| Booking manual
0.Table of Contents.
1. Login.
2. Display reservation.
2.1 Display reservation – main
page. 2
2.2 Reservation details.
3. Add admin info.
3.1 View location page.
3.1.1 Rate info sub page.
3.1.2 Location Info sub page.
3.2 Vehicles page.
3.3. Insurances page.
3.4 Extras page.
3.5 Vehicle pictures page.
3.6 Extra pictures page.
3.7 Daily ranges page.
3.8 Seasons page.
4. Mail Admin.
5. Logout
The login page (Screenshot 1) allows the user to enter the
system. The page has two fields, which must be filled:
Username – the username of the user.
Password – the password of the user.
Tab key or mouse can be used to move between the fields. After
the fields are filled, the user clicks the Login button.
Note: Two persons can’t be logged in with the same
username at the same time.
Screenshot 1. The log in page.
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Display Reservation page (Screenshot 2) is loaded by
default, after the user has logged in into the system. The Main
Menu of all pages in the system includes 4 links:
Add Admin Info – this section allows to
add/modify/delete all information about car rentals and services
they provide.
Display Reservation – this section is meant for
working with existing reservations. The user can view/modify/delete
and make needed actions to the reservations.
Mail Admin – this part of the system allows the
user to modify the Type Mails.
Logout – the user can log out of the system. Please
note: always log out, when not using the system for a longer time
period.
Screenshot 2. Display reservation main page
The main page of Display reservation contains a
ten-column table (Screenshot 2). Between the Main Menu and
the table is the Display drop-down menu, which allows to
filter the needed reservations by their status. The default
selection is All – all reservations are displayed.
The other statuses are:
MFC(money) – the customer is charged for the
deposit.
Wait.(waiting) – the reservations, which are
waiting for the acceptance from the non-free-sell partner
Accp.(Accepted) – the reservations, which are
accepted by the non-free-sell partner (car rental).
Ref.(Refused) – the reservations, which are refused
by the non-free-sell partner.
Conf.(Confirmed) – the confirmation e-mail has been
sent to the customer.
Completed – the completed reservations, which are
now just waiting the pick-up date. After it has arrived, they will
move automatically to the Archive status.
Mod.(modified) – reservations, which have been
modified
Adv.s.(advice sent) –
Adv.r.(advice replied) –
Last Cancelled – the reservations, which have been
cancelled.
Last Modified – the reservations, which have been
modified.
Archive – after the reservation is completed and
it’s pick-up date is passed, the reservation moves to the
Archive status, where it is held for 12 months. After that
period, the reservation is saved as .txt file and erased from the
online system.
The other drop-down menu above the table is Find. This
menu and fields allow the user to search for the specific
reservation. The drop-down menu includes 20 different topics to
narrow the search process:
ID Number – the number of reservation.
Alt. Number – the additional number of
reservation.
Country – the country, where the car is rented.
Location (short) – the car rental’s
location’s short name.
Location – the car rental’s location
Reservation Date – the date, when the reservation
was made.
Car Type – the type of the car.
Car Class – the class of the car.
Date of Arrival – the pick-up date of the car.
Date of Departure – the drop-off date of the
car.
Date of Birth – customer’s date of birth.
First Name – customer’s first name.
Last Name – customer’s last name.
E-mail Address – customer’s e-mail
address.
Residence – residence country of the customer.
Phone Number – customer’s phone number.
Fax Number – customer’s fax number.
Card Number – customer’s credit card
number.
Flight Number – customer’s flight number.
Airline – airline of the customer.
The ten columns in the table are:
ID – the reservation number.
State Loc. – the location and country (in short) of
the car rental.
Reserved – the date and time of reservation.
Car Type, Group – car type and class.
Arrival – the pick-up date and time.
Departure – the drop-off date and time.
Name – the full name of the customer.
