Novtel Vehicle Hire Free User Manual
Contents
1. Allow Grace Period of Unique Rate Desc Add Day to Bookings m Accept Cancel After the setup the changes will be noticed in Reservation Details Novtel 2014 Version 3 00 Mastering the Basics 39 These screen shots represent the difference between the active and inactive use of the Multi Branch feature De activated Branch gt gt Additional Costs Additional Drivers Buick view vehicle Number Janne Fiat Palio 1300 Red Duration Charged 16 En Reservation Humber li H Number fi Category a2 Group 4 8 14 Dans ay Order Number Customer Code am Search lt F5 gt Description Smith Willkarn blr Comments PO 20140416 Delivery Address 11 00 00 am H fror Virgin Flight 454 KM Out 4534 KM In 5976 Activated Branch 08 00 00 AM Reservation Details p General Additional Costs Additional Drivers Vehicle Number 2008 Fiat Falo 1300 Red Duration Charged 14 Reservation Number 11 HA Number 5 Category a2 Group 4 8 14 Days aj Order Number Customer Code 5M1001 Search FS ape Town South Afric Description Smith Willian Mar 2U14 04 16 _ Comments a 08 00 00 4h S Joh burg south Af Delivery Address irport KM Out 4934 2014 04 29 PA ashe 11 00 00 AM KM Used 1442 Novtel 2014 Version 3 00 40 Novtel Vehicle Hire Free User Manual 3 9 Step 9 How to Set Up Branches and their Colours2. General i User Defined Fields Inactive Customer Postal Address Telephone No 01 2 222 3333 4 Fax No Mobile Phone 085 de 43739 Enter the Booking Starting day here Tax Reference y inthis case 16 Contract Month Start Day Email Address wemith gmail com Accept Cance Novtel 2014 Version 3 00 20 Novtel Vehicle Hire Free User Manual I sion Detail ua General Additional Costs Additional Drivers x Customers Number Description SMIDD Smith Willan kr De 22 Seale Search if Select f Number C Description E MIOQT When Novtel Vehicle Hire runs interfaced with 3rd party software the customer we have just created will automatically be created in the 3rd party accounting software package In fact Novtel uses the exact same database as the 3rd party software so if a customer is created in the 3rd party accounting software the customer will also appear in Novtel To look at a booking s information is easy Point the mouse at the booking on the grid and double click on it Let s recall Mr Smith s booking On the General Tab see how Novtel has already calculated the booking s duration when we made the booking Directly under the Duration Charge line is the Category selection Click on the search magnifying glass on the right and then select the category Novtel 2014 Version 3 00 Mastering the Basics 21 ee eae E General Additional Costs Addi
3. NOVTEL 9 STEPS TO Mastering the Basics VEHICLE RIRE 2 Novtel Vehicle Hire Free User Manual Table of Contents Part I Getting started 3 Part II Key Features of Novtel Vehicle Hire 7 Part Ill Mastering the Basics 8 Tt Sep GreaUgvournNeeLsaa245r er 9 2 S16P2 gt Creating Categori S issiro a 12 3 Step 3 Create VOLTAGE 14 4 Step 4 Bookings with Novtel assannnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn dine 19 Reports and Search OP HONS aars a aa da ara ERN Aaa a AAE A KEA a 30 5 Step S Novtel DoCumenS ua 34 6 Step 6 Novtel and the financial side of things rarararnrnnnnnnnnnnnnnnrnrnnnnnnnnnnnnnnnnnnennnnn 35 7 Step 7 SEUNG pa Companies SE 37 8 Step 8 How to Set Up Multi Branch Management a nnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnennnnnnnnnrn 38 9 Step 9 How to Set Up Branches and their COlOUurS aranxarunrnnnnnnnnnnnnnnennnnnvnnnnvnennvneen 40 Part IV Novtel Products 42 Novtel 2014 Version 3 00 Getting started 3 1 Getting started Downloading and installin www novtel com products vehicle hire Home About Us Products Modules Services Acquire Support Blog Forum Contact Us Training Jobs Sage Pastel tpn Software Solution Partner Microsoft Pa Vehicle Hire Info Features Requirements Screenshots Testimonials Request Demo Free Version Download e Learning Free Product Download Getting Started 9 Steps To Masterin
4. White Fiat Palio 1300 Red Opel Corsa 1300 Black Opel Corsa 1300 Blue Opel Corsa 1300 Grey Volkswagen Golf 1300 Green Mazda Soho 1300 White Fiat Palio 1300 Maroon Opel Corsa 1300 Maroon Registration Numbe 499 HFT123GF Cre020 JELT47 HP Caen Caw 3bd MH so GP ASD T59GP 394 LA 200 Cr dbd CA 263 DOT 3939GP Cy 783 CA 987 mn om Novtel 2014 Version 3 00 Mastering the Basics 33 In order to do various searches you can do the following View Vehicles by Code Mobile Phone UE OR 997 4379 Registration Number Reservation Number 11 ae ee PTETTETTT JE Gil Mew Reservation me SMIODT Smith William k r JER LE amme FO Box 3999 zer Defined Field 1 2074 0414 2014 0501 vi 201 4205 11 Y Cenurion ser Defined Field 2 1111 ser Defined Field 3 Tooltip Display Customer Info j wsmith gmall cam ser Defined Field 4 ser Defined Field 5 Find Search By Reservation Number Reservation Number Reservation Number Rental Agreement Number Registration Number Customer History Supplier Invoice Number Supplier Reservation Number Supplier Vehicle Registration Hurt Supplier Order Number Novtel 2014 Version 3 00 3 5 34 Novtel Vehicle Hire Free User Manual Step 5 Novtel Documents You might have seen that if you right click on a booking a selection is available for documents Vie
