Posts Tagged ‘Vehicle Hire’

DOWNLOAD UPGRADE:

Vehicle Disposal

Changes:   

More requirements was added to the edit vehicle form when the user wants to dispose a vehicle .A date is now required and a reason can also be given. A combo box for the reason was added with some default options but the user can also type a specific reason.

Rental Statistic

Bug:

When a Day-by-Day report was requested it did not alter the vehicle totals when one was disposed. It displayed the current amount of available vehicles for every day of the report.

Now when a vehicle is disposed it displays the amount until the day the vehicle was disposed and alters the amount of available vehicles and display that amount from the day it was disposed.

Non Revenue Return Status

Changes:

An additional booking status called Non Rev Return was added.

This addition was added to all the forms where the status of a booking can be changed. (GridItem and Details Reservation)

This option was also added to the following.

Fleet Activity Report

List Un Posted Reservations,

Utilization Report

Additional

Code was altered to refresh the grid when the status of a booking is changed. This will be noticed when multi branch check-in is used and the vehicle is checked in at a different branch than the one it was checked out from. If the status is changed to on Rent the colour of the current branch where the vehicle can be found will be displayed.

The database will also be updated to include the two new fields used in the disposal of a vehicle.

SaaS (Software-as-a-Service)   V/S   SaaP (Software-as-a-Product)

At Novtel Software we offer both options to our valued Customers

It is extremely important that the end user fully understand the difference before the decision is made what option to go with. Please feel free to contact us with any questions you might have in this regard.  

 SaaS – Software-as-a-Service:

SaaS (Software-as-a-Service) also known as Cloud – or On Demand Computing.

Novtel’s Contract Management System are widely used by sport clubs and trainer coaches to manage the periodic recurring billing of their members and/or trainees. For this type of low volume less urgent and lower on-demand operation we recommend the SaaS (Software-as-a-Service) option. The overall long term savings are massive for the end user if compared to the traditional way of computing.

Advantages of SaaS (Software-as-a-Service)

• entry cost is low, as only a small initial setup fee is required compared to normal acquirement fees
• one monthly rental amount includes all IT services and software usage
• no initial capital layout is required
• an i-pad, Galaxy tab or smartphone can be used to have full functionality to all features of the system
• easier administration for the end user
• updates and patch management becomes Novtel’s responsibility
• compatibility: All users will have the same version of software all of the time.
• instant worldwide global accessibility to all systems

Disadvantages of SaaS (Software-as-a-Service)

• If the internet is busy and slow the end users systems will be slow.
• If the internet is down the end users systems will be down.

Important Note:

At Novtel we make use of more than 3 internet service providers all of them independent and based on different technologies to achieve an 99.999999% up-time for our SaaS Customers.

In our experience our SaaS Customers have between 95% and 98% up-time performance from their ISP’s (Internet Service Provides).

If and when systems are down for maintenance ISP (Internet Service Provides) normally plan maintenance outside business hours.

SaaP (Software-as-a-Product) also known as Traditional Computing.

For mission critical operations like our Point of Sale systems or Central reservations where massive amounts of data is processed every minute  Novtel recommends the Software-as-a-Product acquirement.  Only and only if the IT department are managed correctly in-house at the end user’s place of business 100% up-time can be guaranteed.

If SaaP (software-as-a-Product) acquirement are considered the following is typically what the responsibility of the in-house IT department would be:

• the end user pays for an application like Novtel.
• the end user pays a monthly/yearly rental or retainer for all upgrades on the product.
• the end user pays for server software like MS Server 2008, set up the server, workstations a network and pay for the installation of the software on-site.
• the end user must pay for the installation of minimum RAID 5 or higher on the file server and have a proper data backup policy at the place of business managed on a day-to-day basis.
• the end user for pay ongoing support costs such as: providing power to the server, keeping the server cool, applying security and operating system updates to the server, replacing the server and upgrading operating server software as needed normally every 4 to 7 years.
• the end user must provide an UPS (Uninterrupted Power Supply) system and pay for in-house electricity system (Generator)  if and when main power supply is down.
• the end user pay costs associated with administering the hardware and labor costs to update and upgrade the software.
• the end user user carry risks of – theft of hardware – a botched upgrade or hardware failure which can cause downtime or lost of data.
• the end user bear the costs of designing and maintaining a secure and virus free system.
• Do the end user allow it’s people to access the software (on the server) from other computers on the network? (needs to be managed)
• Do the end user allow staff to access the software when they are not on the network (traveling, working from home, etc.)? (needs to be managed)

Now imagine that the end user outsource all of the responsibility and activities above and just use the software 24 hours per day 7 days per week 365 days per year form anywhere in the world no worries.

Outsourcing all of the above IT functions and software usage as stipulated in the points above can be described as to SaaS (Software-as-a-Service) also referred to as Cloud computing.

Example pricing is based on our Property Management system with 4 users.

Our Quotations are presented in 6 parts:

1. Guarantees we provide with continued training and support
2. Novtel Offered as SaaS (Software-as-a-Servcie) – With our Recommendation regarding (SaaS or SaaP)
3. Novtel Offered as SaaP (Software-as-a-Product) – With our Recommendation regarding (SaaS or SaaP)
4. Novtel Roll out, Implementation and Training
5. Payment Options
6. Accounting Interface

Please note that all our products have different prices, apply for a quotation to get an accurate price structure for your business:

Note: All Prices are quoted exclusive of VAT

Quotation Part 1 – Guarantees we provide with continued training and support.

The question is often asked why free open source software in the business and financial world don’t grow and take off? It is totally free after all. The question to the answer is simple no free or open source software is ever guaranteed and fully supported like we guarantee and support Novtel’s family of rental / Hire / Leasing operational software.

No good business person with the right frame of mind will entrust their entire businesses operational and financial systems in the hands of software that is not guaranteed or supported; that is business suicide on the long run.

The guarantees Novtel provide on our software products that are extremely important to our valued customers are the following:

• We guarantee that the software will keep track of changes in OS (Operating Systems) Software like Windows.
• We guarantee that the software provided will keep track with changes in Pastel Accounting Software.
• We guarantee that we will improve the software constantly like implementing the Dot Net Framework and 64 bit as time goes by.
• We guarantee that we will provide support to our customers IT departments in-house or outsourced.
• We guarantee that we employ the Developers and that we are the owners of the source code running our valued customers businesses.
• We guarantee that we will provide support on the accounting side of  the business if interfaced to Pastel.
• We guarantee that the Novtel system will keep on changing as international and local laws require system changes.
• We guarantee that on-demand support and training will be available to staff members at the business where Novtel is implemented SaaS or SaaP.
• We give the comfort and peace of mind that we will be around 10 years from now to support our valued customers.

To run a call center with qualified technical and operational staff the way Novtel does it with highly trained personnel comes with a price tag. Therefore we have to generate income with all our support efforts to our valued customers.

The standard monthly rental of Novtel also referred to as Novtel cover includes all Novtel product upgrades and telephonic support but excludes telephonic training, on-line support, on-line training and on-line IT services.

On-line support, on-line training, on-line IT support services and Telephone Training  are charged as follows for each on-line session started:

All time spend on-line related to customer support and training issues are digitally recorded and invoiced on a week to week basis.

Quotation Part 2 – Novtel-as-a-Service (Recommenced for this business)

Once off Setup Fee: First Workstation R1750.00 Plus R850.00 for each following workstation.

Setup Costs Once Off for Novtel Property Management:

NOTE: Discounts apply on the Total Setup Fee if certain conditions are met see Quotation Part 5 – Payment Options.

Monthly Charges Novtel Maintenance Plan:

At Novtel we offer 2 rental / product cover options as follows:

1. Pay for continued support as you go contract
2. All Inclusive contract

It is important to note that this sample quotation does not include the costs to acquire and host SAGE Pastel Accounting on behalf of the end user.

