To access the 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 Vehicle Tab.
The Vehicle Tab is the third tab within the rental agreement form. This form is generally used to view vehicle related data but also holds collection and delivery details. The following fields are held within the form:
Registration number: The registration number of the vehicle allocated to the agreement via the Allocation process. This field cannot be directly edited.
The vehicle variant description is displayed beneath this field following allocation.
Estimated?: A flag to denote if the date period for the rental agreement is estimated or precise (the default value is a tick to denote Estimated via a
and the drill down allocation form reflects this by putting an E at the end of the availability text. This advises users to take care when allocating the vehicle to future bookings until the return date and time are confirmed.
The flag is usually set at the Booking stage of the agreement.
If the brokerage off-hire facility is being utilised then de-selection of this tick denotes that the dates are precise and it is an automatic pick-up; in this case, the system displays the Off-hire form so that the vehicle can be automatically off-hired.
Offsite: Consists of two distinct fields. This is the offsite date and time for the vehicle rather than the start of rental rental invoicing period. The system holds two distinct sets of dates: the From and To dates (determined at the Booking stage) and the Offsite and Onsite dates. The latter two dates initially default from the From and To dates but may be changed to reflect if the vehicle actually leaves the depot/site earlier or later than the agreed hire period dates. In this way, the offsite/onsite times may be recorded (and the Offsite date recorded on the printed agreement) to assist in possible future disputes regarding speeding/parking fines, etc.
The drop-down-arrow button may be used to invoke a monthly diary form in order to assist in establishing alternative 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 appropriate date field. Tab or click with the mouse to move to the time field.
The second Offsite field displays the offsite start time. The system initially defaults-in the From time held within the Booking.
Onsite: Consists of two distinct fields. This is the vehicle return onsite date and time for the vehicle rather than the end of rental rental invoicing period. The system holds two distinct sets of dates: the From and To dates (determined at the Booking stage) and the Offsite and Onsite dates. The latter two dates initially default from the From and To dates but may be changed to reflect if the vehicle actually leaves the depot/site earlier or later than the agreed hire period dates. In this way, the offsite/onsite times may be recorded (and the Offsite date recorded on the printed agreement) to assist in possible future disputes regarding speeding/parking fines, etc.
The drop-down-arrow button may be used to invoke a monthly diary form in order to assist in establishing alternative 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 appropriate date field. Tab or click with the mouse to move to the time field.
The second Onsite field displays the onsite start time. The system initially defaults-in the To time held within the Booking.
Fridge Hour Details/No Fridge Details: This group box is empty (and displays No Fridge Hours if a hire group is selected to which fridge hours are not applicable. However, the group box is populated (and displays Fridge Hour Details) with a number of fields if a hire group is selected to which fridge hours are applicable. A number of free fridge hours may be allowable for particular hire groups prior to commencement of excess fridge hour charging. If so, the following fields are displayed:
Free per day: Displays the number of free fridge hours allowable per day; this value is set within the Free fridge hours/day field within the tariff rate table.
Max per week: Displays the maximum number of free fridge hours allowable per week; this value may act as a cap to the Free per day value (e.g. 2 free fridge hours allowed per day up to a maximum of 8 per week). This value is set within the Max free fridge hours/week field within the tariff rate table.
Total: The total number of free fridge hours per week (this is calculated using the hire period date range and multiplying this by the appropriate Free per day and Max per week values.
Start/end electrical: Two distinct field which display, firstly, the electrical fridge hour (i.e. when the vehicle is not being driven) odometer reading value at the beginning of the rental agreement and, secondly, the electrical fridge hour odometer reading value at the end of the rental agreement. One or both of these fields may be blank depending on the agreement status.
The Start field is populated via the Fridge electric hrs value entered at the Start Rental stage of the agreement. At this time the system prompts with the last known electric fridge hour value (held in the Vehicle Rental record (MK.drveh) in the Fridge electric hours field.) but this may be overriden with a greater value if required.
The end field is populated via the Fridge electric hrs value entered at the Finish Rental stage of the agreement. At this time the system prompts with the last known electric fridge hour value (held in the Vehicle Rental record (MK.drveh) in the Fridge electric hours field.) but this should be overriden with the accurate odometer value recorded at the vehicle's return.
Tip: The current electrical fridge hour odometer reading value is continually stored and updated (via the Start Rental and Finish Rental processes within the agreement) against the Rental Details Tab of the CRM vehicle Record within the Rental Details form (MK.drveh record) in the Fridge electric hours field.