5. 100 C1 C 1 7 Days 95 00 30 00 10 00 120 A2 A8 14 Days 62 00 14 00 10 00 120 B2 B 8 14 Days 72 00 19 00 10 00 120 C2 C 8 14 Days 92 00 29 00 10 00 140 A3 A 15 21 Days 60 00 13 00 10 00 150 B3 B 15 21 Days 70 00 18 00 10 00 150 C3 C 15 21 Days 90 00 28 00 10 00 150 A4 A 22 28 Days 58 00 12 00 10 00 170 B4 B 22 28 Days 68 00 17 00 10 00 170 C4 C 22 28 Days 88 00 27 00 10 00 160 Novtel 2014 Version 3 00 Mastering the Basics 13 Now Click on Edit gt Categories gt Add New M Fil Tedit lodify Setup Process Reports Help Vehicle ae Customers Suppliers a00 Branches Rates a Categories Contract Manager Group Mame ca M Subhire Category Non VA T Able Group 1 7 Days Group 8 14 Dags Ag Group 15 21 Days Description Ad Group 22 28 Days E Group B 1 7 Days B2 Group B 8 14 Days Detaled B3 Group B 15 21 Days Motes B4 Group B 22 20 D aps C Group C 1 7 Days C2 Group C 8 14 Days S a ee ae Applicable Fates Incl Tax CTDEMO CT Demo Rental Charge Per Day Insurance Change Per Day Contract Fee Free EM 160 00 Premium Amount ow 000 0 00 0 00 Name C4 Standard Insurance Super Cover Insurance Q Cancel Description Group C
6. 565 Cape Town Airport CAW368 Airport CA238 Our Premises cAge9 Our Premises CA 825 Airport BLU 978 GP Airport Cy2020 Garden Route Mall CAW368 Our Premises BLU 978 GP Airport KLA 882 GP Our Premises Novtel 2014 Version 3 00 Mastering the Basics 31 Click the arrow button as shown below to see how the vehicle descriptions are shown When you click the arrow again the descriptions are hidden You can also edit the vehicle descriptions to see the vehicle registration numbers together with vehicle descriptions P Novtel Vehicle Hire 5 1 0 8 Item Grid S File Edit Modify Setup Process Reports da A PL On the grid directly on top of the first vehicle of the fleet is the Quick Search button Click on the drop down button in order to see the fleet list Select any vehicle and the grid will go directly to that vehicle s information P Novtel Vehicle Hire 5 1 0 8 Item Grid File Edit Modify Setup Process Reports fh Novtel 2014 Version 3 00 32 Novtel Vehicle Hire Free User Manual Type B or C in the Search For line and see how the grid jumps to the first vehicle of the selected group Search Vehicle Code 4001 A002 SONS A004 A005 SONDE A007 A008 A009 A010 A011 A012 A013 AO 4 A015 4 Vehicle Description Volkswagen Golf 1300 Red Volswagen Golf 1300 Blue Ford Icon 1300 Black Ford Icon 1300 Yellow Mazda Soho 1300 White Mazda Soho 1300 Green Fiat Palio 1300
7. Humber 550612222222 Passport Number Driver 2 First amp Last Name Licence Number IC Humber Passport Number Driver 3 First amp Last Name Licence Number ID Humber Passport Number Copy Additional Drivers From Previous Reservation View Audit Log Accept Cancel Novtel 2014 Version 3 00 Mastering the Basics 25 Let s record the delivery billing charge Click on the Additional Cost Tab and click Add New On the Additional Rates lines click the magnifying glass select TD4 Drop Off 20 to 30 KM MI and click Accept a Reservation Details General Financial Line Type bern bern bern ker Select the correct code for this Additional Cost View Audit Log Novtel 2014 Version 3 00 Additional Costs Oty Standard Insurance Group 1 7 Days 13 Excl 171 05 B T 1285 18 1578 95 Description Contract Fee Excess KM MI Group 8 140 ays 1274 Drop off 31 and More KEM MI 30 Additional Drivers Incl 1935 00 10 00 1465 10 Tax 23 95 1 23 179 92 221 05 Enter the kilometers to the Delivery Point in this case the Airport were the car is to be delivered 3043 95 426 15 3470 10 Add Femark 4 Novtel Vehicle Hire Free User Manual Novtel is equipped with a Quick View tab that gives an overview of the account at all times In the active live business environment this function is used very frequ
8. On the top menu click Edit gt Branches Click on Add New choose a color and click OK Cape Town South Africa L C Berg Europe Assigned Colour 1 Demo South Africa City Demo United Kingdom Durban South Africa Country Johannesburg South Africa AddNew Edit Delete Close P Add NewBranch Assigned Colour Address City Pretoria 15th Avenue Country outh Africa Enter all details in this section Tel ia 27775500 Mr Fax 012777 0888 TPE T E e mail anecarhire co za website vns carhire co za i Cancel Novtel 2014 Version 3 00 Mastering the Basics EE Now Right Click on the vehicle code on the left of the grid and click Edit Vehicle Edit Vehicle i Monthly Billed Item Branches Record Work Order Code 2001 Description Volkswagen Golf 1300 Red General Select the relevant inedFields Branch for the booking Branch BE E ae ier Show On Grid we Registration Number eas99 Subhire Item F Manufacturer Volkswagen Monthly Billed Item 7 y Category 4 Maintenance ltem Te fCarzAutomoble E Disposed E This concludes the tutorial for the Vehicle Hire Software Free version Novtel 2014 Version 3 00 NOVTEL OUR PRODUCTS gt Our Pastel integrating software include products for e Property Management gt gt NOVTEL GRO UP e Vehicle Hire Company R
