Revolution 1.09.17 Help

Welcome to the Revolution help system. To access help by subject, click on the contents button above
New/Key Features Précis. November 2004.
The whole Revolution suite of Programs have had various cosmetic enhancements designed to be more user friendly and to speed up processing while bearing in mind all users’ individual hardware differences.
All areas of Data entry with reference to the renters and fleet have been overhauled to consider MID, Data Protection and FSA compliance. .*See notes below 
The printed documents have been enhanced where relevant
Some Mandatory fields have been reduced and there are clearer rules, instructions, warnings and messages.
The F1 key = Help /Advice Notes
F7 = Insurance and Conviction Code Checker
F9 = VAT converter and calculator (No changes here)
Toolbox: Previously known as Revolution Backup enhanced to include Data Transfer replacing need for email when undertaking this function
Local Server: Feature for users with no Broadband available
Main Menu: 
About has a new Rival Server/internet checker
Update button added for checking the latest version released via the web
Month End
Print button enabled
Ability to access Agreement Processing to invoice any ‘closed’ agreements 
Web now used (instead of email) to send Month end reports
General Maintenance
Backup has been removed (now found in Revolution Backup AKA the Toolbox)
Reports
Ability to send the weekly MID report via the web
New Look Insurance Declaration and Insurable revenue report
Ability to export the Renter database to Excel 
Agreement Processing
Over 28 day open agreement display
Courtesy car Rental Agreements
Previous screen button
Exchange wrong vehicle button within 15 minutes
Automatic Price update when extending an R/A
Don’t apply Deposits to Account Rentals 
Simplified Deposit taking and Refunding
Improved Temporary Vehicle processing
*Users updating from some old versions will find Fleet entry may be stricter with more emphasis on Vehicle categories, Groups and Rival Groups in both Fleet management and Makes and Models. A program can be requested to identify missing data if required.
NB. Renter’s Excesses are driven by the Rival Insurance Scoring bands and may not be reduced in certain cases.

General Notes

•	NEW FEATURE Insurance validation/Conviction code checker for new renters, accessed by pressing the F7 key. Enter the date of birth, date test passed, vehicle group and type of employment, plus any driving convictions (month, year, code). When the stopwatch button is pressed the details are validated according to the Rival rules. If insurance is declined then the reason(s) for this will be highlighted. (If you have a query at this stage phone Insurance).This information is saved to a clipboard and may be inserted in the next agreement processed. You will be asked if you want to insert the information at the licence entry page provided you have not exited AG Proc meanwhile. 
•	NEW FEATURE. If a month end must be run when starting Revolution and this is cancelled (or there are agreements closed not invoiced) then it is possible to continue running Revolution.  But only closed not invoiced agreements may be opened in agreement processing (and no new agreements or reservations may be entered).
•	NEW FEATURE. Your MID list can now be submitted via Data Transfer every Friday. You will get a warning if you forget.
•	NEW FEATURE. Add Rival local server. (Selected Sites). If you have this feature installed insurance quotes will be given even if no connection to the Internet is possible. It will appear transparent to the user whether the local or remote server is used, although the caption at the top of the program will change if the local server is used. The number of days the Rival local server has been in use is displayed on the title bar of the program if it is active. If over 8 days then the extra message "Rival suspended" is displayed and no further agreements will be able to be processed until the quotes stored locally are submitted to Rival. (ie the PC must be connected to the internet and Revolution must be opened). If there are any outstanding quotes in the local server cache these will be submitted when starting Revolution.
•	NEW FEATURE. All backing up, restoring, Data Transfers and suchlike must be done using the Revolution Toolbox Program AKA Revolution Backup.

Main Menu
•	NEW FEATURE A new main menu item has been added called Update. This will check for program updates and if there are any these are then downloaded and installed.
•	NEW FEATURE A new tab has been added to the About screen to check the Rival connection. When performing a Rival connection check using the About program it will say whether the local or remote server was used. It is also possible to check the Internet connection to the Rival server (this does not use your Rival site ID).
Setup and General Maintenance
•	Price List Setup has been renamed Price Tariff. The Car/Van and Minibus/MPV flags have been replaced with a drop down box to select the type of vehicle either Car, Van, MPV, Minibus or 7.5 tonnes. The type of vehicle must be selected before a vehicle group can be accepted. Once this has been entered it cannot be changed. If the type of vehicle is a van then the overheight liability is displayed.
•	"Excess miles per day" has been changed to read "Free miles per day".
•	In Defaults "Year end month number" has been changed to "Financial year end month".
•	The date the MID report was last submitted is shown on the System tab.
•	Courtesy revenue figures are added to monthly summary tab. There is too much to fit on one screen so you will see a screen split into four tabs.
•	You should always use the Revolution Toolbox program to backup, restore and send data. The function has been removed from General Maintenance.

