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Rent Card

Rent Card

Owned by Lango: Language and translation manager
Last updated: Sept 16, 2024 by Lucie Sovova
11 min read

The following applies to a created loan: If the loan is in the New status and is not registered/issued, the User may delete the loan.

This is a similar form to the Reservation field description in the Reservations chapter.

The loan card is divided into General Loan Information and the loan lines themselves

On the top bar, in the Related section, button

  • Dimension

    • After clicking, you will see a table for entering dimensions for a given reservation / loan

    • By default, the dimensions of the customer who is selected on the loan are transferred to the table. The user can change the dimensions

    • Pri fakturácii sa dimenzi přepřenosí do hlavičky faktury (standard function)

General Tab

Field:

  • No. (No.)

    • Loan No.

  • Order No.

    • The reservation number from which the loan is created. Interconnection through detailed items

  • License Plate (License Number)

    • License plate number of the selected car for rent

  • Renter Email

    • Empty by default

    • The user can enter the e-mail address to which the documents will be sent if the Send Documents function is used

    • This e-mail address is entered in the Send To field and is placed after the e-mail addresses that are automatically retrieved from the Printout Definition settings for the document

  • Contract Status

    • Values New, Released, Cancelled, Finished, Invoiced

  • Invoice Count

    • Displays the number of all issued documents of the Invoice type for the given loan number to date

    • By clicking on the number, the user displays a list of Sales Invoices

  • Posted Invoice Count

    • Displays the number number of all posted sales invoices for the circulation number

    • By clicking on the number, the user displays a list of Posted Sales Invoices

  • Monthly Rent

    • If NO

      • The system calculates rent per day (daily rental)

        • First invoicing: (Last day of the month of the business day set for the user – Rent from) x Rate per day

        • Next invoicing: (Last day of the month of the Business Day set for the user – Last Posting Date) x Rate per day

    • If YES

      • The system calculates the rent for the whole month, i.e.

        • First invoicing: (Last day of the month of the business day set for the user - Rent from) x (Rate month/30)

        • Other invoicing: (Last day of the month of the business day set for the user – Last Posting Date – the system determines how many months need to be invoiced) x Rate per month

If Monthly rent is NO, it is possible to change the rate per day in the Rate per day field in the loan lines.

If Monthly rent is YES, it is possible to change the rate per month in the Rate per month field in the loan lines.

Rent lines (4027408)

In the Manage section, there is a button:

  • Dimension

    • After clicking, you will see a table for entering dimensions for a given reservation / loan

    • By default, the dimensions of the selected vehicle and the dimensions from the booking / rental header from the Dimensions table are transferred to the table. The user can change the dimensions

    • When you update the dimensions on the booking/circulation header, the header dimensions in the dimension table on the booking/circulation row are also updated

    • Pri fakturácii sa dimenzi přepřenos do row faktury (standard function)

By default, the data from the reservation card will be copied if it exists

Field Description different from the booking card

  • Returned (Date)

    • Actual Vehicle Return Date

  • Returned (Time)

    • Time of actual return of the vehicle

  • Tariff [Day])

    • Non-editable field

  • Pricelist Tariff [Day])

    • Non-editable field

  • Mileage - Beginning

    • The value is added from the car card – another piece of information can be entered

    • when changing the km data manually, the given km will also be written on the vehicle card, and if the value of the financed object number is filled in on the vehicle, the message and function described in the Mileage Status field on the car rental car will be displayed

  • Mileage - End

    • The value is filled in automatically when writing to the acceptance protocol in the Returns section in the Odometer Status [Return] field

    • The user can change the value (note that the value is not written incorrectly to the forwarding protocol)

    • If the km data is changed, the given km will also be written on the vehicle card and if the value of the financed object number is filled in on the vehicle, a message and the function described in the Mileage Status field on the car rental car will be displayed

  • Mileage KM (Run Kilometers)

    • The system calculates the difference between the mileage at the beginning and at the end of the rental

    • non-editable field

  • Free Kilometers

    • Editable data

    • By default, it is pre-filled with the calculated value of free uninvoiced km as:

      • Number of rental days * free km per day from selected price list lines

    • When filling in the date in the Returned (Date) field, the system calculates the free km according to this date ** free km per day from the selected price list lines according to the number of rental days

    • The user can write

  • Posted Kilometers

    • Difference Between Free Kilometers and Mileage

    • non-editable field

  • Price per posted km

    • Price from the price list for mileage over the limit

    • non-editable field

  • Price per posted kms

    • Amount Calculated as Billed Mileage * Billed Mileage Price

  • Fuel (Fuels Amount)

    • Amount as a surcharge for unrefuelled fuel

    • if the protocol contains the tank level when the vehicle is taken over and the tank level is filled in when the vehicle is handed over, the value is calculated automatically based on the difference and the current fuel price in the Fuel Prices table

    • The user can insert or edit a value

  • Deposit For Rent

    • Informative value without function

    • By default, the value is downloaded according to the selected price list from the even field

    • The user can write the value

  • Billed km (Posted Kilometers)

    • Actual mileage charged at the end of the lease

    • Non-editable field

  • Rented Days

    • Actual Rental Days by Return Date

  • Total Rent Amount

    • Rental price calculated after returning the vehicle

  • Total Rent Amount Incl. VAT

    • Rental price total * VAT

User Tab

This tab contains information related to the use of the vehicle.