Car – the status of the car (“-“
– Undetermined, “A” – Available,
“N/A” – Not Available)
Status – the status of the reservation
(“New” – New, “Proc”
–Processing, “Canc” – Cancelled,
“Comp” – Completed)
Modify – this column shows, if the reservation has
been modified or not. (Yes/No). If the reservation modifying needs
a comment from the customer or partner, then there is
“!” sign – by moving the cursor over it,
you will see the comment.
The page is loaded by default in chronological order of the
Reserved column – the newest reservations are on the
top. The order of displaying can be set by clicking on the header
of these 7 columns ID, State Loc., Reserved, Car
Type Group, Arrival, Departure, Name. The second
click on the header will reverse the order.
The user can view and make needed actions to the reservations,
by clicking on their ID numbers.
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The Reservation page allows the user to view all details
about the reservation, make actions to it and view previous actions
(Screenshot 3).
Screenshot 3. Reservation’s details page
At the top of the page, under the Main Menu, the user can
view the status of the reservation. The page displays the details
of the reservation as follows:
Confirmation No – the confirmation number
(reservation number)
Title – title of the customer
First Name – customer’s first name
Last Name – customer’s last name
Address – customer’s address
City – residence city of the customer
Country – customer’s residence country
State/Province – customer’s residence state
or province.
E-mail – the e-mail address of the customer
Phone – customer’s phone number
Fax – customer’s fax number
Zip – the ZIP code at the place of customer’s
residence
Discount code –
Broker code –
Cardholder’s name – credit card owner’s
name
Method of payment – credit card type
Card expire date – credit card expire date
Card number – credit card number
Cvv2/cvc2 – the three digits on the back of the
credit card
Pick-up location – the location of car’s
pick-up
Pick-up time – pick-up date and time
Drop-off location – the location of car’s
drop-off
Drop-off time – drop-off date and time
Car – the type and class of the vehicle
Extras – the extra services or equipment chosen by
the customer
Need pick-up service – a query about the need for
pick-up service
Info – the location of the pick-up.
Need drop-off service – a query about the need for
drop-off service
Info – the location of the drop-off.
Customer comments – This fields contains the
customer comments about whatever he/she likes.
Total Price – the total sum of the rental.
By clicking on the Change link, the user can modify any
of the reservation details
If the modification is made to New reservation (deposit
not charged yet), then the status will become Modified.
If the deposit is charged and then any modifications are made
that affect the sum of deposit, the Reservation page will
display the difference between the old and the new reservations
(Screenshot 4). In this case, deposit must be charged again for the
difference.
Screenshot 4. Reservation details after modifications.
Delete Entry link deletes the reservation from the system
– it can not be recovered in any way. This action should be
executed only if the user is sure, that the reservation won’t
be needed in any way (was made by mistake, testing, etc.).
Cancel link cancels the reservation. The cancelled
reservation still remains in the system with Cancelled
status.
Complete link tells the system that everything is ok with
that reservation (money is taken etc.).
History link displays the history of all actions made to
the reservation below the reservation (Screenshot 5.).
Screenshot 5. The History of the reservation
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The drop-down menu below the previous links allows to select
from among several actions to be executed on the reservations
(Screenshot 6). After the selection, OK button should be
clicked on.
The selection possibilities are:
Send Confirmation:
HTML – allows to send the confirmation voucher to
the customer by e-mail in HTML format
TEXT – allows to send the confirmation voucher to
the customer by the e-mail in TEXT format
Inform Customer About:
Modifications – if any modifications are made to
the reservation and the user wants to verify, he/she uses this
link
Cancellation – allows to inform the customer that
his/her reservation is cancelled
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Screenshot 6. Set of actions drop-down menu.
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Invalid Credit Card Info – allows to inform the
customer about invalid credit card info.
Modifications Not Possible – allows to inform the
customer that the desired modifications were not possible.
Inform Partner About:
Modifications – allows to inform the partner about
modifications made to the reservation
Cancellation – allows to inform the partner that
reservation was cancelled
Change Car Status To:
Unavailable – allows to change the status of the
car to unavailable
Available – allows to change the status of the car
to available
Just in Case:
Resend Query To Partner – allows to re-send the
query to the partner
Send Comments To Customer – allows to send comments
to the customer
Insert Alt. Reservation No – allows to insert the
alternative reservation number
Resend Confirmation To New Email – allows to
re-send the confirmation voucher in HTML format to any new e-mail
address
Resend Query To Partner To New Email – allows to
re-send the query to the partner to any new e-mail address.
