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Introduction

Welcome to Car Rental business Management System developed by Software Lab Qatar W.L.L.This is a database oriented application having multi-user and multi-access level capabilities. The system will help in managing the entire car rental business in a very userfriendly and efficient Microsoft Windows environment.This covers the areas like storing and retrieving of details regarding opening and closing rental agreements,clients,drivers,vehicles etc. Other areas include registering purchase and sale of vehicles,creating invoice,registering payments received,registering accidents and insurance claims etc. The system is designed exactly like any other Windows based program and all the Key conventions are followed. Therefore if you are familiar with Microsoft Windows you will not find it difficult to use this system.

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Design

We have been very consistent in designing this software. Every screen has a "Help" button to click on to get help on the particular processes. You can press [F1] key at any time to get help on the field the cursor is in. Generally we have tried to keep the windows tradition of keys and shortcuts. Please remember to use the TAB key to navigate from field to field in a form. This is a Windows convention and ENTER key will not provide you this facility. If you need any addition, modification or clarification on this system please feel free to contact :Software Lab Qatar W.L.L, Po Box 31400, Doha, State of Qatar Telephone: E-Mail: +974 462 2703/705 info@softlabqatar.com

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Overview

Basically the system is operated in Multi-User environment with menu wise access permissions. When a user logs on to the system that user gets access to only those processes and reports which has been assigned by the system administrator. Access privilege can be given separately to each menu items. An audit trail is also maintained to keep track of all activities of the users of the system. All the easy readable reports are provided on screen to preview and to print if required. The reports can be printed on any printer attached to the system or network and the report will reformat itself as per the selected printer. The reports can also be exported to various file formats like Excel, MS Word etc. Most importantly all the information provided are accurate up to the minute (real time) since every process is on line. The system has also been designed to accommodate future addition of other modules to accommodate multiple locations etc. The main screen of the system is an MDI form and it shows every other forms and reports within itself. This is provided with Menu Bar, Display Area, Tool Bar and a Status Bar. Once you log in successfully you will get this screen. Those menu items to which you have access will be enabled. If you think that you need access to any other processes or reports please contact your system administrator. Below the Menu bar you will find the tool bar. This provides a short cut to items you need most frequently including Copy, Cut and Paste. Please not that if you do not have access to an item represented by a tool button you will not get it even though the button is enabled. {bmc MDI.bmp}

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Common Features

We have used all general windows conventions for keyboard and mouse activities. The main screen of the System is a Multiple Document Interface. This means that you can work on several processes or forms at the same time. These open forms are listed in the Window menu and using options provided in this menu you can jump from form to form, close one or all the forms as required. Tab key is generally used to move from Field to Field in a form. Enter key is used only for those fields where a search facility is available using the valued entered in that field. Here you will enter the text you want to search and press enter. In Grids (Table like forms) Enter key is used to insert a blank row. After you enter the first item in the Grid to make place for the second item press Enter key. To delete an entire row click in the row you want to delete and press Delete key. Almost all the forms are provided with a Help button pressing which you will get help specific to that particular process. If you need more specific information on a field click in that field and press F1 key In forms that deals with Master Files like various information forms several navigation and search facilities are also provided. Next and Previous buttons {bmc NavForward.png} {bmc NavBack.png} are provided to scan through the Database. Also you will find a Search button {bmc FindHS.png} wherever an existing information is required to be entered. Save {bmc saveHS.png} button is used to save the new or modified data in the Database. Please note that if you close the form without clicking on save button will not be saved and the changes will be lost. Delete {bmc DeleteHS.png} buttons are provided wherever is applicable. It may be disabled some times depending on your access level. Be careful when you use this button since it will erase the record from the database. Close {bmc c.bmp}button on the right side of the windows caption bar is used to close the form and clean up. This button also closes all the files and record sets opened by the form. Therefore by closing forms you are not working on will release memory and other resources of your system improving the performance.