9. as described above All that is left to do now is to Refresh the system with the new vehicles It is located on the grid between the Search and New Reservation button and above the dates View Vehicles by ie Code ew Reservation 2014 03 28 2014 04 24 Tooltip Display Customer Info Novtel 2014 Version 3 00 Mastering the Basics 1 At any stage if you want to remove all data and start again you can select the red Start Over icon p Process Reports Hel Rag amp 30 31 01 te 03 I AEA Novtel 2014 Version 3 00 3 2 12 Novtel Vehicle Hire Free User Manual Step 2 Creating Categories Categories must be planned and structured well before attempting to load them into the Novtel system As with Step 1 we have Group A B and C vehicles For each of these groups there are different price structures We will now create the codes for the different groups and the relevant data pertaining to each group For example Group A B amp C have the following rate structures per days of usage Group A Create Code Rental period Rental per day Insurance per day Contract fee Free KM MI Group B Create Code Rental period Rental per day Insurance per day Contract fee Free KM MI Group C Create Code Rental period Rental per days Insurance per day Contract fee Free KM MI A1 A 1 7 Days 65 00 15 00 10 00 100 B1 B 1 7 Days 75 00 20 00 10 00
10. 03 Roof rack Rental Charge per day R 5 00 004 Tyre Damage Charge per tyre R55 00 005 Body Damage Charge per damage R90 00 Novtel 2014 Version 3 00 Mastering the Basics 15 Click Edit gt Rates Add New Contract Fee Baby Seat Roof Rack Tyre Damage Sort By Code Search Code Description Rates al New Edit Code 005 amp Description Body Damage 2 Display On Invoice Blocked General Hate Incl IC 50 00 Hate Excl 78 55 User Detined Field 1 User Detined Field 2 User Defined Field 3 User Defined Field 4 User Defined Field 5 i Accept Cancel Novtel 2014 Version 3 00 16 Novtel Vehicle Hire Free User Manual Novtel Vehicle Hire sorts and qroups Multiple Rates most effectively this way Excess KM MI charges Enter the codes the same way as described in the last image of the previous page Let s Call Excess KM MI A then apply how we coded the categories Group in the standard rates Create Code AA AA2 AA3 Rental period 1 7 Days 8 14 Days 15 21 Days Free KM MI Allowed per day 100 120 150 Excess Charge Per KM MI 1 20 1 15 1 10 Group B Create Code AB AB2 AB3 Rental period 1 7 Days 8 14 Days 15 21 Days Free KM MI Allowed per day 100 120 150 Excess Charge Per KM MI 1 50 1 45 1 40 Group C Create Code AC1 AC2 AC3 Rental period 1 7 Days 8 14 Days 15 21 Days Free KM MI Allowed per day 120 140 150 Excess Charge Per KM MI
11. 1 95 1 90 1 85 AA4 22 28 Days 170 1 00 AB4 22 28 Days 170 1 35 AC4 22 28 Days 160 1 80 In the Description line for each of the groups enter Excess KM MI followed by the group and the rental days N Rate Setup Excess KhM MI Group 4 22 20 Days Ace Excess EM SMI Group B 1 7 Dags 1 50 AB Excess EMMI Group B 6 14 Days 1 45 ABS Excess KM MI Group B 15 210 ays 1 40 AB Excess EM YM Group B 22 20 Days 1 35 ALT Excess EMMI Group C 1 7 Dags 1 55 AL Excess KM MI Group C 9 14 Days 1 50 ALS Excess EM MI Group 15 21 Days AL Excess EM MI Group C 22 20 Days IBA Standard Insurance Group 1 7 Days IBA Standard Insurance Group 8 14 Days IBAS Standard Insurance Group 4 15 21 Days IB d Standard Insurance Group 22 28 Days IBE Standard Insurance Group B 1 7 Day IBB 2 Standard Insurance Group B 8 14 D IBE 3 Standard Insurance Group B 15 21 T Sort By Code bd Search m This is an example of how different codes for groups and price structures can be entered as shown in the Standard Rates Section Code Novtel 2014 Version 3 00 Mastering the Basics In the above manner you can create all the codes for the Insurance Pick up and Drop Off charges as explained per the following Insurance charges Lets Call Standard Cover Insurance IB In the Description line for each of the groups enter Standard Insurance followed by the group and the rental days E
12. 123 EE EM Used The car will be delivered to our premises on the last day of the booking Enter all Credit Card Information Status Confirmed ha Yew Audit Log Accept Cancel Novtel 2014 Version 3 00 Mastering the Basics 23 Now click on the Financial Tab again and see how Novtel has recalculated the booking cost with the newly selected category information The booking color has changed to light blue on the grid due to the change in status File Edit Modify Setup Process Reports Help Rago amp 17 18 12 E 21 i 2 Smith William k r Status Confirmed Novtel 2014 Version 3 00 24 Novtel Vehicle Hire Free User Manual Say for instance the following scenario presents itself Vehicle no 1 was in an accident the day before Mr W Smith was to receive it We now have to allocate the available vehicle no 8 to Mr W Smith Point the mouse to the relevant booking Right Click on the booking and then click Move Now click on the booking and drag Mr W Smith s booking down to Vehicle no 8 and release the mouse Mr W Smith phones again with the details for an additional driver Let s record these changes on the Reservations Details screen Point to the booking double click on it and click on Additional Drivers a Reservation Details _ O Driver 1 First amp Last Mame Mr P wills Licence Number 12123231
