This page summarises the various flags and tables within Catch-e that need to be setup and populated with data to enable the Bookings module to function fully.

Global Controls

Client Setup

Clients can be set up to default a billing preference. They can receive booking invoices as 'Billing' or 'Single'. If 'Billing' is chosen, the charges will be collated onto the client's combined invoice. If 'Single', then an invoice will be created when this transaction is posted. This defaults from a setting on the Clients/Contract Defaults screen, but can be changed during processing.

Vehicle Setup

Any vehicle can be made available to use for Bookings by ticking on the "Booking Module?" field in the Contracts/Contract screen. These vehicles will then be visible in the Availability screen.

If a vehicle is temporarily unavailable for bookings, e.g. it is under repair, then another flag on the Contracts/Contract screen "Under Repair?" can be ticked. This prevents the vehicle from displaying on the Availability screen. The "Under Repair?" flag can also be ticked on when the Return Details of a vehicles Condition report are being entered into Catch-e.

Scheduler Job Check

Contract Availability is driven by entries contained in the bkcontractbooking_allocations table. This table holds data about contracts and their current allocation availability. This table is populated daily by a scheduled job called rebuildBookingAllocations. This is a large job and can take a long time to finish. Because of this to maintain system availability and response times it is run after hours and not right after the Booking Module? on Contracts / Contract page is checked on.

When a newly flagged (Booking Module?) contract is not yet available in bkcontractbookingallocations, the system allows the user to go ahead and create a booking against an invalid contract allocation. When that booking is saved the scheduled job rebuildBookingAllocations is triggered to re-populate bkcontractbookingallocations. Once this table is populated the newly added contract and any other contracts flagged as Booking Module? since the last rebuildBookingAllocations scheduled job run is now available for allocation.

Supplier Setup

Suppliers who provide rental vehicles need to be classified as Supplier Type "rental" in Suppliers/Account. This enables the suppliers in the Allocation and Billing "Supplier" field pop-up.

Posting Class Setup

Posting classes need to be set-up for Booking transactions. These are:

BKA - Booking Accessory Charges;
BKC - Booking Charges;
BKRNT - Booking Rental;
LOCBK - Location Change Booking (used to record vehicle location changes as Contract Events).

Contract Types

You need to set-up values in Contract Types/Booking for the Contract Types of Replacing/Order vehicles, otherwise the billing process, and various table links will not work correctly.

If there is no Replacing/Order vehicle on your Booking, the billing process will use the "BOOK" Contract Type.

You must also set-up the Contract Types/Rental page of the Contract Type "BOOK", so that Supplier rental charges can be processed.

VMRS Codes

Various VMRS Codes are utilised in bookings. They are:

bkvehicletypes

A booking request needs to detail the vehicle type that is required. This helps the booking administrator allocate an appropriate vehicle. The vehicle types are set up in bkvehicletypes.

bkaccessoryrates

Vehicle accessories are loaded into the table bkaccessoryrates. The accessory code is used to match the accessories to any that are provided by suppliers.

bkbookingtypes

This table contains the details of the type of bookings that can being made. This is used to indicate the required billing type calculation. Refer to Billing Type for more details.

Pricing Rules

The table below summarises the business rules of each billing type.
An uplift rate can also be stored with a billing type.
If an uplift is stored, then that percentage is added to the amount charged to the client.
Pricing can be stored on a Daily and/or Hourly basis.

bkinternalvehicle_rates

This table holds data for default billing rates as outlined in the Pricing Structure section.

bkclientvehicle_rates

This table holds data for client specific rates. This can be set on an Hourly and/or Daily basis.

bksuppliervehicle_types

This is a joining table to link the organisations vehicle types to suppliers vehicle classes.

Each supplier vehicle type is linked to bkvehicletypes.

Each supplier vehicle type can be linked to one or more bksuppliervehicle_classes.

When an External Suppliers vehicle class list is being used, it initially filters out all vehicle classes that do not link to the Vehicle Type that has been specified in the Booking Request.

bksuppliervehicle_classes

Holds supplier vehicle classes. Each vehicle type can have one or more classes of vehicle. Supplier rental rates are dependent on location and vehicle class.

bksupplierlocations

Supplier rental rate is dependent on location and vehicle class. Each location can have one or more charges (E.g. Airport Charges).

bksupplierlocation_charges

e.g Admin Charge, Premimum Location Surcharge.

Each charge must have a posting class id to enable correct gl entries.

bksuppliervehicle_rates

A vehicle rate is dependent on vehicle class and its location.

bksupplieraccessory_rates

List of accessories available from suppliers.

Each accessory must map to a accessory in bkaccessoryrates table.

Each accessory must have a posting class id to enable correct gl entries.

bksuppliervehicleclassaccessories

List of accessories standard in a vehicle class. (E.g GPS may come standard in BMW 320i Exec)

bkfuelcharges

Holds amount to charge when vehicle is returned with less fuel than it was taken out. The value held is for a full tank of petrol. See Bookings/Invoice/Description for examples.

bksundrycharges

Specifies posting class for various sundry charges. Currently it has only one charge 'fuel'. This enables correct gl entry.

Troubleshooting

Location Charges don't show up

Check the posting class maps of the replacing/order vehicle have been set-up. See Bookings Setup - Contract Types for more details.

GST does not calculate

Check that the "G" column in the Contract Type "BOOK" or the Contract Type for the replacing/order vehicle in the booking is "Y".