Adjust the price on a booking

Introduction

Price changes on a booking are made on two screens, both opened from buttons at the top of the booking. Discount gives money off. Overrides changes a price itself, or the deposit. The Discount screen starts with the booking's money summary: Invoiced amount, To be invoiced, Total paid, To be paid and Total outstanding (deposit + rent). Below that is General discount, for money off the whole booking. Then comes Advanced discount, with one section per part of the price, and a Price breakdown at the bottom.

Why you would use it:

• a regular customer gets €50 off this rental
• the insurance is free this week as a goodwill gesture
• you agreed a daily rate with the customer and want the booking to charge exactly that
• the rental rate on the booking is simply wrong
• a trusted customer should leave a smaller deposit

Terms used on these screens:

Every way to change what the customer pays:

Use a discount when the customer should see the reduction; use Overrides when the price was simply wrong.

How to use

Configuration

What each person may change is set on their security profile, with four switches: Override price, General discount, Advanced discount and Distance (Create / Delete). All four start switched on. Users and permissions shows where to change them.

Before you start: Discount and Overrides open only for a company administrator account. Even then, a profile with a switch turned off cannot make that kind of change.

Using the price screens

Open the booking first: from the main menu open Bookings and click the booking's row. The booking screen has no Save button. Its Auto checkout switch is saved the moment you flip it, so leave it alone here; the screens below save through their own buttons.

Give a discount on the whole booking

1. Click Discount at the top of the booking.

2. Under General discount, click Add General Discount. It only shows while the booking has no general discount.

3. Pick the Discount type, then fill in the box that appears for it:

   Type	You enter	Accepted
   Percentage	10 for ten per cent	More than 0, at most 100
   Amount	Euros off	More than 0, and not more than the booking total
   Price after discount	The total you want to reach	More than 0, and not more than the booking total

4. Leave Discount period on Per Rent, and VAT on High unless your administrator has told you otherwise. Click Save.

To change it later, click the edit icon on the general discount's row. To remove it, click the delete icon beside that, which asks Are you sure?; click Proceed.

Discount one part of the price

1. On Discount, find the section under Advanced discount: Base, Distance, Insurance, Fuel, Mileage Packages or Other options.
2. On the line's row, click Add Discount, fill in Discount Amount, Discount % or Price After Discount, and click Save. Cancel leaves the line as it was.
3. To give every line in the section the same discount, click Override all, fill in the box and click Save.

Reset removes every discount under Advanced discount after asking Are you sure?. It leaves the general discount alone.

Change a price or the deposit

1. Click Overrides at the top of the booking.
2. Click the edit icon beside the line. For the rental rate you can type Base price (per day, excl), or let the popup work it out from Discount percentage, Discount per day or Total after discount; Base price after discount shows the result. For other lines, change Base price and, where shown, Max price or Quantity (whole numbers only).
3. Click Save. The booking total is worked out again.

For the deposit, click Change deposit, switch Deposit override? on, type the Total deposit in whole euros and click Save.

Key details

How a discount on a part is counted. A discount on Base is taken off every day of the rental. Take a 5-day booking at €60 a day (€300) with insurance at €10 a day (€50), €350 excluding VAT in all:

What happens when the price changes later. Whenever the booking is recalculated — new dates, another class — a percentage discount is worked out again from the new price. An amount stays the same amount. A Price after discount keeps its original euro reduction rather than its target, and is deleted altogether if the price drops below the target.

Only one kind of reduction counts. A customer with a Default discount above 0 gets that percentage on the rental rate, and your discount on Base is not used. The app also prices the booking once with your discounts and once with the customer's promotion code, and keeps whichever total is lower. The two never add up.

Prices changed on Overrides are not discounts. The new rate replaces the old one, and the Price breakdown shows no reduction. Recalculating rates, or changing class without keeping the price, puts the price-list rate back — see Change a booking's dates and Change the vehicle or class.

Part discounts are taxed at the high rate. Only the general discount has its own VAT choice.

What to do next. If the customer has already had a confirmation, confirm the booking again so their documents show the new price — see Confirm a booking.

Q&A

A 10% general discount took half the price off. Why? Discount period was set to Per Day. The percentage is first turned into euros from the whole booking total, and Per Day then takes that amount off for every day. On the €350, 5-day booking above, 10% is €35, and Per Day makes it €175. Click the edit icon on the general discount, set Discount period to Per Rent and click Save.

The discount I added disappeared from the total. Why? Either the customer has an active promotion code that gave a lower total, or the customer has a Default discount that replaces a Base discount. Check both on the customer record, as described in Payment and invoicing settings.

A Price after discount no longer matches the price I agreed. Why? It kept its euro reduction when the price changed, or it was deleted because the price dropped below it. Delete it and add it again at the agreed figure.

I clicked Save, Override all or Reset and nothing changed. What is wrong? Your security profile does not allow that kind of change. Some refusals show No access to this feature with Your account doesn't have permission to do this. Ask your company admin to grant you access.; others show nothing at all. Ask your administrator to check General discount, Advanced discount and Override price on your profile — see Users and permissions.

Override all saved nothing, with no message. Why? One line in that section is priced lower than the amount you entered, so the whole batch was abandoned. Give that line its own Add Discount, then use Override all with a figure every line can take.

There is still a discount after Reset. Why? Reset clears only the advanced discounts. Remove the general one with the delete icon on its row.

The deposit went back to the old figure. Why? Deposit override? was off, so the next recalculation replaced your figure. Open Change deposit again, switch it on and click Save. Changing the insurance replaces the deposit even with the switch on, as Change the vehicle or class explains.

Why are Base price and Max price greyed out on an edit popup? Override price is switched off on your security profile. For the rental rate the edit icon does nothing at all. Ask your administrator.

How do I delete a priced line? Untick the extra, insurance or package in Optionals, Insurances or Mileage packages on the booking and save. A Distance line has a delete icon on Overrides, next to Add manually; both need Distance (Create / Delete) on your profile.

Related pages:

• Users and permissions — the four price and discount switches
• Payment and invoicing settings — standing discounts and deposits per customer
• How a price is put together — where the rates come from before you adjust them
• Change a booking's dates — when a date change re-prices the booking