13. 22 28 Days Detailed Hotes I Edt Delete Close Novtel 2014 Version 3 00 3 3 14 Novtel Vehicle Hire Free User Manual Step 3 Create your rates The following charges can be added unto the daily rental charges in a typical Vehicle Hire Business 1 1 Contract charge 1 8 Roof rack 1 2 Excess KM MI charges 1 9 Tyre damage 1 3 Basic insurance 1 10 Windscreen damage 1 4 Additional insurance 1 11 Fuel Charge 1 5 Other insurance 1 12 Pick up fee 1 6 Body damage charge 1 13 Drop off fee 1 7 Baby seat rental Rates must be planned well and structured on paper before attempting to load them into the Novtel Vehicle Hire system N Novtel Vehicle Hire 5 1 0 8 Item Grid a Fig Edit odity Setup Process Report Vehicle Customers Suppliers Eranches Rates Categories Contract Manager In a typical Vehicle Hire Company there might be a different contract charge for each group In this example however we have only one contract charge for all the groups but we have different rates for Excess KM MI Charges Insurance Pick up and Drop Off fees The rates as set out on paper will typically look more or less like the following example Standard rates that apply to all groups in the Hire Business Create Code Description 001 Contract fee Charge per contract R10 00 002 Baby seat Rental Charge per day R 6 00 0
14. KM MI 30 00 TD3 Drop off 21 to 30 KM V MI 40 00 TD4 Drop off 31 and More KM MI 60 00 Lets call Pick up TP T for Transport and P for Pick up then apply how we coded the categories TP1 Pick up 1 to 10 KM MI 20 00 TP2 Pick up 11 to 20 KM MI 30 00 TP3 Pick up 21 to 30 KM MI 40 00 TP4 Pick up 31 and More KM MI 60 00 You can create more codes for Drop Off and Pick up charges since the distances can be extremely varied So now that all the codes are entered and we are ready to start making bookings Novtel 2014 Version 3 00 Mastering the Basics 19 3 4 Step 4 Bookings with Novtel To make bookings are as easy as point click hold and drag With Novtel all work is done directly on the grid Lets make the first booking for car A001 for one week Hold the mouse key down on the starting date of the booking and drag to the date of return Release the mouse P Novtel Vehicle Hire 5 1 0 8 Item Grid M File Edit Modify Setup Process Reports Help Click Hold Drag and Release The Client List screen automatically pops up To create our first customer click on Add New Reservation Details HA b a Genet Frores Additional Costs Additional Drivers ae Add New Customer Fa Maon ian Code SMIODT Use Customer Autokumber Corporate Customer Monthly Customer e Description Smith William Mr Customer Category OO Mo category
15. ave the option to choose between the Demo Database Loaded by Default or the Live Empty Database see the following 2 Images Empty Data Base when the program is newly installed P Novtel Vehicle Hire 5 1 0 8 Item Grid M File Edit Modify Setup Process Reports Help Demon fe ae a E a a T View Vehicles by Code e Registration Number Telephone IE Gill Hew Reservation sykt SET Defined Field 1 ET 4 04 20 vi 2014 04 16 Ser Defined Field 2 ser Defined Field 3 Tooltip Display it Customer Info v SET Defined Field 4 ser Defined Field 5 Mobile Phone Demo Database Pe at 20 p p Tue F Frem FE Angela T mg a Status Confirmed Novtel 2014 Version 3 00 3 1 Mastering the Basics Step 1 Creating your fleet We will use the Live Empty Database for this Tutorial This free version can only accommodate 35 cars e Click on the green Load Live Data Icon b Novtel Vehicle Hire 5 1 0 8 Item Grid Fleet numbering must be planned carefully and is very important Let s say we have 3 types of cars Group A 15 cars Group B 11 cars Group C 5 cars 1300 Car no air con 1600 Car air con 3000 Luxury vehicle Class Economical Class Value Class Luxury Codes A001 A015 B001 B011 C001 C005 Novtel will group all the vehicles together on the grid To add a vehicle Click Edit gt Vehicle gt Add New Novtel has an automat
16. ee by making a donation LOrE Hegerajons Skipped 0 maximum 10 Upgrade Register Later Registe Novtel 2014 Version 3 00 6 Novtel Vehicle Hire Free User Manual Thank You For Registering Novtel Vehicle Hire In order to ensure your email is valid an actvabon code has been emailed to francois viokg Htelkomsa net i lf you have trouble locating the email please check your spam folder or click the button below to send the activation emai again Resend email Once you have received your activatation code enier it into the area below and click Activate a fn Recesirabons Acivabons shopped 0 maximum 10 Activate Later Achvate e Should you encounter the following screen the problem could be that you are not connected to a network Click Register Later and you will be able to work Please contact Novtel for an activation code Novtel Vehicle Hire Lite No registration servers could be contacted Please check your Internet Connection or contact Noviel Support on 0861 66 98 25 Registatons Achvaliions Shipped 1 maimam 10 Upgrade Register Later Exi Applicaton Novtel 2014 Version 3 00 Key Features of Novtel Vehicle Hire Key Features of Novtel Vehicle Hire e Fully automated rate structures are calculated when reservations are made e Powerful grid view of reservations for up to 5 years e Automated commission management system Full version only e Amend b
