Rentals

EMDECS - Rental System is a total business solution designed for truck and trailer leasing organizations to manage rentals of their rolling stocks effectively and efficiently. The Rental System is designed as a single sub-menu with a number of pull-down functions. Users can setup as many rental contract rates as required and in setting up a new rental customer, one of these rental contract codes can be assigned to this customer record. EMDECS will streamline operations, helps to control costs and monitor sources of revenue and expenses unit by unit.

Features

• Reservations
• Equipment Allocation
• Contract & rate
• Insurance
• Business Communications
• Customer Billing

Reservations

The EMDECS color-coded Reservation screen allows you to see at a glance all equipment available for rental, based on your selection criteria. Rental terms, status, and other details show on the reservation banner, and all the information potentially required to evaluate the suitability of a unit to the rental can be accessed at the press of a button.

A quote can be generated, insurance can be checked, credit information is automatically accessible, and the rental contract can be generated - once again – at the press of a button.

Reservation and Rental History Screen

Rental Agreement

• Assigns unique agreement reference numbers as units are being rented to a customer.
• Rental procedure includes user entering unit number, outgoing mileage, reefer hour meter, tire brand name and thread depth, and body conditions.
• System automatically brings forward most recent information to save data entry time.
• Rental rates are calculated based on the rental contract and associated rate table. Customer credit information, insurance, contact name, invoice to company information are validated prior to finalizing agreement.
• For the duration of agreement, system will track location of unit and maintenance schedule and will complete interim billing and reefer hour billing when required. Customer invoices will be automatically generated from budget figures and most recent mileage reefer readings.
• When the unit is returned, the unit details such as mileage and tire brand is updated and the system will automatically calculate additional charges or credits. ‘Best Price’ algorithms can be invoked to ensure that the customer is always invoiced according to the specified rates. The unit will be returned to the available pool immediately unless additional maintenance is required.

Customer Rental Rates

• User can setup as many rate tables as required and assign these rate tables to individual customers.
• Each rate table specifies the type of unit, daily, weekly and monthly rates, mileage rate and allowances, attachment rates and allowances, tire depth charges, wash charges, etc.

Leasing

EMDECS - Leasing System is a total business solution designed for truck and trailer leasing organizations to manage their rolling stocks effectively and efficiently. EMDECS is used to order equipment, track asset features, set up and post to depreciation, and manage loan amortization and disposals. It is also used to link to repair facilities; including shops, service mobiles and sublets; and to track all repair costs and maintenance schedules by unit. The Leasing System is designed as a single sub-menu with a number of pull-down functions and reports. Using the concept of a Master Lease, EMDECS tracks units, rates, terms & conditions full service, operating or financial leases, and will help you control costs and monitor sources of revenue and expenses unit by unit. Accounting functions are integrated; including credit authorization, repair re-billing, and customer invoicing. It is an indispensable business tool for operating efficiently, while at the same time, maintaining complete management control.

Insurance

• EMDECS will manage all your customer insurance tracking requirements. From the time of the reservation, we check existing contract provisions, limits, inclusions, expiries, and so on. EMDECS even sends automated emails to the appropriate insurance company contacts to advise of exceptions, verify insurance and ensure the update to all equipment schedules. By the time the customer leaves with his leased or rental unit you’ll know that the appropriate assurances are in place and the paper trail is complete.

Master Lease

• Master leases can be setup with as many units as required and each unit may have different lease rates and lease terms, maintenance or net lease.
• After a master lease in updated, the unit is ready for lease to the customer.
• Leases are always pre-billed at the beginning of each month. Similar to rentals, mileage and reefer hours can be budget billed using the most recent updates either manually or automatically from the work orders.
• At the time of return, additional charges or credits will be calculated by the system.

Contract Management

EMDECS provides service companies with a flexible option to handle annual maintenance contracts with their customers outside of a lease or FSL agreement. This program manages the number and type of services offered, specifically by customer, customer group, and/or type of equipment. It provides for maximum flexibility while maintaining billing accuracy. Types of services, frequency/quantity, inclusions/exclusions and prices can be tailored and managed by the system. For example, repairs due to accident or abuse, or ‘extra’ washes, will be automatically recognized and billed by the system, allowing for consistency and adding profit.

Payments can be fixed, but we also offer a 'spending account' option where a fixed amount is collected against a forecasted annual mileage. If the mileage is exceeded, uplifts can be applied, and unspent amounts can be credited back to the customer.

Our goal is to provide our clients with the flexibility they need to win business, operate with minimal administration and maximize profits.