If the agreement status is currently set to On-hire then the menu option (and icon) Finish Rental is available and enabled because this is the next logical process to be carried out in the maintenance agreement. If selected, the Finish Rental form is displayed; this enables a number of details (some mandatory and some for memo purposes only) to be completed prior to finishing the agreement.
Note: If the Off Hire Used flag is ticked within the Supplier/Misc Tab in System Parameters then the agreement status must be H (to denote off-hired) before the Workshop agreement can be finished.
To Finish a maintenance agreement:
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.
Locate the required agreement using the appropriate selection criteria and select the Open command button.
The Maintenance Agreement form is displayed.
Select the 
icon or, alternatively, the Finish Rental option from the
Agreement menu.
The Finish Rental form is displayed.
This form is divided into three parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
The Finish Rental dialogue box contains the following fields:
Registration: Displays the registration number of the vehicle selected at the Allocation stage; this field id displayed for information purposes and cannot be edited within this form. The full vehicle description is also displayed immediately to the right of this field.
Offsite: Consists of two distinct fields. This is the offsite date and time for the vehicle rather than the start of maintenance agreement 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 maintenance 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 second Offsite field displays the offsite start time. The system initially defaults-in the From time held within the Booking.
The Offsite data is historical data and as such this field cannot be edited.
Onsite: Consists of two distinct fields. This is the vehicle return onsite date and time for the vehicle rather than the end of maintenance agreement 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 maintenance 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
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.
Tip: If the Use current date/time checkbox is ticked within the General 4 Tab within System Parameters then the system overrides any existing values and populates both the Onsite date and time with the current date and time.
The second Onsite field displays the onsite start time. The system initially defaults-in the To time held within the Booking.
Odometer: The In odometer reading is required, thus setting the reading for the end of the hire. The system will insist that the odometer reading is greater than or equal to that already recorded at the start of the maintenance agreement.
Tip: The system does not display the odometer reading at the end of rental automatically because it may be tempting for an operator to simply accept the reading at face value without the odometer reading being truly verified. However, on tabbing or clicking into the field, the last recorded odometer reading is displayed in the status bar at the bottom of the form.
Warning: If an odometer value is entered that is lower than the start of agreement reading then the system prompts Please confirm this mileage by entering it again. If the same odometer value is entered again then the vehicle associated with the agreement retains the new updated odometer reading. The system then prompts Has there been an odometer change?. If the Yes command button is selected then the system assumes that the odometer has been replaced on the vehicle and prompts for the Final odometer reading for odo that is being replaced. This value should be entered and the OK command button selected.
Fuel: The fuel tank status at the end of the hire; this field is used for memo purposes only (and may be selected to be printed on the agreement format). No fuel charge calculations are performed on this value. A code setting in the Method of logging fuel field within the General 2 Tab within System Parameters govern whether fuel readings are made in Litres, Gallons or Percentage of tank (the typical default setting is Percentage of tank.
Damage: Enables input of a brief record (up to fifty characters) of any damage to the vehicle during the maintenance period. Rental companies often enter a value of See Checksheet within this field and in fact it is often set up within the Default agreement record so that the field is automatically populated. Damage recorded here is stored on the Marketing vehicle record for reference next time this vehicle is allocated to a rental agreement.
Note: The following two fields are only displayed if a Tariff Rate is selected which contains values in the Fridge hours rate, Free fridge hours/day and Max free fridge hours/week fields.
Fridge diesel hours The system prompts for the return diesel fridge hours value.
Tip: The system does not display the end rental diesel fridge hour reading automatically because it may be tempting for an operator to simply accept the reading at face value without the odometer reading being truly verified. However, on tabbing or clicking into the field, the last recorded fridge diesel hours odometer reading is displayed in the status bar at the bottom of the form (this is taken from the Vehicle Rental record (MK.drveh) in the Fridge diesel hours field).
Fridge electric hrs The system prompts for the return electric fridge hours value.
Tip: The system does not display the end rental electrical fridge hour reading automatically because it may be tempting for an operator to simply accept the reading at face value without the odometer reading being truly verified. However, on tabbing or clicking into the field, the last recorded fridge electric hours odometer reading is displayed in the status bar at the bottom of the form (this is taken from the Vehicle Rental record (MK.drveh) in the Fridge electric hours field).
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 Vehicle Rental record (MK.drveh) in the Fridge electric hours field. Both values are stored and used with the fields contained in the Tariff Rate table to calculate an excess fridge hours charge if applicable.
COMMAND BUTTONS:
OK: Confirms the data that is entered and returns the new or edited data to the appropriate fields within the agreement and Rental Vehicle record (MK.drveh). The agreement is now at a Returned status. The system may then prompt with the Update the charge-to date details with the on-site details pop-up form. What the system is trying to say in its own peculiar way is that the vehicle return date and time is different to the original maintenance period return date defined at the booking stage and should it now update the To date with the new Onsite date and time. Select the appropriate Yes or No command button.
Cancel: Returns to the Maintenance Agreement form without finishing the agreement and abandoning any data amendments. The agreement remains at its previous On hire status.
Help: Provides online access to context sensitive help for the current application using the default browser.
