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Change Vehicle

Reference Number: AA-00591 Views: 3587 Created: 2011-12-06 15:17 Last Updated: 2017-12-08 13:58 0 Rating/ Voters

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Change Vehicle

Change the vehicle allocated to a reservation

 

Change Vehicle


Once a vehicle has been hired, you can use the Change Vehicle option if the vehicle needs to be changed. This situation may arise when a vehicle breaks down or when a customer extends a hire and must be placed in another vehicle.  

When a vehicle is changed after it is hired, a vehicle change record is saved against the reservation. This information records the mileage and fuel of the old and new vehicles and also ensures that any traffic infringements are recorded against the correct vehicle. The details of a vehicle change can be seen on the reservation's Booking Details page (See Fig. 1).

 


Fig. 1. The vehicle changed notice on the booking details page

 

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Change the vehicle allocated to a reservation

1. Open the "Reservations" menu.


2. Click "Change Vehicle".


Note: You can also begin the Vehicle Change process from the Reservation Enquiry and Update page.

 

3. On the Change Vehicle page (see Fig. 2):

A. Enter the reservation number of the booking to change the vehicle for.

B. Select the location where the vehicle was changed.

C. Enter the date and time the vehicle was changed.

D. Select the new vehicle category.
 


Fig. 2. The Change Vehicle page

 

NOTE: Only reservations with type='Hired' can have their vehicle changed. 

 

4. Click "Submit" to open the Change Vehicle - Reservation page (see Fig. 3):

 

A. The original vehicle's mileage when the customer picked it up (should already be entered).

B. Enter the original vehicle's mileage at the time of the customer dropping it off. 

C. The original vehicle's fuel level when the customer picked it up (should already be entered).

D. Select the original vehicle's mileage at the time of the customer dropping it off. 

E. Select the replacement vehicle.

F. Select the date and time the vehicle was changed. 

G. Select the location where the vehicle was changed.

H. Add notes to the record.

 


Fig. 3. The Change Vehicle - Reservation page

 

5. Click "Submit" to save the vehicle change details. The Extra Fees page will then be opened, from this page you can: 

  • Enter the Kms Out
  • Select the Fuel Out
  • Enter the days the vehicle is to be hired for and the daily rate, these should be filled out by default
  • Select a rate discount if applicable
  • Select Free Kms per day if applicable
  • Select an insurance option if applicable
  • Select any Extra Fees

6. Click "Submit" to open the Payment page.

7. Once the Payment page is completed click "Submit", the Document Printing Options page will then be opened. 

8. Click "Submit" to complete the Change Vehicle process. 

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