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6. The Document Printing Options page

Reference Number: AA-00559 Views: 6551 Created: 2011-12-03 02:51 Last Updated: 2017-11-28 15:24 0 Rating/ Voters

In this section

The Document Printing Options page

Viewing and printing the rental agreement

Other Features

 

The Document Printing Options page

The Document Printing Options page is the fourth page in the booking process. 

 

Typically it is required that the rental agreement is provided to the customer either as a printed copy or via email. 

 

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Other Features of the Document Printing Options page

Aside from printing the rental agreement, you can perform the following operations on the Document Printing Options page:

 

Click the operation in the above list to view more information about that feature. 


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Print Rental Agreement

From the Document Printing Options page click "Print Agreement" (see Fig. 1)



Fig. 1. Click "Agreement"


A page will be opened containing a PDF of the rental agreement, from this page you can print the agreement using your internet browser's built in printing features. Once you have printed the agreement right click the page and click back to return to the Document Printing Options page.

 

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Email Rental Agreement

1. From the Document Printing Options page click "Email Agreement" (see Fig. 2).



Fig. 2. Click "Email Agreement"


2. Enter the email details (Fig. 3)

A. Recipient email address (required)

B. CC address

C. Subject line

D. Notes 

E. Invite the customer to sign the agreement online (e-signature)


Fig. 3. The Email Agreement page


3. Once the email details have been completed click "Send Email" or scroll down to view a preview of the email first. 


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View or Print Booking Summary

The booking summary displays all the booking information in a single document and is often filed as a hard copy reference to the booking. The booking summary can be viewed or printed from the Document Printing Options page. 

 

1. On the Document Printing Options page, click "Booking Summary" (see Fig. 4). 



Fig. 4. Click to view or print the booking summary

 

2. To print the receipt, use your internet browser's print feature.

 

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View and maintain additional drivers

 

Rental Car Manager allows adding drivers to a reservation. Additional drivers are different from the customer, the customer is designated as the primary driver by default. An additional driver may be designated as the primary driver in lieu of the customer.


To open the Additional Drivers page click "Additional Drivers" from the Document Printing Options (see Fig. 5).


 

Fig. 5. Click "Additional Drivers"

Add an additional driver

1. On the Additional Drivers page, click "Add Additional Driver" (see Fig. 6).

 


Fig. 6. Click "Add Additional Driver"

 

2. On the Add Additional Driver page enter the last name of the additional driver, all other fields are optional (see Fig. 7).

 


Fig. 7. Add Additional Driver page

 

NOTE: The fields on the Additional Drivers page are the same as the customer detail fields on the Reservation Details page.

 

3. Click "SUBMIT".

 

4. To go back to the Document Printing Options page, click "Back to Document Printing Options Screen".

 

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Edit a driver's record


1. On the Additional Drivers page (see Fig. 8), click the driver's name.

 


Fig. 8. Click name to edit a record

 

2. On the Update Additional Driver page, make the changes to the driver's record.

 

3. Click "SUBMIT" to save the changes.


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Change the primary driver

 

1. On the Additional Drivers page, click "Change to Primary Driver" in the Make Primary Driver column (see Fig. 9). 

 


Fig. 9. Click "Change to Primary Driver"


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Delete a driver record

 

1. On the Additional Drivers page, click the red "X" icon in the Delete column (see Fig. 10).

 


Fig. 10. Click "X" to delete a record

 

On the Additional Drivers page, the deleted record no longer appears on the list of drivers.


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Search for an additional driver

 

If the additional driver to be added is already in the system, you can search for the driver record instead of creating a new record.

 

1. On the Additional Drivers page, click the "Additional Driver Search" tab.

 

2. On the Additional Driver Search page (see Fig. 11), enter the details of the additional driver to search for them by.

 


Fig. 11. Enter customer details and click "Search" to find an existing driver record

 

3. Click "Search". 

 

4. In the list of names returned by the search, look for the driver record and click "Select" to add the driver to the reservation.

 

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Email Confirmation

 

1. On the Document Printing Options page, click "Print or Email Confirmation". 

 

2. On the Booking Confirmation page (see Fig. 12):

A. By default, the booking confirmation will be sent to the customer's email address on record. If you want to send a copy of the booking confirmation to another email address, enter the email address in the "CC to Email" field.