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Add Admin Info section includes many different pages,
which allow to administrate all aspects of car and location
information.
The submenu of this section includes the following links:
View Location –
Vehicles –
Insurances –
Extras –
Vehicle Pictures –
Extra Pictures –
Daily Ranges –
Seasons –
Screenshot 7. View location sub page
By default is displayed View Location sub page
(Screenshot 7), which allows to administrate every aspect of
location info. The location has to be selected from the
three-column table at first. The user must navigate to the
preferred location by selecting the country from the first column,
then the city from the second and location from the third.
At the bottom of the page there are four radio buttons, which
allow choosing in between viewing Rate Info, Location
Info, Term and Conditions, and Click Counter. The
Ok button at the right top corner has to be clicked to
display the chosen page.
Choosing Rate Info will open the page where user can
choose desired cars and extras for this location and set up their
prices. If the location is a new one, then all fields are empty and
user has to fill them or choose from drop-down menus.
Under the menu at the top the user can see the name of the
country, city, location and number of car types offered at this
location (Screenshot 8.)
Screenshot 8. Groups section.
The first part of the page is Groups section, which
allows choosing from among available groups (Available
drop-down menu). If there is a need to add a new group, the name of
the new group has to be inserted to the field below the drop-down
menu (Enter new or select from list), and the Add
radio button checked. The Ok button in the right will
confirm the action. In order to delete an existing group, the user
has to select the name of the group, check the Delete radio
button and click on OK button. Modify radio button
allows the user to rename the group.
The second part of the page is Classes section
(Screenshot 9). The operations are exactly the same as in
Groups section, but apply to Classes.
Screenshot 9. Classes section.
The next is the Add Vehicle section (Screenshot 10). By
the help of it, the user is able to add new vehicles to the
location. The vehicles can be selected from Available
selection box. Next the Group (optional), Class, and
Car type information have to be added by corresponding
drop-down menus. Clicking on OK button will confirm the
addition of the new car.
Screenshot 10. Add vehicle.
The user can edit the available vehicles by the next –
Edit vehicle section. First the vehicle has to be selected
from the Available selection box. The changeable parameters
of the vehicle include Group, Class, Doors
(number of them), Seats (number of them),
Transmission (automatic/manual), Airco (Air
conditioner availability), Airbag, and Fuel (all by
corresponding drop-down menus). This section also allows to add
comments about the vehicle. The comments will be displayed when the
customer clicks on the Info link at the particular location
in the process of booking. The user selects the needed car and
inserts comments into the Comments text box. In order to
confirm the changes the Change radio button has to be chosen
at the bottom of the section and the OK button clicked at
the top right hand corner of the section.
Screenshot 11. Edit vehicle section.
To delete the car, the user must select the desired vehicle,
chooses Delete option and click OK button.
The vehicle can also be blocked (i.e. it is not offered for
rental), if the user selects the desired vehicle, chooses
Block option and click OK button.
The last feature of this part is Convert into
guaranteed reservation option. It allows to change the vehicle
in the free-sell location to a guaranteed reservation status. The
user selects the needed car, chooses Convert into guaranteed
reservation option and clicks OK button.
The Pricelist section of the page allows the user to set
daily/weekly prices for given car Classes (Screenshot 12).
The user selects the vehicle class from the Class field and
inserts all fields below in this section. After the prices are
inserted, the user clicks on the OK button at the top right
hand corner of the section.
Screenshot 12. Pricelist section – 1
On the Screenshot 12, for example, the user has just to fill 2
fields: per/day and per/week. It means that this
location has one season (the price doesn’t change depending
on the season of the year) and the prices can differ in two ways:
one price for the day and another price if the customer rents the
vehicle for 7 days.
