Selecting and Booking Car Rentals (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 that has been assigned the travel service category 'car rental' (see also Customizing R/3 Travel Planning under Master Data ® Control Parameters for Travel Planning ® Define user group-specific travel service categories).

Procedure

In the Travel Management initial menu, you have chosen Travel manager ® Create travel plan or Plan trip and have entered the required data in the general data area of the travel plan in the view Travel Plan: XXXXXXX, <First Name Last Name>.

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

Request Data

  1. Open the data area Reserve car rental by choosing .
  2. Enter the Pickup and Dropoff locations, Date and Time for the car rental.

    3. You can enter the name of a town or an IATA location abbreviation. The system only recognizes towns defined with an IATA location.

  3. The Car rental provider, Pickup and Dropoff address entries are optional and are used as search criteria for the car rental company availability query.
  4. 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. To do this, choose Preferences.
  1. To view the available car rentals, choose Query.

The Car Rental Availability: Provider List screen appears displaying a list of all the car rental companies available at the location(s) you entered.

If a provider has the symbol this indicates that it corresponds to the personal car rental preferences of the traveler.
  1. Select the required provider and choose Enter. The Car Rental Availability: Vehicle List screen appears.

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

If a vehicle type has the symbol this indicates that it corresponds to the personal car rental preferences of the traveler.
  1. Select the required vehicle type and choose Enter.
  2. You return to the Create Travel Plan for <...> overview. The queried car rentals carry the status requested for a certain period of time and can be booked.
  3. To edit the car rental request or display details, click on the appropriate request in the overview.

Booking

To book the selected car rental, choose Confirm.

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 once. The pushbutton Book books all the requested travel services for one trip.

Canceling

You can cancel a reserved car rental.