Quotation Part 3 – Novtel-as-a-Product

Once-off Charges:

NOTE: Discounts apply on the Total Once-Off Charges if certain conditions are met see Quotation Part 5 – Payment Options.

Monthly Charges Novtel Maintenance Plan:

At Novtel we offer 2 rental / product cover options as follows:

1. Pay for continued support as you go contract
2. All Inclusive contract

It is important to note that this sample quotation does not include the costs to acquire and host SAGE Pastel Accounting on behalf of the end user.

Quotation Part 4 – Roll out plan, implementation and training

With every quotation we produce we provide an estimated implementation plan which will be revised with the business representatives where Novtel is about to be implemented after the quote is excepted.

It is important to note that some of the work in this schedule can be done by the business where Novtel is about to be implemented staff members like capturing of the data form old or manual systems currently used.

If the database of the business we Novtel is about to be implemented is massive say more than 50’000 customers with 25’000 active tenants it might be beneficial and much cheaper for Novtel to write conversion programs to digitally capture all data from previous systems. This finer detail will be discussed with the business representatives where Novtel is about to be implemented after the initial quotation is accepted.

In the example below 1 November 2013 will be the date Novtel / Pastel will go live. The dates is given as an estimated indication of how long an typical implementation will last in an average Property Management business.

Very Important Note:

If the business where Novtel is about to be implemented have highly effective operational and accounting staff members and the staff have prior knowledge of the Novtel system implementation time can be drastically reduced as indicated in the chart below.

Important Note:

If SaaP (Software-as-a-Product) option is acquired; at the Customers place of business the server, workstations, printers, internet and network must be installed and be 100% functional.

Anything Novtel’s implementation staff have to sort out related to basic IT Department inefficiencies or problems will be charged at our normal rates before the actual on-site installation can start.

Novtel’s Consulting Staff Members Rates  are as follows:

On-Line and on Demand Go Live Support are charged at R310.00 per hour irrespective of the rank of the staff member assisting the staff members  of the business were Novtel is implemented.

If traveling and accommodation is required for Novtel’s staff members the end user will be responsible to provide for the traveling costs and accommodation if located in remote arias.

Motor vehicle traveling are charged at R3.10 per kilometer, air fair are charged at actual costs, accommodation are charged at actual cost.

Quotation Part 5 – Payment Options

 SaaS (Software-as-a-Service)

Novtel have a standard 15% discount policy if the following conditions are met:

• Full initial once-of fees for SaaS is paid in full at the date implementation starts on-site or on-line.
• The debit order for the monthly rental per workstation is signed on the date implementation starts on-site or on-line.

R4 300.00 Less 15% R 645.00 = R3 655.00

There are no discounts offered on the monthly rental fee.

SaaP (Software-as-a-Product)

For our new SaaP (Software-as-a-Product) customers Novtel offers Two Payment options as follows:

Option one 25% Discount

Novtel have a standard 25% discount policy if the following conditions are met:

• Full initial once-of fees  is paid in full at the date implementation starts on-site or on-line.
• The debit order for the monthly rental per workstation is signed on the date implementation starts on-site or on-line.

Once-off Charges:

R22 650.00 Less 25% = R16 987.50 once-off Charges saving of R5 662.50

Option Two  10 % Discount Plus 6 Month to pay:

Discount allowed R22650.00 less 10% = R20 385.00 Saving of R2 265.00

Novtel offer a 6 month payment plus 10% discount on the initial once-off fee if the following conditions are met:

• Deposit of 20% is paid in full at the date implementation starts on-site or on-line. (R20 385.00 X 20% = R4 077.00)
• Debit order signed for R2 718.00 the balance payable over 6 months; calculated as follows (R20 385.00-R4 077.00 = R16 308.00 / 6 = R 2718.00)
• The debit order for the monthly rental per workstation is signed on the date implementation starts on-site or on-line.