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File Menu

On the Menu Bar this is the first drop down menu item you will find. This option represents mainly setting up of Master Files for various data. Please note that these files does not record daily transactions but carry Common details of Master items like Vehicle Classes, Make & Model,Insurer,Vehicle Details,Driver Details,Client Details,Type Of Services For Vehicle etc. Clicking "File Menu" will drop down following sub menu items you can select. Vehicle Class Make & Model Insurer Vehicle Details Driver Client Service Type Exit

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Vehicle Class

Here user can assign the rate for each class of vehicle and driver on daily and monthly basis.Bottom portion shows the rates already assigned for each class of vehicles.

{bmc Vehicle Class.bmp} {bmc saveHS.png} : (Save Button) After providing all the details like class and corresponding rates,clicking on save button will add the details to database and the list at bottom portion of the window will be updated. {bmc DeleteHS.png}: (Delete Button) If user requires deleting a corresponding class and rates already assigned then first click on the item to be deleted from the list and then pressing delete button would remove the corresponding item from database and from list. {bmc RefreshDocViewHS.png}:(Refresh) This is used for refreshing the grid box.

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Make & Model

This form is used for registering the class,make and model of vehicles. {bmc makeModel.bmp} Clicking on the combo-box for class lists all of the classes of vehicle present. Similarly clicking on the combo-box for make will list all of the manufacturers.Then user needs to type the model name in the text box named Model. {bmc saveHS.png} : (Save Button) After providing all the details like class,make and model name, clicking on save button will add the details to database and the list at bottom portion of the window will be updated. {bmc DeleteHS.png}: (Delete Button) If user requires deleting a corresponding group of class,make and model of vehicle then first click on the item to be deleted from the list and then pressing delete button would remove the corresponding item from database and from list. {bmc RefreshDocViewHS.png}:(Refresh) This is used for refreshing the grid box.

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Insurer

This form is used to store/delete the details of Insurance Companies.The list at bottom portion shows the details of insurance companies already registered into the system. {bmc Insurer.bmp} {bmc saveHS.png} : (Save Button) After providing all the details of Insurance Company like name,address etc, clicking on save button will add the details to database and the list at bottom portion of the window will be updated. {bmc DeleteHS.png}: (Delete Button) If user requires deleting a particular insurance company then first click on the item to be deleted from the list and then pressing delete button would remove the corresponding item from database and from list. {bmc RefreshDocViewHS.png}:(Refresh) This is used for refreshing the grid box.

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Vehicle Details

This form is used for registering and modifying the details of vehicles that are being provided on rent.Details required to be inserted are mentioned in the form and are self explanatory.Wherever possible, Combo-box has been provided so that user can select the required item from a list. {bmc Vehicle Master.bmp} {bmc violation button.bmp}:(Check for violations)- On clicking this button the system will check for violations(if any) for the vehicle whose plate number has to be specified in the corresponding text box. {bmc FindHS.png}: (Find): This button is used for finding a vehicle from a list of vehicles already registered in the system.On clicking this button a window(as shown below) will appear. {bmc findvehicle.bmp} Select the class,make,model and color of vehicles to be searched from the combo-box.Once the selection is done click on the {bmc RefreshDocViewHS.png} (Refresh) button.All the vehicles satisfying the selection criteria provided by the user will appear in the list.Double Click on one of the items from list for selecting the vehicle. {bmc NavBack.png} (Previous) And {bmc NavForward.png} (Next): These buttons are used for navigating forward and backward through the database values. {bmc camera copy.gif} (From Camera): This application software provides the user with a facility for storing image of vehicle.Image can either be acquired from camera(hardware required) or from system(provided image is available in system). {bmc openfolderHS.png} (From File): This button is used for locating the image which is stored on the system.

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Driver

This form is used for storing and retrieving the details of driver.Driver id would be automatically generated by the system and it would be a unique ID for the driver.After providing the necessary details click on the Save button for saving the details into database. Find button can be used for getting details of a driver that has been already registered in the system. {bmc find driver.bmp} Provide the appropriate search conditions and then click on the {bmc RefreshDocViewHS.png} button for viewing the list of drivers as per the selection criteria.Double click on any of the corresponding item from list for selecting it.

