Introduction
A mileage package is a bundle of extra kilometres a customer can buy on top of the free kilometres their vehicle class already includes. You set each package up once, on the screen headed Mileage packages, as a name, a price and a number of kilometres for a day, a week or a month. You then choose which vehicle classes offer it, and on a booking the customer's pick goes on as its own priced line, next to insurance and extras. The list is a single table with a New button above it; each package opens in a popup.
You come here when:
- a customer is driving to the south of France and 200 free kilometres a day will not do;
- you want a planned price for long trips instead of a large over-mileage bill at return;
- a new vehicle class should offer the same packages as the others.
Terms used on these screens
| The screen says | It means |
|---|---|
| Mileage options (the tile), Mileage packages (the screen) | The same list of packages |
| Asset group | The vehicle class, such as compact or van |
| Included mileage | The extra kilometres the package adds, per day |
| Base price | The package price per day, before value-added tax (VAT) |
| Asset group settings | A named set of switches that decides which buttons a class shows on its bookings |
Every way to do this task
| Route | What you get |
|---|---|
| Admin, Product design, Mileage options | Create, change or delete a package |
| A class's screen, Options tab, Link mileage package options | Choose which packages that class offers |
| The booking screen, Mileage packages | Put a package on one booking, or take it off |
| A price list's Option pricing tile, Packages tab | A different price for the package in one price list, band and period |
Use this page to set packages up and sell them; a class's own free kilometres are on Set rates and mileage prices for a vehicle class.
How to use
Configuration
A package only shows up on a booking when three things are in place. Do them in this order.
1. Switch the booking button on for the class. From the main menu open Admin, Settings, then the Asset Settings tile, and go to the Asset Groups Settings tab. The table on the left lists your named settings sets. Click one to open it on the right, set Mileage package to Yes, and click Save. The switch starts on No for every settings set. It only appears at all if RentVisie has turned mileage packages on for your company; if you cannot see it, ask RentVisie support.
A class uses whichever settings set is picked in the Asset group settings box at the top of the class's own screen. A class with no settings set picked shows no Mileage packages button on its bookings.
2. Create the packages — see step 1 under Using mileage packages below.
3. Link the packages to each class. From the main menu open Admin, Product design, Asset groups, and double-click the class. On its Options tab click Link mileage package options. The button is only there once step 1 is done for that class's settings set. The screen headed Link mileage package options lists every package, with is selected, Name, IncludedMileage and Internal ref. Tick the packages this class should offer.
Each tick is saved the moment you click it. Save and Cancel at the bottom both just close the screen, and Cancel does not undo a tick. To stop a class offering a package, untick it here — but read the Q&A entry on unticking first, because it affects bookings that already carry the package.
To offer an add-on on the website, or on every class at once, see Offer an add-on to customers.
Before you start: creating packages, linking them to classes and changing the Asset Groups Settings switch need the Company admin role; the Product design and Settings tiles do not open for other staff. Putting a package on a booking works for any staff account.
Using mileage packages
1. Create a package. From the main menu open Admin, then Product design, then click the Mileage options tile. The screen is headed Mileage packages. Click New and fill in the popup:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| Name | Empty | What staff and customers see | Any text; required |
| Description | Empty | A longer explanation for the customer | Any text |
| internal reference | Empty | Your own code | Any text |
| Option category | Empty | Groups add-ons together | Pick from the list |
| is enabled for web | Yes | Offers the package in your online booking | Yes or No |
| Period | Day | The unit you type the price and kilometres in: Day, Week or Month | Pick one |
| Months | 1 | How many months the figures cover. Only shows when Period is Month | Whole numbers |
| Base price (period) | 5 | The package price for that whole period, excluding VAT | A number above zero |
| Included mileage (period) | 0 | The extra kilometres for that whole period | A number above zero |
| Base price/ day (calculated) | Filled in | The price per day. Read-only | — |
| Included mileage/ day (calculated) | Filled in | The kilometres per day. Read-only | — |
| is vat | Yes | Adds your high VAT rate to the package. No sells it without VAT | Yes or No |
Set Period first, then type the two period figures. The two read-only boxes refill as soon as you leave a box: a week is divided by 7, a month by 30 times Months. Click Save.
2. Change a package. Click its row, or the pencil at the end of the row. The popup always reopens on Period Day, with the per-day figures in the period boxes. The period you first typed in is not kept. The bin icon beside the pencil deletes the package; see the Q&A before using it on a package customers have bought.