17. eg CK1996 05 94 23 e Self Storage e Equipment Hire e Relations Management e Hospitality International Tel 27 0 44 e Contract Management Fax 27 0 4 1 6 e Toilet Hire e Service Business Rental e Point of Sale Retail e Point of Sale Restaurant e Workshop Management e Gate Facility Access Control PO Box 916 Hartenbos 6520 l South Africa Can also be used as stand alone applications OUR WEB PORTALS Global Property Online and Country related Website Portals are the marketing e Standard Operating Procedure SOP Management a E CA 1 se Le r sp it SJUULUI i J Western Cape Southern Cape medium between Estate Agents Private Owners and Property Buyers Renters Eastern Cape These Portals also include an Online CRM Customer Relations Management KwaZulu Natal System Gauteng NO md Northern Region Internationa o t Australia Carib gan e Global Property Online www globalpropertyonline net Kenya New Zealand e Buy Property in Spain www buypropertyinspain net Property in Portugal for sale www propertyinportugalforsale com Please visit www novtel com for our distributors contact information e Australia Property www australia property net e BLOG www blog globalpropertyonline net
18. ently a Reservation Details Additional Costs Additional Drivers Description Tax Excl Incl Fiat Palio 1300 Red 98 98 07 02 S06 00 IBA Standard Insurance Group 4 1 70 13 23 98 171 05 195 00 001 Contract Fee 1 23 Oi 10 00 TOTAL DUE 124 16 ob de 1011 00 View Audit Log Accept i Cancel Try it for yourself Make 15 20 bookings and add new clients Make bookings with Pick Up and Drop Off information and complete the time in and out sections Credit Card information Additional Drivers and Costs in order to get more acquainted with the program Novtel 2014 Version 3 00 Mastering the Basics Meanwhile Mr W Smith and his friend arrived at the Airport and received Vehicle no 8 Firstly the booking status has to change Right click on the booking Click on Status and select On Rent The color of the booking has changed to red on the grid View Details lt F5 gt Job Documents Status Cancelled Record Change Over Provisional Record Damages Confirmed Print Check List On Rent Termed ration Number 1 Non Rev OT Smith William Mr os 2999 ser Define Non Rev Return nor Novtel 2014 Version 3 00 28 Novtel Vehicle Hire Free User Manual e Secondly record the speedometer KM MI out At the time of delivery the KM MI speedometer reading was at 4534 KM e Double click on the booking On the Reservations Details screen note how Novtel has already calc
19. g Novtel Vehicle Hire Basics PDF Start free download now Vehicle Hire Full Installatigg Start free download now Includes Free Lite and Full Professional version We strongly advise that there is a backup of data before any upgrade begins If your database version is older than 4 0 0 0 please contact Novtel Support For release notes and issues resolved on this upgrade please visit the Novtel blog Latest Upgrade Download now The publisher could not be verified Are you sure you want to run this software La Name G Users Louise Downloads NovVehFull exe Publisher Unknown Publisher Application From C Users Louise Downloads NovVehFull exe Boan Always ask before opening this file publisher You should only run software from publishers you trust x This file does not have a valid digital signature that venties its How can I decide what software to nun Novtel 2014 Version 3 00 4 Novtel Vehicle Hire Free User Manual fq Novtel Vehicle Hire InstallShield Wizard Welcome to the InstallShield Wizard for Novtel Vehicle Hire The InstallShield R Wizard will install Novtel Vehide Hire on your computer To continue cick Next WARNING This program is protected by copyright law and international treaties e Click on I accept the terms in the license agreement and then Next and Next again to install the program in a specific folder on your computer e Your s
20. ic Fleet Create Function and for this feature to work Novtel needs at least 3 Numeric characters e g 001 after the Alpha character e g A in the code Now create the first vehicle 1 In the Code line type A001 2 Use the Tab key or mouse to mowe to the next line 3 In the Description line type the following Car no air con 1 this can later be edited to name all the cars correctly 4 Click Accept to save the vehicle There are much more info to be completed on the fleet master file but it is all self explanatory Novtel 2014 Version 3 00 10 Novtel Vehicle Hire Free User Manual See the following diagram on how to use Auto Create Remember to type in the number of cars in each group to Auto Create when prompted to do so Select the car in order to Auto Create the Group A00 Car No Air con 1 DEMOO Orly for Demo vou can Delete t Code A001 Lost Price 0 00 Category Rental per day E scl 0 00 0 00 Registration 999 Tax l Humber maoe Rental per day Incl 0 00 Supplier Code Description J Replacement gop Pate Of 2014 03 28 Value Purchase Description Car Mo Aircon 1 Branch C Demo South Africa Add New Edit Delete Close To edit vehicles is very easy Double click on the vehicle make changes rename the vehicle in the Description line and click Accept to save changes and close You can now create the rest of the demo fleet vehicles of group B and C
