Find out how to prepare your contract before invoicing in myrentcar.
The purpose of this documentation is to explain the particularities to be taken into account when invoicing in your myrentcar car rental software.
To invoice a short-term rental file, you need to prepare the action on the contract. Certain steps are mandatory:
- Return the vehicle (manually or automatically via RentPad),
- Indicate the invoicing user.
Others are recommended :
- Check rates and services,
- Register payment.
Warning : Once the invoice has been issued, it will be impossible to modify the contract information. It is therefore important to check the entire contract before confirming the invoice.
Vehicle return
When the vehicle is returned, the actual return information must be entered into MyRentCar so that it can be taken into account.
For this, myrentcar offers two possibilities:
- Automated return via RentPad (except for renewals),
- Manual entry of return information.
For each solution, please consult the corresponding documentation for details of the fields to be entered.
Access the "DEPARTURE_RETURN" tab of the contract to enter and/or check the various information entered in the "Return" section.
Warning : Some of the data in the "Return" section affect the rate:
- "Actual Return Date Hour": Based on the date and time entered, the software automatically calculates the rental duration to be billed.
- "Return mileage": Based on the return mileage entered and the mileage included in the rate, MyRentCar calculates the additional mileage to be billed.
- "Return level": If the return fuel gauge is lower than the gauge entered on departure and the tank capacity is entered in the vehicle file, the quantity of fuel to be invoiced will be calculated.
"Incl. VAT Fuel Price" and "Fuel total price": These data can be modified and used to invoice fuel in addition to the services previously entered.
Tariff check
Go to the "TARIFF" tab of the contract to check that each service has been selected for calculation.
In the example above, if the "EXTRA HOUR" option is unchecked, the customer will not be billed for any overtime hours worked.
You can add services or link a "Miscellaneous Sales" document (voucher or quotation) using the corresponding buttons.
Registration of settlement
If required, one or more payments can be entered to balance the amount to be invoiced. If more than one payment is entered, it may be necessary to set invoice parameters.
There is no obligation to enter a payment. However, if the customer wants an invoice with a "Customer amount due" of "0.00€", it is important to enter and record payment for the full amount of the contract.
Enter user password
Access the "DEPARTURE_RETURN" tab of the contract, in the "Return" section, to enter the password of the connected agent, or to identify the agent returning another agent's session.
If the user making the return is not specified, myrentcar indicates this with a message when the contract is saved. Saving would not be possible without this information.
The remainder of this documentation presents the simple billing procedure for ending a short-term contract, and the billing procedure for a renewed short-term contract. Continue with the selected section as required.