Implementation of Payroll in TallyERP 9

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

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 r epor ts · Statutor y r egister · Monthly sale/tr ip

summar y
· Booking pr e-closur e - Duty slip r egister - TDS r egister
VEHICLE & DRIVER TRIP & PRICE · Vehicle wise expenses
· Booking r epor ts - Executed duty slip - Ser vice tax r egister
- Pending duty slip · Booking r epor ts
- Date-wise · Payr oll ESI PF
· Placar d pr inting based on · Duty slip r epor ts
· Vehicle gr oups · Tr ip configur ation as - Car -wise · Employee payr oll and
multiple packages duty slip cost tr acking · Billing r epor ts
· Vehicle models and - Customer -wise
details · Unique tar iff ID · SMS to par ty as r eminder · Reminder letter s · Pr icing r epor ts
- Cancelled
· Vehicle supplier details · Booked by and tr avelled · SMS to par ty on booking · Cor por ate cr edit · Car -wise pr ofit
- Complimentar y
by details confir mation management
· Dr iver database · Reser vations with · Fuel mileage r epor ts
· Dr iver assignment · E-mail duty slip details to · Br anch-wise r epor ts
· Manage vehicle advance payments · Cost center wise P&L
customer
· Package tr ips · Reminder slips · Day-wise r epor ts
- Own vehicle · Cost center wise Balance
· Pr int dr iver r epor ting
· Tr ip conditions pr inting · Booking summar y · Contr act-wise pr ofit-loss sheet
- Own dr iver addr ess
on invoice r epor ts
· Cor por ate booking · Employee per for mance
- Hir ed vehicle · Pending duty-slip r epor t
· Pr ice list r epor t and · Multiple payment options
summar y · Vehicle pr oductivity
- Hir ed dr iver pr inting · Sales r egister with duty
· Cor por ate or der · Budgeting and var iance
slip details
· Vehicle expenses r epor t · Tr ip with additional management · Stor e management
discounts · Customer flight and tr ain
· Fuel mileage filter s · Cor por ate contr acts details for pickup · Multiple r epor ting offices
· Reminder s for vehicle · Defining tr ip pr ices in city
· Cur r ent r eser vations for · Duty slip closur e
insur ance, PUC etc. - Night allowance the day management · Billing r egister
- Extr a char ges · Contr act tr acking - Momentar y closur e · Outstanding r epor t
- Dr iver bata - Reser vation - Complete closur e
- Discounts, tolls - Booking - Missed duty slips
- Out-station r ates - Completed
- Over due contr acts
· Commissions for booking
agents

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

Management Reports
Car Rental

Duty-Slip
Management

Car Rental Business – Vehicle & Price Management
VEHICLE & PRICE MANAGEMENT
Pr ice Vehicle Dr iver Tr ip
· Pr icing based on · Vehicle model · Own/hir ed dr iver · Tr ip vehicle details

kilometer /mile details · Tr ip dr iver details
· Chassis number
· Tr ip specific · Dr iver payments · Tr ip fuel expenses
· Engine number
pr icing · Dr iver database
· Insur ance details · Tr ip other
· Pr icing based on · Dr iver license expenses
vehicle type · Fitness cer tificate
· Assigned vehicle · Tr ip cost
· Dr iver costs · Author ization
details · Dr iver fines · Tr ip status
· Cor por ate pr ices
· PUC due date · Dr iver advances · Cor por ate tr ips
· Gener al public
pr ices · Fuel expense · Duty-slip
author izations
· Pr ice levels and · State per mit details
pr ice list · RTO due date
· Rental vehicle
company details

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.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
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

Car Rental Business – Vehicle Booking & Allocation
Vehicle & Price MIS

Management Reports
Car Rental

Duty-Slip
Management

Process Flow - Vehicle Booking
VEHICLE BOOKING
Customer calls the agency to Tr avel agent books the tr ip on Customer logs in the website to
Cor por ate office books the tr ip
enquir e and book behalf of customer book for a tr ip
Cor por ate contr act

Repr esentative speaks to the
Fir st time customer r egister ed details ar e r etr ieved
customer and explains tr ip Repr esentative collects the
r ates and vehicle types. with phone number , name, company and tr ip details
email ID, city
Fir st time customer r egister ed
with phone number , name
No Does customer agr ee Repr esentative collects tr avel Repr esentative checks the
for pr ice and vehicle ? agents details and the tr ip Booking office r eceives cor por ate r ates and infor ms the
details customer r equir ements tr avel desk
Cor por ate
Customer is not inter ested and Yes Details
booking is not done. Log is
made of the inter action
No Vehicles available
for pickup time?
Yes
Cor por ate booking
Unavailability infor mation is Booked by, booked for and details ar e stor ed
given to customer . Inter action payment details ar e collected
is logged by the customer
Confir mation of booking along

with booking ID is pr ovided
thr ough phone/SMS/eMail/
website
Customer pays the advance

amount and booking status is
confir med. Booking char ges
ar e accounted

Process Flow - Vehicle Allocation
VEHICLE ALLOCATION
Booking office checks for

bookings for the day
Supplier
Infor mation
Vehicle
Infor mation Based on time vehicles
availability is checked
Ar e own vehicle & dr iver No Check with multiple supplier s Is vehicle for hir e No
available? for the vehicle specified available?
Yes
Yes
Dr iver Yes No Booking office infor ms

