Introduction
Not every booking is typed in at your counter. Some arrive from your website or a partner's system, and some companies finish their rentals in a separate program and only use RentVisie to record that the rental is done. This page covers three things: telling where a booking came from, what happens to a long booking that arrives from outside, and the screen headed External closing, with Mark the booking as officially closed for external processing. underneath. That screen is a list of returned bookings with a search box above every column and a Process button below.
You would be here because:
- A booking appears on the Scheduler that nobody on your team typed in.
- A six-week booking from the website shows a contract return date one month after pickup.
- It is the end of the month, your other program has closed its rentals, and RentVisie should say the same.
- You want to compare the kilometres and fuel your other program charged with what was recorded at handover.
- You want to see which bookings came through a broker or your own website.
Words these screens use
| The screen says | What it means |
|---|---|
| Channel, as a column on the bookings list | How the booking reached RentVisie. Portal for bookings made in this app; another value when another system sent it in |
| A channel name, as a badge beside the booking number | The sales channel the sending system named, such as a broker |
| RA | The booking's reference number in the other system |
| Unit | The vehicle's own fleet number |
| #CoC | How many change-of-condition records the booking has |
Every way a booking arrives from outside
| How the booking arrives | Channel column | Turned into a lease when longer than 29 days |
|---|---|---|
| Your website or a partner system | Not Portal | Yes |
| A self-service booking for one particular vehicle | Not Portal | No |
| Typed in at the counter | Portal | Only when you set it up yourself |
Use this page when a booking came from outside, or when another program does the closing.
How to use
Configuration
Two settings belong to a company administrator.
Show a closed booking as closed. From the main menu open Settings, then click Integrations.
- Find External closing. It starts on no.
- Set it to yes and press Save.
With it on, every booking that has been processed on the External closing screen shows This booking has been closed officially on its own screen. It applies to bookings closed before you switched it on, too.
Keep the list of sales channels. From the main menu open Product design, then click Channels.
- Press New, type the channel in Name, and press Save.
- To rename one, click the icon on its row. To remove one, click the other icon on its row. Removing asks nothing and cannot be undone.
Adding a channel here does not put it on any booking. The system that sends the booking names the channel; there is no box for it on the booking itself.
Before you start: any staff account can use the External closing screen and press Process. Only a company administrator can open Settings or add a channel.
Using the external closing screen
From the main menu open Bookings, then click the External closing tile.
- Narrow the list with the search boxes above the columns. Date in picks out a month; RA finds one booking by the other program's number.
- Compare each row against your other program: KM Out, KM In, KM Total, Fuel Out, Fuel In, Checkout by employee, Checkin by employee and #CoC.
- Click a booking's row to open it, when something needs a closer look.
- Tick the bookings to close. The box in the header row ticks every row in the list.
- Press Process. There is no question first. The ticked bookings are marked as closed and drop off the list.
Seeing where a booking came from. Open Bookings and look at the Channel column; it reads Portal for bookings made in this app and something else for bookings another system sent, and its filter picks either kind out. On the booking itself, a badge beside the booking number shows the sales channel, when the sending system gave one.
Key details
What the list holds. Returned bookings, status DroppedOff, that have not been processed yet, for your whole company rather than only your own branches. Bookings still out, cancelled or already processed never appear.
Where the figures come from. Skim this once; you will come back to single rows:
| Column | Comes from |
|---|---|
| Date out / Date in | The actual pickup and return times, not the contract times |
| Location out / Location in | The booking's pickup and return branch |
| KM Out / KM In | The highest odometer reading stored against the booking at pickup, and at return |
| KM Total | KM In minus KM Out; empty when either is missing |
| Fuel Out / Fuel In | The highest fuel level stored at pickup, and at return |
| Checkout by employee / Checkin by employee | Who did the pickup and the return inspection |
Because the highest reading wins, a mistyped reading that was never removed takes over. A pickup stored as 45,210 km and returned at 46,030 km gives KM Total 820. If someone first typed 54,210 at pickup and that reading is still there, KM Out shows 54,210 and KM Total shows -8,180.
What Process changes. It marks the booking as closed and nothing else. The status, the price, invoices and payments stay as they are. The change appears in the booking's Logs. Nothing asks whether the booking is ready, so every ticked row is closed. A row whose booking can no longer be found, for example because it was deleted after the list loaded, is skipped without a message.
Long bookings from outside become leases. A booking sent in by your website or a partner system that runs more than 29 days is set up as a lease straight away. Its contract return date is moved to 30 days after pickup, and the lease is given one billing period for every full 30 days plus one. A booking from 1 March to 15 April is 45 days: more than 29, so it becomes a lease with a contract return of 31 March and two billing periods. The customer's real return date stays 15 April. A 29-day booking stays an ordinary booking. Self-service bookings never become leases, however long they are. Press Lease on the booking to see its billing settings.
What to do next: if your other program does the invoicing, mark each processed booking as invoiced so it leaves the list of bookings still to invoice — see Correct a booking's details and check its history.
Q&A
I processed the wrong booking. How do I reopen it? No screen reverses Process. Open the booking's Logs to confirm who processed it and when, then report it through the feedback form described in What's new and getting help, naming the booking number.
Why is a processed booking still on the list of bookings to invoice? Closing externally does not touch invoicing. Use Mark as invoiced, as described in Correct a booking's details and check its history, if the invoice was made in your other program.
Why does KM Total show a negative or very large number? A wrong reading is still stored against the booking, and the list uses the highest one. Correct the readings on the booking, as described in Record mileage and fuel readings.
Why is KM Total empty? The booking has no pickup reading or no return reading.
Why is a booking missing from the External closing list? It has not been returned yet, it was cancelled, or somebody already processed it. Finish the return first, as described in Take a vehicle back at the end of a rental.
Why doesn't a processed booking say it has been closed officially? The External closing setting under Integrations is off. Ask your company administrator to switch it on, as described under Configuration above.
Why is there no channel badge on a booking from a broker? The sending system did not name a channel. It cannot be added from the booking.
I removed a channel by mistake. Press New and add it again with the same name. Bookings that carried the old one no longer show its badge.
Related pages: Correct a booking's details and check its history for marking a booking invoiced and reading its log, and Take a vehicle back at the end of a rental for the return that puts a booking on this list.