Copy this year's prices into next year

Introduction

Once a year the new rates are agreed, and they are usually this year's rates plus a few percent. Rather than typing every rate again, you can copy a whole pricing period into a new one and raise the prices as they are copied. The app calls this indexation.

You do it from the Periods tile inside a price list: a table headed Pricing Period, with a pencil, a percent sign and a bin at the end of each row. The percent sign opens a small window headed Pricing period New Indexation with two dates, three number boxes and a Save button. That window is the whole feature.

You come here when:

• Next year's rates are agreed as "everything up 4%", and you do not want to retype forty rates.
• Rental rates go up but the extras stay the same.
• A corporate customer's own price list needs next year's rates too.
• You are checking that next year's period exists before the first booking for it comes in.

Terms used on this screen

What a period is, and how to create one by hand, is on Set up pricing periods and duration bands. Use indexation when next year's prices are this year's plus a percentage. If they are completely different, create an empty period by hand and enter the rates yourself.

How to use

Configuration

There is nothing to set up before you can index. The price list, its periods and its rates must already exist — see Set up a price list.

Before you start: indexation needs the Company admin role. An ordinary Employee account cannot open the price list screens at all. Indexation copies one period of one price list. If your company has a second price list, such as a customer's own rates, index that list separately.

Using indexation

From the main menu, open Admin, then Pricing. The screen headed Pricelist overview opens. Double-click the price list you want, or click the eye icon at the end of its row. The price list's tiles appear. Click Periods.

1. Open indexation on the period to copy, usually this year's. Click the percent sign, the middle of the three icons at the end of its row.

2. Set the dates of the new period. The two date boxes are filled in for you, but both suggestions usually need changing:

For a period from 1 January to 31 December 2026, the window suggests 31 December 2026 to 31 December 2027. Change Period from to 1 January 2027, or both periods include 31 December. For a period from 1 April to 30 September 2026, type 1 April 2027 and 30 September 2027 over the suggestion.

3. Enter the three factors, explained under The three factors below. Each starts at 1.05, meaning "up 5%". Type a multiplier with a dot, not a percentage:

4. Click Save. If the new dates overlap another period in this price list, you see "Pricing period overlaps with other pricing periods" and the window stays open for you to correct them. Otherwise the copy runs at once, with no Are you sure? question, and you see "Success!". Cancel closes the window without copying anything.

5. Rename the new period. The copy is named after the old period with the base factor added on the end. If you copied Season 2026 with a base factor of 1.04, the new period is called Season 2026 - 1.04. Click the pencil icon on its row, change the Name to Season 2027 and click Save. Periods are picked by name in Asset gr. pricing.

6. Check a few new rates under Asset gr. pricing and Option pricing. See Set rates and mileage prices for a vehicle class.

Key details

The three factors

Each factor raises one group of prices. Nothing else in the price list is multiplied.

The prices are multiplied exactly and not rounded to a tidy figure. €79.99 × 1.05 is 83.9895. If you want round prices such as €84.00, correct them afterwards in Asset gr. pricing.

A worked example

Your standard price list has one period, Season 2026, covering the whole of 2026. Management agrees: rental rates up 4%, kilometres unchanged, extras and insurance up 10%. You index Season 2026 with Period from 1 January 2027, Period to 31 December 2027, and factors 1.04, 1 and 1.10:

A customer who collects a compact car on 15 January 2027 for three days with a child seat pays 3 × €83.20 + 3 × €5.50 = €266.10. The same rental collected on 15 December 2026 is still priced from Season 2026: 3 × €80.00 + 3 × €5.00 = €255.00. The app picks the period by the pickup date.

What indexation leaves behind

The old period stays exactly as it was and keeps pricing rentals collected within its dates. Do not delete it.

Only the three kinds of price above are copied. The rest of the price list is not tied to a period, so it carries on into the new year as it is, not raised:

Bookings that already exist are not re-priced. Only a price worked out after you index uses the new period.

What to do next

Add next year's seasons if you use them, then repeat the indexation for every other price list that should get the new rates.

Q&A

Why do all the prices in the new period look far too high? A factor was typed as a percentage. The boxes multiply, so typing 5 instead of 1.05 makes every price five times higher. Indexation cannot be undone in one step. First delete the new period's rates: the daily rates and mileage steps under Asset gr. pricing, and the option prices under Option pricing. Then delete the period on the Periods tile with the bin icon. While daily rates are still attached, the period cannot be deleted and you get "Cannot delete PricingPeriod as its linked to PriceRules." Mileage steps and option prices do not block the deletion. If they are still there when the period goes, they stay behind in the price list without a period, so delete them first. When the period is gone, index again with the right factors.

Why did I get a second copy of the same year? The copy runs immediately when you click Save, and nothing asks you to confirm. The overlap check stops a second copy only if its dates overlap a period that is already there. Delete the extra period and its rates as described in the previous answer.

Why did the app accept dates that overlap the period I copied from? The overlap check compares the new dates with every other period in the price list, but not with the period you are copying. If you leave the dates wrong, or type this year's dates by mistake, the new period can overlap the old one with nothing to warn you. Then a pickup in the overlapping days could get either year's price. Before you click Save, check that Period from comes after the old period's last day.

Why does a booking collected on 31 December show a price I did not expect? The suggested Period from is the old period's last day, so both periods include that day if you leave it. Either period's price can be picked on that day. Click the pencil icon on the new period and move its Date from to the day after the old period ends.

Why is a booking for next year still showing zero, or last year's price? A booking made before the new period existed was priced without it and keeps that price. Indexing does not go back and re-price it. Correct the price on the booking itself — see Adjust the price on a booking.

Why did the summer surcharge disappear next year? Seasons are not copied. A season from 1 July to 31 August 2026 does not apply to July 2027. Add the 2027 season on the Seasons tile — see Set up a seasonal price change.

Why did the fuel price and the cancellation fees not go up? Those are not part of any period, so indexation does not touch them. Change them on the Fuel and Cancellation fees tiles of the price list.

Can I index a customer's own price list at the same time as the standard one? No. Each indexation copies one period in one price list. Open each price list from the Pricelist overview and index its period separately. You can use different factors for each list, which is useful when a corporate contract has fixed its own increase.

Can I raise just one vehicle class, or just one extra? Not with indexation. It raises everything in the period by the same three factors. Index first, then change the rates that should differ in Asset gr. pricing or Option pricing.

Is this the same as the Indexation tab on a booking's base price? No. A long-running booking has its own Base price screen with an Indexation tab. That tab raises the price of that one booking from a date you choose, and the increase shows as a price adjustment on its invoice lines. It has nothing to do with price lists and periods, and indexing a period does not change it.

Related pages:

• Set up pricing periods and duration bands: what a period is and how the app picks one
• Set up a price list: the list your periods and rates belong to
• Set rates and mileage prices for a vehicle class: correcting individual rates after indexation
• Set up a seasonal price change: adding next year's seasons