Quotation Part 5 – Accounting Interface

All our Software Products interface seamlessly with Pastel Partner and Xpress.

Our system automates most of the bookkeeping functions traditionally done by the bookkeepers of the business where our system is implemented.

The major change our system brings for bookkeepers is to free their time to rather checking and controlling the work of the businesses operations than to recapture all transactions.

We do offer an Accounting write up service to our smaller customers who does not have a in-house bookkeeping department. This offer is only for customers who acquire the SaaS (Software-as-a-Service) option.

All the products developed by Novtel are fully integrated with Pastel Partner and Pastel Express. This requires a constant upgrading of the custom in-house developed Pastel Integration Toolkit to ensure compatibility with the latest Pastel products.

The latest Novtel Toolkit version available is 1.4.0.4. This Toolkit is a requirement before upgrading to Pastel 11 Build 2.2. This Toolkit forms part of the Novtel product upgrade. It is a requirement to upgrade to the latest version of the specific Novtel product before upgrading to Pastel 11 Build 2.2.

All upgrades are available by visiting the Novtel Forum or specific category on the Novtel Blog for Customers doing own upgrades. Customers requiring assistance with upgrading are welcome to contact the Novtel Support team.

Novtel Website

Novtel Forum

When moving the mouse over bookings on the Novtel grid the detail information of the tenant will be auto displayed on the information box bottom middle of the grid screen , did you know that when pressing Ctrl + I buttons on the keyboard the Invoice related to that booking  will be displayed on the screen.

Ctrl + Q will display the booking as a quotation.

All clients who use the Novtel products pay a monthly fee per workstation.  The fee is deducted by debit order.  In cases where no debit order is installed and the client pay by EFT, no auto authorization is allowed.  The clients who pay per EFT, must send through proof of payment to allow authorization for the following month.

AUTO AUTHORIZATION WORK AS FOLLOWS: 

RESERVATIONS:

Between the 20^th and 23^rd of every month the authorization codes is sent out from the Application program.

When a client’s program does not auto authorize, the following procedure is followed:

*          Check the Base Serial number, e.g. SP0001.  The Base Serial Number must be identical to  Novtel’s Application Program.  The client must go to “Record Upgrade” and type in the correct Base Serial Number and Accept.  Then the client restarts the system, and then the Base Serial will be changed.

*          Check the Reference number, e.g. WHFG-1TG8-C0XP.  If the Reference Number differs, it must be changed on the Novtel Application System to be the same as the one on the clients system. The reason for Reference Numbers change might occur when the client re-installed the application or formatted a hard drive on the application workstation.

*          When the Base Serial Number and the Reference Number is corrected, the client must go to Setup then Authorization

*          Check if tick is on at Use Online Authorization.

If tick is on, click on Test Service and if it shows “Test passed” the system will automatically auto authorize monthly.  If “Test Service failed” , the following procedure must be followed :

Novtel personnel will install the auto authorization program.  Internet access must be available on the workstations to complete authorization setup.

RELATIONS MANAGEMENT:

The following procedures need to be followed if Base Serial Number and Reference Number is not the same as reflected on the clients system:

*          Novtel Personnel must Click on Start then run then RegEdit, and change the Serial number and Reference Number on the clients PC accordingly.

Article By: Matthys Strydom, Novtel Operations.

There is still a great demand for vehicle rental companies, like Avis, to enforce the Pre-Payment practice. According to Ronald Nelson, CEO of Avis Budget, the “pay on show” has been implemented to a small market, but Avis Budget will not enroll this process any further, as it is not an industry standard yet. It just works easier to get a “No Show Fee” from a client when they already made a booking and paid, than from somebody still needing to pay for their rental.

The Novtel vehicle hire software works very effectively to pre-payments linked to a proper accredited accounting package, namely Pastel Accounting. This gives a huge amount of control, specifically to keep those “No Show Fees” at bay.