Start/end diesel: Two distinct field which display, firstly, the diesel fridge hour (i.e. when the vehicle is being driven) odometer reading value at the beginning of the rental agreement and, secondly, the diesel fridge hour odometer reading value at the end of the rental agreement. One or both of these fields may be blank depending on the agreement status.
The Start field is populated via the Fridge diesel hrs value entered at the Start Rental stage of the agreement. At this time the system prompts with the last known diesel fridge hour value (held in the Vehicle Rental record (MK.drveh) in the Fridge diesel hours field.) but this may be overriden with a greater value if required.
The end field is populated via the Fridge Diesel hrs value entered at the Finish Rental stage of the agreement. At this time the system prompts with the last known diesel fridge hour value (held in the Rental Details Tab of the CRM vehicle Record within the Rental Details form (MK.drveh record) in the Fridge diesel hours field) but this should be overriden with the accurate odometer value recorded at the vehicle's return.
Tip: The current diesel fridge hour odometer reading value is continually stored and updated (via the Start Rental and Finish Rental processes within the agreement) against the Rental Details Tab of the CRM vehicle Record within the Rental Details form (MK.drveh record) in the Fridge diesel hours field.
Fridge hours rate: The cost charge per excess fridge hour. This value is set within the Fridge hours rate field within the tariff rate table.
Odometer - Out details: The odometer reading of the vehicle recorded at the start of the rental agreement using the Finish Rental form.
Fuel - Out details: The fuel reading of the vehicle recorded at the start of the rental agreement using the Start Rental form. This is recorded as a percentage of the tank and is held for reporting purposes only (e.g. this may be displayed on the printed rental agreement); no system calculations are performed on this data.
Damage - Out details: A textual description of any damage to the vehicle recorded at the start of the rental agreement using the Start Rental form. Many companies choose to default-in a value of See Checksheet as an Agreement default.
Odometer - Return details: The odometer reading of the vehicle recorded at the end of the rental agreement using the Finish Rental form.
Fuel - Return details: The fuel reading of the vehicle recorded at the end of the rental agreement using the Finish Rental form. This is recorded as a percentage of the tank and is held for reporting purposes only; no system calculations are performed on this data.
Damage - Return details: A textual description of any damage to the vehicle recorded at the end of the rental agreement using the Finish Rental form. Many companies choose to default-in a value of See Checksheet as an Agreement default.
Difference: The difference between the Odometer - Out details and Odometer - Return details values. This value may be used to determine an excess mileage calculation if the Free Miles/Day and Free Miles/Week function is utilised within the Tariff Rates form.
Free Mileage: Using the date range for the rental hire period and the Free Miles/Day / Free Miles/Week function within the Tariff Rates form the system calculates the number of free miles available to the agreement. This value may then be used to determine an excess mileage calculation.
Suspended: A checkbox which, if ticked, denotes that the selected agreement is suspended from invoicing (short term or LTI). This is typically used if there is a query on a particular invoice but the hire company wish to continue the long term invoicing of other agreements for this company. If ticked, the system displays the Contract Suspension form which enables entry of the date from which the agreement is to be suspended; this date is then held and displayed in the Suspend from field immediately to the right of this checkbox. When unticked the system unsuspends the agreement so that invoicing may be resumed. If the Credit on unsuspend field within the General 3 Tab of System Parameters is ticked then this results in the display of a Contract unsuspended form which displays the following prompt: Would you like to create suspension days for the period of suspension? -??/??/???? - ??/??/??? (where the asterisks denote the period of suspension). If the No command button is selected then the system performs a catch-up invoice then next time invoicing is run for this agreement; this captures and includes the suspended days within this invoice. If the Yes command button is selected then the system creates negative charge days within the Prices Tab of the agreement in order to credit the suspended days.
If the Credit on unsuspend field within the General 3 Tab of System Parameters is not ticked then, following unsuspension, the system performs a catch-up invoice then next time invoicing is run for this agreement; this captures and includes the suspended days within this invoice; it does not prompt to create credits for suspend days.
This function is dependent upon a number of system parameters:
The Invoice suspend type within the General 3 Tab of System Parameters accepts two values, namely S to denote suspension of both manual and LTI invoices and P to denote suspension of LTI only.
The Credit on unsuspend field within the General 3 Tab of System Parameters which, if ticked, when the agreement is unsuspended, results in the display of the Contract unsuspended form which displays the following prompt: Would you like to create suspension days for the period of suspension? -??/??/???? - ??/??/??? (where the asterisks denote the period of suspension). If the No command button is selected then the system performs a catch-up invoice then next time invoicing is run for this agreement; this captures and includes the suspended days within this invoice. If the Yes command button is selected then the system creates negative charge days within the Prices Tab of the agreement in order to credit the suspended days.
