See also Loan Vehicle Diary in connection with Loan vehicle bookings.
Loan vehicle bookings are handled through the Loan vehicle diary option in Point-of-Sale from the Loan vehicles icon 
. A customer and vehicle need to be loaded on to a WIP before any bookings can be made. It is from here that you can add charges to the WIP for insurance and fuel costs that are incurred by the Dealership. Loan vehicle agreements are also printed for the customer to sign.
In the Loan Vehicle Diary you can also book out demonstrator vehicles the same way as booking out a Loan car. This may be useful when the Dealership has over-booked on Loan vehicles and needs to supply the customer with a Loan car and charge for it.
The loan vehicle diary is also accessed from the Loan vehicles icon in the Bodyshop estimating module and from within Workshop loading on the Load form, but in Display mode only.
Note: If Workshop loading is being used and you are booking a Loan vehicle, booking it through the workshop loading icon 
, will link your Loan vehicle booking date to the Workshop Loading date.
What do you want to do?
Amend a Loan car booking with or without Workshop Loading, including re-scheduling and cancelling
Tip: You can start a Loan car booking if the vehicle has been added to a WIP that has already been checked in. It can also be started from the Loan Vehicle Diary outside of a WIP.
Return a Loan car booking with Workshop Loading Check/out
Tip: You can return a loan vehicle booking without going through the check-out process by loading up the WIP and selecting the Loan vehicles icon. The Courtesy car (Return) form will be displayed for you to complete. Any costs set up will be added to the WIP as normal.
Loan vehicle bookings are handled through the Loan vehicle diary option in Point-of-Sale from the Loan vehicles icon .
Menu Bar and Toolbar:
| Menu | Icon | Description |
|---|---|---|
| File > Print |  |
Prints the Loan Car Start and Return Agreements displaying the costs and driver details. |
| File > Save |  |
Enables you to Save the Loan car booking when created by the user. |
| File > Start | |
Enables you to Start the loan car booking. |
| File > Return | |
Enables you to Return the loan car booking. |
| File > Cancel Booking |  |
Enables you to cancel the loan car booking. |
| File > Re-schedule |  |
Enables you to re-schedule the original loan car booking. |
| File > Switch Vehicle |  |
Enables you to switch the loan car booking.(If installed) |
| Driver > Driver |  |
Opens the Driver Details form. |
| Help > Help |  |
Displays help on the current application using the default browser. |
The loan car registration and description are displayed on the form, including the costs that relate to the vehicle loaned out to the customer.
Start group:
The start group displays the booked start dates and times made for the loan car booking.
Date out: Expected start date of the booking
Time out: Expected start time of the booking
Note: Expected Time out is set by the Loan start time parameter in CRM User access control, on the Loan vehicle tab. These fields are editable so you can amend them when necessary.
Date due: Expected return date of the booking
Note: For Bodyshops only. The loan car loan duration (Date due) is calculated by the number of hours on the WIP and then divided by the number of hours in the day. The default for one day is 5hrs for Bodyshops. The calculation also rounds up, so if this is not a complete day, for example, 3.5 days will become 4 Days booked. The Date due loan duration is system generated and can still be overwritten by the operator.
Time due: Expected return time of the booking
Note: The expected Time due is set by the End hour parameter in WL system Parameters.
Mileage out: Mileage for the start of the booking
Time started: Actual start time of the booking
Out Branch: Branch the vehicle will start from
No CDW: Check this field if the customer declines the car damage waiver.
Cancelled: Date the booking was deleted
Cancelled by: User who deleted the booking
Note: Only displayed when a user accesses a booking that has been cancelled.
Fuel gauge group:
The fuel charge is worked out based on the tank capacity of the vehicle and the difference between the fuel out and the fuel in, this will then calculate the cost of fuel used from the Fuel types set up in Point-of-Sale and add a Fuel charge cost to the WIP.
Out: Fuel quantity set correctly by the user when the vehicle is booked out, this can be done by using your mouse or up and down arrow keys when starting a booking
In: Fuel quantity set by the user when the vehicle has been returned
Note: The Print icon will become available when the Out and In fuel quantity is set when Starting or Returning a loan vehicle booking.
