Calculating Charges For Vehicle Usage
Calculating Charges For Vehicle Usage |
Some clients need to charge fees for vehicle bookings. This could be a vehicle hire scenario, or internal charging from one cost center to another. PoolCar has the ability to create your own custom charge out rules. To create a new rule, click Sysadmin Main Menu > Charge out Rates (right-hand side) > Add New Once you create a new charge out rule, every booking that satisfies the rule parameters will calculate a cost for the vehicle usage. 
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Charge Out Rates Explanations |
Time Bracket - This is the range of time that a booking duration must fall into for the charge out rate to apply for the booking. This is represented in business hours. e.g. If the time bracket is set to 8-16 for my hourly rate of $8 that means if any bookings with a duration between 8 and 16 business hours will be charged at the hourly rate of $8. Flag Fail - This is the fixed base cost of the charge out rate. This will always be added on top of the cost calculated. e.g. If the flag fall was $20 and booking costs $100 based on the hourly rate. We still would add the fixed base cost on top of that making it $120 total. KMs/Miles - This is a rate you can charge per KM/Miles. e.g. If a booking was recorded at $10 per KM/Mile then $10 per KM/Mile will be charged. In this case of 100Kms for a booking, $1000 dollars would be charged. Overnight - This is the rate you with to charge should the booking be overnight. e.g. If set to $20, the cost centre will be charged $20 if a booking is overnight. Weekend - This is the rate you with to charge should the booking be over a weekend period. e.g. If set to $20, the cost centre will be charged $20 if over a weekend period. Hourly - This is the hourly rate you wish to charge for each booking e.g. If set to $10, the cost centre will be charged for every hour of the booking at $10 per hour. Round to Max Daily - This will round the business hours to the nearest product of the given number. e.g. if this is set this to 24 hours, and a booking does 20 hours it will round to 24. If a booking does 46 hours it will round to 48 hours etc… Excess KMs/Miles - This is the rate of charge per distance traveled, it will charge the excess distance after subtracting included KMs/Miles. It’s used in conjunction with KMs/Miles Included and Max Daily Charge includes Distance. e.g. If you have excess charge set to $8 and a booking traveled 10Km we will be looking at a total of $80 cost for distance traveled (assuming that KMs/Miles Included is set to 0). Max Daily Charge Includes Distance - This determines if the cost generated by the excess KMs/Miles is included in the total cost being used to check if the booking has exceeded the max daily charge. e.g. If this setting is set to YES and a booking cost $230 for the hourly rate and the max daily total is also $240. If the generated cost from the excess distance is $60 the total booking cost will be $290. But since that is now more than the max daily total it will opt for using the $240. e.g. If this setting is set to NO in the same scenario, we would not factor the distance cost in the comparison. So since $230 < $240 we would still go with the $230 THEN add on the extra $60 from excess distance making the total cost $290. |
Example 1 |
If your rule is:
To create this in PoolCar, enter:
Assuming the booking was 1 hour and 15 minutes (75 minutes) and the distance travelled as recorded with the Keymaster check-in/out was 27 kms, the charge would be: ($20 x 75/120) + ((27 - 10) * 0.35). Notice the first bit, 75/120 meaning that the booking duration is calculated on a pro-rata basis for 75 minutes. What if you wanted to round up any booking to the upper bracket? i.e. not charge for 75 minutes usage but for the full 2 hours (120 mins)? Simply enter "2" for the field 'Actual Booking Duration Round Up To'. The number 2 being the upper boundary of the 0 to 2 hour bracket. |
Example 2 |
If your rule was $30 per hour, no limit on kilometers travelled, just enter time bracket "0 to 9999" hours & leave everything blank except for hourly rate in which you enter "30". |
Example 3 |
If you want the rate to entirely be based on kilometers travelled then you would set the hourly rate to $0, and the kilometers included to 0, then set the Excess distance rate to a $value per kilometer. Then the booking charge will be #kilometers x $rate. |
Example 4 : Computation |
Working day start time is set to 0600 Working day end time is set to 1800 Hour rate is $14.75 Maximum daily limit is $120 No weekend and overnight fee Cost is based on the (# of hours * 14.75) OR (# of days * 120), whichever is lower Booking # 1 Rego ABC 21/02/2022 1:58pm to 22/02/2022 6:19pm based on max charge = $240 (2 days * $120) While the amount of time within business hours that the booking was for is 16.13 hours (248 minutes on the 21st and 720 on the 22nd) 16.13 times 14.75 (the hourly rate of the vehicle) is $237.96. Cost for this booking is $237.96 as this is lower than the daily charge Booking # 2 Rego DEF 24/02/2022 7:33am to 1/3/2022 8am the max daily charge is $480 for 4 weekdays The amount of time within business hours was 38hours (ie nearly 12 hours on each of the business days, except for the 4th where it was only 1 hour). 38 times 14.75 is $560 Cost for this booking is limited down to $480 - lower |
Advanced Filters |
You can even setup different rules for different vehicles, in different locations. For instance you may have one set of rules for passenger vehicles and another for vans or buses. Just select the Body Type for your new rule set. Refer to the screen shot included with this article for the full set of fields available. |
Odometer Readings Required |
If your rules include a distance charge, then of course you will need to be diligent in capturing odo values for each trip. Refer to the Keymaster Check-in/out page for more information on capturing start and end odometer values for each trip.
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