If the agreement status is currently set to On-Hire then the Swap Vehicle 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. Any swap details entered may then be reviewed or edited within the Returns form (accessed via the Agreement menu).
Note: The Swap Vehicle form is displayed slightly differently in the case of external brokered vehicles. Only those details for the Current Vehicle area of the form are displayed; once entered, the External Vehicle Details form is displayed to facilitate entry of the new vehicle details.
Tip: If the system is set-up to perform an automatic excess mileage calculation during the Finish Rental function then the system looks to the details of the original vehicle on the agreement; if the Difference field is populated in the Returns form (accessed via the Agreement menu) then the system prompts for whether the original vehicle mileage is to be included in the excess mileage calculation.
To swap a vehicle:
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 Swap Vehicle option from the Tools menu.
The Swap Vehicle 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 Swap Vehicle 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.
Returned: The return date of the swapped vehicle. This date is automatically populated with today's date; however, this may be edited and saved.
The second Returned field displays the return start time. This time is automatically populated with the current time; however, this may be edited and saved.
Odometer in: The odometer reading taken at the time the vehicle is returned. This field may be edited and saved within the Returns form.
Fuel in: The fuel tank status taken at the time the vehicle is returned. This field may be edited and saved within the Returns form.
Damage: Damage to the vehicle recorded at the time the vehicle is returned. This field may be edited and saved within the Returns form.
Vehicle group: The system defaults-in the same vehicle groups as the vehicle that is being returned thus allowing a search for an alternative vehicle from the same group. However, if the search for a vehicle within the correct group is unsuccessful then it is possible to elect to upgrade the customer to a vehicle in another group.
If this situation arises then an alternative hire group selected by either keying the hire group code directly within this field or using the
search function to select an alternative Hire group. Immediately following selection of the OK command button to complete the vehicle swap the system identifies that the vehicle selected is from a group other than the one selected for the initial booking. A Vehicle Upgrade form is displayed prompting Do you wish to update prices?. One of the following alternative command buttons should be selected:
Yes: Upgrades the agreement to the new hire group/tariff combination and uses the new tariff rates associated with this combination.
No: Upgrades the agreement to the new hire group/tariff combination and uses the tariff rates associated with the original hire group/tariff combination.
Cancel: Returns to the Swap Vehicle form so that an alternative selection may be made.
If the tariff type code applicable to the original group is also available for the newly selected group then it is automatically applied to the new group. However, if the tariff type code is not present against the newly selected group then the contents of the tariff type field is removed and an alternative tariff code needs to be selected. The
Tariff type: Utilised to assist in the Vehicle Upgrade process described above.
Registration: If known, the registration number of the vehicle may be keyed directly into the field; alternatively, if the registration number is not known, selection of the
A double-left-click of the vehicle required within the Allocation Summary form returns the registration number to the Swap Vehicle form with the registration number of the selected vehicle showing in the appropriate field.
If the selected vehicle is already booked for the period in question, then an an option pop-up form is displayed with the following two options available:
Dbl book: Sometimes, when a vehicle is selected for a hire it may prove unsuitable because of previously arranged bookings or services. If the hire lasts for some time it may clash with vehicle service or inspection dates for example. If this occurs then the system prompts that this hire clashes with another and may enable a double-booking. Provided the user has a high enough priority then the vehicle can be double booked. The priority level for double-bookings is set against the Double book a vehicle field held within the Priorities Tab within System Parameters. There is also a checkbox immediately next to this field which enables the user (provided they have the previous priority level) to override bookings for services and MOTs.
Re-enter: Returns to the Allocate Vehicle/Supplier form so that an alternative registration number may be selected.
Odometer out: The Out odometer reading is for the replacement vehicle is required, thus setting the reading for the continuation of the hire. The system insists that the odometer reading is greater than or equal to that already recorded at the end of the last rental.
Tip: The system does not display the last recorded odometer 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 odometer reading is displayed in the status bar at the bottom of the form.
Fuel out: The fuel tank status of the replacement vehicle; 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 out: Enables input of a brief record (up to fifty characters) of any damage to the replacement vehicle prior to when the hire starts. 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.
COMMAND BUTTONS:
OK: Confirms the replacement vehicle registration that is entered and returns the new or edited data to the Vehicle Tab accordingly. The prices are updated or not dependent upon the command button selected.
Cancel: Returns to the Agreement form without swapping the vehicle on the agreement.
Help: Provides online access to context sensitive help for the current application using the default browser.
