ParkMate User Guide. Table of Contents

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2 ParkMate User Guide Table of Contents Overview... 3 Installing the Software... 4 Navigating the System... 6 Using the Tool Bar... 7 Starting and Ending ParkMate... 8 Main Menu... 9 Setting Up Data Files Companies Employees Terminal Settings View Log Message Setting Up System Tables Feature Codes System Settings Transaction Numbers Setting Up Lots Airlines Lots Stall Types Copyright 2006 by Bluebird Auto Rental Systems (BARS). All rights reserved. No part of this document may be reproduced, stored in a retrieval system, or transcribed in any form or by any means, electronic, mechanical, photocopying, recorded or otherwise, without the prior written consent of the publisher, BARS. BARS makes no express, or implied warranty of any kind, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose, with regard to the program material contained herein. BARS shall not be liable for incidental or consequential damages in connection with or arising out of the furnishing, performance or use of this material. ParkMate User Guide 1

3 Setting Up Payments Cash Drawer Credit Card Processing Invoices Messages Payment Types Setting Up Printing Forms Printer Types Setting Up Rates Charges Rates Source of Business Vendors Counter Operations Add a Reservation Change Stall Customers Modify a Reservation Ticket Processing Reports Daily Business Report Draft Capture Report Due Back Report Inventory by Stall Report Service Due Report Lists Charges List Company List Employee List Lot List Rate List Vendor List Revenue Reports Coupon Report Reservation Report Source of Business Report Bluebird Auto Rental Systems

4 Overview ParkMate catalogs the entire history of all your Valet Parking Operations, from opening to closing tickets, so you can control every aspect of your parking operation. By establishing system-wide settings, you can customize ParkMate to fit your particular needs. You can set up tables to store your payment methods, rates, and stall numbers. You can choose to retain customer data, which will allow you to store names, addresses, phone numbers, preferred methods of payment, driver s license numbers, vehicle year/make/models, revenue to date and extra comments. This user guide will guide you through how to access and use the functions of ParkMate including: Installation: ParkMate is written in the Progress procedural language. Therefore, you must first load the database programs, followed by the ParkMate programs as provided by Bluebird Auto Rental Systems. Finally, a Feature Code must be added to activate the software. System Setup: before processing can begin, certain data and tables must be loaded. This includes parameters which will be used systemwide. Ticket Processing: Accessed from the either the icons for Open, Close, Modify, or via the menu tree, these screens are used by parking agents to easily enter or modify the ticket information. Tickets can be printed on plain white paper or pre-printed forms. Reports: A wide variety of reports and lists can be accessed from the menu tree. ParkMate User Guide 3

5 Installing the Software The CD provided with ParkMate contains a setup program that will install ParkMate on your system. The setup program will guide you, step-by-step, through the installation process. If you have purchased ParkMate.Net, you will simply access the software via the Internet and therefore will not need to load it from a CD. Installation Steps Install the Progress software as described in the installation notes accompanying the Progress CD. Install the ParkMate software as described in the remainder of this chapter. Call the Bluebird Help Desk at (973) who will provide you with a login, password, and 16-character Feature Code. You may also us at support@barsnet.com, or visit our web site at Bluebird Auto Rental Systems

6 Installing the Software (continued) Installing ParkMate on Windows 95 Step Action 1 Start Windows if you have not already done so. 2 Insert the compact disc into your CD-ROM drive. 3 Select Run from the Windows Start Menu. The following dialog box will display. 4 Type d:\setup, then select OK. If your CD ROM drive is not the d drive, then substitute d with the appropriate drive letter. 5 The Setup Wizard will guide you through the installation process. Try to accept the defaults. If you don t, please make a note of what you do differently. Important - Please Note If you are installing ParkMate on a network, refer to your system administrator or contact a Bluebird representative for assistance. Be sure that your default printer in Windows matches the printer you selected during installation. When you have finished installing the programs on your hard disk, put the installation CD in a safe place. Avoid exposing it to dust and sunlight. ParkMate User Guide 5

7 Navigating the System Moving Through The Screen Using Your Keyboard Function you wish to perform Move left one character Move right one character Move to next field Move to previous field Remove / replace character after cursor Remove / replace character before cursor Lookup Radio Button Check Boxes Combo Box/Spin Box/Pull- Down Menu Key to use Left arrow Right arrow Tab Shift + Tab Delete Backspace F3 or click on the binoculars Radio Buttons are used when only one choice can be made. Check boxes are used when multiple choices can be made. To select or remove the indicator in a radio button or check box, press the space bar. Check boxes may sometimes have a Y or N label. Combo boxes are used to make a selection from a pre-set list. To make a selection, click on the drop-down arrow. Select your choice from the displayed list by moving to it with the arrow keys on your keyboard and pressing enter. Or, you can click on it with the mouse Bluebird Auto Rental Systems

8 Using the Tool Bar The Functions of the Tool Bar All of the maintenance screens contain a Tool Bar with buttons that are used for different functions: Icon Function Go to the first record. Previous Next Go to the last record. Lookup a record. Add a new record. Clone or copy the current record. Change the current record. Cancel or undo any changes you have just made. Save the changes you have just made. Delete the current record. ParkMate User Guide 7