Field:

  • Foreign trip

    • after checking this box to YES, the Allowed Countries field will be editable.

  • Allowed Countries

    • Here, if foreign travel is permitted, the user can enter the countries to which the rental car is allowed.

  • Authorized User 1 to 4

    • Here, the user enters the persons authorized to drive the rented vehicle. If the tenant is a natural person, this person is inserted into User No. 1.

    • Lookup from customer contact personas        

  • Driver's License No. OU 1 to 4

    • To be filled in by the system after filling in the Authorized User

  • Passport number OU 1 to 4

    • The user fills in the passport number of the authorized user

  • Intermediary

    • Here, the user can select the person who mediated the deal from the suppliers' code lists.

  • Provider Name

    • after selecting the Provider number, its name will be filled in automatically.

Address tab

By default, the data from the reservation card will be copied if it exists

Delivery Address

  • Delivery Address

    • The default value of the field is blank

    • The field will be filled manually

    • The field is editable.          

  • Delivery City

    • The default value of the field is blank

    • The field will be filled manually

    • The field is editable

  • Delivery Postal Code

    • The default value of the field is blank. The field will be filled manually

    • The field is editable.

Pick-up Address

  • Pick-up Address

    • The default value of the field is blank

    • The field will be filled manually

    • The field is editable.

  • Pick up City

    • The default value of the field is blank

    • The field will be filled manually

    • The field is editable.

  • Pick-up Postal Code

    • The default value of the field is blank

    • The field will be filled manually

    • The field is editable.

Invoicing tab

By default, the data from the reservation card will be written, if it exists.

  • Payer No.

    • By default, the number of the selected tenant is filled in

    • The user can select the Payer No. from the customer code list Subsequently, all the data about the selected customer will be filled in.

  • Payer Name

    • It will be filled in automatically according to the selected payer number

  • Payer Address

    • It will be filled in automatically according to the selected payer number

  • Payer Address 2

    • Additional information to the address. It will be filled in automatically according to the selected payer number

  • Payer City

    • It will be filled in automatically according to the selected payer number

  • Payer Post Code

    • It will be filled in automatically according to the selected payer number

  • Customer Bussines Place No.

    • Field editable independently of reservation / loan status

    • When clicked, the user opens a list of the customer's Business Locations filtered to the value in the Bill-to No. field in the Invoicing tab

    • The user selects the customer's departure location if they want the value from this field to be populated in the Customer Bus field of the invoice. Place Code.

  • Customer Bussines Place Name

    • Non-editable field

    • The name of the customer's business location is entered into the field, according to the selected code in the Customer Business Place No. field

  • Payer Registration No.

    • Editable field

    • The value must be written manually by the user

    • Attention: currently, when changing the payer, the ID value is not deleted

  • Payer VAT Reg. No.

    • The value is filled in automatically after selecting the Payer No.

    • The value can be edited by the user

    • ATTENTION: there is no check for the correct format of the VAT number when editing       

  • Renting Cost Centre

    • The user can add the customer's cost center where the vehicle is to be rented

  • Return Cost Centre

    • The user can add the customer's cost center where the vehicle is to be returned

  • Invoicing Cost Centre

    • The user can add a cost center that will be listed on the invoice

  • General Bus. Posting Group (Gen. Bus. Posting Group)

    • here the user can select the general posting group rental, this group is automatically added from the customer card to the Invoicing tab.

  • Created By

    • Information about the user who created the reservation card

  • Last Modify By

    • Information about the user who last changed any of the data on the reservation card

  • Payment Method Code

    • here the user can choose the method of payment of the invoice, the data from the customer's card is automatically filled in the Invoicing tab.

Notes Tab

By default, the data from the reservation card will be copied if it exists

On the Notes tab, you can insert notes that will be printed on a sales invoice or on a rental agreement.

Functions on Rent Card

New option:

Choice Process:

  • Issue

    • The loan is issued through this item. After starting the function, the system checks the filling in of the data in the fields:

      • Delivery Address

      • Delivery City

      • Delivery Postal Code

    • If any of these fields is empty, the system will display the error message "Delivery address has not been filled in" and the loan will not be issued.