On the Screenshot 13, there is also one season during the year,
but the daily rate is based on another system: the price will
depend on the number of rental days: one price for renting 1-2
days, another price for renting 3-7 days and another price if more
than 7 days. The system also allows to increase or decrease the
rate depending on the weekday. As seen on Screenshot 13, there are
fields for every day of the week, into which a positive or negative
percentage can be inserted (that amount will be added or subtracted
from the rate).
Screenshot 13. Pricelist section – 2.
Sometimes locations have several seasons. The prices for all
seasons are different and are to be inserted separately.
The next sections is Extras (Screenshot 14). It allows to
add/modify/delete extra services or equipment offered at this
location. The add new extra, user selects the desired extra from
the Enter new or select from list drop-down menu, inserts
comments for this extra to the Comments text box, inserts
the price into Price field, inserts the number of this
particular extra available at the location into Amount
field, fills the Max price field, which is meant to
determine the maximum sum, over which the price will not rise (for
example if the price per day for the extra is 10 EUR and Max
price is 50 EUR, it means, that price will not be more than 50
EUR even if the reservation is made for more than 5 days), chooses
Price per Day or Rental (if Day option, then
the price is multiplied on the number of rental days and if
Rental option, then the price is set per rental and does not
depend on the number of rental days), chooses Add option on
the right and clicks OK button on the top right hand corner
of the section.
Added extras are displayed in the Extras field and by
selecting them from there the user can modify or delete the extra
using Modify and Delete options below, on the
right.
Screenshot 14. Extras section
The last part of the page is Insurance section
(Screenshot 15). It allows to add/modify/delete insurance types
offered at this location. The add new insurance type, user selects
the desired insurance from the Enter new or select from list
drop-down menu, inserts comments for this insurance to the
Comments text box, inserts the price into Price
field, fills the Max price field, which is meant to
determine the maximum sum, over which the insurance price will not
rise (for example if the price per day for the vehicle is 10 EUR
and Max price is 50 EUR, it means, that price will not be
more than 50 EUR even if the reservation is made for more than 5
days), chooses Price per Day or Rental (if Day
option, then the insurance price is multiplied on the number of
rental days and if Rental option, then the price is set per
rental and does not depend on the number of rental days), chooses
Add option on the right and clicks OK button at the
top right hand corner of the section.
Added insurances are displayed in the Insurances field and by
selecting them from there the user can modify or delete the
insurance type by using Modify and Delete options
below, on the right.
Screenshot 15. Insurance section
The second option on the View Location page is
Location Info. This selection opens the page, where the user
can administrate location’s contact info and price
calculation system.
The page could be divided in mind into several pieces. The first
part (Screenshot 16) has the following fields:
E-mail 1 – rental’s e-mail address
E-mail 2 – rental’s second e-mail address
(not required)
Tel – rental’s telephone number (not
required)
Toll Free – the number of phone on which customer
can call without paying (not required)
Fax – rental’s fax number (not required)
Website – rental’s website (must include
http://) (not required)
Account No – rental’s account number (not
required)
Rate Code – rental’s rate code (not
required)
Address – location’s address
Business hours – location’s opening hours
(not required)
Logo – rental’s logo (not required)
Currency –the currency of the location
Car Rental – the user chooses if the location
supports stand-by reservations or guaranteed reservations
Extra ID - by marking this check-box, the partner has the
option to add it’s own (alternative) reservation number.
Screenshot 16. Location info page
The next section defines the rules concerning the age of the
driver (Screenshot 17). The policy must be selected from
Driver’s Age drop-down menu. The Yes/No radio
buttons define, if the same applies to Additional driver. If
yes, then the policy has to be selected from corresponding
drop-down menu, too.
Next the user has to define by radio buttons, if the location
offers insurance (Screenshot 17). The possibilities are no
insurance (the location offers no insurances), include
insurance cost into the total (i.e. the cost is included into
the rental price and not shown separately), and show insurance
cost separately (the opposite of previous).
The next part of the Location Info page consists of
Daily and Season Ranges. The user must select one of
the Daily Ranges and one of the Season Ranges
from the drop-down menus (Screenshot 17).