Luckily it’s not all doom & gloom to the consumer as many rental companies offers a 5 – 15 % discount for pre-payments of rentals and this helps a lot with getting business in. Mr Nelson said, “For us, it’s never been about getting more revenue”, but “about managing our fleet”. Since it’s less likely travelers will cancel a paid rental car booking, the system accomplishes the same result as no-show fees.

As pre-payments are still the leading practice for vehicle rental hire companies, it just makes common sense to have vehicle rental software that is able to handle the industry leaders’ everyday practice. In the modern times of today, it is important to have a package that help control a business in order to grow and stand tall to the competition. What better way to have a package that actually is fully integrated with an accredited accounting package, used by most bookkeepers and auditors?

Novtel On-line Booking System

Article by Johan Grabe, CEO Novtel Group

The Novtel online booking system was developed for our customers in the Vehicle Hire and Hospitality businesses with central reservations needs. Novtel’s booking system runs on the reservations server and communicates directly to the on-line bookings website VIA a web service. As on-line reservations are requested on the website the Novtel system instantly supplies the availability of rooms to the website user.

The system allows the user to make on-line reservations and make full deposit payments towards the booking all web based. In the background Novtel collects all information regarding the reservation and instantly synchronises the web information with the Novtel reservations application.

We currently have a special deal running if you are one on of our Vehicle hire or hospitality users please contact us for more details regarding the introduction special.

Novtel Makes History         

Article by: Johan Gräbe – CEO Novtel Group

Novtel started doing business in 1991 as a sole propriety business. Four years later, on 4th November 1996 Novtel was officially registered as a South African Company. With this, the first official Novtel News bulletin we also celebrate our 15th birthday being part of the worldwide business community. Novtel’s thoughts regarding newsletters of this kind always were that it is not necessary because we do publish all activities of our company and new software development projects to the Internet at the following URL’s:

• The Novtel International website:  http://www.novtel.com
• The Novtel South Africa website:  http://www.novtel.co.za
• The Novtel United Kingdom website:  http://www.novtel.co.uk
• The Novtel Blog: http://novtel.com/blog
• The Novtel Forum:  http://www.novtel.com/forum/index.php?www

Today we realise that publishing information to the World Wide Web is just not enough because many users of Novtel does not necessary visit our websites on a regular basis to see what developments were done. After our research, careful consideration and discussions on the matter we all at Novtel agreed that we have totally underestimated the value and need of a Novtel News bulletin to the end user and prospective new users of Novtel’s products and services.

From November 2011 onwards Novtel’s plan is to send out one newsletter per month between the 20^th and 27^th days of each month covering mainly the following arias of our business:

• Upgrades released during the month on all 13 products we develop, maintain and support.
• Information and upgrades released on the add-on modules developed for Novtel and Pastel.
• Information on New Novtel products under development with estimated completion dates.
• Release information of beta versions of Novtel for test driving new Novtel developments.
• Pastel Accounting changes that will have an effect on our end users.
• Latest news on other Accounting software packages Novtel interfaces to.
• Interesting news regarding the Hire / Rental industry we supply the software solution to.
• Frequently asked Q&A Questions and answers about Novtel and its products and services.
• Tips and Tricks with Novtel Software.
• Changes to the Novtel software applications new legislation requires us to do.
• Inputs requested from Novtel users regarding planned developments.
• Step by step training of how to make full use of Novtel’s websites.
• Information about the services we offer.
• Feedback received from users on the Novtel News bulletin.
• Implementation and training methods Novtel uses.
• Novtel’s support systems and how to utilise all of its potential.
• Special offers we have for the month if any.
• General news and current interesting events within the Novtel Group.

Thank you for your time reading this article and please gives us your valued feedback it would be highly appreciated.