Vehicle and dr iver ar e booked Is customer ok with
Infor mation customer about vehicle
for slot and status updated alter nate vehicle?
unavailability with r egr et
Duty-slip is gener ated Advance amount, booking

amount is r efunded and
tr ansaction is logged
Notification is sent to the
customer and dr iver about the
tr ip in SMS/eMail/Call

Primary Requirement – Vehicle Booking & Allocation
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.ERP 9 Fitment – Vehicle Booking & Allocation
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.ERP 9 Fitment – Vehicle Booking & Allocation
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

Car Rental Business – Duty Slip Management
Vehicle & Price MIS

Management Reports
Car Rental

Duty-Slip
Management

Process Flow – Duty Slip Management
DUTY SLIP
MANAGEMENT
Dr iver r eceives the duty-slip

with pick-up location and time
details
Booking office contacts the

customer . Infor ms about the
tr ip details though SMS or call
Dr iver contacts the customer

and infor ms him befor e the
pickup time
No Yes Dr iver r ecor ds tr ip details:

Customer changes the Does customer confir m
star ting time and kilometer s
addr ess and time pickup time & location?
ar e r ecor ded in the system
Dr iver infor ms the booking

office about change in the tr ip
and system is updated
Dr iver r ecor ds tr ip details: Tr ip is completed; additional

star ting time and kilometer s char ges ar e adjusted in bill
ar e r ecor ded in the system
Dr iver collects the fee as per

bill and additional char ges
after the tr ip completion
Dr iver infor ms about the tr ip Booking office sends, thank Pending payment for
completion status to booking you message to customer as supplier s/ hir ed dr iver s, is
office eMail or as SMS r ecor ded mar ked as to be
paid in month end
Duty-slip is marked as Trip feedback is taken from

complete driver and customer

Primary Requirement – Duty Slip Management
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.ERP 9 Fitment – Duty Slip Management
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.ERP 9 Fitment – Duty Slip Management
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

Car Rental Business – Accounts & Payroll
Vehicle & Price MIS

Management Reports
Car Rental

Duty-Slip
Management

Primary Requirement – Accounts & Payroll
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.ERP 9 Fitment – Accounts & Payroll
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

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

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

Car Rental Business – Accounts & Payroll
Vehicle & Price MIS

Management Reports
Car Rental

Duty-Slip
Management

Primary Requirement – MIS Reports
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.ERP 9 Fitment – MIS Reports
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.ERP 9 Fitment – MIS Reports
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

Thank You
For any queries, write to us :

team.ti@tallysolutions.com
To find out more, visit :

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

Implementation of Payroll in TallyERP 9

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Tally.

ERP 9 for Car Rental Business

© Tally Solutions Pvt. Ltd. All Rights Reserved

• Car Rental Business – An Overview

• Structure of Car Rental Operations

• Tally.ERP 9 for Car Rental Business

• Business Process Flow

© Tally Solutions Pvt. Ltd. All Rights Reserved 2

Vehicle & Price MIS

Vehicle Booking Accounts &

© Tally Solutions Pvt. Ltd. All Rights Reserved 3

VEHICLE & PRICE VEHICLE BOOKING & DUTY-SLIP

· Vehicle allocation · Duty slip r epor ts · Statutor y r egister · Monthly sale/tr ip

© Tally Solutions Pvt. Ltd. All Rights Reserved 4

Vehicle & Price MIS

Vehicle Booking Accounts &

© Tally Solutions Pvt. Ltd. All Rights Reserved 5

Pr ice Vehicle Dr iver Tr ip

· Pr icing based on · Vehicle model · Own/hir ed dr iver · Tr ip vehicle details

© Tally Solutions Pvt. Ltd. All Rights Reserved 6

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

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

Vehicle & Price MIS

Vehicle Booking Accounts &

© Tally Solutions Pvt. Ltd. All Rights Reserved 10

Cor por ate contr act

Confir mation of booking along

Customer pays the advance

© Tally Solutions Pvt. Ltd. All Rights Reserved 11

Booking office checks for

Dr iver Yes No Booking office infor ms

Duty-slip is gener ated Advance amount, booking

© Tally Solutions Pvt. Ltd. All Rights Reserved 12

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