Introduction
This is where the actual money goes in: the daily rate for each vehicle class, how many kilometres are included, and what a customer pays beyond that. The periods and duration bands you set up earlier are only the grid these numbers sit in.
You reach it from a price list, on the Asset gr. pricing tile. That opens a table of your vehicle classes with columns BranchName, Name and Code. From a class's row you can go two ways, and they suit different price structures:
| Route | What you get | Use it when |
|---|---|---|
| The euro icon on the row — Quick populate | One line per duration band: a price, free kilometres per day, and a price per extra kilometre | Your mileage is simply "x free per day, then y per kilometre" |
| Double-click the row, or Advanced setup from Quick populate | Every rate and every mileage step listed separately, added one at a time | You charge less per kilometre the further someone drives |
The advanced screen says so itself: "Advanced populate of prices which facilitates decline over mileage rates. Have a more straightforward price structure? Use the simple populate button below."
Terms used on these screens
| The screen says | It means |
|---|---|
| Asset gr. pricing, Asset group | The vehicle class — compact, van, and so on |
| Base price | The daily rate, before value-added tax (VAT) |
| Global pricing periods fixed, Period | The duration band, such as Up to 3 days |
| Pricing period | The dated stretch of calendar, such as Summer 2026 |
| Distance rule | One step of the mileage price — a from-and-to kilometre range and a price per kilometre |
Neither screen has its own main-menu entry, so you always come in through the price list.
How to use
Configuration
Nothing to switch on elsewhere, but two things must already exist or these screens will not let you start — see the note below.
Before you start: entering rates needs the Company admin role; an ordinary Employee account can read the tables but the New and Save buttons will not work. Your price list must already have at least one dated period and at least one duration band. Press New Price rules with no period set up and you get "Please set up price periods first!" and the app sends you to the Periods screen. See Set up pricing periods and duration bands.
Using the rate screens
From the main menu, open your settings and administration area, go to the pricing section headed Pricelist overview, double-click your price list, then click Asset gr. pricing.
1. Fill a whole class in at once. Click the euro icon on the class's row. The screen is headed Quick populate with the class name after it, and "Helpful for quick populating prices." underneath. Pick the dated period in the Pricing period box; the table below then shows one row per duration band, with columns Period, Price, Free mileage per day and Over mileage price.
Click the pencil on a row to open a small window with those last three as editable boxes. Period is shown but locked. Fill them in and click Save.
2. Or enter rates one at a time. Double-click the class's row on Asset gr. pricing, or click Advanced setup on the Quick populate screen. You get two tables — price rules at the top, mileage steps below. Click New Price rules to add a rate:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| Base price | 0 | The daily rate | A number above zero, up to 10 decimal places |
| Global pricing periods fixed | Empty | Which duration band the rate belongs to | Pick one from the list |
| Pricing period | Pre-filled | Which dated period the rate belongs to | Pick one from the list |
The screen tells you the rule in one line: "Enter the prices excl. VAT per day". Check Pricing period before saving — the app fills it in for you, but with whichever period it happens to find first, not the one you were last looking at.
3. Work backwards from a total, if that is how you were quoted. Under "Need some help calculating?" sit a second Base price box, an is vat switch, a Days box and a read-only Base price calculated. Type the whole amount and the number of days and the answer appears as soon as you leave the box; switch is vat on if the amount you typed includes VAT. Use price copies the answer into the rate above, and Use price (rounded to .25) rounds it to the nearest quarter first. None of this is stored — the calculator is scratch paper, and the rate is only written when you press Save.
4. Add the mileage steps. In the lower table, New Distance rule (free) adds a step with everything at zero; New Distance rule (paid) adds one already filled in at 0.20 per kilometre from 100 to 9999. Either opens an editor with:
| Field | What it does |
|---|---|
| Base price per km | What the customer pays per kilometre in this step. Zero means included |
| Calculation period | Day, Week or Month — the unit you want to type the range in. Starts on Day |
| Period from mileage, Period to mileage | The kilometre range, in the unit you chose |
| From mileage (calculated per day), To mileage (calculated per day) | The same range converted to a daily figure. Read-only, and filled in for you |
The screen explains the pair: "Use the calculation toggle below to calculate the mileage. The system will automatically convert it to the corresponding daily values." The two read-only boxes refill the moment you change either the range or the period, so watch them rather than doing the sum yourself. Choose Month as the Calculation period and an extra Months box appears. Click Save; Cancel discards.
