Selecting and Booking Rental Cars (Travel Manager) 

The procedure below describes the standard car rental booking transaction. The individual steps do not necessarily have to all be completed by the same person. Who carries out which action depends on the authorizations of the individual user.

Prerequisites

You belong to a user group to which the travel service category Car Rental has been assigned (see also Customizing for SAP Travel Planning under Master Data ® Control Parameters for Travel Planning ® Define User Group-Specific Travel Service Categories).

Procedure

You have chosen Plan Trip or Travel Manager ® Create Flight, Hotel, Car Rental, Rail (or: ...with Ref.) from the SAP Easy Access Menu, and are in the screen Travel Plan: <first name, last name>, Personnel Number <personnel number>. You have entered the information required for the general trip data.

If you choose ...with Ref., you can create the travel service using data copied from a trip that already exists.

For more information about editing the general data, see Creating a Travel Plan: Travel Manager.

Request Data

...

       1.      Choose  Car Rental with quick info Add Car Rental Request. The car rental request screen appears.

       2.      Enter the required data.

You can enter the name of a town or an IATA location abbreviation. The system only recognizes cities that are defined as IATA locations or associated with them.

       3.      Choose  Query with quick info Car Rental Availability (F8).

Before you start the car rental availability query, you can change the car rental preferences of the traveler (if standard car rental preferences have already been set up in the master data) or you can enter these preferences. To do this, choose  Preferences with quick info Car Rental Preferences (F5).

       4.      The Car Rental Availability: Provider List screen appears. This list contains all of the available offers that meet the criteria entered, together with the cheapest vehicle type. If you did not enter any search criteria the system selects approx. 30 available provider offers at random.

If a provider has the symbol  Traveler Preference,  this indicates that it corresponds to the personal car rental preferences of the traveler.

The following options are also available:

¡        The  Further Vehicles function allows to display a list of available vehicle types for the provider together with a description of each of these types. Here you can select a specific vehicle type.

¡        You can display details about the rate basis and rate conditions for a selected vehicle by choosing  Rate.

       5.      Select the provider and offer you want to book and choose Continue. You return to the overview screen. The cheapest vehicle type for the selected offer and provider will be copied into your travel plan. The car rental request has the status prereserved for a certain period of time and can now be booked.

Changing a Car Rental Request

To change a rental car request, cancel the requested offer (see “Canceling” below) and create a new rental car request as described in the section above.

Booking

To book the selected rental car, choose  Book with quick info Book Travel Plan.

Once the booking has been confirmed by the provider, the trip is updated automatically. The status of the individual travel requests is then set to reserved and confirmed.

If you want to book further travel services for this trip of the same or a different category, select these first and then book the whole trip at one time. The pushbutton  Book with quick info Book Travel Plan books all requested travel services for one trip.

Canceling

You can cancel a reserved car rental.