Special Rate Maintenance

•	On Special rate maintenance all rates are now to two decimal places.
•	Changed "Excess miles per day" to "Free miles per day".
•	Once a renter has used a Special Rate next time they rent the same Group of vehicle the special rate used previously will be reapplied.

Fleet Management

•	Added MOT certificate number when adding a new vehicle. (You will also be asked for the MOT certificate number in Service History and the vehicle file will get updated with this.)
•	Added Alterations and Modifications details to General notes tab.
•	NEW FEATURE. In Fleet management you may see this message "This vehicle cannot be amended whilst booked out" if trying to amend a vehicle that is currently on rent.
•	The date the vehicle was added to or disposed of for the MID report is displayed on the Financial Tab in Fleet Management.
•	When reinstating a temporary vehicle make sure you know the Reg number as Revolution will only show temporary vehicles after entering a registration number.
•	When reinstating a temporary vehicle the Rival group is forced if this is not set.

Renter Database

•	We now show convictions details when browsing through renters on renter database maintenance. (We have removed the warnings when searching for renters). 
•	Revolution will check for forenames when transferring a renter to a company and won't insert a space if no forename is there.
•	NEW FEATURE. It is possible to export your renter database to Excel using Reports, 1 General Reports, 8. Mailshot labels Print Tool.

Agreement Processing
•	NEW FEATURE. On entry to Agreement processing a list of agreements that have been open for more than 28 days is displayed (if there are any). This is closed by clicking on the close button.
•	NEW FEATURE. There is an added ‘panic button’ when adding new agreement or reservation or booking out a reservation. The icon is on the tool bar and looks like a face. If pressed the question "Do you want to decline this agreement" is asked. If it is then the message "Rival has declined insurance for this renter. Please contact your area manager for assistance" is displayed and the agreement is rejected. If this was booking out a reservation then it will need to be deleted manually.
•	Payment details are now non-mandatory when entering or amending reservations.
•	On the printed Booking Enquiry or Reservation the Customers address has been positioned so it will line up in a window envelope.
•	It is possible to enter a CDW amount when booking out a reservation, and if the Reservation is subsequently cancelled this will be deleted.
•	Removed booking fee and banked indicator from reservation entry. The user is now asked for any amount to be banked after the reservation has been accepted. This does not apply to account customers or if no method of payment has been entered.
•	Allow extra reservation deposits to be taken when accepting reservation amendments.
•	NEW FEATURE. If a Reservation is deleted but there was a booking fee paid, a print out called Advance Deposit Refund will be produced. This does raise a Rental Agreement number (in sequence) in order to keep the Cash Reconciliation correct.
•	NEW FEATURE. We have added some new types of Rental agreement. These are specifically for courtesy car rentals prefixed CRT. These assume the Rental cost is £0. You can add extras.
•	NEW FEATURE. Deliveries. When adding a new agreement where the vehicle is delivered the following message is displayed "'You have flagged this Rental Agreement as a delivery. You must check the licence when delivering the vehicle to ensure it is current and valid for the rental. If not the rental must NOT proceed. In these cases return the vehicle to site and close the rental. You will be charged a minimum fee by your Insurance Company. You are advised to charge your customer a fee using the extra AB Abortive D/C. If the licence is approved handwrite the detail on both copies of the rental agreement and return to site. If you have not already seen and checked your rental drivers licence Revolution allows you to skip this page in the rental agreement processing. Your rental agreement will print blank in those fields. You MUST enter the licence details into the Renter database within the same Rental Day or jeopardise Insurance cover for this rental". A tick box "I Agree" is displayed and this must be ticked before processing can continue’’’.
•	NEW FEATURE. The "Do you want to recalculate the hire charges" question has been removed and replaced with the message "The Hire charge will be recalculated according to the price tariff for the Charged Group. You may change the Hire charge again manually later". The hire charges will be recalculated automatically without question. If you do not want to charge Price tariff price you are able to manually override the figure later.
•	If a temporary vehicle was reinstated and then the agreement is not accepted Revolution will ask if the reinstated temporary vehicle is to be defleeted.
•	You must enter the registration number of a temporary vehicle when reinstating it to make the reinstate button highlight. Pressing reinstate will reinstate the vehicle and select it for that agreement automatically.
•	When reinstating a temporary vehicle the program will only show temporary vehicles after entering a registration number.
•	When reinstating a temporary vehicle the program will force the Rival group if this is not set.
•	Once a temporary vehicle has been reinstated on an agreement then the unit cannot be changed for that agreement.
•	Revolution will check that all companies, renters and drivers are on file when opening an agreement to avoid error messages.