Return group:
Date in: Actual date the vehicle was returned on
Time in: Actual time the vehicle was returned on
Mileage in: Return mileage of the vehicle
In Branch: Branch the vehicle will return to
Charges group:
Displays the charges that relate to the vehicle that is being loaned out to the customer. The loan vehicle charges are all set up in Vehicle group fees in CRM. The costs will be added to the WIP using the RTS codes setup in the System parameters in CRM on the Loan vehicle - 2 tab.
Customer fee: The customer daily fee for the vehicle per day. The fee will depend on the Courtesy car group that is set on the customer record.
When allocating a loan vehicle which has a courtesy group code equal or lower than the customers, they will not be charged a customer fee. If the vehicle group is higher than the customers group they will be charged the difference between the courtesy car groups.
Note: If the customer has no courtesy car group set up they will be charged the normal cost of the vehicle.
The Courtesy car groups need to be setup and validated on the customer record before they can be used. The courtesy car groups are set up in the Loan vehicle groups in CRM.
Insurance CDW: Insurance car damage waiver per day
Insurance excess: Insurance Policy excess. The Insurance excess may be a lower or higher charge depending on whether the customer declines the CDW daily charge which is displayed on the Courtesy car booking form.
Daily mileage: Daily mileage allowance. A mileage excess can be set by the user to control the mileage that a customer covers in the courtesy car they have loaned, if the vehicle covers more miles than the daily mileage set a mileage excess cost will be added to the WIP.
To be invoiced group:
These are the charges that will be transferred to the WIP in Point-of-Sale.
Administration: Customer administration fee per day
Insurance: Insurance CDW total
Damage excess: If any damage is recorded when the vehicle returns, the insurance excess will be charged to the customer.
Mileage excess: Mileage excess charge covered by the customer
Total: Total charges to be invoiced to the customer
Note: For the charges to be transferred to a WIP in Point-of-Sale you need to have the RTS codes setup in System parameters in CRM on the Loan vehicle - 2 tab.
Tip: (If installed) The Loan vehicle costs transferred to the WIP can be set up to automatically complete the lines if the POS System parameters Other Details tab Auto complete RTS code is switched on.
Damage group:
This enables you to record any damage to the vehicle which will be added to the Damage excess costs to be invoiced to the customer. To record any damage to the vehicle select the field under the Area header to open the Vehicle Damage Assessment form.
Area: Area that has been damaged on the vehicle
Condition: Condition of the damage
Notes: You can record extra notes relating to the damage on the vehicle.
Vehicle damaged during this loan?: If damage is recorded and added to the vehicle damage assessment form by the user, this check-box is selected to indicate that.
Warning: Damage must be added before Printing a Loan vehicle agreement when Starting or Returning a loan vehicle booking to be able to invoice damage costs to the customer.
The Loan vehicle Start and Return agreements need to be set up in System parameters in CRM on the Loan vehicle - 2 tab in the Loan agreements formats group.
The Loan car agreement printer must be set up in the user's terminal details to enable the user to print out the Start and Return agreements for the customer to sign.
Warning: Damage must be added before Printing a Loan vehicle agreement when Starting or Returning a loan vehicle booking to be able to invoice damage costs to the customer.
Note: An ADP Standard KLS or KLR format will be sent to the Loan car agreement printer set up in your terminal details.
You can access the Loan vehicle diary at any time from Point-of-Sale without a customer loaded to view bookings or availability of loan vehicles by selecting the Loan vehicles icon from the toolbar.
To create a loan car booking with Workshop Loading
This can be done one of two ways:
Create a WIP with a customer and vehicle in Point-of-Sale and select the Courtesy car check box on the Workshop / Bodyshop tab.
Click the Workshop loading icon to open the Workshop Launch Control form and select the Load button to open the Loan vehicle diary.
Tip: The Customer name and Courtesy car group are displayed in the Title bar of the Loan Vehicle Diary form when making a booking for that customer.
By default the Loan Vehicle Diary supplies today's date and displays all vehicles with the vehicle type of Courtesy which is set in the System parameters in CRM on the Loan vehicle - 2 tab for Point-of-Sale users.
Tip: You can set the Loan Vehicle Diary to display a Daily, Weekly or Monthly view by setting the Default loan diary view in CRM User access control, on the Loan vehicle tab.
Note: If any existing Loan vehicle bookings have been made for this customer then they will be displayed at the bottom of this form in the Loan car bookings grid. Double-click any of these bookings to check the booking details of the vehicle. The Key will provide the user of the status of any loan vehicle displayed in the diary.
