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. 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 than the standard Vehicle Swap process. 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.
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 via the
button.
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.
COMMAND BUTTONS:
OK: Once the return details of the original vehicle have been entered then this command button is selected. This results in the display of the External Vehicle Details form to facilitate entry of the new vehicle details. The new vehicle details now populate the External Vehicle Tab. Selection of the External Vehicle option from the Agreement menu now displays the External Vehicle Selection form (instead of simply the External Vehicle Details form) which displays the On-hire/Off-hire details of all the vehicles that have been used within the agreement. Selection of any vehicle row from within this grid results in the display of the External Vehicle Details form as normal.
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.