3. Put a package on a booking. Open the booking: from the main menu open Bookings and click the booking's row. Click Mileage packages beside Insurances. The screen headed Mileage Packages lists the packages the booking's class offers, cheapest first, with Name, Incl. mileage per day, BasePrice (per day) and TotalPrice (for this booking). Tick one and click Save; the booking's price is recalculated at once. Close changes nothing. To take a package off, untick it here and click Save.
Key details
A package is a daily rate, not a fixed bundle
A week or month you type in is stored and charged per rental day. A package entered as 1,000 km for €70 a week becomes about 142.9 km and €10.00 a day. On a 3-day booking the customer pays €30.00 and gets 429 km; on a 14-day booking, €140.00 and 2,000 km. If you want one price regardless of length, set it per rental on the price list (below).
Which price the booking uses
The booking first looks in its price list, under Option pricing, on the Packages tab, for a price for this package in the booking's band and dated period. If it finds one, that price, its per-day or per-rental setting and its Max price are used. If not, the package's own per-day price times the number of days is used. How the price list entry is set up is covered in The three kinds of add-on.
The price is copied onto the booking when you click Save, so changing a package's price later does not change bookings that already carry it. The kilometres are not copied: change Included mileage on a package and every booking carrying it, including ones not yet returned, gets the new figure when its excess is worked out.
Where the extra kilometres go, and where excess is priced
A package has no over-mileage price of its own. Its kilometres are added to the class's free kilometres, and anything beyond both is charged at the class's own paid mileage steps on the price list — see Set rates and mileage prices for a vehicle class. If the class has no mileage steps at all, no kilometres are ever charged, and a package gives the customer nothing.
A worked example
The Extra 1000 km package is set up as Week, €70 Base price (period) and 1,000 Included mileage (period), with is vat on. The compact class includes 200 km a day and charges €0.20 for every kilometre beyond. A customer takes a compact for 7 days and drives 3,000 km. The booking's price list has no Option pricing entry for the package.
| Without package | With package | |
|---|---|---|
| Free kilometres from the class | 7 × 200 = 1,400 | 1,400 |
| Kilometres from the package | — | 7 × 142.86 = 1,000 |
| Kilometres charged | 1,600 × €0.20 = €320.00 | 600 × €0.20 = €120.00 |
| Package | — | 7 × €10.00 = €70.00 |
| Total for mileage, excluding VAT | €320.00 | €190.00 |
The package saves the customer €130.00 before VAT; with 21% VAT its line is €84.70.
What to do next
Once a package is on the booking, the kilometres driven are read at return and the excess worked out then — see Record mileage and fuel readings. To give money off the package line, see Adjust the price on a booking.
Q&A
Why is a customer charged for kilometres their package should have covered? The package was unticked on the class's Link mileage package options screen, or deleted from Mileage packages, while the booking still carried it. The booking keeps the package line and its price, but its kilometres no longer count when the excess is worked out. Only unlink or delete a package once no open booking carries it; to stop selling it in the meantime, set is enabled for web to No. If it has already happened, remove the package line from the booking's Mileage packages screen, or correct the mileage charge as described in Adjust the price on a booking.
Why does Save on the booking's Mileage Packages screen show "Multiple options selected, please make sure the dates are correct."? A booking can carry only one package. Untick all but one and click Save again.
Why is there no Mileage packages button on the booking? The booking's class uses a settings set with Mileage package on No, or has no settings set picked. Ask your company admin to follow step 1 under Configuration.
Why is the Mileage Packages screen on a booking empty? No package is linked to the booking's class. Ask your company admin to tick them on the class's Link mileage package options screen.
Why did my package lose its kilometres after I changed the Period? The popup reopens on Day with per-day figures in the period boxes. Switching to Week divides those per-day figures by 7 again. After changing Period, always retype both Base price (period) and Included mileage (period).
Why does Save on a package show "Included mileage should be greater than 0" or "Base price is empty"? Both period figures must be above zero, and Name must be filled in ("Name is empty"). The price message appears under the read-only Base price/ day (calculated) box, but you fix it in Base price (period).
Why is the package line on the booking not the price I set on the package? The booking's price list has its own price for this package under Option pricing, and that one is used. See Which price the booking uses above.
Why does a package bought for a long trip cost almost nothing on a short booking? The price is per day, so a short booking pays for few days and gets few kilometres. See A package is a daily rate, not a fixed bundle above.
Related pages:
- Set rates and mileage prices for a vehicle class — the free kilometres and over-mileage price every booking starts from
- The three kinds of add-on — how packages compare with extras and insurance, and which price wins
- Offer an add-on to customers — online sale, rental-length limits and offering on every class
- Set up a price list — where the Option pricing tile lives