9 Starting and Ending ParkMate Upon selecting ParkMate from the desktop, the following login screen will appear: Enter your login and password provided by your Bluebird Product Support Analyst (PSA). If you are starting ParkMate for the first time, you will be directed to the Employee file maintenance. There you must add at least one employee. When you wish to end your ParkMate session, do NOT turn off the computer. As with any other Windows application, you must exit properly or you will cause severe damage to your database. Simply take the following steps: Go to the ParkMate Main Menu. From there, you can: Select the Icon to Logout. This will leave the ParkMate application running, but prompt for a new user login and password. Select the Icon to Exit, or click on the x in the upper right-hand corner. Either of these actions will cause you to completely exit ParkMate Bluebird Auto Rental Systems

10 Main Menu Upon entering your login and password, you will see the Main Menu. From here, all functions of ParkMate can be accessed. This is an illustration of the Main Menu screen. The ParkMate Main Menu utilizes the menu tree interface used with many Windows interface programs, such as Explorer. When an item is highlighted, all of the programs contained in that menu will appear in the box to the right. If a main menu item on the left has a box with a plus sign, it means that there are sub-menus. Clicking on that box will change the plus sign to a minus sign, and the sub-menus will be displayed. ParkMate User Guide 9

11 Main Menu (continued) The far left-hand column of the Main Menu has six buttons to quickly take you to the following actions: Open a Ticket and Park a vehicle Modify a Ticket Close a Ticket Change a Stall Logout of ParkMate Exit out of ParkMate Bluebird Auto Rental Systems

12 Setting Up Data Files This Section covers the Data Files to be set up. To access these tables, highlight Setup. The following screen will appear ParkMate User Guide 11

13 Companies If you park vehicles for a company or its employees, enter it in the company table. Whenever a company name must be entered, you can search this table first. This is an illustration of the Companies General screen Bluebird Auto Rental Systems

14 Companies (continued) Companies General Screen / Field Descriptions Field Company Address City/State /Zip Country Phone/Ext/ Fax Notes Description Enter the Company Name. Street address of the Company. Use the first box for the street and the second for apartment or suite number. City, state, and zip of the Company. Use the pull-down menu to select the country of the Company. address of Company. Phone, extension, and fax numbers of the Company. Enter any miscellaneous notes on this Company. ParkMate User Guide 13

15 Companies (continued) Companies Billing Screen Bluebird Auto Rental Systems

16 Companies (continued) Companies Billing Screen / Field Descriptions Field Address City/St/Zip Phone/Ext/ Fax Contact First Name Tax ID # A/R# A/P# Alternate Bill-To Description Billing street address of the Company. Use the first box for the street and the second for apartment or suite number. City, state, and zip of the Company. Phone, extension, and fax numbers of the Company. Enter the Last Name of the Billing Contact. First Name of the Billing Contact. Tax ID Number. Accounts Receivable Number. Accounts Payable Number. Enter an alternate Bill-To name or number. ParkMate User Guide 15

17 Companies (continued) Companies Billing Screen / Field Descriptions Field Description Check all that apply: Taxable. Check this if the Company is taxable. If left unchecked, any default charge with a type of Sales Tax will not be applied, treating the Company as tax exempt. Direct Bill. Check this if the Company is billable. PO Required. Check this if a PO will be required upon opening a ticket. Credit Hold. Check this if the Company owes you money so that employees will be notified Bluebird Auto Rental Systems

18 Employees All employees that will be given access to ParkMate should be entered into the Employee Table. This is an illustration of the Employees General screen. ParkMate User Guide 17

19 Employees (continued) Employees General Screen / Field Descriptions ID Field Last/First Name Address City/St/Zip Phone/Ext/ Fax SSN Login Password Sec Lev View System Alerts Account Locked Out Notes Description Enter an Identification number for this employee. Last and First name of the Employee. Street address of the Employee. Use the first box for the street and the second for apartment or suite number. City, state, and zip of the Employee. Phone, extension, and fax numbers of Employee. Social Security Number. Unique login code for the Employee. The password the employee will need to enter when logging into the system. The system administrator or the employee may select this. However, it is recommended that employees select their own passwords so that they have a better chance of remembering them. Level of security to be allowed for this employee. Must be a number from 0-9, with 9 allowing full access to all files and transactions. Initially, all programs have a security level of zero. Check this if the employee should see system errors and log files. Check this if the employee is no longer allowed to access the system. Employee numbers should not be deleted, as they may be attached to ticket transactions. Enter any miscellaneous notes on this Employee Bluebird Auto Rental Systems

20 Employees (continued) Employees Employment Screen ParkMate User Guide 19

21 Employees (continued) Employees Employment Screen / Field Descriptions Field DL Number/ DL State/ Exp Job Title Rate of Pay Review Date Schedule As Of Mail Groups Working Hours Description Driver s License Number, State, and Expiration Date Job Title of the Employee Hourly rate of pay. Date of the next salary/performance review. Date after which this employee can be scheduled to work. Applicable groups to be included in for receiving mail. Enter the start and end times for each day of the week Bluebird Auto Rental Systems