•	NEW FEATURE. The insurance questions for all drivers are now printed in larger font and a different colour. The message "Make sure you have asked this driver these questions" is displayed to the right of these questions in very large text. Also we have changed the term "Excess miles per day" to read "Free miles per day".
•	Revolution will pick up previous credit card details when adding a new agreement for a previous renter. When selecting the payment type credit card for a previous renter where a credit card was used previously the details are shown and the user is asked to confirm that these are correct.
•	NEW FEATURE. Only the name and town are mandatory for Employer, Previous employer (retired), Course (student), Reference (housewife/spouse), and invoice address (driver not payee).
•	Licence number validation for renters with large numbers of names has been improved.
•	The program will automatically set the driver licence issue date to the date the test was passed unless an issue date is already in there for all drivers.
•	When accepting an agreement or amending an open agreement Revolution will check the driver licence expiry dates, COI expiry dates (if COI) and credit card expiry date (if paying by credit card) before accepting. If any of these have expired, a window will appear saying, "The following information must be corrected before the agreement can be progressed". Once this has been entered then the agreement may be closed/accepted.
•	If insurance is declined the message "Rival has declined insurance for this renter. Check that you have completed all the renters details correctly and amend where necessary. Click RETRY to try again. Click ABORT to reject this agreement and contact Rival for advice". If retry is clicked then the agreement may be amended. If abort is clicked then the agreement is rejected. Please note that each time this happens when opening a new agreement a new agreement number will be issued. These will be logged on the Agreement Exceptions report.
•	NEW FEATURE Once an agreement is accepted the user is asked for the amount being banked (taking into account the excess and any amount already paid at reservation time. 
•	Nominating Payment on Account means NO deposit is always assumed.
•	NEW FEATURE. Exchanging a vehicle. We now allow the registration number to be changed providing the agreement is less than 15 minutes old. When printing the agreement after exchanging a vehicle the document type is called "Rental Agreement Exchange" and the message "I confirm vehicle registration xxx has been exchanged for vehicle registration yyy at hh:mm. Signed __________" is printed at the bottom of the rental agreement. Exchanged vehicles are added to the agreement exceptions file.
•	The text "We ALWAYS prosecute fraudulent claimants" has been added underneath the local currency statement on the rental agreement.
•	The printed credit card number is always masked (e.g. **** **** **** 9999).
•	When closing an agreement the next button on the booking details tab takes you straight to the payment details tab on the charges/details tab, not the charges tab on the charges/details tab.
Dealing with Deposits and Money NEW FEATURES
•	When invoicing an Agreement, the user is asked to confirm the amount to take/refund after the invoice has been accepted taking all paid monies into account. 
•	If an agreement is closed not invoiced and a deposit is to be returned then the message "REFUND - You are currently holding nnn.nn This must be refunded when this agreement is invoiced" is displayed when the agreement is closed. 
•	If an agreement is closed not invoiced and a balance is outstanding then the message "DEBT - The renter still owes you nnn.nn If this is not taken at the time of invoice then this amount will be posted to the Aged Debt list" is displayed when the agreement is closed. The final amount to be taken (if the renter still owes at the end of the agreement) cannot be greater than the amount outstanding. If a refund is due this amount is displayed (it cannot be changed) and must be refunded.
•	This above does not apply to account customers. In these cases the amount of the invoice will be posted automatically to Aged Debtors to be dealt with by using the ‘Receive Cash Against an Invoice’ Icon.
•	Any additional extra deposits taken as extensions to an open rental are handled at the end of the agreement in the same way as all other payments/receipts AFTER the Accept changes icon has been pressed.
•	The ‘Receive Cash Against an Invoice’ button is not visible once an invoiced agreement has been paid in full. It is also not possible to take more cash than what is outstanding on an agreement.
•	When entering a credit note we have removed the number of days to credit, the start date and the CDW per day (if CDW was charged on the original agreement). You just enter the net value of the Credit amount.
•	If there is damage on a vehicle when invoicing then the default next screen is the Extras tab in case there is a need to charge the renter.
•	If a closed agreement is less than 1 hour long or insurance is declined or a quick quote is requested or the local server was used this problem will be logged on the agreement exceptions report.
•	NEW FEATURE Previous screen button. Clicking on this will move to the previous screen within an agreement, providing all mandatory information on the current screen has been entered.

