If the agreement status is currently set to On-Hire then the Returns menu option is available and enabled because a vehicle swap is one of a number of next possible processes that may be carried out in the agreement. Once the vehicle is on-hire the registration number may no longer be unallocated from the agreement; if the vehicle breaks down or is found to be unfit for purpose then it must be returned and an alternative vehicle swapped out for it. The Returns form allows the details of a vehicle return (carried out via the Swap Vehicle process) to be viewed and edited.
Tip: Following the vehicle swap, the details of the returned vehicle (such as the return date and odometer reading) are provisional and may be amended utilising the Apply command button.
To view or confirm the vehicle return details:
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 Returns option from the Agreement menu.
The Vehicle Returns 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 Vehicle Returns dialogue box contains the following fields:
Registration: Displays the registration number of the vehicle that has been returned; this field is displayed for information purposes and cannot be edited within this form.
Out date: Consists of two distinct fields. This is the start date and time for the rental invoicing period; this field is displayed for information purposes and cannot be edited within this form.
The second Out date field displays the start time for the rental invoicing period; this field is displayed for information purposes and cannot be edited within this form.
Return date: The return date of the swapped vehicle. This date is automatically entered within the Swap Vehicle process. It may be edited and saved using the Apply button.
The second Return date field displays the return start time. This time is automatically entered within the Swap Vehicle process. It may be edited and saved using the Apply button.
Out - Mileage: The Out odometer reading at the start of the hire; this field is displayed for information purposes and cannot be edited within this form.
Out - Fuel: The fuel tank status at the start of the hire; this field is displayed for information purposes and cannot be edited within this form.
Out - Damage: Damage to the vehicle at the start of the hire; this field is displayed for information purposes and cannot be edited within this form.
Back - Mileage: The odometer reading taken at the time the vehicle was returned via the Swap Vehicle process. This field may be edited and saved using the Apply button.
Back - Fuel: The fuel tank status taken at the time the vehicle was returned via the Swap Vehicle process. This field may be edited and saved using the Apply button.
Back - Damage: Damage to the vehicle recorded at the time the vehicle was returned via the Swap Vehicle process. This field may be edited and saved using the Apply button.
Difference: The difference between the Out - Mileage and Back - Mileage; this information is held so that it can be used for reporting purposes on the agreement i.e. the mileage travelled on the original vehicle within the agreement may be added to the mileage travelled on the swap vehicle.
Tip: If the system is set up to calculate excess mileage for particular hire group/tariff combinations then the value held in here (for the original vehicle on the agreement) is also added to the odometer distance calculation of the replacement vehicle so that a total excess distance value is calculated.
COMMAND BUTTONS:
Apply: Applies and saves data amendments that have been made to any of the editable fields within the form
OK: Returns to the Agreement form.
Cancel: Returns to the Agreement form abandoning any data amendments.
Help: Provides online access to context sensitive help for the current application using the default browser.