Key details
How the mileage steps fit together
A step priced at zero is included mileage; a step with a price is what the customer pays beyond it. A simple setup is two steps: 0 to 200 kilometres at zero, then 200 to 9999 at 0.20. A declining setup adds more: 0 to 200 free, 200 to 500 at 0.20, 500 to 9999 at 0.15. Only the advanced screen can build the second kind.
What Quick populate does to the mileage steps
Quick populate shows two numbers per row and stores exactly two steps. Free mileage per day is the total span of the zero-priced steps added together, and Over mileage price is the price of the last charged one. Saving a row deletes every mileage step that class, period and band already had and writes two fresh ones: zero to your free figure at no charge, and your free figure to 9999 at your over-mileage price. A declining structure built on the advanced screen therefore becomes two steps once a Quick populate row is saved over it.
A worked example
A corporate customer was quoted €300 for a three-day hire, VAT included. On the rate editor you type 300 into the calculator's Base price, 3 into Days, and switch is vat on. Base price calculated shows 82.6446 — €300 divided by 3 days, then by 1.21 for the 21% VAT. Use price puts 82.6446 in the rate box; Use price (rounded to .25) puts 82.75 there instead. Press Save and the class charges €82.75 a day excluding VAT for that period and band.
Give the same class 200 free kilometres a day and 0.20 beyond. A three-day hire covering 750 kilometres includes 600, so the customer pays 150 × €0.20 = €30.00 on top of 3 × €82.75 = €248.25.
What to do next
Do one class end to end before starting the next — a class with a rate but no mileage steps still quotes, and one with mileage steps but no rate quotes at zero, so half-finished classes are hard to spot later. When every class is done, check the result by running a test search for a date inside the period; see Search for an available vehicle.
Q&A
Why does Save do nothing on a rate I have just filled in? Four checks run, and any one of them blocks the save:
| What you left wrong | The message |
|---|---|
| Base price blank | "Base price is empty" |
| Base price at zero or below | "Base price should be greater than 0" |
| No duration band picked | "Global pricing periods fixed is empty" |
| No dated period picked | "Pricing period is empty" |
A rate must have both a band and a period — without them nothing would ever find it.
Why does a mileage step refuse to save? The same pattern: "From mileage is empty", "To mileage is empty", or "Cant be empty." against a field you have left blank. Zero is a value; blank is not, so type 0 rather than clearing the box.
Quick populate gives me "Cant find connected price period". What is wrong? That message means the row's duration band could not be matched in this price list. The match is made on the band's Name, so renaming a band on the Global rules screen breaks it. Open Global rules, check the band's name, and use that exact spelling.
Why did my carefully tiered mileage rates turn into two lines? A Quick populate row was saved over them. That screen only holds two mileage numbers, so saving one replaces whatever was there with two steps. If you need declining rates for a class, use Advanced setup for it and stay off the euro icon on that class's row.
Why is the Pricing period on a new rate not the one I wanted? The app pre-fills it with the first period it finds, which is not necessarily the one you were working in. It is a normal dropdown — change it before saving. A rate saved against the wrong period will never be used for the dates you meant.
Do I type the price with or without VAT? Without. The rate boxes are all excluding VAT and per day, as the screen states. The only place a VAT-inclusive figure belongs is the calculator, and only with is vat switched on so it can take the 21% back out.
Where is the mileage the customer actually gets? Add up the zero-priced steps for that class, period and band — that total is the included allowance per day. On the Quick populate screen it is already added up for you in Free mileage per day.
Related pages:
- Set up pricing periods and duration bands — the periods and bands these rates attach to, and why a rate is refused without both
- Set up a price list — the list all of this belongs to