Reservations and rentals
### Reservations and Rentals
1. Screen Access:
- Access via the quick menu or the Contracts > Rentals > Rentals and Reservations menu.
- Click to add a new reservation or rental.
2. Difference between Reservation, Open and Closed:
- Reservation indicates that the vehicle is reserved for future use.
- Open indicates that the reservation was converted into a rental and the customer left with the vehicle.
- Closed indicates that the vehicle has been returned and the rental has been completed.
3. Initial Data:
- Select company, pickup location, return location, date and time.
- Inform the employee when there is a commission involved.
- Select the customer responsible for the reservation or rental.
4. Vehicle and Plan:
- Choose the plan that will be used.
- In free KM, the system shows fewer fields, because there is no franchise control.
- In controlled KM, report daily rate, allowance, excess KM, tolerance and return.
- Select group and available vehicle.
5. Insurance and Intervenors:
- Define whether insurance is included in the price or will be charged separately.
- Add additional driver, guarantor or guarantor when necessary.
- These people must be previously registered as customers.
6. Fees, Services and Finance:
- Include additional fees and services such as cleaning or washing.
- Choose the payment method.
- Inform discount, if any.
- Set up a deposit and define whether the amount will be posted financially in the system.
7. Security deposit:
- If the amount entered the company's cash register, select it to generate financial records.
- If it is a promissory note or an agreement without financial input, leave it without entry.
- Define the deadline for returning the deposit, such as at the time of return or after 60 days.
8. Payment and Reservation:
- After saving, return to finance to complete pending entries.
- If the customer has already paid, write off the payment.
- Once everything has been checked, the reservation will be ready.
9. Signature and Printing:
- It is possible to request the customer's signature, even if they are not present.
- It is also possible to print vouchers, checklists and other documents.
10. Conversion to Rental:
- When the pickup day arrives, change the reservation status to open.
- Review the data, check the financials and save.
- After opening, new printing and shipping options may appear.
11. Vehicle Replacement:
- If the rental is in progress and you need to change the vehicle, use the replacement icon.
- The previous vehicle is recorded in the history for future consultations, such as fines.
12. Return:
- To return, change the status to closed.
- Enter date and time of arrival, odometer and fuel level.
- The system calculates differences, charges or necessary returns.
- Once closed, the rental leaves the standard reservation and open list, but can be filtered.
### Conclusion
- The reservation and rental flow covers the entire process: reservation, withdrawal, payment, signature, replacement and return.
- Checking the summary and financial information at each stage helps to avoid errors in the operation.
### Keywords for Search
#Reservations #Rentals #VehicleRental #Deposit #Checklist #DigitalSignature #7CarSystem #FleetManagement
1. Screen Access:
- Access via the quick menu or the Contracts > Rentals > Rentals and Reservations menu.
- Click to add a new reservation or rental.
2. Difference between Reservation, Open and Closed:
- Reservation indicates that the vehicle is reserved for future use.
- Open indicates that the reservation was converted into a rental and the customer left with the vehicle.
- Closed indicates that the vehicle has been returned and the rental has been completed.
3. Initial Data:
- Select company, pickup location, return location, date and time.
- Inform the employee when there is a commission involved.
- Select the customer responsible for the reservation or rental.
4. Vehicle and Plan:
- Choose the plan that will be used.
- In free KM, the system shows fewer fields, because there is no franchise control.
- In controlled KM, report daily rate, allowance, excess KM, tolerance and return.
- Select group and available vehicle.
5. Insurance and Intervenors:
- Define whether insurance is included in the price or will be charged separately.
- Add additional driver, guarantor or guarantor when necessary.
- These people must be previously registered as customers.
6. Fees, Services and Finance:
- Include additional fees and services such as cleaning or washing.
- Choose the payment method.
- Inform discount, if any.
- Set up a deposit and define whether the amount will be posted financially in the system.
7. Security deposit:
- If the amount entered the company's cash register, select it to generate financial records.
- If it is a promissory note or an agreement without financial input, leave it without entry.
- Define the deadline for returning the deposit, such as at the time of return or after 60 days.
8. Payment and Reservation:
- After saving, return to finance to complete pending entries.
- If the customer has already paid, write off the payment.
- Once everything has been checked, the reservation will be ready.
9. Signature and Printing:
- It is possible to request the customer's signature, even if they are not present.
- It is also possible to print vouchers, checklists and other documents.
10. Conversion to Rental:
- When the pickup day arrives, change the reservation status to open.
- Review the data, check the financials and save.
- After opening, new printing and shipping options may appear.
11. Vehicle Replacement:
- If the rental is in progress and you need to change the vehicle, use the replacement icon.
- The previous vehicle is recorded in the history for future consultations, such as fines.
12. Return:
- To return, change the status to closed.
- Enter date and time of arrival, odometer and fuel level.
- The system calculates differences, charges or necessary returns.
- Once closed, the rental leaves the standard reservation and open list, but can be filtered.
### Conclusion
- The reservation and rental flow covers the entire process: reservation, withdrawal, payment, signature, replacement and return.
- Checking the summary and financial information at each stage helps to avoid errors in the operation.
### Keywords for Search
#Reservations #Rentals #VehicleRental #Deposit #Checklist #DigitalSignature #7CarSystem #FleetManagement