To access the External Vehicle Tab:
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 Rental Agreement form is displayed; the General Tab is the default tab on accessing the form.
Select the External Vehicle Tab.
The External Vehicle Tab is the ninth tab within the rental agreement form. This form is used to review (only) external brokerage vehicle details; these vehicles are not held within the CRM module as with the standard vehicle rental functionality. All the external vehicle data is entered (and subsequently modified if necessary) via the External Vehicle Details form held in the Agreement menu. The following fields are held within the form:
Third Party agree no: The rental agreement number supplied by the third party broker. For broker rental business a rental agreement is created for your customer and then a third party is sourced from which to hire-in the required customer vehicle. The third party creates their own rental agreement and quotes or faxes the agreement details (including the agreement number) so that the details may be input into your own agreement.
Registration number: The registration number of the vehicle supplied by the third party supplier. This may not always be known at the start of the agreement.
Driver Name: The customer driver name. This is a free format field and may be manually entered. This can be used as an alternative to selecting a structured driver record within the Drivers Tab.
Vehicle Colour: If known this may be entered to assist in identification of the vehicle.
Engine CC: Manually entered data. This is simply for information so that it may assist in advising the driver of the vehicle's engine capacity.
Fuel Type: Manually entered data. This is simply for information so that it may assist in advising the driver of the fuel type to be entered into the vehicle.
CO2: Manually entered data. This is simply for information so that it may assist in providing the correct P11D information.
Target Magic Number:
Off Hire Reference: The rental off-hire number supplied by the third party broker. For broker rental business a rental agreement is created for your customer and then a third party is sourced from which to hire-in the required customer vehicle. The third party creates their own rental agreement and quotes the off-hire number when the vehicle is off-hired so that the details may be input into your own agreement.
Off Hire date: The rental off-hire date for when the vehicle is off-hired with the third party supplier.
Vehicle Description: The full vehicle variant description (or as much of it as is known).
Vehicle Price: The vehicle list price (for P11D reporting purposes).
Registered Date: The registered date of the vehicle.
PO Number: When an external vehicle is created the system automatically generates a basic purchase order record for that hire within the Purchasing option. The unique sequential purchase order number is displayed here.
Start Rental: The system defaults-in the From date of the rental agreement for the customer (initially entered via the Booking form).
End Rental: The system defaults-in the To date of the rental agreement for the customer (initially entered via the Booking form).
Company Name: The company name of the customer associated with the currently selected rental agreement. This value defaults-in from the agreement.
Supplier MK Number: The unique sequential CRM record number for the third party supplier allocated against the agreement via the Allocation process.
PL Account: The purchase ledger account associated with the supplier CRM record and used for posting supplier invoices to.
External Hire Notes: Free format notes (Up to 10 lines of 50 characters) that may be entered (via the External Vehicle Details form held in the Agreement menu) for the external vehicle hire.