Reports

Note All previewed reports appear within the main Revolution window. If these are minimised then they must be restored/maximised or closed before you can go anywhere else in the program.

Month End

•	Revolution does not use email to send (or resend) month end reports or month end data. This is sent directly to the web.
•	When running the month end the print button is enabled without having to enter the information at the bottom of the screen if Revolution does not play a part of your primary bookkeeping records.
•	If no ISP has been set up on the system then the message "You do not have Internet access installed on the computer so the month end cannot run. This may be set up using the Revolution Toolbox program" is displayed.
•	If there are closed not invoiced agreements on the system when running the month end then the message “There are agreements closed not invoiced. These must be invoiced before the month end can run” is displayed and the month end will not proceed.

Print Price Tariff

•	All groups are printed on the same page. Revolution will show type of vehicle when this changes.

Agreement Audit Trail

•	If the book in amount is lower than book out amount or book in rate per day is lower than book out rate per day or book out rate per day is zero there is a report option to list any pricing exceptions.
•	The agreement number (if there) appears on the Rival error report.

MID Report NEW FEATURE

•	This report lists newest vehicle first by vehicle category.
•	If the MID report has not been run (and submitted) for 7 days then a warning "MID report n days overdue" is displayed. If this is more than 8 days overdue then agreement processing is blocked. (NB: if the sending of month end data has been disabled then the MID report is not mandatory).
•	The option on the MID report to print additions and disposals only will list all vehicles added or disposed of since the last MID additions and disposals list was transferred.
•	By producing an Excel spreadsheet of the MID additions and disposals this is then transmitted to the web. If this is successful then the addition and/or disposal date is updated for each vehicle on this report and the date of the last MID report is updated on the system file. This is used by the MID report run check as detailed above.

How to send your MID report by Data Transfer every Friday.
Reports. 3. Management Reports. G. Fleet Insurance/MID report 
Choose MID Report additions and disposals only. 
Click the Excel icon (export the report to excel), When asked ‘Do you want to export the report to Excel?’ say Yes. 
The report will be data transferred (and will be placed into the Export folder located in PCVRData).
This purges the file until you add or dispose of another vehicle

Monthly Summary

•	This report is run in real time and always shows the current state of your fleet, invoiced and WIP revenue. If printed the word Interim is shown. Interim does not show on the actual Month end report.

Insurance Declaration NEW LOOK

•	This report is run in real time and always shows the current state of your invoiced, COI or not and WIP revenue. If printed the word Interim is shown. Interim does not show on the actual Month end report.
•	If a minimum premium applies this will have been accounted for during and at the Month end.

Agreement Analysis

•	This report is available in many different styles including with or without detail. 
•	Use the Preview pane before printing as some reports can have many pages if you have a lot of data.

Extras Charges Analysis

•	This report is available in many different styles including with or without detail. 
•	Use the Preview pane before printing as some reports can have many pages if you have a lot of data.

Insurable Revenue Analysis

•	This report is run in real time. If it is not run as part of the automatic month end then the report will be called an interim report.
•	RPUPD, days charged and days on hire show on this report unless the line is for a credit note
•	It only shows two sections of data, Insurable revenue and COI revenue. It shows courtesy car rentals in grey and shows separate totals underneath non-courtesy car revenue.
•	This report is available from stored reports.
•	Interim invoices show on this report. Any interim invoices issued during the month run will appear underneath the agreement line.
•	Comments will say "Credit note" if the agreement is a credit note or "Below minimum" if the minimum insurable amount has been applied.
•	Credit notes are signed negative.
•	Add subtotals on the Insurable revenue report totalling non courtesy and insurable revenue for both non-COI and COI insurance. Grand totals of all types of agreement show at the bottom.