22 Terminal Settings Terminal settings must be defined for each individual workstation before ParkMate can be used. These will determine the default Lot and Position to be used, as well as the parameters for credit card processing and printing. This is an illustration of the Terminal Settings screen. ParkMate User Guide 21

23 Terminal Settings (continued) Terminal Settings Screen / Field Descriptions Lot Field Position Reporting Lot Report File Path Overwrite Existing Files Card Reader Reader Port Description Use the pull-down menu to select the Lot where this workstation is located or which one is to be used as the default. Position of this terminal at the lot. Positions are set up in Setup->Lot->Lots- >Position tab. The lot to be used for reporting purposes by this terminal. The location of reports when given an Output Destination of File. Check this if files should be overwritten automatically if a file by the same name already exists. If left unchecked, you will be prompted to overwrite. Select the type of card reader to be used or None. If you have selected a credit card reader, enter the port to which the reader is attached Bluebird Auto Rental Systems

24 Terminal Settings (continued) Terminal Settings Screen / Field Descriptions Field Ticket Printer Report Printer Temp File Path Description Select the printer to be used as the default for printing tickets. Choices are: Always Ask: whenever you print a ticket, the system will ask you which printer should be used. Any of the printers set up in your Windows printer folder. Select the printer to be used as the default for printing reports. Choices are: Always Ask: whenever you print a report, the system will ask you which printer should be used. Any of the printers set up in your Windows printer folder. Every time you run a report, the output will automatically be sent to this temp file destination. (If you send a report to the screen, then decide you want a hard copy, you can print it from the temp file destination without having to process the data again.) ParkMate User Guide 23

25 View Log Messages If you are using the Credit Card Processing module, you can view log messages from this screen. Enter the date range, select the sort order, then click on the Refresh icon Bluebird Auto Rental Systems

26 Setting Up System Tables This Section covers the System Tables to be set up. To access these tables, open up Setup, then select System. The following screen will appear. ParkMate User Guide 25

27 Feature Codes In order to start using your ParkMate system, you must be given a Feature Code from Bluebird. This is an illustration of the Feature Codes screen Bluebird Auto Rental Systems

28 Feature Codes (continued) Feature Codes Screen / Field Descriptions Field Description Product Enter PM20 for ParkMate Version Description User Level Expire Date Feature Code ParkMate Ver 2.0 will automatically appear. Enter the number of users you have licensed to access ParkMate. Enter the expiration date as provided by Bluebird. Enter the 16-character code, in all caps, as provided by Bluebird. ParkMate User Guide 27

29 System Settings You can customize your ParkMate to how you do business. This is an illustration of the System Settings screen Bluebird Auto Rental Systems

30 System Settings (continued) System Settings Screen / Field Descriptions Field Company Name Franchise Accounting Interface Main Title Login Timeout Next Journal# Use SmartZip ParkMate.net Customer Preferences Field Formats Description The name of your parking company. Use the pull-down menu to select the correct franchise affiliation. Use the pull-down menu to select the correct accounting package to which you will send data. Enter the title to appear on the Main Menu. Enter the amount of seconds to expire before the system automatically logs out. If you are interfaced to an accounting package which requires a Journal# (such as MAS90), enter it here. Check this if you want City and State fields to be filled in automatically using information from the SmartZIP database. Check this box to be able to reports (NetRent version ONLY). Select how information gathered previously for a particular customer should be carried forward to a subsequent park. This pertains to car class, coverages, and source referrals. Options are: Always default Ask before defaulting (upon accessing the Preferences screen) Never default The formats to be used for Phone Numbers and Zip Codes ParkMate User Guide 29

31 Transaction Numbers Certain tables of information use transaction numbers to uniquely identify each record. ParkMate allows you to assign your own range of transaction numbers. This is an illustration of the Transaction Numbers screen Bluebird Auto Rental Systems

32 Transaction Numbers (continued) Transaction Numbers Screen / Field Descriptions Lot Type Prefix Field Starting Number Current Number Ending Number Active Date Opened Date Closed Description Use the pull-down menu to select the Lot to which these transaction numbers pertain. Use the pull-down menu to select the type of transaction number. Choices are Ticket, Customer, and Reservation. One of each should be created for each Lot. Enter up to five characters to be used as a prefix if desired. Enter the starting number for the transaction number range. Use at least a three-digit number. This is the next number to be used. When first entering this record, this value should be the same as the Starting Number. Enter the ending number for the transaction number range. Check this to allow the transaction number record to be activated. Enter the date on which your parking lot opened. Enter the date the lot closed. ParkMate User Guide 31

33 Setting Up Lots This Section covers the Lot Tables to be set up. To access these tables, open up Setup, then select Lot. The following screen will appear Bluebird Auto Rental Systems

34 Airlines If you want to associate a lot with a specific airline or airline terminal, you can set up a record for each in the Airlines table. This is an illustration of the Airlines screen. Airlines Screen / Field Descriptions Field Airline Airport Terminal Description Enter the name of the airline. Enter the name of the airport terminal. ParkMate User Guide 33

35 Lots The Lots table stores all of the pertinent data for a particular parking lot. This is an illustration of the Lots General screen. Lots General Screen / Field Descriptions Lot Field Description The identifier for this lot. Name The name of the parking lot. Address/City/St/ Zip Phone#/Fax# Enter the address, city, state, and zip code. The phone and fax numbers for this location. address where reports sent to file are to be ed to. (NetRent version ONLY) Bluebird Auto Rental Systems

