Rates, Charges, Fees, and Taxes on Appointments & Agreements

This is a quick reference walkthrough. See "Rates, Charges, Fees & Taxes Setup" for full, detailed instructions.

1. Turn on rates for your Agreement Types (e.g., Rental rates, etc.) Use the Agreement Types setting to enable rates for types of agreements used at your location. For example, for rental rates, turn on the Rental Service and Enable Rates Charges. (Some manufacturers may require TSD Support to perform this step.)
2. Have TSD turn on external booking. For API customers / manufacturers that expose rates on a website, TSD support must configure this feature using the Expose Externally setting. Note: This feature is a sold separately. Contact your TSD Sales Representative at sales@tsdweb.com for more information.
3. Create Model Groups. Edit the Model Groups setting to create Model Groups, if you want one rate for all models or different rates for different model groups (e.g., SUVs, Sedans, etc.).
   
4. Set up a Mileage Charge if you plan to charge customers for miles driven on an agreement.
5. Set up Rental, Loaner, and/or Test Drive rates. Edit the appropriate setting to set up rates for a type of agreement: Rental Rate Setup (for Rental agreements), Loaner Rate Setup (for Loaner agreements), and/or Test Drive Rate Setup (for Test Drive agreements). Add rates by doing the following:
1. Create Rate Codes for different types of rates. You can make rates applicable for a certain date range. So, instead of setting up a rate that is valid for its entire existence (until it is either updated or removed), the amount of the rate can vary depending on the time of year.
2. Choose whether a Mileage Charge will apply, or whether unlimited miles will be offered. On the Taxes Exempt tab, decide which taxes do not apply to the Rate Code.
3. Add hourly, daily, weekly, and monthly rate amounts, as needed.
4. For manufacturers that expose rental or loaner rates on a website, expose the Rate Codes to be made available via the online services. Note: This feature is a sold separately. Contact your TSD Sales Representative at sales@tsdweb.com for more information.
5. Use the Rate Thresholds Configuration settings to define thresholds for daily, weekly, and monthly rates.
6. Set up a Fuel Charge if you plan to charge a per-gallon rate for fuel.
7. Set up taxes using the Taxes Setup setting. Apply taxes to rates, fuel, and mileage, as needed.
8. Set up surcharges that apply to rate charges using the Surcharge setting, if needed. Apply taxes to the surcharge, as applicable.
9. Review and add fees using the Fees Setup setting.
1. Adjust the amount and frequency, if applicable.
2. Review whether the fee should auto-apply to agreements.
3. For manufacturers that expose rates on a website, you can expose the fee externally to make it selectable on a website. Note: This feature is a paid module.
4. Select taxes that apply to the fee.

Note: On Rental appointments and agreements, selecting a rate is required in order to complete (save) the record.

For the Select Rate section to be available on an appointment or agreement, your location must have Enable Rates Charges turned on for the type of agreement in the Agreement Types management setting. To set up Rate Codes for rental and loaner agreements, see "Rates, Charges, Fees & Taxes Setup"

1. If viewing an opened agreement or booked appointment, edit () the Rate Information section. Otherwise, after a date range is selected on the appointment or agreement, select a Rate Code and Model Group, if necessary, to display the hourly, daily, weekly, and/or monthly rates associated with your selections.

Note: If your location only has a single Model Group or Rate Code set up for this type of appointment or agreement, TSD DEALER automatically selects it for you.

2. After a rate is selected, the Charges grid is displayed with:
• the applicable hourly, daily, weekly, and/or monthly rates that apply to the agreement. See "Charges on Appointments & Agreements" for more information.
• any fees set up to auto apply to agreements.
• fuel (if applicable, for gas vehicles) and mileage charges, unless the Rate Code offers unlimited miles. See "Set up a Mileage Charge" for more information.
3. After you assign a unit, your Rate Code and Model Group selections are unchanged, even if the unit is not within the selected Model Group.

Your employee role must have the Allow Modify Agreement Rate permission to edit rate, fuel, or mileage charges on appointments and agreements.

You can edit a rate, fuel charge, or mileage charge amount when creating an appointment, or when opening or closing an agreement. You cannot edit rates or charges after a payment is processed, for locations with Credit Card and Payment Processing, or after the agreement is closed.

1. In the Charges grid, click the edit icon () next to the rate or charge.
2. Adjust the amount and click OK.

Your employee role must have the Opt-Out of Charges permission to add fees, and the Allow Modify Agreement Rate permission to edit and remove fees.

Fees that are set up to auto-apply to appointments and agreements are automatically displayed in the Charges grid. If your location uses rates, Daily fees are incremented based on the Billing Type (24-hour or Calendar) of the Rate Code applied to the appointment or agreement. See "Set Up Additional Fees" for more information.

Add a new fee:

Edit a fee amount:

Remove a fee:

In all examples: the follow Rate Threshold bumps apply:

• Hours Until Daily Rate = 24 hours
• Days Until Weekly Rate = 7 days
• Days Until Monthly Rate = 28 days

Example #1. A Rate Code with a Billing Type of 24-hours is applied to an agreement. This Rate Code contains a $5 hourly rate, a $30 daily rate, a $150 weekly rate, and a $600 monthly rate.