  • Detailed Entries

    • Displays a list of items filtered to the contract number

    • Detailed description in the chapter below

  • Car Rental Company Billing

  • Terminate Entire Lease

    • The lease is terminated, it is necessary to fill in the date and time of the end of the lease. For a detailed description see. Finish Rent

  • Cancel

    • A user can cancel a issued and registered loan if it has not been invoiced at least once.

      • If there is no posted sales invoice on the loan, the OC cancels the loan

      • If an unposted sales invoice is issued on the loan, the OC cancels the loan

      • If a posted invoice has already been issued for the loan, the OC will display the following message when attempting to cancel: "Cannot be cancelled. This loan has already been invoiced."

    • After selecting Cancel, the Status of the loan agreement changes to Canceled and can be found in the Loans-All tile

  • Terminate Line Lease

    • The function is not used.

Action Choice – Features:

  • Issue

    • For a description of the function, see. Process option

  • Terminate Entire Lease

    • The lease is terminated, it is necessary to fill in the date and time of the end of the lease.

  • Cancel

    • For a description, see. Process option

  • Terminate Line Lease

    • For a description, see. Process option

  • Create Invoice

    • For a description, see. New option

  • Create Fee

    • For a description, see. New option

Related option – borrowing:

  • Detailed Entries

    • Displays a list of items filtered to the contract number

  • Car Rental Company Billing

  • Handover Protocol

To choose a report:

Detailed Entries (API Det. Rent Contract Entry)

Detailed items are one of the means for managing, blocking and releasing vehicles for booking and renting and displaying the status of vehicle utilization. To block and release vehicles, the following flag is important:

  • If the vehicle is free on the vehicle card Returned = Yes (currently the field is hidden on the card)

  • Rent from date and time

  • Rental to date and time

Note: Even if the vehicle meets the conditions described above, the vehicle can still be blocked for rental and reservation by the flag on the vehicle card Vehicle temporarily unavailable = Yes.

The created detail item takes the car number, dates and times from the created line of the reservation/rental card.

Reservation new:

  • Enrollment Status = New

  • Detailed item is not being created

  • The vehicle remains free. On the vehicle card, the Returned By field = Yes

  • When the vehicle is occupied, the vehicle is visible in the list, it can be booked/rented

Cancelled reservation:

  • Registration Status = Cancel Reservation

  • Detailed item is not being created

Reservation Registered by the "Register" button

  • Enrollment Status = Issued

  • A Loan Entry (API Rent Contract Entry 4027411) is created

  • A Detailed Entry is created in Status = Reservation and Status = Active

  • There is no link to the loan

  • The vehicle is already blocked for another reservation or rental. On the vehicle card, the Returned By field = Yes

  • In the vehicle utilization, the vehicle is in the list with the status Reserved

A new loan without binding registration (there is no detailed item):

  • Loan Status = New

  • Loan item not created (API Rent Contract Entry 4027411)

  • Detailed Entry in Status = Reservation and Status = Active is not created

  • The vehicle remains free. On the vehicle card, the Returned By field = Yes

  • In vehicle utilization, the vehicle is in the list with status Unspecified

A new loan with binding registration for a reservation (there is an active detailed reservation item)

  • Loan Status = New

  • Vehicle is still blocking Detailed entry of the original reservation in status = Reservation and status = Active

  • The vehicle is already blocked for another reservation or rental. On the vehicle card, the Returned = No field

  • In the vehicle utilization, the vehicle is in the list with the status Reserved

New loan cancelled without binding registration

  • If you try to cancel the OC, it will display the message: "There is nothing to cancel, the loan has not yet been issued."

Loan Issued

  • Loan Status = Issued

  • A new Loan Entry (API Rent Contract Entry 4027411) is created

  • A new Detailed Loan Entry will be created with status = Rental and status = Active, which will take over the blocking of the car

  • Original blocking Detailed item with Status = Reservation sets Status = No

  • The vehicle is still blocked for another reservation, rental for a given time and time. If the user tries to issue a new reservation for such a car, the system will display a message and will not allow the car to be issued:

    image-20240626-124810.png

  • In the vehicle utilization, the vehicle is in the list with the status Rented and for the last day Available/Rented according to the return time

Loan issued cancelled with binding registration

  • Loan Status = Canceled

  • Vehicle is released Detailed Entry in Status = Cancel rent and Status = Active

  • The vehicle is unlocked for further reservation, rental. On the vehicle card, the Returned By field = Yes

  • In vehicle utilization, the vehicle is in the list with status Unspecified

Loan terminated

  • Loan Status = Done

  • A new Loan Entry (API Rent Contract Entry 4027411) is created

  • A new Detailed Circulation Entry is created in status = Closed status = Active

  • Original blocking Detailed item with Status = Lease is set Status = No

  • The vehicle is released for further reservation, rental

    • Please note that until this time, the vehicle is systemically blocked for further rental, even if it is available according to the date

  • In vehicle utilization, the vehicle is in the list with status Unspecified