36 Lots (continued) Lots More Screen Lots More Screen / Field Descriptions Field Profit Center Require Stall Hours of operation Description Enter a number to uniquely identify this lot for financial statements. Check this if stall numbers are required in this lot. Fill in the opening and closing hours of operation for each day of the week. ParkMate User Guide 35

37 Lots (continued) Lots Stalls Screen Lots Stalls Screen / Field Descriptions Field Stall Type Multiple O/S Description If you use unique Stalls, click on Add in the bottom-right, then enter a code to identify the stall. Use the drop-down menu to select a type of stall (as defined in the next section). Check the box if this stall can accommodate multiple vehicles Once checked, the value in the O/S column will change from no to yes. Check the box if this stall is Out of Service. Once checked, the value in the O/S column will change from no to yes Bluebird Auto Rental Systems

38 Lots (continued) Lots Positions Screen Lots Positions Screen / Field Descriptions Position Field Description If you want to identify the position of the computer terminal on the lot, click on Add in the bottom-right, then enter a code to identify the position. This is used in Terminal Settings and for Cash Drawer Processing. ParkMate User Guide 37

39 Stall Types ParkMate allows you to define different types of stalls. This is an illustration of the Stall Types screen. Stall Types Screen / Field Descriptions Type Field Description Description Enter a code for the type of stall. The description of the stall type Bluebird Auto Rental Systems

40 Setting Up Payments This Section covers the Payment Information to be set up. To access these tables, open up Setup, then select Payment. The following screen will appear. ParkMate User Guide 39

41 Cash Drawer A cash drawer can be assigned to one or more positions, allowing you to capture balances at the beginning and ending of each shift. This is an illustration of the Cash Drawer screen Bluebird Auto Rental Systems

42 Cash Drawer (continued) Cash Drawer Screen / Field Descriptions Code Lot Field Counter Available/ Applicable Positions Description Enter a code to identify a particular cash drawer. Use the pull-down menu to select the Lot to which this cash drawer pertains. Enter a name for the parking counter area. Positions which are available to use with a cash drawer should appear in the box on the left. Using the Add and Del buttons, move the positions which are applicable for this cash drawer to the box on the right. ParkMate User Guide 41

43 Credit Card Processing ParkMate has an optional integrated Credit Card Module using Southern DataComm s Protobase. Credit Card Readers can be attached that will read all of the appropriate information from the magnetic stripe. Upon closing a ticket, the clearinghouse for your processor is sent the data in order to receive an authorization. At the end of the day, you can perform the Draft Capture process which will deposit the money in your bank account. This is an illustration of the Credit Card Control Setup General screen Bluebird Auto Rental Systems

44 Credit Card Processing (continued) Credit Card Control Setup - General Screen / Field Descriptions Field Interface Lot Server Mode Start Interface when ParkMate starts Keep holding files Last Draft Merchant and Terminal ID Account# and Password Description Use the pull-down menu to select the Credit Card Processing platform. Use the pull-down menu to select the Lot where credit card processing will be used. The name of the database server. Select if ParkMate is being used in Single User or Multi User mode. If you checked Single User Mode above, check this if you want the credit card processing software to start when ParkMate starts. If you don t check this, you have to manually execute the start-up program. Check if you wish to keep holding files. This option maintains a large number of files used for diagnostic purposes, and therefore should only be used at the direction of Bluebird support. Date, Time, and Batch# of the last successful Draft Capture. This MID and TID as provided by your processor. Your account number and password as provided by your processor. ParkMate User Guide 43

45 Credit Card Processing (continued) Credit Card Control Setup - Paths Screen Credit Card Control Setup - Paths Screen / Field Descriptions Paths Field Description Enter the unique directory to be used for each of these type of files for the Lot: Program Files: the credit card processing software programs. Gateway Input Files Settlement Batch Files Holding Files History Files Settlement Reports Host Settlement Reports Bluebird Auto Rental Systems

46 Invoice Messages When you print an invoice, you have the ability to print a customized message at the bottom. However, you must first enter that message and assign a code for it. This is an illustration of the Invoice Messages screen. Invoice Messages Screen / Field Descriptions Code Field Message Double Width Underline Description Enter a code for the message. Enter a message of up to 40 characters. Check if the message should appear in double width. Check if the message should be underlined. ParkMate User Guide 45

47 Payment Types Payment types are the specific methods of payments that you accept. Establishing unique payment types will make it easier to balance the Daily Business Report. This is an illustration of the Payment Types screen Bluebird Auto Rental Systems