From the Weekly view select the vehicle required by clicking the required day slot in the diary grid. This displays the Courtesy car booking form. Enter the start date and time, the return date and time of the booking to be made for the customer. If you have the driver details select the Driver icon to open the Driver Details form and enter the driver details.
Alternatively from the Weekly view click the column header for the required date and select the vehicle at the appropriate time in the Daily grid.
Note: When selecting a day from the Weekly view the dates and times are supplied from User access control, on the Loan vehicle tab called Non daily view loan length and the Loan start time.
Click the Save icon to Create the booking. This displays the Load form in Workshop loading to show the date the vehicle has been booked for. Select the date header from the Load form and load the tasks on the WIP into the Day form. Click the Save button to return to Point-of-Sale and click the Save icon to make the booking.
Note: This will also update the Jobs form in Workshop Loading.
Tip: To check if a loan car has been booked for a customer, load the WIP into Point-of-Sale and then check to see if the Loan vehicle booked: description is on the WIP underneath the Product field with the registration number of the loan car. To display a Loan car booking when in a WIP click the Loan vehicles icon to open the Courtesy car booking form to display the booking details.
Note: If the Courtesy car groups are being used then a different description text will be displayed when booking a Loan vehicle, The courtesy car group that the customer is entitled to is displayed on the WIP and Loan vehicle booked will be displayed next. This does not mean that this car group has been booked, only that a vehicle has been booked.
Clicking the Save icon creates an entry in the Loan vehicle Diary grid against the vehicle you have booked in the colour of Yellow for Approved.
Or (If installed):
Create a WIP with a customer and vehicle in Point-of-Sale and select the Workshop loading button to open the Workshop Launch Control form and select the Load button.
On the Load form right-click the date header that you require and select any of the menu options that offer you a car when loading work.
The work is loaded to a technician(s) and the loan vehicle booked. The technician who the work was booked against and the loan vehicle registration number are displayed.
Save the WIP to confirm the work and loan vehicle booking.
Note: This Quick booking option will only book a loan car for one day. A message is displayed enabling you to continue with the booking or cancel it. If it's required for any longer then book the loan car as normal through the Loan vehicle diary.
To amend an existing Loan car booking:
Load the WIP with the Loan vehicle booking that needs amending in Point-of-Sale. Click the Loan vehicles button to open the Courtesy car booking form.
The following changes can be made:
To cancel the booking, select Cancel booking from the File menu or click the toolbar icon.
Note: A Warning message is displayed to confirm cancelling the booking.
To re-schedule the booking, select Re-schedule from the File menu or click the toolbar icon.
The Date out and time, Date due and time will become editable to enable you to Re-schedule the booking. Click the Save icon to update the new booking dates in the Loan vehicle Diary.
Note: The Driver details are also available to update.
To start a loan car booking with Workshop Loading:
Tip: You can start a Loan vehicle booking if the vehicle has been added to a WIP that has already been checked in by loading up the WIP or selecting it in the Loan vehicle diary.
Load up the customer's WIP in Point-of-Sale. Click the Workshop loading 
button to open the Launch control form and click the Check In / Out button.
Select the option Take possesion of vehicle from the Check In/Out form, enter the customer's vehicle mileage if known and click OK. The Courtesy car booking form will be displayed ready to Start the booking.
Amend the start mileage of the loan vehicle if necessary. T the Time started will be supplied as the actual time you went to start the booking and amend the Out branch if different. The No CDW field can be checked if the customer declines the car damage waiver which will increase the Insurance excess.
Set the Fuel quantity on the fuel gauge by clicking the Out field. Add any Damage found when checking the vehicle over if it has not already been recorded by clicking in the Area field, which will open the Vehicle Damage Assessment form.
Note: The Print icon will become available when the Out fuel quantity is set when Starting a loan vehicle booking.
Warning: Damage must be added before Printing a Loan vehicle agreement and Starting a booking.
Click the Print icon to print out the Loan vehicle agreement for the customer to sign. Click the Start icon to return to Point-of-Sale and then Save the WIP.
Note: Any extra or further details about the Loan Vehicle can be added to the Notes field if required.