Next the user has to set the payment options for that location
(Screenshot 17). First he/she has to select between radio buttons
Show all in one drop-down menu or Show Cash or/and Credit
Card info. In the first case, the payment options are displayed
in a simple drop-down menu and the client can insert whatever
information he/she likes. In second case, algorithms are applied to
the card info inserted to verify if it can be a card of that type
at all. The system does not check if the card is valid or has any
money on it. The client can choose from only those payment methods,
whose check boxes are checked.
Screenshot 17. Location info page – 2
The next section defines, what kind of information about the
cars is visible to the customer (Screenshot 18). The user has to
select the needed check boxes below the text Car info
popup.
If the location offers pick-up and/or drop-off
services, the corresponding check boxes have to be checked. If
driver is waiting to give or take the keys, the price for this
service can be set by Allow waiting check box and
Price field.
The boxes in the Customer help menu section allow to
insert some location specific directions to the customer
(Screenshot 18). The contents of these boxes are displayed in a
pop-up window, when the client clicks on help links (displayed as
?) on the car reservation page.
The next two drops-down menus set minimum time length for which
a reservation can be made (Minimum period days) and the time
period in hours between the booking and the actual use of the car
(Start reserv. Hours).
Screenshot 18. Location info page – 3
The last part of the location info page is meant for setting the
location’s business hours (Screenshot 19). There is a table
with check boxes for every hour of the week. Checked boxes
represent business hours. Click on a row/column header will
check/uncheck all the hours of that row/header. Clicking on single
cells will check/uncheck corresponding hours. When Show
colours box is checked, business hours will be displayed in
green, others red. Assign Holidays allows the user to set
business hours on holidays in a separate pop-up window (Screenshot
20).
If the user has inserted a logo for the location, it will be
displayed at the bottom of the page.
Screenshot 19. Location info page – 4
Screenshot 20. Assign holidays.
3.1.3
Terms and conditions sub page
The third option on the View Location page is Terms
and Conditions. When there are no terms set, the page looks
like on Screenshot 21. The first field is Caption, where the
user inserts the header of the terms, then he inserts the text into
Body text box and selects one of the three Groups
(Rental Conditions, Inclusive, Extras, Personal Touch, Payment
Info, and Contact Info), to which the terms will belong.
After all actions are made, the user clicks OK button at
the top right corner of the page.
Screenshot 21. Terms and Conditions sub page.
The filled Terms and Conditions page is longer and
contains line-separated sections for every inserted term or
condition (Screenshot 22). When the administrator wishes to modify
or delete any of the terms, he can mark the check-box next to the
term and make changes to this particular term if needed. At the
bottom of the page there are two buttons: Update and
Delete, which will make the action to the checked text
fields (terms).
Screenshot 22. Terms and Conditions sub page –
2.
Vehicles page is meant to create, modify and delete
vehicles (Screenshot 23.).
Screenshot 23. Vehicle page.
To create new vehicle, the user inserts the name of the vehicle
into Current field, chooses Add option and clicks
OK button at the top of the page.
To modify the existing vehicle, the user chooses the needed
vehicle from the Available list (the chosen vehicle will
appear in Current field), renames the vehicle, selects
Modify radio button and clicks on OK button.
To delete the vehicle, the user chooses the needed class from
the Available list (the chosen vehicle will appear in
Current field), selects Delete option and clicks
OK button. To finish the deleting procedure, the user clicks
OK button on the pop-up Alert Window (Screenshot
24.)
Screenshot 24. Pop-up window.
Insurances page allows to create, modify and delete
insurance types (Screenshot 25.). The page looks absolutely the
same as Vehicles page and has the same functions, with the
only difference, that in the Available field it has the list
of insurances, not vehicles.
Screenshot 25. Insurances page.
Extras page allows to create, modify and delete extras
(Screenshot 26.). The page looks absolutely the same as
Vehicles page and has the same functions, with the only
difference, that in the Available field it has the list of
extras, not vehicles.