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Client

This form is used for storing and retrieving the details of Clients.Client id would be automatically generated by the system and it would be a unique ID for the Client.After providing the necessary details click on the Save button for saving the details into database. Find button can be used for getting details of a client that has been already registered in the system. {bmc find client.bmp} Provide the appropriate search conditions and then click on the {bmc RefreshDocViewHS.png} button for viewing the list of drivers as per the selection criteria.Double click on any of the corresponding item from list for selecting it.

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Service Types

This form is used for storing details regarding the type of services and the frequency of doing them for the vehicle. The list on the bottom portion shows the details that has already been inserted into the system.Provide the details in the appropriate text boxes and then click on {bmc saveHS.png} button for saving them to database. In order to delete an item select it by clicking it on grid and then use the {bmc DeleteHS.png} button.

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Exit

Use this menu item for exit from the system

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Purchase Of Vehicles

This form is used to store ,track and retrieve the details of purchases made by the firm and also the payments being made for the corresponding purchase. {bmc purchase etails.bmp} Select the mode of payment as either cash or as lease.If mode is cash then systems assumes that payment is being made as a whole at a time. Purchase value into the text box 'Value'.If lease is being selected as the mode of payment then enter the down payment amount(if any is being made) and then insert the number of installments for making payment.On inserting the number of installments, the installment amount to be paid,number of installments already paid,remaining number of installments to be paid ,balance amount to be paid will be calculated and shown in appropriate text boxes by the system. "Vehicle Details" portion in the form is used to insert the details of vehicle like class,make,model and quantity being purchased.Select the appropriate items from the combo box,provide the quantity and then click on "Add" button.On clicking the "Add" button the values would appear on the list.Repeat the same procedure if more vehicles of different category has to be added.Once this is over click on the {bmc saveHS.png} button for saving the details into database. Another tab named "Payment History" provides a list of the payments already paid for the particular purchase.

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Pay Monthly Installment

This form is used for processing the payment of monthly installment amount for the purchase made.The section "Details of Purchase" shows the details provided to system while purchase was registered.If any payment have been made then the text boxes for balance amount,amount paid,installments paid and those are yet to be paid etc would be showing the updated values. {bmc installment.bmp} "Payment Details" section is used for storing the details of current payment being made. {bmc NavBack.png} And {bmc NavForward.png} in this section can be used for selecting the payment number.Amount to be paid would be automatically displayed by the system. {bmc print cheque.bmp} can be used to view and print the cheque. The "Payment History" tab shows the list of all payments done against the corresponding purchase reference.The "Purchase List" shows the purchase details corresponding to the purchase reference.

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Sale Of Vehicles

This form is used for storing/retrieving the details regarding sale of vehicles.The Sale reference number would be automatically generated by the system."Vehicle Details" section is used for providing the details of vehicle under sale.Keep the cursor on Plate No. text box and then click on {bmc FindHS.png} for searching the vehicle."Sale details" section is used for inserting details regarding the sale amount,person to whom the sale is being done and address.After providing the required details click on the {bmc saveHS.png} for saving the details into database. {bmc sale of vehicle.bmp}

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Reservation

This form is used for storing/retrieving the reservation details for a client.Here If the client already exists in the system then it can be obtained using {bmc FindHS.png}.If the client is new then first details must be entered into the system.For this purpose Click on the New button.Select the required class,make,model and color of the vehicle as per the request of client.The available vehicles satisfying the selection conditions will appear on the list. Select the required vehicle from list.Rate for the vehicle would be automatically displayed and if driver is required mark the check box for driver and then click on {bmc saveHS.png} for storing the data into database. {bmc reservation1.bmp}