21. ivity Vehicle Activity Report ral i ae Select 4 8 weeks to be viewed and click Accept From 2014 03 31 F Cancelled 1 Provisional Confirmed 1 On Rent Termed Non Rev Non Rey Return D me TIME DELIVERY COLLECTION CUSTOMER 31 March 2014 08 00 00 AM Delivery Smith William Mr 08 00 00 AM Delivery Watson Jake Mr 08 00 00 AM Delivery Benning Peet Mr 01 April 2014 08 00 00 AM Delivery Green Hendrik Mr 08 00 00 AM Delivery Wentworth Lee Ann Miss 02 April 2014 03 00 00 AM Collection Watson Jake Mr 08 00 00 AM Delivery Engelbrecht Angela Mrs 03 April 2014 03 00 00 AM Delivery De Villiers Gordon Mr 04 April 2014 08 00 00 AM Delivery Van Tonder Andre Mr 07 April 2014 08 00 00 AM Collection Green Hendrik Mr 08 00 00 AM Collection De Villiers Gordon Mr 08 April 2014 08 00 00 AM Delivery Steyn Mike Mr To 2014 04 30 a1 1 41 1 1 Daily Activity Report From 2014 03 31 To 2014 04 30 PRINTED DATE 31 MARCH 2014 TIME 03 25 17 PM RES NUM RANUM VEHICLE DESCRIPTION 1 0 Fiat Palio 1300 Red 2 0 Volkswagen Golf 1300 Red 4 0 Honda Ballade 1600 Red 6 Mazda Soho 1300 Green 8 0 Opel Corsa 1300 Blue 2 Volkswagen Golf 1300 Red 7 0 BMW 7 Series 3 0 White pr 0 Opel Astra 1600 Blue 3 0 Ford Icon 1300 Black 6 Mazda Soho 1300 Green 9 Opel Astra 1600 Blue 5 0 Audi Q7 3 0 Blue REGISTRATION DELIVERY COLLECTION ADDRESS ASD158GP Airport Virgin Flight 454 cAge9 Airport CA
22. lliers 03 04 2014 07 04 2014 Provisional R 425 00 Gordon Mr Novtel 2014 Version 3 00 R 6 405 60 Novtel Vehicle Hire Free User Manual Let s go back to Mr Smith s booking and double click on it All the fields are greyed and cannot be changed since the customer had been Updated and the invoice was processed Further financial changes can be made in the 3rd party software but as far as Novtel is concerned the updated amount is final The Comments box in the General tab is left open for notes to be made in cases where credit notes are passed Or to record a note of traffic fines and other events that will only come to our attention at a later stage Novtel 2014 Version 3 00 Mastering the Basics 3 7 Step 7 Setting up a Company Click on Setup gt Company and enter all company details Mame l Car Hire Tel 044 6994250 Fax 044 6994250 O00000 Cel 088 333 4444 O0 Company Email allcarhire imbay co za Email Addres carhirefSdemodata com for this computer Computer Location Office Park mea Accept Cancel On the General tab of the Company Setup you can set various options all of which are self explanatory The automatic refresh interval will only be used in a multi user envronment This is a short and basic tutorial on Novtel Vehicle Hire aimed at first time users of this product When purchasing the Tutorial and Professional versions of Novtel you obtain access to much
23. more such as tutorial movies etc You can now apply your Novtel Knowledge to your own fleet and Business Novtel 2014 Version 3 00 3 8 38 Novtel Vehicle Hire Free User Manual Step 8 How to Set Up Multi Branch Management What is Multi Branch management Multi Branch management is a feature in Novtel Vehicle Hire that will allow companies with more than one branch to check the vehicle in at another branch in order to keep track of where that vehicles is at any point in time Setting Up Multi Branch Management By default the Activate Multi Branch Checkout is disabled To set up the option to use the Multi Branch management click on Setup gt Company gt General You will find the option to activate or deactivate the Multi Branch option by checking the check box or un checking it for the desired settings You can also setup the grace period for clients to return vehicles a little later than specified but any later than that and an extra day will be charged automatically Financial Preferences Company Setup Company Details Automatic Refresh Interval El Seconds Enter 0 to disable automatic refresh Number of rows on Grid 12 Number of columns on Grid 20 Activate Monthly Billng Activate Access Control Activate Recuring Maintenance Force Agent Commission Activate Mult Branch Checkout Measurement Unit Allow reservations to overlap by
24. oftware will now install e Click on Finish when prompted to do so e Now click on Novtel Vehicle Hire on the desktop where the icon has been created e The program will ask fora System Date Check MEG P System Date Chec Please check that your system date 1 correct Novtel Vehicle Hire will not function corectly if the system date 1 incorect System Date 27 March 2014 Current Day Current Manth Current Tear SPSS Set Date Novtel 2014 Version 3 00 Getting started 5 r E i wet es A 3 aQqistranvion Vetails Registered Ham fvr name or Compary Name 3 Serial Numbe 2 cyu gggg i Enter this serial Cancel number for the If you have not received a serial number TES version Tel 27 0 61 NOYTEL 668835 Fax 27 0 44 695 4300 Email Registrationsf nortel com e Enter Name Surname Company E mail details for an e mail will be send with an code to be entered in order to activate the program and enter your Cellphone number to receive three free online support credits Novtel Vehicle Hire Lite Please compleie the following form to register your product Limits Vehicles 35 Bookings Unimitegd POS Transactions 2000 Works Orders Unlimited Rate Our Product a I j I i i i o L l Hail ag it a SMS activation will be sent io thes number swarding yai TAE TY pie Help us keen the Lile Version vn i T wih 3 FREE support credits fr
