Selecting and Booking Rental Cars (Travel Manager)

The procedure below describes the standard car rental booking transaction. A single person must not necessarily carry out the individual steps. 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 'Rental Car' has been assigned (see also Customizing for SAP Travel Planning under Start of the navigation path Master Data Next navigation step Control Parameters for Travel Planning Next navigation step Define User Group-Specific Travel Service Categories). End of the navigation path

Procedure

You have chosen Plan Trip or Start of the navigation path Travel Manager Next navigation step Create Flight, Hotel, Car Rental, Rail End of the navigation path (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.

Note Note

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

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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 data as required.

    Note Note

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

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

    Note Note

    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) .

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  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.

    Note Note

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

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    The following options are also available:

    • The Further Vehicles function allows you 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 with the quick info text Rate Description (F1).

  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 the 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 .

Note Note

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.

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Canceling

You can cancel a reserved car rental.