Find out how to manage and modify a vehicle order file in myrentcar.
The order record can be accessed by clicking on one of the results in the list, or by searching for a specific order in your myrentcar car rental system.
If there is only one result to the search, the order form found will be displayed immediately.
Once on an order form, an action banner appears at the bottom of the page.
This button is used to save changes made to an order file.
This button returns you to the order list.
This button is used to create a new order form.
This button deletes the current order.
This button cancels the order.
This button allows you to print the consulted file.
When the mouse hovers over the icons, the description of the action quickly appears.
When creating a new master record, certain information is mandatory. To initialize the file, the date, type, company and supplier linked to the order are mandatory. Once the file has been created, each mandatory field is marked with a red asterisk.
If the required fields are not entered, a message will remind you of the missing information.
A file is made up of different tabs, each containing different information. Navigating between these tabs enables you to enter, view or modify all information relating to an order.
Some fields, such as free-form questions, can be configured via the Backoffice.
Date: The date on which the order was created.
Status: Order status.
Reference: The order reference.
Type : The type of order (short-term or long-term).
Company: The company linked to this order.
Supplier: The supplier linked to this order.
Agreement: The existing protocol between your company and the supplier. You can create protocols in the back office ("Protocols" screen). (see 1.f Protocols)
Cancellation date: The date on which the order was cancelled.
Cancellation Reason: The reason for the cancellation.
Lignes tab
This tab takes you to the data entry form for the vehicles you wish to order. Click on 
to open the "Type: Vehicle" tab and add your order information.
Make: The make of the vehicle(s) or equipment ordered.
Model: The model of the vehicle(s) or equipment ordered.
Type : The choice between vehicle and equipment.
Planned delivery date: The expected delivery date of your order.
Actual delivery date: The date on which your order was delivered.
Delivery place: The delivery location of your order.
Planned quantity: The quantity ordered.
Delivered Quantity: The quantity already delivered.
Accessories and equipment : Accessories and equipment (free text field)
Infos tab
Agency: The agency issuing this order
Client: The customer linked to this order, for example, in the case of a long-term order for a specific vehicle.
Ecological vignette: Anti-pollution sticker.
Bodywork type: Bodywork type (section J. 2 of the vehicle registration document).
Grey Carte price: The price of the vehicle registration document for the vehicle ordered.
Price Bonus-Malus: The price of the vehicle malus for the vehicle ordered.
Seats: The number of seats in the vehicle ordered.
Pick up date: The planned trade-in date of the vehicle.
Fuel : The type of fuel (fuel types must be previously entered in the Backoffice).
Category: Vehicle category. (Categories must first be entered in the Backoffice).
Type: The vehicle type is automatically assigned once you select a category.
Exterior Color: The exterior color of the vehicle ordered.
Power: The power of the vehicle ordered.
CO2 rate: The CO2 emissions of the vehicle ordered.
Discount rate: The discount applicable to the order.
VAT: The VAT rate applicable to this order. (VAT must first be entered in the Backoffice).
Motorisation : The engine (item D. 2 on the vehicle registration document).
Number Doors: The number of doors on the vehicle ordered.
Interior Color: The interior color of the vehicle ordered.
Planned buy back Value: The estimated trade-in value.
Trade-in Km : The mileage at which the trade-in will be carried out.
Excl VAT Unit price: price per unit excluding VAT.
Excl VAT Price: Price before tax.
Options tab
Here you can add options for the vehicle ordered.
Notes : The quantity is applied to each vehicle ordered.
For example, 5 leather seats for 1 vehicle ordered.
If the order contains 2 vehicles, the quantity is multiplied by 2, 10 leather seats in total.
Click on 
to add an option.
Add your option label, quantity, unit price, discount rate and select VAT. When you have finished, click on 
to validate.
To cancel editing an option, click on 
.
To delete an option, click on 
once the line has been selected.
To modify an existing option, click on 
. When you have finished, click on 
to validate your changes.
Details tab
Once your order has been switched to "validated" status, your vehicles will be automatically created. You can view them here.
The vehicles created will have an entry date identical to the scheduled delivery date and all the information entered when you initiated the order:
Notes : If you wish to consult the vehicles created by your validated order, it may be necessary to deactivate the "in fleet" option, before searching (since your vehicles could theoretically have a fleet entry date in the future).
Questions tab
As with the free-form questions, the information entered in the Backoffice is displayed here. If the information is mandatory, it will be identified by a red asterisk.
Custom fields
"Custom Fields" box: As in the Questions tab, this box shows what has been entered in the Backoffice. If the information is mandatory, it will be identified by a red asterisk.
Documents tab
This is where you can view, add or delete documents linked to the order.
To add a document, drag and drop the file into the box provided, or select the file on your workstation using the 
button.
To manage a document, use the action buttons at the end of the document line.
This button downloads the document for viewing.
This button allows you to import the document into myrentcar.
This button cancels the import of the document into myrentcar.
This button deletes the document.
Warning: If the document does not save, check :
- Document size (it must not exceed 2 MB or Mb).
- Document name (the name should not be too long; rename the document if necessary and repeat the operation).
Different statuses
The different statuses your order may have are :
Initiated, validated, sent, cancelled, partially delivered, delivered
Initiated
When you create an order, the default status is "initiated".
Once your order has been validated, you can toggle its status by clicking on the order status.
Example:
Validated
Once the order has been validated and you have changed the status to "validated", the vehicles that are part of this order will be automatically created. You can consult them on the "LINES" tab, select the line you wish to consult, click on "modify" and consult the "DETAILS" tab.
Once your order has been sent to the supplier, you can change the status of your order by clicking on your order status.
Sent
The order has been sent to the supplier and you are awaiting delivery.
Partially delivered
The status of your order automatically changes to "partially delivered" or delivered once you fill in the actual delivery dates on the vehicles.
Partially delivered: Some vehicles belonging to this order have not yet been delivered.
Delivered: All vehicles belonging to this order have been delivered.
Add a delivery date
To add a delivery date to some or all vehicles ordered, select the relevant order line and click on "Edit".
In the new window that appears, click on "Details", then add a Delivery date for the vehicle concerned.
Once you've added a delivery date to a vehicle, the status of your order automatically changes to "partially delivered".
Delivered
If you add a delivery date to all the vehicles in an order, the order status will automatically change to "delivered" and you will no longer be able to modify the order.