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Agreement

This form is used for creating an agreement between the client and the owner.If the client had already reserved for a vehicle then corresponding details can be obtained by entering the Reservation ID in the text box or it can be obtained by keeping the cursor on 'Reservation ID' text box and then clicking the {bmc FindHS.png}.If no prior reservations have been made then the agreement process begins by entering all the required details in this for manually.When the required class,model,make and color has been selected the list at bottom portion will show the available vehicles.Select the required vehicle from the list by marking it. For searching driver and clients keep the cursor in appropriate text box for which the search has to be done and then use {bmc FindHS.png}. {bmc Agreement.bmp} There is another tab named "Mark Damage".It is used for marking damages ,if any, on the vehicle before handing it over to the client.The user needs to click and drag the areas on the image of car where the damages has to be marked.{bmc clear button.bmp} can be used to clear all the marks made.Please be sure to provide the ODO Reading and the Fuel quantity reading of the vehicle before handing it over to the client. {bmc agreement mark damage.bmp} Remarks, if any, can be added in the space provided.

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Return

This form is used when the client returns the rented vehicle.Provide the Agreement ID in the text box or use {bmc FindHS.png} for searching the ID.Once the agreement ID is provided the details of client,vehicle,driver etc. would be shown on corresponding tab sections.During return process on entering the return date extra days,if any, would be displayed.Similarly on entering the ODO Reading at the time of return,the total km driven by the client would also be displayed automatically.If required the damages made by client(if any) can be marked in tab section named "Mark Damage". {bmc new return.bmp}

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Invoice

This form is used to create invoice against clients for getting the rental amount.Provide the Agreement ID in the text box or use {bmc FindHS.png}.Once ID is provided all details corresponding to the agreement id would be displayed.Select the date range on which the invoice needs to be prepared.Then use {bmc calculateamount.bmp} for calculating the amount for which the invoice is being prepared. {bmc Invoice.bmp} The bottom portion shows the previously paid invoices if any corresponding to the provided Agreement ID.

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Payment

This form is used when payments are received against the invoices given to clients. The Receipt Number will be automatically generated by the system.Provide the client ID or use {bmc FindHS.png} for searching the client id.Once the client id is provided all the agreement ID corresponding to the client would be available in the combo box named agreement id.Also the invoice details provided to the client will be displayed on the grid at the bottom.Provide the value for amount being paid.If the user requires the system to automatically distribute the amount for the invoices then click on {bmc automatically pay.bmp}.User can cancel the auto selection by clicking the {bmc cancel auto.bmp}. {bmc payment.bmp} The tab "Receipt history" shows the list of all payments made.

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Accident

This form is used for storing/retrieving the details of accidents caused.Accident ID would be automatically generated by the system.Provide the plate number or use {bmc FindHS.png} for searching the plate number.Then provide other required details like third party plate number,damage details etc. {bmc accident.bmp} The section named "Estimate Details" allows the user to store the details regarding the garage name,and the quotation amount of the particular garage for repairing the damage caused during accident.User can store the details from three .

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Regular Service

This form is used for storing/retrieving the regular service details for a vehicle.Provide the plate number of the vehicle or use {bmc FindHS.png} for searching the plate number. If any previous service had been done then its details would be displayed.Provide the current service details in the section "Routine service details".User can print the service order by clicking on the {bmc service order.bmp}.On the right side of the form the user can enter the cost details like labors cost,material cost etc.provide a description for the item and then click on Add to copy it to the grid. {bmc regular service.bmp}

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Repair Works

This form is used for storing/retrieving the details of repairs carried out for a vehicle.Provide the plate number of the vehicle or use {bmc FindHS.png} for searching the plate number. In the "Details of Repairs Carried Out" section provide the details of the repairs done.If required the Repair Request can be obtained by clicking on the {bmc repair request.bmp}. Details of previous repairs carried out for the vehicle can be viewed on the tab section "Previous History". {bmc repairs carried out.bmp} The cost details of the repair work can be inserted in the area provided at the right side of the form.

