Beta: shortlease contracts are new in RentVisie and are released as a beta.
Introduction
The screen headed Shortlease contract # and a number shows everything about one contract: what the customer pays, what has been invoiced and what comes next. Next to the title is the status: Draft (yellow), Active (green), Notice given (blue) or Ended (grey). Below the buttons is a summary strip with four columns: Customer, Per month (excl. VAT), Billed through and Next invoice. Under it, the Billing schedule fills the left two thirds; the cards Terms, Charges, Vehicles, Swap inspections, Kilometres and Indexation (base rate) are on the right.
You would be here because:
- you want a quick look at a lease: how much, billed up to when, and what is next
- a customer asks what their next invoice will be
- a customer asks why their first invoice was lower than the monthly price
- a period shows Failed on the overview and you want to see why
Words this screen uses
| The screen says | It means |
|---|---|
| Period | The days one line of the schedule bills |
| Planned / Due / Invoiced | Not yet / its invoice date has come / on an invoice |
| Failed | The app tried to invoice it and could not; the reason is shown |
| Credited / Cancelled | Its invoice was credited / it is no longer needed |
| Settlement, Adjustment, Kilometres, Conversion credit | Lines for an early end, a correction, extra kilometres, and rental already invoiced before the lease |
How to use
Configuration
There is nothing to set up on this screen. The billing terms come from the contract (Edit terms) and the company defaults, as described in Switch on shortlease contracts for your company.
Before you start: every staff account can read a contract, its Lines and its Preview invoice. Only a company administrator sees the buttons that change it. Staff who are not administrators see only contracts whose booking starts and ends at their own locations.
Using the contract screen
A company administrator opens the contract with Shortlease contract on the booking. Every account can open it from the main menu: Bookings, then Show more; under Shortlease, click the Shortlease overview tile and click Open on the contract's row. (The tile shows once your company has switched shortlease on, or has shortlease contracts.)
- Read the summary strip. Customer shows the booking number and the vehicle. Per month (excl. VAT) is the total of the monthly charges, with Open-ended below it when there is no end date. Billed through is the last day invoiced, or Nothing yet, with the total invoiced including VAT. Next invoice shows the date, the days it Covers and the amount including VAT, or Nothing planned.
- See the next invoice. Click Preview invoice under Next invoice. The pop-up Invoice preview shows the invoice as it will be printed, without a number yet. Nothing is made. Click Close.
- Read the schedule. One row per period, oldest first: Kind, Period, Days (for example 17/31: 17 of the month's 31 days), Invoice date, Status, Excl. VAT, Incl. VAT, and the Invoice and Credit note numbers.
- See what a period is made of. Click Lines on its row. The pop-up Billing period lists each charge with its amount excluding VAT, the VAT and the amount including VAT. A failed period shows Invoicing failed: and the reason.
- Preview any open period. Preview invoice on a Planned, Due or Failed row shows the invoice of that row's date.
- Open an invoice. A company administrator clicks Open under Invoice or Credit note to open it on your invoice screen.
- Bring it up to date. A company administrator clicks Recalculate after changing the booking. The app applies any indexation that is due, then plans and prices the open periods again.
Key details
How a period is priced. Skim the table; the worked example follows:
| Charge | Amount in a period |
|---|---|
| Monthly charge, whole period | The monthly amount × quantity |
| Monthly charge, part of a period | The monthly amount × quantity × days billed ÷ days in that month's period |
| Every number of days | The daily rate × quantity × days billed |
| One-off charge | Once: in the period where it starts, or, for a charge billed at the end, in the last period (not while the contract is open-ended) |
A charge with a maximum price stops once that total has been billed over the contract; its line then shows 0.
A worked example. €1,200 per month, calendar months, from 15 March to 10 June. March has 17 of its 31 days: €1,200 × 17 ÷ 31 = €658.06. April and May are €1,200 each. June has 10 of its 30 days: €400.00. The same contract set to Every number of days, 14, at €40 a day, bills €560 for 15 to 28 March, 29 March to 11 April and every 14 days after, with a shorter last period.
When a period is invoiced. Advance: the period's first day, minus the offset days. Arrears: the day after the period ends, plus the offset. On that date the period becomes Due, and the nightly run (or Invoice what is due) invoices it. A missed night catches up with one invoice per overdue date.
Open-ended contracts are planned a few periods ahead (three, unless your settings say otherwise). New periods appear as time moves on.
When the contract is brought up to date. Extras saved with the extras picker on the booking, and an extra, insurance or kilometre package removed on the booking screen, show on the contract at once. The contract is also brought up to date every night, and by every button on the screen. When a company administrator opens a contract that was not brought up to date today, or whose booking changed since, it is brought up to date first. Other staff only read: they see the contract as it was last brought up to date (for another change on the booking, that is after the next night, or once an administrator has opened it). Every button on the screen refreshes the strip and the lists.
The last run. Under the title, Last run: shows what the most recent nightly run or Invoice what is due did on this contract, such as the invoice it made or why it failed.
Ended contracts are no longer recalculated. Recalculate says This contract has ended; its schedule is no longer recalculated.
What to do next
To invoice what is due now, see Invoice shortlease contracts and follow up failures. To correct an invoiced period, see Correct a shortlease invoice.
Q&A
Why is the first invoice lower than the monthly price? The first period is shorter than a whole month, so it is charged pro rata. Click Lines on the first row to see the days and the sum.
Why does a period say Failed? The app could not make the invoice. The reason is on the row, in the yellow note at the top (period(s) could not be invoiced) and under Lines. The next run tries again. Fix the cause, then click Invoice what is due; see Invoice shortlease contracts and follow up failures.
Why does the preview say "No lines: every amount on this date is 0, so no invoice will be made."? Every charge on that date adds up to 0, for example because a maximum price has been reached. No invoice is made for that date.
Why is the amount on the invoice lower than on the preview? A funder pays part of this booking. The preview says so in its notes; the funder's share is invoiced to the funder. See Invoice and credit a funded booking.
Why is a fuel or damage charge not in the schedule? Extras are added to the invoice when it is made, not planned in the schedule. The preview of the next invoice includes the extras known today.
Why can I not click Open on an invoice? Only a company administrator can open invoices from this screen. Open the booking with Open booking and use its invoice list instead.
Related pages: Change prices, extras and indexation on a shortlease contract and Record odometer readings and charge extra kilometres on a shortlease.