B. Enter any other notes you want to send to the customer in the box below the CC to Email box.

C. By default, the rental vehicle's registration and colour details are not included in the booking confirmation. If you want to include this information on the booking confirmation, select "Yes". 


Fig. 12. The booking confirmation page

 

3. Click "Email Customer Confirmation" to send the confirmation email. 

 

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Print Confirmation

1. To view and print the booking confirmation click "Print or Email Confirmation" on the Document Printing Options page.

2. On the Booking Confirmation page select whether the booking confirmation contains the vehicle registration and colour details or not. 

3. Click "Print Confirmation".

4. A PDF of the booking confirmation will be opened, you can print the booking confirmation using your internet browser's print features.

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View and print invoice

1. To view and print the booking invoice click "Print Invoice" on the Document Printing Options page. 

2. The invoice will be opened on a new page, you can print the invoice using your internet browser's print features.

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Email Invoice 

1. To email the booking invoice click "Email Invoice" on the Document Printing Options page. 

2. On the email invoice page (see Fig. 13):

A. The customer email address will be filled in with the address stored against the customer's record
B. The email can be copied to additional email addresses through the "CC to Email" fields
C. Additional notes can also be added to the invoice email 


Fig. 13. Email invoice page

3. Click "Send Customer Invoice" to send the email.

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Print Receipt

1. To view and print the booking receipt click "Print Receipt" on the Document Printing Options page. 

2. The receipt will be opened on a new page, you can print the receipt using your internet browser's print features.

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Email Receipt

1. To email the booking receipt click "Email Receipt" on the Document Printing Options page. 

2. On the email receipt page (see Fig. 14):

A. The customer email address will be filled in with the address stored against the customer's record
B. The email can be copied to additional email addresses through the "CC to Email" fields
C. Additional notes can also be added to the receipt email 


Fig. 14. Email receipt page

3. Click "Send Customer Receipt" to send the email.

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Pickup Sign

 

Rental Car Manager can generate pickup signs to be used so customers can identify your staff.


1. On the Document Printing Options page, click "Pickup Sign" (see Fig. 15). 



Fig. 15. Click "Pickup Sign"


2. The generated pickup sign will then be displayed on screen (see Fig. 16). To print the sign use your internet browser's print feature. 



Fig. 16. Pickup Sign


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Manage notes

 

You may add notes to a confirmed reservation at any time from the Document Printing Options page.

 

Add a note to a reservation

1. On the Document Printing Options page, click "Notes".

 

2. On the Notes Page, click "Add Note".

 

3. On the Add Note page (see Fig. 17):

A. Select a priority for the note.

B. Select a subject for the note.

C. Select a operator to follow up on the note.

D. Enter the notes in the box.

 


Fig. 17. The Add Note page

 

4. Click "Submit".

 

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Edit a Note attached to a reservation

 

1. On the Notes page click the check mark icon in the Update column for the note you want to edit (see Fig. 18).

 


Fig. 18. Click to edit a note


2. The Update Note page will then be opened where you can make edits to the note.


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Delete a note

 

1. Click the red "X" icon in the Delete column for the note you want to delete (see Fig. 19).

 


Fig. 19. Click to delete a note

 

Deleted notes will no longer appear in the list of notes attached to the reservation.

 

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Close a note


1. To close a note (mark it as completed) click the check mark in the "Close" column (see Fig. 20).



Fig. 20. Click to close a note 


A closed note will show a status of "Closed" once they have been closed.


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Emailing Customers

 

You may also email customers directly from Rental Car Manager.

 

1. On the Document Printing Options page, click "Email Customer".

 

2. On the Email Customer page (see Fig. 21):

A. Select the email template you want to use, you can edit the template by clicking "Edit Template".

B. Enter a subject for the email.

C. Enter another email address that will be copied with the email.

D. Enter the email body.

E. Select whether the email will be copied to the sender. 

 


Fig. 21. The Email Customer page

 

3. Click Send Customer Email.

 

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Send Text Message (SMS)


1. From the Document Printing Options page click "Send Text Message (SMS)". 

2. On the Send SMS page (see Fig. 22):

A. Enter the recipient's mobile number
B. Select a SMS template
C. Enter the contents of the SMS


Fig. 22. The Send SMS page

3. Once the SMS details have been entered click "Send" to send the text message.

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View vehicle damage

1. Click "Vehicle Damage List" from the Document Printing Options.

2. The Vehicle Damage List page will be opened containing current and previous damage that has occurred to the reservation vehicle.

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