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Adding a Reservation

Reference Number: AA-01170 Views: 434 Created: 2018-09-25 09:22 Last Updated: 2019-01-10 09:24 0 Rating/ Voters

Contents

Adding a Reservation

Driver's Details

Booking Details

Booking Fees

Booking Payments

Booking Documents


Adding a Reservation

The new booking module handles adding new quotes, unallocated bookings and bookings. It replaces the previous booking module and is split up into the following pages/ steps:

  • Drivers Details
  • Booking Details
  • Booking Fees
  • Booking Payments
  • Booking Documents

Each of these steps/ pages are shown in the tabbed navigation bar at the top of the screen. You can navigate to any of these pages at any time in the booking process so long as the mandatory fields on previous pages have been completed. For example, if you attempt to open the Booking Payments page without filling in the necessary driver details an error window will be displayed with the fields that need to be filled.

Mandatory fields are highlighted by bold labels, fields with bold labels must be filled before continuing with the reservation. Mandatory fields may change depending on reservation type (quote, booking, unallocated booking) and the system parameters that have been set.

When the Booking Payments page is opened the new reservation is automatically submitted into the RCM system. You can also manually submit the reservation by clicking the Submit button in the top right of the page. Clicking Cancel will restart the reservation process and remove any customer data entered in the previous session, clicking the X icon will close the window. Note that reservations can only be submitted once the Drivers Details, Booking Details and Booking Fees pages are complete.

For maintenance and non-revenue bookings the Booking Fees and Booking Payments pages are unavailable, as the Booking Fees page is unavailable maintenance and non-revenue bookings can be submitted once the Drivers Details and Booking Details pages are completed.

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Driver’s Details

The Driver’s Details page is where details regarding the primary and additional drivers is entered. This includes names, contact details, licence details and addresses.

Primary Driver

If the reservation is being made for an existing customer, you can search for the existing customer record and automatically fill in the driver details. Fields with a “Search…” placeholder are fields that you can search customer records from, these fields include:

  • Last Name
  • First Name
  • Email
  • Postcode
  • License No

If more than one of these fields is filled, then only records matching all entered details will be displayed.


When adding a Company, you can either search for an existing company by name or add a new company. To display the search box, click the search icon next to the Company label. Similarly, the New Company fields can be displayed by clicking the + icon.


If you attempt to move to another step/ page without filling the mandatory fields a message will be displayed stating the fields that need to be entered.


Additional Drivers

To add additional drivers, click the plus icon in the additional driver’s section (bottom of page) and enter the driver’s details. Like the Primary Driver you can automatically fill the additional driver’s details if they’re an existing customer.


Any additional drivers will be displayed in the Additional Drivers table, from here you can delete drivers (red bin icon), update drivers (green pencil icon) or switch additional drivers with the primary driver (blue arrows icon).


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Booking Details

The Booking Details screen is where details regarding the reservation are entered, this includes details like reservation type, vehicle, pickup/ drop-off locations and times.

There is also a Notes section where additional notes can be added to the reservation.

If an allocated booking is being made then the Vehicle section will be displayed, this lists available vehicles based on the entered Booking Details. Once a vehicle is selected you can click the info icon to view the vehicle details, you can also enter the odometer and fuel details in this section.


Once the Booking Details have been entered you can open the Booking Fees page to view rental rates and add fees to the booking.

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Booking Fees

The Booking Fees page allows you to manage any fees, rates or discounts that are applied to the reservation. This includes Free Kms options, insurance and extra fees.

Total values will also be shown including rental value, extras and a combined grand total.


To save any selections/ changes made on this page either click “Submit” or open the Booking Payments page.

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Booking Payments

The Booking Payments page displays basic reservation details and a detailed summary of all fees and rates for the reservation. If the reservation being added is a booking (not a quote) then payments can be added and credit cards can be entered into the credit card vault. If the booking is for an existing customer who has entered credit cards previously then these card details can also be viewed.

Payments

The payment fields are displayed once the + icon is clicked. To add a new payment, select a Billing Location, Date of payment, tender type and enter an amount and payment reference number. The payment can then be saved by clicking “Add Payment”.


Any existing payments will also be listed, these payments can be deleted or edited by clicking the red delete icon or green edit icon.


Credit Cards

To view existing credit cards for the customer, click the vault icon next to Payments, this will display a list of existing cards as well as the option to add a card to the vault.


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Booking Documents

The Booking Documents page is where documents relating to the reservation can be viewed, printed or emailed. This includes documents like invoices, receipts, confirmations and rental agreements.


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