25. ookings with ease in seconds and have control of the related staff activity e Complete Vehicle maintenance system to control your fleet damages and repairs e Manage vehicle movements between branches with the click of a button e Extensive customer features including generating rental agreements delivery notes and invoices e An integrated forms designer to customize stationary and all printed documents e Search customer history and contracts e Security and access control let s you customise user permissions and passwords and record user activity Automated colour coded grid status tracking occurs as follows gt Cancelled Bookings can be cancelled but cannot ever be deleted gt Provisional Booking made but not yet confirmed gt Confirmed Holding deposit or bond recorded against credit card gt On Rent Vehicle was handed over to the customer gt Termed Vehicle was returned by the customer gt Non Rev No charge for the booking made Novtel 2014 Version 3 00 8 Novtel Vehicle Hire Free User Manual Mastering the Basics For demonstration purposes of this tutorial please note the following e Sales Tax GST VAT is set at 14 The South African VAT Rate e Novtel is set to run independently interfaced with no 3rd party software e Bookings are set to overlap by one day e Vehicle return grace period is set at 2 hours e Kilometers are used but can be easily changed to Mileage in Company Set Up You h
26. pdate Update Invoice See how an invoice number appears on top of the booking as you move over it When Novtel is running integrated with 3rd party accounting software this sales financial information is automatically transferred to the 3rd party accounting software package The invoice number displayed will be the invoice number of the 3rd party accounting package For this demonstration Novtel is running independently and the invoice number is internally generated Now let s have a look at 2 reports e Sales History Click Reports gt Sales History gt Reservation Sales History Select the period you would like to view e Income Projection Click Reports gt Income to Select the period you would like to see for the income projection and also select what booking statuses you would like to see or not to see INCOME PROJECTION Date and Time Report printed 2074 04 01 12 23 57 PM Report for the period 3 March 2014 to 70 April 2014 Customer Date Out Date In Status To tal 1 SMIOOT Smith William Mr 31 03 2014 15 04 2014 Termed R 2 387 00 2 WATOO1 Watson Jake Mr 31 03 2014 02 04 2014 Termed R 1057 60 3 VANOO1 Van Tonder 04 04 2014 10 04 2014 Confirmed R 370 00 Andre Mr 5 STEOD1 Steyn Mike Mr 08 04 2014 17 04 2014 Confirmed R 810 00 6 GRE001 Green Hendrik 01 04 2014 07 04 2014 On Rent R 390 00 Mr ri ENG 001 Engelbrecht 02 04 2014 ListInvorces ArrivalDate String med R 966 00 Angela Mrs g DEV 001 De Vi
27. premises on the day of his departure at 8 00AM To extend the booking go to the grid e Point the mouse to the end of Tuesday Two arrows will appear on the edge for the booking e Click hold and drag the booking to the new date of return To record this information lets go back to the booking on the grid Point to the booking and double click on it e First select the new category into which the booking now falls Code A2 Group A 8 14 Days and click Accept e Check that the collection and return time 8AM is entered correctly e Enter the address for delivering the vehicle to the client He will return the vehicle to our premises so enter those details as well e Change the status to Confirmed General Y Financial Additional Costs Additional Drives Reservation Details Change category vehicle Humber janie Duration Charged 13 Reservation Number Mm H Number pp Category A2 Group 8 14 Days 9 Order Number Customer Code smon Search lt F5 Description Smith Willen blr 2014 04 16 08 00 00 AM Deliver the P ments a car here ees Em Demo Europe delven Address Demo Euope maj nj inport G M KM Out 2014 04 29 l KM In 08 00 00 AM Tre KM Free Estimated Time Due 08 00 00 KM Charged Payment Type Credit Cad vi Fuel Used Credit Card Number 4000000000002 Credit Card Type Misa vi sp Date m aj Cv Mo 1
28. tatus on Rent Vien Audit Log Accept Cancel Novtel 2014 Version 3 00 Mastering the Basics 29 All that is needed now is to click on the Additional Cost tab Click Add and select the applicable Excess Rate and enter the kilometer quantity in this case 1274km and Click Accept x l s Reservation Details p 2 Line Type Description Cty Escl T ax Inel ltem Standard Insurance Group 1 7 Days 13 171 05 23 95 7196 00 ltem Contract Fee 1 off 1 23 10 00 Fi ltem Excess KM MI Group 4 8 140 ays 12 4 1255 15 Bed 1465 10 Select the Enter the access correct code km s 1465 00 205 10 1670 10 Add Remark Q y Delete View Audit Log O n Cancel To record the return of the vehicle right click on the booking and change the Status to Termed See how the booking color changed to green on the grid View Details lt F5 gt Job Documents Status Cancelled Update Invoice Provisional Confirmed On Rent Termed Reservation Number 1 Non Rev SMIQOT Smith Williar Mr PO Box 3999 Non Rev Return C err l Om EE LET ELT tell 1111 User Defined Field 3 vwsmithadgmall cam User Detined Field 4 Novtel 2014 Version 3 00 30 Novtel Vehicle Hire Free User Manual 3 4 1 Reports and Search Options Activity List OF Availability Rental Agreement List Overdue Report Daily Activity Report Current Act
