Reservations and Scanning Drivers Licenses

Overview: Preferred method for taking a phone reservation and processing a scanned driver’s license.

Writing the Reservation

1.   Start a reservation from the Counter System.

2.   When prompted to select a customer you have two options.

a.   Look up the customer and select an existing record.

b.   Add a new customer to the system.

3.   Click the ‘Add Customer’ button to continue:

a.   Get as much information as you can: including full name, address, phone number, and email address.

b.   Adding a driver’s license number over the phone can be problematic. If they do not give you the correct number this will cause issues with duplicate customers and inaccurate information in the future.

c.   If you choose not to enter a driver’s license now, enter a ‘?’ in the field (preferred). This will prompt your staff to complete the missing information when the reservation is will-called.

d.   If you are delivering the items you should complete as much information as possible. Entering the driver’s license info, in this case, would be up to your company policy, but the same issues would apply.

e.   If the items will be will-called by the customer you could leave the customer record incomplete as you will have an opportunity to complete it when the customer arrives.

4.   Enter the customer’s information. It is recommended that all fields are completed. Complete customer records reduce billing errors, allow for better communication with the customer, and allow for better marketing campaigns.

5.   Finish writing your reservation.

Sending Out the Will-Call Reservation

6.   You will be presented with the customer record and one of two messages.

a.   If you have a ‘?’ in any field your will be advised that there is missing information about the customer and asked to scan the driver’s license.

b.   If this is an existing customer with no missing information, you will be prompted as to whether the customer data is OK or not.

7.   Pass the driver’s license through the scanner and press the Check for OCR button. This may take several seconds, so be patient.

8.   If the driver’s license number matches an existing customer record you will be prompted to merge the two records. If there is not an existing record you can simply press the OK button to continue sending out your reservation.

9.   After the merge is complete press the OK button to continue sending out the reservation.

     10.  The reservation will open and ask you if you want to recomputed the time. This is the time when the reservation is being sent out and the rates on the invoice start being calculated.

Recording Who Picked Up the Reservation

Overview: When a reservation is placed by a customer over the phone, and someone else picks up the reservation or a company makes a reservation, it is important to record the actual person picking up the reservation.

1.   When sending out the reservation you will be presented with the customer record and one of two messages.

a.   If you have a ‘?’ in any field your will be advised that there is missing information about the customer and asked to scan the driver’s license.

b.   If this is an existing customer with no missing information, you will be prompted as to whether the customer data is OK or not.

c.   Answer NO in either case.

2.   Click on the Contacts tab in the customer record and confirm that the person picking up is listed.

3.   If the person picking up is not listed, click the New button in the bottom right corner.

4.   You will be presented with a Contact Record and have two choices for completing the information.

a.   Manually fill in the information for the contact and select OK.

b.   Link the contact to an existing or new customer record.

5.   Click the ‘Link’ button to proceed.

6.   Using the customer selection screen, either search for an existing record or add a new record using the ‘From License’ button.

7.   Pass the driver’s license through the scanner and press the Check for OCR button. This may take several seconds, so be patient.

8.   If the driver’s license number matches an existing customer record that record will be displayed. If an existing customer is not found, the system will create a new record from the driver’s license scan.

9.   You now have a contact record linked to a customer record that holds all information about the person picking up the reservation.

Processing the Contract

10.  You can set your Parameters to force the entry in the Picked Up By field if desired.

11.  On the Information Tab in the contract, you can select the person picking up the contract from the drop-down list. If you have the parameter set to force, you will be prompted when you exit the contract.

12.  If the contact selected is linked to a customer record you will see the Show Info button.

a.   This will display the customer record for the person picking.

b.   One could verify the information and view the scanned driver’s license to verify the person is who they say they are.