Screenshot 26. Extras page
Vehicle Pictures page allows to add car pictures
(Screenshot 27.). The user selects the needed vehicle from the list
of vehicles – if on the left to the list there is an image
displayed, then this vehicle already has a picture. The user can
add or replace existing picture by selecting the car from the list
and browsing the picture from any drive of his/her computer. After
the picture is selected (it appears in the Add Picture
field), the user clicks OK button at the top of the
page.
Screenshot 27. Vehicle pictures page.
Extra Pictures page allows to add extra pictures
(Screenshot 28.). The page looks the same as Vehicle
Pictures page and has the same functions; the only difference
is that it displays the list of extra services and equipment, not
vehicles.
Screenshot 28. Extra pictures page.
Daily Ranges page allows to create, modify and delete
daily ranges (Screenshot 29).
To create new daily range, the user selects Add radio
button on the bottom of the page and clicks OK button at the
top of the page. New page will open (Screenshot 31), where user has
to select number of periods from the drop-down menu (Screenshot
32). The number of periods is the number of different price groups
in the specific daily range. For example in the 1-2 days, 3-4
days and 5+ days daily range there are 3 periods. After the
selection is made, the user clicks on click here link.
On the next page (Screenshot 42. and 43.) user has to insert the
proper periods and determine their status: Daily or
Weekly. The Daily status means that the price will be
multiplied by the number of rental days, the Weekly status
will not multiply the price by the number of days set in the
period, but just will display the same price for any number of days
set into the period.
Screenshot 29. Daily ranges
Screenshot 30. Selection of periods’ number
Screenshot 31. Setting the periods
Screenshot 32. Setting the periods – 2
To modify the daily range, the user selects one of the existing
daily ranges on the Daily Ranges page, selects Modify
option and clicks OK button to open the page, where he can
change the periods and their statuses. After the changes are done,
the user clicks click here link.
To delete a range, the user selects one of the existing daily
ranges on the Daily Ranges page, selects Delete
option and clicks OK button. The Alert Window will
ask user to click OK button to finish the deleting
procedure.
Seasons page allows the user to add and delete season
ranges (Screenshot 33).
To add a new season, the user selects Add radio button at the
bottom and clicks OK button at the top of the page to open next
page (Screenshot 34). On this page the user selects the number of
season periods and clicks click here link. On the next page
the user has to insert the periods of the season range (Screenshot
35.) and after that is done, click on click here link.
Screenshot 33. Seasons
Screenshot 34. Setting the periods
Screenshot 35. Setting the periods – 2
To delete a season range, the user selects the radio button to
the left of the range, then Delete radio button and clicks
OK button. The Alert Window (Screenshot 36.)
will ask user to confirm the deletion..
Screenshot 36. Alert Window
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Mail Admin section allows the user to modify the default
e-mails, that are sent automatically to customers and partners.
The page can be divided into three parts. The contents of an
e-mail is visible at the top in three text boxes (Screenshot
37):
Subject – the subject of the e-mail.
E-mail – the main content of the e-mail.
Footer – the footer of the e-mail.
Screenshot 37. Mail admin.
The contents of the text boxes depend on the radio button
selection in the middle of the page (Screenshot 38). There is one
radio button for every e-mail type in the system. To the left of
the button is the e-mail’s code and to the right its
description. If a radio button is clicked, its contents will be
displayed in the text boxes at the top.
Screenshot 38. Mail admin –2
If order to modify the contents of a certain e-mail, the user
has to click on its radio button first. After the editing the
contents, he/she has to click on OK button at the top right
corner of the page to confirm the change.
The e-mails content can include abbreviations, which are
described in the bottom section of the page (Screenshot 39). The
abbreviation is displayed as {ABBREVIATION} and it’s content
is taken from the database considering the specific reservation.
For example, when sending confirmation e-mail considering the
reservation made by John Smith, the {FIRSTNAME} and {LASTNAME}
abbreviations are changed for John Smith.
Screenshot 39. Mail admin – 3
To log out of the system, the user clicks Logout link on
the main menu.
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