To return a loan car booking with Workshop Loading (Check/out):
Tip: You can return a loan vehicle booking without going through the check-out process by loading up the WIP and selecting the Loan vehicles icon. The Courtesy car (Return) form will be displayed for you to complete. Any costs set up will be added to the WIP as normal.
icon to open the Launch control form and click the Check In / Out button.Select the option Return vehicle to customer from the Check In/Out form, enter the customer's vehicle mileage if known and click OK. The Courtesy car booking form will be opened ready to Return the booking.
Note: The Print icon will become available when the In fuel quantity is set when Returning a loan vehicle booking.
Warning: Damage must be added before Printing a Loan vehicle agreement and Returning a booking to be able to invoice damage costs to the customer.
The Return Date and time will be supplied by the system but they can be amended if needed. Enter the Mileage in and the In Branch if necessary.
Click the Print button to print out the Loan vehicle agreement for the customer to sign, click the Return icon to return to Point-of-Sale and update the WIP with the RTS codes for the costs of the Loan vehicle and then Save the WIP.
Note: Any extra or further details about the Loan Vehicle can be added to the Notes field if required.
Tip: (If installed) The Loan vehicle costs transferred to the WIP can be set up to automatically complete the lines if the POS System parameters Other Details tab Auto complete RTS code is switched on.
You can access the Loan vehicle diary at any time from Point-of-Sale without a customer loaded to view bookings or availability of Loan vehicles by selecting the Loan vehicles button from the toolbar.
To create a Loan car booking without Workshop Loading:
Create a WIP with a customer and vehicle in Point-of-Sale and select the Loan vehicle icon to open the Loan vehicle diary.
Tip: The Customer name and Courtesy car group are displayed in the Title bar of the Loan Vehicle Diary form when making a booking for that customer.
The Loan Vehicle Diary supplies today's date and shows all vehicles with the vehicle type of Courtesy which is set in the System parameters in CRM on the Loan vehicle - 2 tab for Point-of-Sale users.
Tip: You can set the Loan Vehicle Diary to display a Daily, Weekly or Monthly view by setting the Default loan diary view in CRM User access control, on the Loan vehicle tab.
Note: If any existing Loan vehicle bookings have been made for this customer then they will be displayed at the bottom of this form in the Loan car bookings grid. Double-click any of these bookings to check the booking details of the vehicle. The Key shows the status of any loan vehicle displayed in the diary.
From the Weekly view select the vehicle required by clicking the required day slot in the diary grid, which displays the Courtesy car booking form. Enter the start date and time. The return date and time of the booking to be made for the customer. If you have the driver details select the Driver icon to open the Driver Details form and enter the driver details.
Alternatively from the Weekly view click the column header for the required date and select the vehicle at the appropriate time in the Daily grid.
Note: When selecting a day from the Weekly view the dates and times are supplied from User access control, on the Loan vehicle tab called Non daily view loan length and the Loan start time.
Click the Save icon to Create the booking. This returns you to Point-of-Sale and Saves the WIP.
Tip: To check if a Loan car has been booked for a customer, load the WIP into Point-of-Sale and then click the Loan vehicles icon. This displays the Courtesy car booking form and shows the booking details. You can also check the Order tab to see whether the Courtesy car check-box has been flagged.
Click the Save button to create an entry in the Loan vehicle Diary grid against the vehicle you have booked, in the colour of Yellow for Approved.
To start a loan car booking without Workshop Loading:
Load up the customer's WIP in Point-of-Sale and click the Loan vehicles button. The Courtesy car booking form is displayed enabling you to Start the booking.
Amend the start mileage of the loan vehicle if necessary. The Time started is supplied as the actual time when the user went to start the booking and amend the Out branch if different. The No CDW field can be checked if the customer declines the car damage waiver which will increase the Insurance excess.
Set the Fuel quantity on the fuel gauge by clicking the Out field and add any damage found when checking the vehicle over if it has not already been recorded by clicking the Area field, which displays the Vehicle Damage Assessment form.
Note: The Print icon will become available when the Out fuel quantity is set when Starting a loan vehicle booking.
Click the Print button to print out the Loan vehicle agreement for the customer to sign, click the Start button to return to Point-of-Sale and then Save the WIP.
Warning: Damage must be added before Printing a Loan vehicle agreement and Starting a booking.
Note: Any extra or further details about the Loan Vehicle can be added to the Notes field by the user if required.
To return a loan car booking without Workshop Loading:
Load up the customer's WIP in Point-of-Sale and click the Loan vehicles button. The Courtesy car booking form is displayed, enabling you to Return the booking.