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Insurance Claim

This form is used for Claiming of Insurance ,in case of accidents.The claim number will be automatically generated by the system.Provide the Accident ID or use {bmc FindHS.png} for searching the accident ID. {bmc insurance claim.bmp} Provide the amount being claimed and then click on {bmc saveHS.png}.

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Insurance Settlement

This form is used for settling the claims made.Provide the Claim No. or use {bmc FindHS.png} for searching the claims.All the details provided during claim will be shown.The user need to provide the Settlement amount.If the claim is being settled then mark the checkbox named "Settled".

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Vehicle List

This report Gives the detailed list of all the vehicles owned by the owner. {bmc vehicle list.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Income Expense List

This report gives the details of the income and expense for each vehicle. {bmc income expense.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Reservation List

This report gives the detailed list of all the reservations made. {bmc reservation list.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Agreement List

This report gives the detailed list of all the agreements made. {bmc Agreement list.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Agreement History

This report shows in detail the history of agreements for each vehicle. {bmc Agreement history.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Client List

This report lists the details of all the clients. {bmc client list.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Statement Of Accounts

This Report shows the statement of accounts for clients. {bmc statement.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Outstanding Payments

This report shows the outstanding payments of clients. {bmc outstanding payments.bmp} See Controls in Report View Window

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Purchase List

This report lists the details of all the vehicle purchases made.
{bmc purchase list.bmp}

Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Accident List

This report lists the details of all the accidents caused. {bmc accident list.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Claims & Settlements List

This report lists the entire claims & settlements made. {bmc claimssettlements.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Invoice List

This report lists the details of entire invoices provided to the clients. {bmc invoice list.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Receipt List

This report lists the details of entire payments received from the clients. {bmc receipt list.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Individual Receipt

This report is used for viewing and printing an individual receipt. {bmc printreceipt.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Individual Invoice

This report is used for viewing and printing an individual receipt. {bmc printinvoice.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Service List

This report lists the details of services carried out for vehicles. {bmc servicelist.bmp} Click on the View icon to view the report. The report will open in a new window. See Controls in Report View Window

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Controls in Report View Window

Show the mouse pointer over the icons on top to see the name of icon. See below the functions of each icon. {bmc Report.jpg} Export Report You can export the report to files of various format like excel, pdf etc. Click on the icon and select the format and file name for the report to export to. Print Report To send the report to printer. Normal windows printer dialog appears and all features are available to select and set up printer. Refresh Click to refresh the report Toggle Group Tree To Display or Hide the Group Tree Buttons to Change report pages Use these group of buttons to go to First, Previous, Next or Last page in the report. Go to Page Use this button to jump to a particular page directly. Close Current View This is used to close any open drill down windows Find Text You can search and spot a particular text in the report. Click on this icon and type the text you want to search in the dialog box that appears. The first occurrence of the text will be spotted and displayed immediately. # Scribble430 $ Controls in Report View Window

Zoom This is used to change how the report is viewed. Select Page Width, Whole page or Zoom percent to resize the display. Mail You can mail this report directly. Click this button and enter the email ID and system will mail the report in pdf format.

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Utility Menu

Create User Groups Set Group Permissions Add / Edit User Change Password Set Access Level Setup Server System Setup Port Database Shrink Database Backup Database Restore Database

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Create User Groups

Users can be categorized in Groups depending on their role in using the system. There is an Administration group by default. This group is for the system administrators. You can create other groups like Customer Relations Officer, Front Office etc. Enter the name of the group and description and click on Save {bmc saveHS.png} to create the group. {bmc User Group.JPG}

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Set Group Permissions

Once the user groups are created then you can give access permissions to each group. Any user created under this group will get access to these items by default although you can individually change them. {bmc Group Access.JPG} Select the User group from the drop down to set permissions. A list of all tasks in the system is displayed in the grid. By checking the allow box you can provide access to that item for the selected group. Click on Select all {bmc TaskHS.png} icon to give permission to all items or Click on Delete icon to revoke all permissions. Once you set the permissions as required click on Save to update.

