions Pvt. Ltd. All Rights Reserved 7
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
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 9

Car Rental Business – Vehicle Booking & Allocation

Vehicle & Price MIS

Management Reports
Car Rental

Vehicle Booking Accounts &

& Allocation Payroll

Duty-Slip
Management

© Tally Solutions Pvt. Ltd. All Rights Reserved 10

Process Flow - Vehicle Booking
VEHICLE BOOKING

Customer calls the agency to Travel agent books the trip on Customer logs in the website to
Corporate office books the trip
enquire and book behalf of customer book for a trip

Corporate contract
Representative speaks to the
First time customer registered details are retrieved
customer and explains trip Representative collects the
rates and vehicle types. with phone number, name, company and trip details
email ID, city
First time customer registered
with phone number, name

No Does customer agree Representative collects travel Representative checks the

for price and vehicle ? agents details and the trip Booking office receives corporate rates and informs the
details customer requirements travel desk
Corporate
Customer is not interested and Yes Details
booking is not done. Log is
made of the interaction

No Vehicles available
for pickup time?

Yes
Corporate booking
Unavailability information is Booked by, booked for and details are stored
given to customer. Interaction payment details are collected
is logged by the customer

Confirmation of booking along

with booking ID is provided
through phone/SMS/eMail/
website

Customer pays the advance

amount and booking status is
confirmed. Booking charges
are accounted

© Tally Solutions Pvt. Ltd. All Rights Reserved 11

Process Flow - Vehicle Allocation
VEHICLE ALLOCATION

Booking office checks for

bookings for the day
Supplier
Information

Vehicle
Information Based on time vehicles
availability is checked

Are own vehicle & driver No Check with multiple suppliers Is vehicle for hire No
available? for the vehicle specified available?

Yes
Yes

Driver Yes No Booking office informs

Vehicle and driver are booked Is customer ok with
Information customer about vehicle
for slot and status updated alternate vehicle?
unavailability with regret

Duty-slip is generated Advance amount, booking

amount is refunded and
transaction is logged
Notification is sent to the
customer and driver about the
trip in SMS/eMail/Call

© Tally Solutions Pvt. Ltd. All Rights Reserved 12

Primary Requirement – Vehicle Booking & Allocation
Category / Module Major Requirement Explanation

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 Solutions Pvt. Ltd. All Rights Reserved 13
Tally.ERP 9 Fitment – Vehicle Booking & Allocation
SL No. Requirement Part of Tally.ERP 9 Part of Solution

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 Solutions Pvt. Ltd. All Rights Reserved Contd.. 14

Tally.ERP 9 Fitment – Vehicle Booking & Allocation
SL No. Requirement Part of Tally.ERP 9 Part of Solution

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

© Tally Solutions Pvt. Ltd. All Rights Reserved 15

Car Rental Business – Duty Slip Management

Vehicle & Price MIS

Management Reports
Car Rental

Vehicle Booking Accounts &

& Allocation Payroll

Duty-Slip
Management

© Tally Solutions Pvt. Ltd. All Rights Reserved 16

Process Flow – Duty Slip Management
DUTY SLIP
MANAGEMENT

Driver receives the duty-slip

with pick-up location and time
details

Booking office contacts the

customer. Informs about the
trip details though SMS or call

Driver contacts the customer

and informs him before the
pickup time

No Yes Driver records trip details:

Customer changes the Does customer confirm
starting time and kilometers
address and time pickup time & location?
are recorded in the system

Driver informs the booking

office about change in the trip
and system is updated

Driver records trip details: Trip is completed; additional

starting time and kilometers charges are adjusted in bill
are recorded in the system

Driver collects the fee as per

bill and additional charges
after the trip completion

Driver informs about the trip Booking office sends, thank Pending payment for
completion status to booking you message to customer as suppliers/ hired drivers, is
office eMail or as SMS recorded marked as to be
paid in month end

Duty-slip is marked as Trip feedback is taken from

complete driver and customer

© Tally Solutions Pvt. Ltd. All Rights Reserved 17

Primary Requirement – Duty Slip Management
Category / Module Major Requirement Explanation

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 Solutions Pvt. Ltd. All Rights Reserved 18
Tally.ERP 9 Fitment – Duty Slip Management
SL No. Requirement Part of Tally.ERP 9 Part of Solution

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 Solutions Pvt. Ltd. All Rights Reserved 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 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

© Tally Solutions Pvt. Ltd. All Rights Reserved 20

Car Rental Business – Accounts & Payroll

Vehicle & Price MIS

Management Reports
Car Rental

Vehicle Booking Accounts &

& Allocation Payroll

Duty-Slip
Management

© Tally Solutions Pvt. Ltd. All Rights Reserved 21

Primary Requirement – Accounts & Payroll
Category / Module Major Requirement Explanation
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 Solutions Pvt. Ltd. All Rights Reserved 22
Tally.ERP 9 Fitment – Accounts & Payroll
SL No. Requirement Part of Tally.ERP 9 Part of Solution
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

© Tally Solutions Pvt. Ltd. All Rights Reserved 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 Yes

© Tally Solutions Pvt. Ltd. All Rights Reserved Contd.. 24
Tally.ERP 9 Fitment – Accounts & Payroll
SL No. Requirement Part of Tally.ERP 9 Part of Solution
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

© Tally Solutions Pvt. Ltd. All Rights Reserved 25

Car Rental Business – Accounts & Payroll

Vehicle & Price MIS

Management Reports
Car Rental

Vehicle Booking Accounts &

& Allocation Payroll

Duty-Slip
Management

© Tally Solutions Pvt. Ltd. All Rights Reserved 26

Primary Requirement – MIS Reports
Category / Module Major Requirement Explanation

MIS Reports Monthly trip summary; Management needs to have a summary report for the business
Duty slip and booking reports done in a particular period, showing bookings, customers,
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 Solutions Pvt. Ltd. All Rights Reserved 27

Tally.ERP 9 Fitment – MIS Reports
SL No. Requirement Part of Tally.ERP 9 Part of Solution

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 Solutions Pvt. Ltd. All Rights Reserved 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 Yes

24 Data import/migration Yes

© Tally Solutions Pvt. Ltd. All Rights Reserved 29

 Thank You

For any queries, write to us :

[email protected]

To find out more, visit :

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

© Tally Solutions Pvt. Ltd. All Rights Reserved 30