The Suspension field within the General 2 Tab of System Parameters which is used to hold the user-defined charge code that is to be generated (in the Prices Tab if the suspend period days are to be credited when the agreement is unsuspended e.g. SUSP.
Tip: When an agreement is suspended the system notifies the user each time the agreement is opened.
Note: It is useful if an Agreement Suspension report is written using the report writer in order to display which agreements are still currently suspended.
Suspend from: This field holds the Suspend from date value entered within the Contract Suspension form and is the date from which the agreement is suspended; this field cannot be edited.
Suspend to: This field holds the Suspend to date value entered within the Contract Suspension form and is the date from which the agreement is unsuspended; this field cannot be edited.
Vehicle Type: Relates to O Licence functionality. Displays one of the following values:
Value Description Own This is the default value for standard rental agreements. This value is displayed when a non-O Licence vehicle group is selected. Private If an O Licence required hire group is selected then immediately following selection of the hire group within the new Booking form the system prompts if the hire is a Private or Commercial hire. If Private is selected then the value is held and displayed in this field; the system does not then require O Licence validation. Commercial If an O Licence required hire group is selected then immediately following selection of the hire group within the new Booking form the system prompts if the hire is a Private or Commercial hire. If Commercial is selected then the value is held and displayed in this field; the system then validates that the necessary O Licence information is populated in the General 2 Tab of the CRM Company Record in the Rental Details form (MK.drcom record). Vehicle Tracking/No Vehicle Tracking:
Renewal date: When a customer has been flagged as Non-Corporate (this status is displayed in the form titlebar) the renewal date on the agreement is populated with the date that is 84 days after an agreement has been started for that customer. When an agreement has been accessed that is over 84 days old the user is warned of this fact but allowed to proceed. This field is not populated when the customer is flagged as Corporate.
Tip: This field is used in conjunction with the Corporate/Non-Corporate Customer field held in the General 2 Tab of the vehicle rental company record.
Deliver: A checkbox which, if ticked, denotes that delivery is required for the selected agreement. This is for memo purposes only. However, a delivery report can then be defined which references the value in this field.
Delivery Type: This field allows the delivery type to be selected and automatically populates the Prices Tab with the appropriate delivery charge. A number of delivery types may be set up e.g. Airport Delivery, Home Delivery, Business Delivery, etc (all requiring their own associated charges); each of these charges must be set up within the Charges Table in Miscellaneous Options. For these charges to be seen within the drop-down list box (accessed via the down-arrow) then the Delivery Type field must contain a D (Delivery type charge) code.
Note: This function is only enabled if the Multiple delivery charges field is ticked in the General 2 Tab within System Parameters.
Delivery Name: The full CRM/Marketing company/target name associated with the selected delivery address (if applicable). This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module). All of the delivery name and address fields are typically populated via the Postcode database search facility.
Address: The full five lines of CRM/Marketing company/target address associated with the selected delivery address. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Postcode: The CRM/Marketing company/target postcode associated with the selected delivery address. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Entry of a postcode starts the postcode daemon which displays all addresses relating to the selected postcode. The appropriate address should be selected from those displayed and this then automatically populates all delivery address fields.
Note: The delivery details entered here populate the location details held within the rental vehicle record (MK.drveh) in the More Details Tab. The location details are subsequently accessible (and editable) via the Rental Location Details icon within the Incident Details form.
Collect: A checkbox which, if ticked, denotes that collection is required for the selected agreement. This is for memo purposes only. However, a collection report can then be defined which references the value in this field.
Collection Type: This field allows the collection type to be selected and automatically populates the Prices Tab with the appropriate collection charge. A number of collection types may be set up e.g. Airport Collection, Home Collection, Business Collection, etc (all requiring their own associated charges); each of these charges must be set up within the Charges Table in Miscellaneous Options. For these charges to be seen within the drop-down list box (accessed via the down-arrow) then the Collection Type field must contain a C (Collection type charge) code.
Collection Name: The full CRM/Marketing company/target name associated with the selected collection address (if applicable). This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module). All of the collection name and address fields are typically populated via the Postcode database search facility.
Address: The full five lines of CRM/Marketing company/target address associated with the selected collection address. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Postcode: The CRM/Marketing company/target postcode associated with the selected collection address. This field can be edited (any edits are for the purposes of the current agreement and are not saved back to the CRM/Marketing module).
Entry of a postcode starts the postcode daemon which displays all addresses relating to the selected postcode. The appropriate address should be selected from those displayed and this then automatically populates all collection address fields.