• If the agreement's duration is February 23rd, 12:00PM to February 24th, 9:00AM (1 Total Days; 23-hours long), the rate charges will amount to $115.00. Because this agreement is under 24-hours long and hasn't met the length threshold to apply the daily rate, the $5 hourly rate is applied for each of the 23 hours.
• If the agreement's duration is February 23rd, 12:00PM to February 24th, 4:00PM (2 Total Days; 28-hours long), the rate charges will amount to $50.00. The $30 daily rate is applied for one 24-hour day, plus the $5 hourly rate for each of the remaining 4 hours.
• If the agreement's duration is February 23rd, 12:00PM to March 2nd, 12:00PM (8 Total Days), the rate charges will amount to $160.00. The $150 weekly rate is applied for the first seven 24-hour days, plus the $5 hourly rate for each of the remaining 2 hours.
• If the agreement's duration is February 23rd, 12:00PM to March 24th, 12:00PM (29 Total Days), the rate charges will amount to $630. The $600 monthly rate is applied for the first 28 days, plus the $30 daily rate for the remaining day.

Example #2: A Rate Code with a Billing Type of Calendar is applied to an agreement. This Rate Code contains a $30 daily rate.

• If the agreement's duration is from February 23rd, 12:00PM to February 24th, 9:00AM (1 calendar day long), the rate charges will amount to $30. The $30 daily rate is applied for one calendar day.
• If the agreement's duration is from February 23rd, 12:00PM to February 24th, 4:00PM (2 calendar days long), the rate charges will amount to $60.00. The $30 daily rate is applied for two calendar days, incremented at midnight.

Note: You can only split an invoice if the Rate Code applied to the agreement contains only a daily rate. If hourly or weekly rates are present in the Rate Code, the ADD SPLIT INVOICE button is unavailable.

1. Next to the Charges grid, click ADD SPLIT INVOICE.
2. On the Edit Split Invoice dialog, enter the name of the Billing Party company responsible for covering some or all of the rate charges.
3. Choose whether the Billing Party company is paying:
• Amount Daily: a daily flat amount of the rate charges (e.g., up to $20.00 a day); the company will not be responsible for taxes unless Include Taxes is selected.
• Percent Daily: a daily percentage of the rate charges (e.g., 10% a day); the company will not be responsible for taxes unless Include Taxes is selected.
• Total Bill: the entire bill, including all applicable fuel and mileage charges, fees, and taxes; the company will not be billed for toll violations incurred on the agreement, for locations with Toll Processing. (These are either charged to the customer's card, or the dealership.)

See "Amount Daily, Percent Daily, or Total Bill (Split Invoice)" in the glossary for more information about these billing options.

4. If the company is paying a portion of the rate charges (Amount Daily or Percent Daily):
1. Enter the Amount Daily or Percent Daily, as applicable.
2. Select Include Taxes if the company is to be responsible for taxes on its portion of the rate charges; if cleared, the customer will be responsible for all taxes.
5. (Optional) The following additional fields are available, if necessary:
• Claim Number, to add a claim number
• Number of Days for which the rate is being billed to the company (e.g., 5 days).
• Amount Cap, or the maximum amount of rate charges to be billed to the company (e.g., $200). The company amount due will not exceed this amount.

See "Glossary of terms" in this topic for more information about these fields.

Example: An insurance company may be covering up to a daily flat amount of up to $30.00, for a maximum number of 30 days, at a cap of $900, excluding taxes. Enter 30.00 in the Amount Daily field, 30 in the Number of Days field, and $900.00 as the Amount Cap, and leave the Include Taxes check box cleared.

6. Click Save. The Charges grid is updated to reflect charges billed to the customer, and charges billed to the company Billing Party.
7. After the agreement is closed, you can print a company invoice on the closed agreement. See "Print or email an invoice".

Example: If an insurance company will pay $25.00 per day for 10 days, up to a maximum amount of $250, enter 25.00 in the Amount Daily field, 10 in the Number of Days field, and $250.00 as the Amount Cap.

You can remove a billing company from a split invoice anytime during the agreement process, including after the agreement is closed, regardless of whether a payment has already been processed (for locations with Credit Card and Payment Processing).

1. In the Split Invoice section, click the delete icon () next to the Split Invoice information to delete the company from the invoice.
2. The Charges grid, customer invoice (if applicable), and amount due from the customer are updated accordingly.

After the agreement is closed, you can print or email a bill-to company invoice, containing only those charges and taxes billed to the company. See "Print or email an invoice".

You can generate an invoice for charges billed to a customer and/or charges billed to a company (for split invoices) after an agreement is closed, in the Charges section of the agreement.

What is included on an invoice?

• To email an invoice PDF, click EMAIL INVOICE under the Split Invoice section (for a company invoice) or under the Charges grid (for a customer invoice). Verify the email address, if different than the one used on the agreement, and click SEND .
• To print an invoice PDF, click PRINT INVOICE under the Split Invoice section (for a company invoice) or under the Charges grid (for a customer invoice)