48 Payment Types (continued) Payment Types Screen / Field Descriptions Code Field Description Paid Type of Payment Credit Card Commission Perform Check Digit Test Softrans Auth# Draft# Check card number range Starting/ Ending Card Number Range Description Enter a code for the payment type. The description for this payment type. This flag determines if the system will assume all deposit amounts entered with this pay type should be credited against the parking charges. Typically, pay types of cash would be flagged as paid. Credit cards would not be, as normally only an authorization is obtained as a deposit. Select the type of payment: Cash, Credit Card, Direct Bill, or Voucher. For credit card payment types, enter the commission percentage charged by the Credit Card Company. Indicates if the payment type uses a check digit for number validation. Credit cards should always have a check digit. If the Southern Data Comm Softrans Protobase module has been purchased, enter the Module ID to be used for authorizations. If the Southern Data Comm Softrans Protobase module has been purchased, enter the Module ID to be used for settlements (draft capture). Check if you want credit card numbers to be validated against the following table. Starting and Ending range of credit card numbers. For example, the first four digits of a Visa range between 4000 and ParkMate User Guide 47

49 Setting Up Printing This Section covers how printing can be set up in ParkMate. To access these tables, open up Setup, then select Printing. The following screen will appear. This section describes Forms and Printer Types. The screen for PPGen should only be used under the guidance of a Bluebird Product Support Analyst Bluebird Auto Rental Systems

50 Forms ParkMate has the ability to print tickets on dot matrix or laser printers. This is an illustration of the Forms screen. ParkMate User Guide 49

51 Forms (continued) Forms Screen / Field Descriptions Field Form Type Name Program Name Order Description Active Description The type of print-out. Use the drop-down to select either Invoice or Ticket. The name of the form type which will appear on the screen upon printing. Name of the program, as provided by Bluebird. The order in which the form should appear on the screen upon printing. A description for this form. Check this to allow the form to be activated Bluebird Auto Rental Systems

52 Printer Types ParkMate can use up to six different printer emulations. Each of the printers you use must be mapped to one of these. This is an illustration of the Printer Types screen. ParkMate User Guide 51

53 Printer Types (continued) Printer Types Screen / Field Descriptions Field Printer Kind Printer Name Printer Port Computer Description The emulation to be used. Choices are: AMT242D Epson HP3 IBMPPR Oki320 Star (Star Micronics 2.5 Receipts Printers) The name of the printer as seen on your network. The path of the physical printer port. The name of the computer to which each printer is attached Bluebird Auto Rental Systems

54 Setting Up Rates This Section covers the Rate Information to be set up. To access these tables, open up Setup, then select Rates. The following screen will appear. ParkMate User Guide 53

55 Charges Any fees, taxes (including State Sales Tax), or miscellaneous charges that you will use must first be entered into your system as a Charge. This is an illustration of the Charges General screen Bluebird Auto Rental Systems

56 Charges (continued) Charges General Screen / Field Descriptions Type Field Service Procedure Code Auto Add Lot Description Effective Date Expiration Date Description Use the drop-down menu to select one of the following: Miscellaneous Charge Car Wash Oil Change Cleaning Coupon Discount Miscellaneous Fee Sales Tax Check if this charge is to be considered as a service procedure. Enter a code for this charge. Check if this charge is to be automatically applied (as for Sales Tax or other mandatory miscellaneous fees). Use the pull-down menu to select the Lot where this Charge will be used. The description for this Charge. Enter the date the charge becomes effective. If you no longer want to be able to use the charge, enter the expiration date. ParkMate User Guide 55

57 Charges (continued) Charges General Screen / Field Descriptions Field Calculate By Order Amount/ Amount Per/ Percent Description Use the drop-down menu to select one of the following: 24 Hour Calendar Day Flat Per Unit Percent Tax all those with lower number if they apply. The value that will be applied, based on what you have selected to Calculate By Bluebird Auto Rental Systems

58 Charges (continued) Charges Restrictions Screen ParkMate User Guide 57

59 Charges (continued) Charges Restrictions Screen / Field Descriptions Field Description Min. Amount The minimum amount that can be used for this charge. Max Amount The maximum total amount that can be used for this charge. Min Days Max Days Exempt Minimum Exempt Maximum Commissionable The minimum number of days that can be used to assess the charge. The maximum number of days that can be used to assess the charge. The minimum number of days that a customer must park before the charge will be applied. If a customer parks for less than the exempt minimum, the charge will not apply. The maximum number of days that a customer must park before the charge will be applied. If a customer parks for more than the exempt maximum, the charge will not apply. Check this if the charge is commissionable (i.e., show up on the Commissions Report) Bluebird Auto Rental Systems

60 Charges (continued) Charges Applies Screen Charges Applies Screen / Field Descriptions Field Available/ Applicable Charges Description Charges that are available for use with percentage charges (such as Sales Tax) appear in the box on the left. Using the Add and Del buttons, move the charges to which percentage charges should apply to the box on the right. If you are creating Coupons, be sure to use the screen to select which items a coupon discount would apply. ParkMate User Guide 59

61 Rates Parking charges are calculated automatically once your rates have been entered. This is an illustration of the Rates General screen Bluebird Auto Rental Systems

62 Rates (continued) Rates General Screen / Field Descriptions Field Rate Code On Sale Description A unique identifier for this rate. Check this if the rate can be used. Description Lot Stall Type Description of the rate. E.g., Outdoor Parking. Use the pull-down menu to select the Lot to which the rate pertains. Use the pull-down menu to select a stall type. Calc. Method Calculation Method. Choices are: 24-Hour Calendar Day Rates The rates Per Minute, Per Hour, Per Day, Per Week, and Per Month for this Rate Code. ParkMate User Guide 61