Set the Fuel quantity on the fuel gauge by clicking the In field and add any damage found when checking the vehicle over by clicking the Area field, which displays the Vehicle Damage Assessment form.
Note: The Print icon will become available when the In fuel quantity is set when Returning a loan vehicle booking.
Warning: Damage must be added before Printing a Loan vehicle agreement and Returning a booking to be able to invoice damage costs to the customer.
The Return Date and time are supplied by the system but they can be amended if needed. Enter the Mileage in and the In Branch if necessary.
Click the Print icon to print out the Loan vehicle agreement for the customer to sign, click the Return icon to return to Point-of-Sale and update the WIP with the RTS codes for the costs of the Loan vehicle. Then Save the WIP.
Note: Any extra or further details about the Loan Vehicle can be added to the Notes field if required.
Tip: (If installed) The Loan vehicle costs transferred to the WIP can be set up to complete the lines automatically if the POS System parameters Other Details tab Auto complete RTS code is switched on.
To add a Loan car to an existing WIP:
Load up the customer's WIP in Point-of-Sale and click the Loan vehicles button, to open the Loan vehicle diary.
Tip: The Customer name and Courtesy car group are displayed in the Title bar of the Loan Vehicle Diary form when making a booking for that customer.
The Loan Vehicle Diary will default to today's date and show all vehicles with the vehicle type of Courtesy which is set in the System parameters in CRM on the Loan vehicle - 2 tab for Point-of-Sale users.
Tip: You can set the Loan Vehicle Diary to display a Daily, Weekly or Monthly view by setting the Default loan diary view in CRM User access control, on the Loan vehicle tab.
Note: If any existing Loan vehicle bookings have been made for this customer they are listed at the bottom of this form in the Loan car bookings grid. Double-click any of these bookings to check the booking details of the vehicle. The Key shows the status of any loan vehicle displayed in the diary.
From the Weekly view select the vehicle required by clicking the required day slot in the diary grid, which displays the Courtesy car booking form. Enter the start date and time, the return date and time of the booking to be made for the customer. If you have the driver details select the Driver icon to display the Driver Details form and enter the driver details.
Alternatively, from the Weekly view click the column header for the required date and select the vehicle at the appropriate time in the Daily grid.
Note: When you select a day from the Weekly view the dates and times are supplied from User access control, on the Loan vehicle tab called Non daily view loan length and the Loan start time.
Click the Save button to Create the booking, which returns you to Point-of-Sale, and Save the WIP.
Note: This will also update the Jobs form in Workshop Loading.
In some cases it may be necessary to change the courtesy vehicle booked out to the customer to a different one.
To change a loan car on an existing WIP:
Return the loan vehicle booking (Workshop loading or without) without checking the WIP out, and the vehicle costs of the first vehicle are added to the WIP. Then Save the WIP.
Tip: (If installed) The Loan vehicle costs transferred to the WIP can be set up to automatically complete the lines if the POS System parameters Other Details tab Auto complete RTS code is switched on
Go back into the WIP and click the Loan vehicles icon. This displays the message Create new booking or view existing record.
Select New booking to open the Loan Vehicle Diary and select another vehicle.
Click Save on the Courtesy car booking (Create) form and then click the Save icon in the WIP.
Now Start the booking as normal (Workshop loading or without).
In some cases it may be necessary to swap the loan vehicle booked to the customer because it has not been cleaned or it has been badly parked and cannot be accessed swiftly, so the dealer gives the customer a car that is more accessible and then deals with the Loan car diary afterwards.
To switch a loan car (if installed):
Load up the customer's WIP in Point-of-Sale, click the Loan vehicles button and the Courtesy car booking form is displayed.
Select the Switch vehicle button to display the Switch Loan Vehicle form.
Tip: You can also switch a vehicle at the Check in stage before the booking has started.
The loan vehicle you selected to switch will be highlighted in the list of available vehicles in Blue. Click on the vehicle you want to switch to and a confirmation message is displayed. Click Yes to switch to the selected vehicle.
Note: All of the Charges from the original courtesy vehicle are also switched over to the new vehicle. The system does not calculate the difference in costs if you are using Courtesy car groups. Example: switching from an (A) group vehicle to a (C) group vehicle: the cost difference between them is not calculated you will have to manually change this when the costs are on the WIP.