How to give Feedback:

1)            If you are registered on the Novtel Blog follow the following steps:

• Scroll to the bottom of the article
• Locate and click on “Comments“
• Log into the Novtel Blog when requested to do so
• Once logged into the Novtel Blog ——- >> Leave a Reply Box will open
• Below the “Leave a Reply” in the white box; post your feedback
• When done with the feedback, on the left bottom of the white box click the “Submit Comment” button

2)            If you are not registered on the Novtel Blog follow the following steps:

• Click on the link below:

http://novtel.com/blog/wp-login.php?action=register

• Register on the Novtel blog – only two easy steps to follow
• Log in to the Novtel Blog
• Scroll to the bottom of the article
• Locate and click on “Comments“ —– >> Leave a Reply Box will open
• Below the “Leave a Reply” in the white box; post your feedback

When done with the feedback, on the left bottom of the white box click the “Submit Comment” button

All the products developed by Novtel are fully integrated with Pastel Partner and Pastel Express. This requires a constant upgrading of the custom in-house developed Pastel Integration Toolkit to ensure compatibility with the latest Pastel products.

The latest Novtel Toolkit version available is 1.4.0.0. This Toolkit is a requirement before upgrading to Pastel 11 Build 2.1. This Toolkit forms part of the Novtel product upgrade. It is a requirement to upgrade to the latest version of the specific Novtel product before upgrading to Pastel 11 Build 2.1.

All upgrades are available by visiting the Novtel Forum or specific category on the Novtel Blog for Customers doing own upgrades. Customers requiring assistance with upgrading are welcome to contact the Novtel Support team.

Novtel Website

Novtel Forum

Contact Person: Johan Grabe
Telephone: South Africa Calls Only: 0861-66-88-35  —–  International Calls: +27 (0)44-695- 43-44
VoIP:                    1-66-88-35
Mobile:              +27 (0)83-305-99-43
Facsimile: +27 (0)44-695-4300
E-mail:              sales@novtel.com

Website

www.novtel.co.za (South African Website) and www.novtel.com (International Website)

• Products:
  • Vehicle hire product with sub-hire system for hire agents.
  • Self-storage management solution with gate access control.
  • Bookings system for B&B’s, guesthouses, lodges, hotels and all other accommodation rentals, equipped with automated gate access control direct from arrivals and departures.
  • On-line bookings system for B&B’s, Hotels and Lodges linked direct to Pastel Partner.
  • Property rental management system for property management agents and property owners.
  • Golf estate rental pool property management system with gate access control.
  • Body corporate property management system with gate access control.
  • Contract management system for the office equipment hire and hygienic rental industry.
  • Restaurant POS system with touch screen integration.
  • Bar/Pub POS system with touch screen integration.
  • Retail POS system with touch screen and barcode integration.
  • Relationship management (RM) system. SMS outstanding customers with amounts due and payment due dates with the click of the mouse in seconds.
  • Access control linked directly to Pastel Partner customer master file this system is used by various Schools, Colleges, Businesses and Universities in South Africa.
  • Equipment hire system for Plant hire, Camera equipment hire and tool hire companies.
  • Procurement system with export management system.
  • Pastel Customer and Supplier accounts balance and transaction detail (Invoices and Statements). -– Available on the Web from the Pastel Database at real time, anytime, anywhere worldwide 24/7. System is similar to what banks on-line banking systems offer. Quick to setup and extremely easy to use for administrator and end-user. Minimum requirement Microsoft Server 2003 or higher with ADSL brought band internet connection.

  Utilities:
  • Manufacture and update selling prices at last cost.
  • Customer price list utility. Retail price mark-up manager.
  • Water and Electricity meter reading management system for Property management.
  • TPN (Tenant Profile Network) integration for Property Managers.
  • ABSA Debit Order collections direct form Pastel customer system.

Integration: All Novtel products integrate seamlessly with Pastel Partner and Pastel Xpress.
Branches: Cape Town, Gauteng, George, East London, PE, Durban, Bloemfontein / Kimberly opening soon.