29. tional Drivers Vehicle Number 4001 Volkswagen Golf 1300 Red Duration Charged G Reservation Number 11 R Number E Category Og Order Humber Customer Code SMIOO Search lt FB gt Description Smith Willian Mr 2014 0416 7 This booking belongs to Code A1 Group A 1 7 Days Set the Status to Provisional Accept ET A 4 4 Dave 62 00 l i Group 15 21 Days 60 00 Cancel Group 22 28 Days l l Group B 1 7 Days Group B 9 14 Days Group B 15 21 Days Group B 22 28 D aps Group C 1 7 Days Group C 9 14 Days Group C 15 21 D aps Group C 22 20 Days CTDEMO CT Demo Search By ods Search For Yew Audit Log Accept Cancel 7 On the Reservations Details screen click the Financial Tab See how Novtel has automatically inserted the price structure of the category selection into the Applicable Rates and calculated the total invoice amount of this booking Novtel 2014 Version 3 00 22 Novtel Vehicle Hire Free User Manual Now let s record the following Mr W Smith now wants to extend his booking by week to the next week s Tuesday To confirm the booking he also supplies his Credit Card information as follows e Credit Card Type Visa Card e Card Number 1234000000000002 e Expiry Date 0106 e CVV No 123 He will arrive at the local airport at 8 00AM on Mango Flight 454 and requests the car to be delivered to the airport He will return the car to our
30. ulated the free kilometers from the category selection you made e Type the KM Out information in the box provided for it and click Accept e After the rental period Mr W Smith returns the vehicle The original agreement was that the vehicle should have been returned at 8 00AM e Mr W Smith only returns the vehicle at 11 00 AM Therefore the Time In should be changed in the General Tab to the correct time in the green section e Novtel automatically changes and recalculates the amount to one additional day because of the fact that we only allow one hour grace period for this demonstration e The speedometer reading is now on 5976 KM Enter this detail as shown below Novtel automatically calculates the excess KM driven In this case the access kilometers are 1274 i eservation Details Additional O An extra day is charged V automatically for the late return of 11 00am vehicle Number 4008 Fiat Palio 1300 Red Duration Charged 14 Reservation Number 11 RA Number 5 Category az Group 4 9 14 Days al Order Humber Customer Code SMIDD Search lt F5 Description Smith william Hr 2014 04 16 Comments 08 00 00 AM Demo Europe m Delvern Address port ia 2014 04 29 Ci lll Estimated Time Due Os 0000 AM u Fremizes ale Payment Type Credit Card Pickup Address Fuel Used Credit Card Number Add Mew Credit Card Remarks S
31. w Details lt F5 gt Job Documents Status Update Invoice Delivery Note lt Ctrl D gt Rental Agreement lt Ctrl R gt Invoice lt Ctrl 1 gt MS Word Documents ber Job Quote General Reservation Form Confirmation Of Reservation To set up documents in Novtel On the top menu click Setup and then Documents You have 8 standard rental agreement layouts to choose from Documents Setup Invoices T Lapout Plain Paper Logo Layout 1 Logo Layout 2 Logo Layout 3 Logo Layout 4 Logo Layout 4 Logo Layout b Logo Layout 7 Pre Printed Layout ee e 1e e e ie e to Nowtel Forms Designer Documents Hotes Debit Orders Paper Size 44 270 mom 297 mm Own logos can be used in the standard documents Novtel is equipped with a powerful forms designer but is not part of this tutorial On the Letters tab you can set up letters to forward to customers directly from the bookings on the grid Novtel 2014 Version 3 00 Mastering the Basics 35 3 6 Step 6 Novtel and the financial side of things Let s go back to Mr Smith s booking which was Termed To record this booking s financial information is as easy as right clicking on it and updating it Bookings that carry the status of Termed are the only bookings that can be updated View Details lt F5 gt Job PP Documents of i Gtalk Click to u
32. xample Standard Insurance A 1 7 Days Lets Call Super Cover Insurance IS In the Description line for each of the groups enter Super Cover Insurance followed by the group and the rental days Group A Rental period Create Code Standard Insurance per day Create Code Super Cover Insurance per day Group B Rental period Create Code Standard Insurance per day Create Code Super Cover Insurance per day Group C Rental period Create Code Standard Insurance per day Create Code Super Cover Insurance per day Novtel 2014 Version 3 00 1 7 Days 8 14 Days 15 21 Days 22 28 Days IBA1 IBA2 IBA3 IBA4 15 00 14 00 13 00 12 00 ISA1 ISA2 ISA3 ISA4 2 00 26 00 25 00 24 00 1 7 Days 8 14 Days 15 21 Days 22 28 Days IBB1 IBB2 IBB3 IBB4 20 00 19 00 18 00 17 00 ISB1 ISB2 ISB3 ISB4 37 00 36 00 35 00 34 00 1 7 Days 8 14 Days 15 21 Days 22 28 Days IBC1 IBC2 IBC3 IBC4 30 00 29 00 28 00 2 00 ISC1 ISC2 ISC3 ISC4 44 00 43 00 42 00 40 00 18 Novtel Vehicle Hire Free User Manual Pick up fees and Drop off fees charged per Kilometer Mileage Range from location Now the question is How are we going to implement these rates in such a way that it is logical and easy to use for the staff members of this trade First the Rates that apply to all the groups Lets call Drop off TD T for transport and D for Drop off then apply how we coded the categories TD1 Drop off 1 to 10 KM MI 20 00 TD2 Drop off 11 to 20
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