Introduction
Some changes to a booking are about the record around it rather than its price or its dates. They all start on the booking's own screen, the one headed Booking # and the booking number. Across the top sits a bar of buttons, starting with Logs. Below the customer details sit the change buttons, Change location among them, and under those a row of tiles, Drivers among them.
This page covers six jobs: moving the pickup or return branch, saying who drives, reading who changed what, turning a booking into a quote, setting the status by hand, and marking a booking as invoiced when the invoice was made somewhere else.
You would be here because:
- The customer wants to bring the van back to a different branch.
- A second person is going to drive and has to be on the booking.
- A customer disputes a change and you want to see who made it, and when.
- A customer on the phone is not ready to commit, and you want to offer them a quote instead.
- A booking was billed in your old accounting package and keeps showing up on the list of bookings still to invoice.
- A rental ended on paper and the booking still says PickedUp.
Words this screen uses
| The screen says | What it means |
|---|---|
| Asset | The vehicle on this booking |
| Asset group | The vehicle class |
| Dropoff location | The branch the vehicle comes back to |
| Logs | The booking's change history |
Every way to do these jobs
| Job | Where you start | Checks it runs | Leaves a row in Logs |
|---|---|---|---|
| Move the pickup or return branch | Change location | The dates and availability, unless you press Save (ignore availability) | Yes |
| Say who drives | The Drivers tile | None | Yes |
| Turn the booking into a quote | Quote in the top bar | None | No |
| Set the status by hand | Status in the top bar | None | Yes |
| Mark as invoiced | Invoice in the top bar, then Mark as invoiced | None | No |
Use this page for small corrections to a booking that already exists. To move its dates or put it on another vehicle, use the Scheduler instead.
How to use
Configuration
Only one of these jobs depends on a setting. The Drivers tile appears on a booking only when its vehicle class settings have the Driver switch on. The same switch prints the drivers on the rental agreement.
From the main menu open Settings, then click Asset Settings.
- Find the vehicle class settings on that screen and their Driver switch.
- Switch it on and press Save.
| Setting | Starts as | What it does |
|---|---|---|
| Driver | On for the example class settings your company was given when it signed up; off on any class settings added since | Shows the Drivers tile on bookings for those vehicle classes, and lists the drivers on their rental agreement |
The change applies to existing bookings too, as soon as they are reopened.
Before you start: any staff account can use Change location, Drivers and Logs. Quote needs a full staff account or a company administrator. Status and Mark as invoiced are shown only to a company administrator, and only a company administrator can open Settings.
Using the booking screen
Open the booking first. From the main menu open Bookings and click the booking's row. A booking's block on the Scheduler, and the pickup and drop-off lists on your daily overview, open the same screen.
- To read the history, press Logs in the top bar. The screen headed Log has one row per save of the booking, with Date time, Number of changed members, Log type, Reference id and Name, the person who saved it. Each column has a filter box above it. Click the icon at the end of a row to open that change in detail, then press Back.
- To mark the booking as invoiced, press Invoice in the top bar. On the invoice screen press Mark as invoiced. It asks Are you sure? This will mark the booking as fully invoiced and you will not be able to create invoices afterwards. Press Proceed.
- To set the status by hand, press Status in the top bar. A small window opens with the warning Changing the booking status should be done carefully. We do not recommend to skip inspections as this can result in loss of income and/or additional costs. Pick the new status from the list and press Save, or press Cancel to leave it alone.
- To turn the booking into a quote, press Quote in the top bar. It asks Are you sure? This will change the status of the booking to Quote. Press Proceed. The booking closes and reopens as a quote. Nothing is sent to the customer yet.
- To move the pickup or return branch, press Change location. In the window that opens, pick a branch in Pickup location or Dropoff location, then press Save. The Asset group box is there for reference and cannot be changed.
- To say who drives, click the Drivers tile, tick everybody driving this booking, and press Update. The icon at the end of a driver's row removes that one person at once, without asking. How the driver list works, and how to add somebody who is not a customer yet, is on Add extra drivers and company contacts.
The status list offers Quote, Unconfirmed, Confirmed, PickedUp, DroppedOff Notification, Dropped off and No Show. It does not offer Draft, Cancelled or TimedOut; to cancel, use Cancel in the top bar.
