Beta: shortlease contracts are new in RentVisie and are released as a beta.
Introduction
A shortlease contract keeps the price it was started with. Each part of that price is a charge, listed on the card Charges (fixed rate, excl. VAT) on the right of the contract screen: the base rate, and each extra, insurance and kilometre package (the app calls them options, insurance and mileage packages). Each charge shows its quantity, its name, its price / month or once, and below that its dates with the links Period and Price. Lower on the right, the card Indexation (base rate) lists the yearly price rise per year.
You would be here because:
- you agreed a new monthly price with the customer from next month
- the customer added a child seat or extra insurance halfway through a month
- an extra should have been billed from the start of the contract, not from today
- one customer has a deal that skips this year's price rise
Words this screen uses
| The screen says | It means |
|---|---|
| Base rate | The rent for the vehicle itself |
| Option, Insurance, Mileage package | An extra, an insurance, a kilometre package taken with the booking |
| / month / once | Billed every period / billed one time |
| from / until | The first and last day the charge is billed, when it does not run for the whole contract |
| Adjustment | A correction on the next invoice for days already invoiced |
How to use
Configuration
The company-wide yearly price rise is set on the Shortlease settings, as described in Switch on shortlease contracts for your company. Everything on this page is per contract.
Before you start: only a company administrator sees Price, Period, Exception and Exception for a year.
Using the charges and indexation
Open the contract: on the booking click Shortlease contract, or open it from the Shortlease overview (see Read a shortlease contract and its billing schedule).
Change a price from a date
- On the charge, click Price. The pop-up Change price opens and shows Current price.
- Type the new price in New amount per month (excl. VAT). On a contract billed Every number of days the box is New daily rate (excl. VAT); on a one-off charge New one-off amount (excl. VAT).
- Pick From date (empty = the whole charge). Leave it empty to give the whole charge the new price.
- Click Save price. The charge now ends the day before your date, and a new charge with the new price continues from it. If you later remove the extra from the booking before that date, both charges stop the day before the removal: the new price is then never billed.
Add or remove an extra. Do this on the booking, the usual way (see Offer an add-on and add it to a booking). The next time the contract is brought up to date (at once for a change on the booking screen, otherwise each night, when a company administrator opens it, or with Recalculate), it gets a matching charge, billed from the day it was added. An extra removed from the booking is billed until the day before you remove it: the contract notes the day at once when you remove an extra, insurance or kilometre package on the booking screen, and opening the contract later does not change it. An extra you add on the booking screen is billed from the day you add it. So when you swap an extra or an insurance for another one, the day of the swap is billed once, on the new one. (An extra removed another way, for example by an outside system, is still dated on the night after, or when a company administrator opens the contract.)
This "day before" rule holds for every extra, insurance and kilometre package, and for every charge of it: one that was already on the booking when the contract was made and is billed until The contract end, one with A chosen date after the removal, and both charges of a price change (also when the new price starts after the removal). When you remove it, its Bill until changes to The day it is removed, so Period shows the date billing really stops. Removing an extra never makes billing run longer: a charge that already ends before the removal (for example one you set to A chosen date before it, or the old price of a price change) keeps its date. A date you chose after the removal is not kept: the extra is gone, so billing stops the day before the removal. If months after the removal were already invoiced, the next invoice credits them with an Adjustment line.
Change from when, or until when, an extra is billed
- On the charge, click Period. The pop-up Charge period opens.
- Under Bill from choose The day it was added, The contract start or A chosen date (then fill in From date).
- Under Bill until choose The day it is removed, The contract end or A chosen date (then fill in Until date).
- Click Save charge period.
The base rate has no Period link: it runs for the whole contract.
Make an exception to the yearly price rise
- On the card Indexation (base rate), click Exception on the year. For a year the company has not set yet, click Exception for a year. The pop-up Indexation of this contract opens.
- Tick Skip this year for this contract, or tick Use an own percentage and type it in Own percentage, and/or pick Own date (empty = the company's date).
- Click Save. If the date is close enough, the price rise is applied at once.
Key details
Every change reaches back into invoiced months by itself. When a price, an extra or a charge period changes days that were already invoiced, nothing is credited. Instead, the difference goes on the next invoice as a line of kind Adjustment. It can be a charge or a credit.
A worked example. A calendar-month contract, invoiced in advance, base rate €1,200 per month. May was invoiced on 1 May. You agree €1,300 from 15 May. The base rate splits into €1,200 until 14 May and €1,300 from 15 May. The June invoice is €1,300 plus an adjustment for the 17 days from 15 to 31 May: €100 × 17 ÷ 31 = €54.84. An insurance of €180 per month added on 10 April shows the same way: 21 of April's 30 days, €126.00, as an adjustment on the next invoice.
What the indexation rows mean.
| The row shows | It means |
|---|---|
| Not applied yet | The rise is coming; it is applied once its date is close (for Advance, a period ahead) |
| Applied, with old → new / month | Done. The year is final for this contract |
| Skipped | You made an exception to skip it |
| Not applicable | The contract starts on or after this date, has ended before it, or has no base rate then. |
| The company has no indexation for this year | You added a year the company has not set: give a percentage and a date |
Only the base rate rises. Extras, insurance and kilometre packages keep their price. Exception for a year opens on the year after the contract's last row, or next year; change Year if you need another one.
Fuel, damage, fees and other booking extras are not charges. They go on the next lease invoice as they are, see Invoice shortlease contracts and follow up failures.
What to do next
Click Preview invoice under Next invoice to check the effect before the invoice is made.
Q&A
Why does Exception say "This indexation has been applied."? An applied year cannot change. To correct the price, click Price on the base rate and give the right amount from the right date.
Why does Save price say "The price was not changed: the charge has already ended on that date."? The charge stopped before your date, for example an extra that was removed. Pick an earlier date, or add the extra on the booking again.
I added an extra on the booking. Why is it not on the contract? An extra saved with the extras picker on the booking screen shows at once. An insurance or a kilometre package added on the booking, or anything changed by another system, is picked up the next night, when a company administrator opens the contract, or with Recalculate. Staff who are not administrators see the contract as it was last brought up to date.
I removed an extra from the booking. Why is it still billed? It is billed until the day before the removal, also when it had A chosen date later than that or a new price from a later date. Check Bill until under Period on the charge: it shows The day it is removed once the contract has noted the removal. If the extra was removed by another system, the contract notes it the next night, when a company administrator opens it, or with Recalculate. Days already invoiced after the removal come back as a credit (Adjustment) on the next invoice.
I had set an end date on an extra. Why did it change when the extra was removed? Your date was after the removal. A removed extra is never billed after the day before its removal, so the date became that day and Bill until shows The day it is removed. A date before the removal stays as you set it.
Why does the next invoice have a line I did not expect? It is an Adjustment: a change reached back into a month already invoiced. Click Lines on the row to see which charge it is for.
Why does Charge period say "The period cannot end before it starts."? The Until date is before the From date. Pick dates in the right order.
Why can I not use Price on a kilometre charge? Extra kilometres are charged from odometer readings, not from a price per month. See Record odometer readings and charge extra kilometres on a shortlease.
Related pages: Read a shortlease contract and its billing schedule for how a period is priced.