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Add / Edit User

This is typically a system administrator task. New user can be added, existing user details can be edited or deleted. User ID is a unique field to identify a User. In the name field you can enter the full name of the user. Access Level provides special privileges for a user. Select from the Choice. Click on the List Button to view all the Users currently assigned. {bmc AddUser.JPG}

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Change Password

This feature is available to all registered users. We recommend that you keep changing your password periodically for security. Process is simple. enter User ID, Old Password, New password twice and click on Change. If everything is in order you will see the save progress bar to confirm that the password has been changed. Otherwise you will get an appropriate error message. Correct the mistake and try again. {bmc Change Password.JPG} If you have the access to set the access level for users you will be able to change other users passwords without entering the old password. This feature is used to reset user passwords forgotten. Once it is reset user must login and change the password.

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Set Access Level

This process is also generally available to administrators. Through this you can set which user get what item by item on the menu. This is quite a powerful feature and should not be assigned to normal users. Note that you can assign this right also to another user with this process. Select the user you want to assign or change the rights from the drop down. Now the system will display all the menu items and the items this user has access currently will be checked. To change the assignment Check or Un-check the menu items as required. Don't forget to save after you finish. {bmc Access.JPG} Click on the Select all {bmc TaskHS.png} icon to check all items in the list or Delete icon to un-check all. If you have access to Set Access Level you can reset other users' passwords.

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Setup Server

This is strictly a system administrator job and normal users should not change anything here. The back end of the system is SQL Server Database. Every Client Node need to connect to the database on the server in order to function. To do this the program needs the name of the database and on which server it is placed. {bmc Data.JPG}

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System Setup

{bmc systemsetup.bmp}

Here you enter the parameters those are applicable globally to the system. Name of the company, address etc and other parameters used to manage the system.

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Port Database

The database is generally on the server accessible to all users. But at times you wish to copy the database on to a laptop you can do this using this option. This is useful when you need to carry the system to the client's office for a meeting for example. {bmc Port.JPG}

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Shrink Database

After a period Database might develop white spaces. This can be compacted using this option. This is a system administrators job and nobody else should attempt this. {bmc Shrink.JPG}

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Backup Database

This option enables you to back up database. Select the media for example your CD drive to back up using the browse button and click on the start button. Please note that you need to schedule the database back up on the server itself so that the system does the back up automatically. {bmc Bkup.JPG}

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Restore Database

This option enables you to back up database. You need to have the back up file to restore from. Please select the back up file using the browse button and click on start restoring the Database. {bmc Restore.JPG} Please note that any data updated after the back up file was created will be lost.

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View Menu

This allows you to customize your screen. Generally the screen shows the tool bar and status bar. By selecting or un-selecting these options you can show or hide these.

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Window Menu

The system with a multi-document interface you can open several windows at the same time. This menu items offer you the capability to manage all open windows. You can tile them horizontally or vertically, cascade them or even close them all if you wish.

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Help Menu

This provides access to various help files. In the contents you will get the list of all help topics. You can also do a search or use a key words index to get help on the topic you wish.

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Find Accident

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Provide Discount To Customers

This form is used for providing discount to customers.User needs to select the particular agreement using {bmc FindHS.png}. All the detaisl will be displayed in the form.User needs to enter a value for discount and then click on the {bmc saveHS.png}. {bmc discount.bmp}

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MOI Receipt

This form is used to record the payments made for a violation.User needs to select the appropariate agreementID.All the violations will be listed in the list.Select the violation against which the payment is being made.Click on the new button for getting the receipt number.Then save for recording the changes to database. {bmc MOI.bmp}

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Vehicle Check List

This report displays the check list report for vehicle.

Click on the View icon to view the report. The report will open in a new window.
See : Controls in report view window

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Voilations List

This report is used for viewing the list of violations registered into the system.

Click on the View icon to view the report. The report will open in a new window.
See: Controls in report view window.

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