Key details
What Change location checks. Save runs three checks, in this order, and stops at the first one that fails:
| Check | Message when it fails |
|---|---|
| The pickup is before the return | Please check the dates. |
| The vehicle class has a vehicle free for these dates | No asset group availability in selected period. |
| The vehicle on the booking is free for these dates | Asset not availability in selected period. |
Save (ignore availability) skips all three, the dates check included. Either button then saves the booking and recalculates its whole price: rate, insurance, mileage packages, extras and total. The Asset box in the same window swaps the vehicle, under the same checks.
When each branch can still change. Pickup location can be changed while the booking is Draft, Quote, Unconfirmed or Confirmed. Dropoff location can also be changed while it is PickedUp. Once the vehicle is back, or the booking is cancelled, timed out or a no-show, both are locked. Both lists only offer the branches you are allowed to work in.
What Status does not do. It changes the status and nothing else. No inspection, no mileage or fuel reading, no email, no new agreement, and none of the customer checks that confirming runs. The vehicle's own location only moves when a return inspection is finalised, so choosing Dropped off here leaves the vehicle recorded where it was. No Show and DroppedOff Notification can only be set here.
Turning a booking into a quote. Quote is only in the top bar while the booking is Draft or Unconfirmed. The booking joins your quotes list straight away. Its seven-day expiry starts when you create or send the quote from the quote screen, so until then the list shows no expiry date for it. There is no button back; a company administrator can use Status and pick Unconfirmed.
Mark as invoiced, with numbers. The To be invoiced overview lists returned and cancelled bookings whose invoiced amount is more than one cent away from the booking total. Mark as invoiced sets the invoiced amount equal to the total. A returned booking totalling €450.00 that was billed in your old package has €0.00 invoiced here, so it sits on the list. Mark it as invoiced and €450.00 counts as invoiced, and it drops off. The one-cent margin works both ways: a booking invoiced at €449.99 is one cent out and stays off the list, while €449.98 is two cents out and puts it back on. After marking, the booking can no longer be invoiced or cancelled.
Logs only shows ordinary saves. Quote and Mark as invoiced save the booking in a way that skips the log, so neither leaves a row. Payments, invoices and documents do not appear here either.
What to do next: once the details are right, press Reconfirm new data so the customer's agreement matches the booking. Read Confirm a booking first, because reconfirming removes any signature already collected.
Q&A
I pressed Mark as invoiced by mistake. How do I undo it? No screen reverses it, and Logs has no row for it. Report it through the feedback form described in What's new and getting help, naming the booking number.
Why does Cancel refuse with "Please note that their are still invoices in booking."? Something on the booking counts as invoiced: a real invoice, or Mark as invoiced. Press Issued invoices in the top bar to see whether a real invoice exists. If the list is empty, the booking was marked as invoiced; see the question above.
Save refuses with "Asset not availability in selected period." What are my options? The vehicle on the booking is taken for these dates. Pick another vehicle in Asset, or look on the Scheduler for a free one. Save (ignore availability) saves anyway and leaves two bookings on the same vehicle, so only use it when you have already sorted out the other booking.
The price changed after I changed the branch. Why? Both save buttons work the whole price out again. Check the price on the booking before you press Reconfirm new data.
I set a booking to Dropped off, but the vehicle still shows at the old branch and there is no return mileage. Status records the status only. Run the return inspection instead, as described in Take a vehicle back at the end of a rental.
Why is Pickup location greyed out? The vehicle has already been picked up. Dropoff location stays open until it comes back.
Why is a branch missing from the location list? You only see the branches your account is allowed to work in. A company administrator can add it, as described in Add an employee and set their permissions.
Why is there no Quote button on this booking? The booking is past Unconfirmed, or your account does not include it. On a Confirmed booking a company administrator can use Status and pick Quote.
Why is there no Drivers tile on this booking? The Driver switch is off in the vehicle class settings. Ask your company administrator to switch it on, as described under Configuration above.
Related pages: Confirm a booking for sending the customer an updated agreement after these changes, Add extra drivers and company contacts for building the list of people who can drive, and Reschedule bookings on the Scheduler for moving dates or vehicles.