63 Rates (continued) Rates Rules Screen Rates (continued) Rates Rules Screen / Field Descriptions Field Free Days Description Enter the number of days the customer parks for free with this Rate Code Bluebird Auto Rental Systems

64 Source of Business This is an illustration of the Source of Business screen. ParkMate User Guide 63

65 Source of Business (continued) Source of Business Screen / Field Descriptions Field Source Code Description Commission able Referral Required Coupons Description A unique identifier for this source of business. Description for this source of business. Check if this source is commissionable Check if a Vendor should be assigned to the Parking Ticket. Highlight all of the coupons which can be used for this source as created in Setup- >Rates->Charges. To deselect a coupon, hold down the Ctrl key and click on it with the mouse Bluebird Auto Rental Systems

66 Vendors Entering vendors into your ParkMate system will allow you to track who is sending you business and to automatically calculate and pay commissions. This is an illustration of the Vendors General screen. ParkMate User Guide 65

67 Vendors (continued) Vendors General Screen / Field Descriptions Field Vendor Code Name Address City/St/Zip Phone/Ext/ Fax Description Enter a code to represent the vendor. Name of the vendor. Street address of the Vendor. Use the first box for the street and the second for apartment or suite number. City, state, and zip of the Vendor. Phone, extension, and fax numbers of the Company. address of the Vendor Bluebird Auto Rental Systems

68 Vendors (continued) Vendors Detail Screen ParkMate User Guide 67

69 Vendors (continued) Vendors Detail Screen / Field Descriptions Field Type Amount A/P Vendor# Coupons Description Indicate the type of commission structure to be used. Choices are: None Percent Daily Flat The amount to be used in calculating commission. The Accounts Payable account number. Highlight the coupons which can be used for this vendor as created in Setup- >Rates->Charges. To deselect a coupon, hold down the Ctrl key and click on it with the mouse Bluebird Auto Rental Systems

70 Counter Operations Once all of your company data has been entered, you will use ParkMate to park vehicles and run reports. This Section covers the Counter Operations; in particular, maintaining customer information and processing parking tickets. To access these programs, click on Counter Operations. The following screen will appear. ParkMate User Guide 69

71 Add a Reservation ParkMate allows you to make reservations for your parking customers. This is an illustration of the Add a Reservation screen Bluebird Auto Rental Systems

72 Add a Reservation (continued) Add a Reservation Screen / Field Descriptions Res # Status Lot Field Last Name/ First Name Date In/ Time Date Due/ Tim Rate Cod Source Code Vendor Coupon Airline Flight Description A unique identifier for Reservation, using the range of Transaction Numbers created in Setup -> System->Transaction Numbers. When adding a reservation, the status will default to Open Res. Use the pull-down menu to select the Lot. Last and First name of the Customer. Date and Time at which the customer is expected to drop off their vehicle. Date and Time at which the customer is due to pick up their vehicle. Use the Lookup button to review then select a rate code. Use the drop-down arrow to select a source code. Use the drop-down arrow to select a vendor. Use the drop-down arrow to select a coupon. Use the drop-down arrow to select an airline. Enter the Flight Number. ParkMate User Guide 71

73 Change Stall After a customer parks their vehicle with you, it may be necessary to change the stall number. This is an illustration of the Change Stall screen. Ticket Processing: Change Stall Screen / Field Descriptions Field Ticket# Current Lot/Stall New Lot/Stall Apply Exit Description Enter or use the binoculars to find the ticket number. The current Lot and Stall number will automatically be displayed Use the drop-down menu and binoculars to enter a new Lot and Stall number for this ticket. Choose this to save changes. Select this to leave this screen without saving changes Bluebird Auto Rental Systems

74 Customers Once a customer parks with you, their data is automatically saved in your system. However, you may also enter a customer record directly into your system (i.e., not via a parking ticket). In either case, this section explains how customer data can be maintained or initially entered. This is an illustration of the Customers General screen. ParkMate User Guide 73

75 Customers (continued) Customers General Screen / Field Descriptions Field Customer ID VIP# Last/First Name Address City/St/Zip Country Home Phone/ Fax Company Work Phone/ Ext DL Number State/ Exp. Date Date of Birth Source Code Vendor Description A unique identifier for this Customer, using the range of Transaction Numbers created in Setup -> System->Transaction Numbers. Frequent Parker or VIP#. Last and First name of the Customer. Street address of the Customer. Use the first box for the street and the second for apartment or suite number. City, state, and zip of the Customer. Use the pull-down menu to select the country of the Customer. address of Customer. Home Phone and Fax numbers of Customer. Use the pull-down menu to select the Company with which the customer is associated. Work Phone and Extension of Customer. Driver s license number of Customer. Issuing State and Expiration Date of the driver s license. Customer s date of birth. Use the pull-down menu to select a source code for this customer. Use the pull-down menu to select a vendor for this customer Bluebird Auto Rental Systems

76 Customers (continued) Customers Preferences Screen Once a customer has parked with you, the system saves all of their particular information related to the parking transaction under Customer Preferences. Depending on how you set up your system settings, you can have these preferences loaded automatically for new parking transactions, or you can have the system ask if you want to use them. This is an illustration of the Customers Preferences screen. ParkMate User Guide 75

