Tally ERP 9 for Car Rental Business

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 Management Car Rental MIS Reports Accounts & Payroll Vehicle Booking & Allocation Duty-Slip Management © Tally Solutions Pvt. Ltd. All Rights Reserved 3

Car Rental Business – An Overview © Tally Solutions Pvt. Ltd. All Rights Reserved

Car Rental Business – Vehicle & Price Management Car Rental MIS Reports Accounts &

Car Rental Business – Vehicle & Price Management © Tally Solutions Pvt. Ltd. All

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. © Tally Solutions Pvt. Ltd. All Rights Reserved 7

Tally. ERP 9 Fitment – Vehicle & Price Management SL No. Requirement 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 Part of Tally. ERP 9 Part of Solution 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 Management Car Rental MIS Reports Accounts & Payroll Vehicle Booking & Allocation Duty-Slip Management © Tally Solutions Pvt. Ltd. All Rights Reserved 10

Process Flow - Vehicle Booking © Tally Solutions Pvt. Ltd. All Rights Reserved 11

Process Flow - Vehicle Allocation © Tally Solutions Pvt. Ltd. All Rights Reserved 12

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. © 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 12 Tariff plan details while booking © Tally Solutions Pvt. Ltd. All Rights Reserved 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 © Tally Solutions Pvt. Ltd. All Rights Reserved 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 © Tally Solutions Pvt. Ltd. All Rights Reserved

Primary Requirement – Duty Slip Management Category / Module Major Requirement Duty Slip Management Duty slip generation Explanation 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. © 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 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 Yes 20

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 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. © 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 © Tally Solutions Pvt. Ltd. All Rights Reserved 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 Part of Solution © Tally Solutions Pvt. Ltd. All Rights Reserved 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. © 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, vehicle wise, booked by, cancelled etc. ) Yes 3 Duty slip report (Date wise, party wise, vehicle wise, used by etc. ) Yes 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 24 Data import/migration © Tally Solutions Pvt. Ltd. All Rights Reserved Yes 29