The primary reason for using form is to locate and retrieve an existing booking or agreement by way of selecting one or more of the available selection criteria fields.
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the 
icon.
The Open Agreement form is displayed.
The Open Agreement form is displayed when the Reservations option
is selected from the VEHICLE RENTALS menu by selecting the
icon.
This form is divided into four parts that are as follows:
In addition to displaying the form name the Title Bar displays a number of other useful identification criteria and buttons.
The Open Agreement dialogue box contains a number of group boxes displaying the following information:
Agreement: If the required agreement number is known then it may be entered manually in this field and the Open command button selected; the agreement is then opened.
If an agreement is highlighted in the Search Results Grid below then the agreement number is also displayed in this field enabling it to be opened in the same way.
Search criteria Group Box:
Displays a number of selection criteria fields which may be used on their own or in conjunction with each other in order to locate the required agreement(s).
Hire group: A search can be performed for all agreements that contain a vehicle that belongs to a particular hire group. The drop-down-arrow button displays all currently available hire groups (set up using the Hire group table within Miscellaneous Options.
Tariff type: A search can be performed for all agreements that use a particular tariff type. The drop-down-arrow button displays all currently available tariff types (set up using the Tariff type table within Miscellaneous Options.
Agreement status: The agreement may be searched for dependent upon what is believed to be its current status e.g. whether it is simply a booking (B status) or whether it is currently out on hire (O status). The agreement status codes are as follows:
B Booking
A Allocated
O On-Hire
H Off-Hired (***)
R Returned
C Closed
***: The off-hire facility may be switched on or off via the Off-hire used and Off-hire brokerages flags in the Supplier/Misc Tab within System Parameters.
Location out: A search can be performed for all agreements that are rented out from a particular location (if applicable); vehicle rental companies may have a number of valid locations/depots from where vehicles are hired. The drop-down-arrow button displays all currently valid locations (set up using the Locations table within Miscellaneous Options.
Driver name: A search can be performed for all agreements that hold a particular driver (if applicable). This field is not case sensitive and a search can be carried out on a forename or surname e.g. if trying to locate an agreement containing the driver Edwyn Collins then, for example, either Edwyn or collins may be entered in this field.
Tip: The search is actually carried out on the Driver Name column in the driver's grid within the Drivers Tab of the agreement.
Registration number: A search may be carried out against the registration number of the vehicle allocated against the agreement (this can obviously only be carried out on agreements with a status of A onwards (and cannot be used for bookings (status B). This is a wild card type search field; a partial registration number may be entered provided the remaining ??? characters are kept intact e.g. VK03???.
Name Contains: A search can be performed for all agreements containing a particular customer name. This field is not case sensitive. e.g. if trying to locate an agreement containing the customer Freeport Engineering then either a partial string of free or Free may be entered in this field and be equally successful.
Tip: The search is actually carried out on the CRM/Marketing company Name field within the General Tab of the agreement.
Date Out: The start date for the rental (invoicing) period (not the Offsite date). The
button may be used to invoke a monthly diary form in order to assist in establishing the required date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the date field.
Return date: The finish date for the rental (invoicing) period (not the Onsite date). The
Invoiceable: This field is utilised for locating agreements that may have been closed and not invoiced. To do this, the Agreement status criteria field is set to R (Returned) and the Invoiceable flag is ticked. The Invoiceable flag actually searches down the Quantity column within the Prices Tab of the agreement; if any tariff or charge row is populated with a quantity greater than zero then the agreement is deemed to be invoiceable.
Archived file: This field is utilised for locating agreements that may have been archived away to another area of the system. There is a Delete Closed Agreements option within Miscellaneous Options that archives old agreements with a status of R and C after a given number of days (the number of days is defined by the Days before archiving field in the General 3 Tab of System Parameters).
Once the archived agreement is retrieved it is displayed in review mode only; however, there is an option within the agreement menu to Unarchive agreement.
COMMAND BUTTONS:
Forwards: Displays agreements meeting the selection criteria in date order with the oldest Out date (and time) first.
Backwards: Displays agreements meeting the selection criteria in date order with the the most recent Out date (and time) first.
Reset: Initialises the current selection criteria so that alternative values may be selected.
Open: Opens the currently highlighted agreement (alternatively, the agreement may just be double-clicked).
Cancel: Returns you to the Reservations form.
Help:Displays online context-sensitive help for the current form using the default browser.
Search Results Grid:
All agreements meeting the Selection criteria are displayed within this grid.
The following fields are displayed for summary purposes:
T: The tariff type code for the agreement.
G: The hire group code for the agreement.
Reg'n: The registration number of the vehicle allocated to the agreement (if applicable).
Out date: The invoicing start date.
Time: The invoicing start time.
Out date: The invoicing finish date.
Time: The invoicing finish time.
S: The current agreement status e.g. B (Booking), O (On Hire), etc.
Lcn: The Out Location of the vehicle on the agreement (i.e. which depot the vehicle is rented from).
Invoice Name / Ref: The CRM/Marketing company Name field within the General Tab of the agreement.
Agree: The agreement number.
Driver name: The Driver Name contained in the column in the driver's grid within the Drivers Tab of the agreement.
Tip: A double-click of any agreement displayed within the grid opens that agreement so that it may be viewed or edited.
Note: The vertical scroll bar may be used to view more records that cannot be displayed on the initial form.