77 Customers (continued) Customers Preferences Screen / Field Descriptions Field Description CC Type The type of credit card preferred by this customer. Use the drop-down arrow o select a Setup->Payment->Payment Types. Number/Exp. Credit card number and Expiration Date. A/R Customer FF Carrier/ Account# Comments Tip Amount Parking History A/R Customer account code. Frequent Flier Carrier and Account Number. Enter any comments about the Customer here. Not used. The system will automatically keep track for the customer: the Days Parked, the number of accumulated Free Days (f a rate code was used which assigns a free day for every x number of days parked), the date of the Last Park, the number of Total Parks, Total Revenue Bluebird Auto Rental Systems

78 Customers (continued) Customers Vehicle Screen Your system has the ability to store multiple vehicles per customer. You can capture the year, make, model, color, license# and state for each vehicle. This is an illustration of the Customers Vehicle screen. ParkMate User Guide 77

79 Customers (continued) Customers Vehicle Screen / Field Descriptions Field Summary Browser Edit fields Description All of the vehicles which the system has on file for this customer should appear in the summary browser. Once a vehicle is highlighted in the Lookup Browser, you can edit the following fields by clicking on Add the Update: Year Make Model Color License# State Bluebird Auto Rental Systems

80 Modify a Reservation Once a reservation is made, use this screen to make any changes. This is an illustration of the Modify a Reservation Lookup screen. You can search a reservation by Name or Reservation Number. Highlight the desired line and click on OK to access the reservation screen. ParkMate User Guide 79

81 Ticket Processing To Open a new parking ticket, you can either select Ticket Processing from the menu tree, or you can select the Open a ticket icon on the far left Bluebird Auto Rental Systems

82 Ticket Processing (continued) There are four sections to Ticket Processing: Summary, Customers, Charges, and Payments. To open a ticket, you must fill out at least the Summary portion. To close a ticket, you must at least access the Payment screen to add payments. This is an illustration of the Ticket Processing Summary and Customer screens. ParkMate User Guide 81

83 Ticket Processing (continued) Ticket Processing Summary Screen / Field Descriptions Field Ticket# Status Last Name First Name License # Lot Stall Drop Date/ Time Date Due/ Time Pickup Date/ Time Description The parking ticket number from the range of ticket numbers defined in Setup -> System -> Transaction Numbers. Status of the Ticket. Choices are: Open (the default for new tickets being opened) Closed Void If the customer has parked with you previously, use the binoculars to search for their record. If you select one, all of the fields on the Customer screen will be filled in automatically. First name of the customer. License # of the vehicle being parked on this ticket. If the customer has parked with you previously and you had selected their customer record, use the drop-down arrow to see their vehicles records. If you select one, all of the Vehicle Information fields on the Customer screen will be filled in automatically. Use the drop-down arrow to select the Lot where this ticket is being opened. Use the lookup button to select the stall number where the vehicle is being parked. Drop Off Date and Time. This is filled in automatically by the system but you may over-ride it if your security level is greater than 5. Enter the data and time that the customer will return for their vehicle. The Pickup Date and Time. This is filled in automatically by the system when you close the parking ticket Bluebird Auto Rental Systems

84 Ticket Processing (continued) Ticket Processing Summary Screen / Field Descriptions Field Rate Code Airline Flight # Release To Comm. Emp Description Use the binoculars to select a Rate Code for this parking ticket. Use the pull-down menu to select the Airline as defined in Setup->Lot- >Airlines. Flight number of customer s airline. Enter the name of any other person authorized to pick up the vehicle. Not used. ParkMate User Guide 83

85 Ticket Processing (continued) Ticket Processing Customer Screen / Field Descriptions VIP# Field Cust ID Last Name /First Name Address City/St/Zip Home Phone/ Work Phone Company Source Code Vendor Code Vehicle Information Description Frequent Parker or VIP#. A unique identifier for this Customer, using the range of Transaction Numbers created in Setup -> System. Last and First name of the Customer. Street address of the Customer. Use the first box for the street and the second for apartment or suite number. City, state, and zip of the Customer. Home and Work Phone of Customer. Use the binoculars to find the Company with which the customer is associated. Use the pull-down menu to select a source code for this customer. Use the pull-down menu to select a Vendor for this customer. Enter the Year, Make, Model, Color, License# and State of the vehicle being parked Bluebird Auto Rental Systems

86 Ticket Processing (continued) Ticket Processing Charges Screen This screen is used view all of the itemized charges including fees and taxes. It is also used to add miscellaneous service fees (such as a Car Wash) and it is used to apply Coupons. ParkMate User Guide 85

87 Ticket Processing (continued) Ticket Processing Charges Screen / Field Descriptions Field Charges Summary Lot Type Code Calc By Free Days Completed By Comm Charges Description The code, description and total of each charge associated with this ticket. The Lot where the highlighted charge is being assessed. The type of charge. The code for the charge. The Calculations method for the charge. The number of Free Days as defined by the Rate Rule. Enter the date on which services (such as a car wash) were completed. Enter the name or initials of the person completing a service (such as a car wash). Enter the commission amount. Depending on the value of Calc By, the appropriate unit rate calculation and resulting charge will be displayed Bluebird Auto Rental Systems

88 Ticket Processing (continued) Ticket Processing Payments Screen ParkMate User Guide 87

89 Ticket Processing (continued) Ticket Processing Payments Screen / Field Descriptions Field Summary Browser Code Amount Paid Payment Details Reporting Information Description The Date Received, Code, and Amount of each payment. Use the pull-down menu to select the payment type to be used. Dollar amount being applied to the payment type. Check if the amount was paid. If the amount was only authorized, leave this blank. The next group of fields will change depending on the Payment Code used: Credit Cards: CC#, Expiration Date, Authorization Code Cash: Check Number Direct Bills: Company, A/R code, PO#, Invoice# For each payment Received and Reported, enter the Date, Time, and Lot. The system will automatically fill in the Employee# Bluebird Auto Rental Systems

90 Reports This chapter contains detailed information on the contents and use of the reports available in ParkMate. Multiple items can be selected from a browser box by holding down the Shift Key then clicking on all desired items. All reports can be sent to the Terminal, a Printer, or a File (which will go to the Reports sub-folder). Several reports may also create an Excel Spreadsheet in your default My Documents folder. To locate your default directory, open up Excel on your computer then go to Tools-> Options->General. Note: you must have Excel loaded on your PC in order to specify Excel Spreadsheet as an Output Destination. To access all reports, open up the Reports folder from the Main Menu. When you open the Reports->Back Office folder, the following screen will appear: ParkMate User Guide 89

91 Daily Business Report The Daily Business Report provides the details of all the parking tickets that you have entered into the system. To run the report Select Reports, Back Office, Daily Business Report You should then Highlight the Lots for which you wish to run the report. Check if you wish to post to financials (i.e., create a file to be imported to your accounting software). Enter the Starting and Ending Dates. Check if you want the following information: Closed Tickets Open Tickets Payment Detail Use the pull-down menu to select the Output Destination. If you select File, the output file name is rp-dbr.txt. If you select Excel Spreadsheet, the output file name is rp-dbr.xls. Posting will only occur if the DBR is in balance. DBR will ignore Open tickets. Posted tickets will NOT be able to be changed w/o unposting first. Utpost will allow you to unpost a ticket as needed. Additions to closed / posted tickets at this time will not be picked up by the DBR as well as deposits on tickets will also not be picked up until the ticket is closed Bluebird Auto Rental Systems

92 Draft Capture Report The Draft Capture Report must be run in order to deposit credit card transactions into your bank account. To run the report Select Reports, Back Office, Draft Report You should then Highlight the Lots for which you wish to run the report. Check this box if this is a Proof Run. You should always request at least one proof run so that you can reconcile with the Daily Business Report before executing the Draft Capture. Enter the range of Cutoff Dates and Times. Use the pull-down menu to select the Output Destination. If you select File, the output file name is rp-ccdraft.txt. ParkMate User Guide 91

93 Due Back Report The Due Back Report informs you of all of the customers who are due back to retrieve their vehicles. To run the report Select Reports, Back Office, Due Back Report You should then Highlight the Lots for which you wish to run the report. Enter the Starting and Ending Dates. Select how you want the data sorted. Choices are: Airline/Flight# Airport Terminal Use the pull-down menu to select the Output Destination. If you select File, the output file name is rp-due.txt. If you select Excel Spreadsheet, the output file name is rp-due.xls Bluebird Auto Rental Systems

94 Inventory by Stall Report The Inventory by Stall Report lists each stall and the respective vehicle. To run the report Select Reports, Back Office, Inventory by Stall Report You should then Highlight the Lots for which you wish to run the report. Enter the Starting and Ending Stall Numbers. Check if you want to include Empty Stalls. Use the pull-down menu to select the Output Destination. If you select File, the output file name is rp-stallinv.txt. If you select Excel Spreadsheet, the output file name is rp-stallinv.xls. ParkMate User Guide 93

95 Service Due Report The Service Due Report informs you of the outstanding service procedures. To run the report Select Reports, Back Office, Service Due Report You should then Highlight the Lots for which you wish to run the report. Highlight the Charges for which you wish to run the report. Enter the Cutoff Date. Select if you would like a page break for each service. Select how you want the data sorted. Choices are: Service Due Date Use the pull-down menu to select the Output Destination. If you select File, the output file name is rp-svcdue.txt. If you select Excel Spreadsheet, the output file name is rp-svcdue.xls Bluebird Auto Rental Systems

96 Lists After data is initially loaded into your system, it is recommended that you print out the List reports to verify that all information is correct. When you open the Reports->Lists folder, the following screen will appear: ParkMate User Guide 95

97 Charges List The Charges List provides a listing of all of the miscellaneous Charges that you have entered into the system. To run the report Select Reports, Lists, Charges List You should then Highlight the Charge Types for which you wish to run the report. Enter the Starting and Ending characters to be used for each selected code. Use the pull-down menu to select the Output Destination. If you select File, the output file name is rp-charge.txt. If you select Excel Spreadsheet, the output file name is rp-charge.xls Bluebird Auto Rental Systems