Replacement of a long term rental vehicle in myrentcar.

Find out how to change and replace a long term leased vehicle in myrentcar.

This procedure will enable you to replace a vehicle on a long-term contract in your software for long-term car rental.

There are two possible scenarios:

Case 1: The loan of this vehicle has no impact on invoicing, and is included in the invoicing for your long-term project.

Case 2: This replacement vehicle must be invoiced separately from the long-term invoice.

MyRentcar allows you to manage this automatically via the "other contracts" of the short term.

The prerequisite for changing vehicles via other contracts lies in the rates.

In fact, whether or not you invoice this replacement contract, short-term contracts require a fee.

For case 1, you'll need a 0 rate, and for case 2, you'll either need to use an existing rate or create a new one.

First, we'll look at how to make a vehicle change for a long-term contract.

Vehicle replacement

Click on and enter the "Other contracts" menu, then click on the Create button.

This will create a contract for the replacement vehicle with the departure and return dates of the replacement vehicle.

Fill in each window as for a short-term contract.

Finally, on the vehicle tab, you now need to link this contract to the long-term file.

To do this, in the "LT contract reference" field, click on .

Myrentcar shows you all the long-term files relating to the customer and the dates indicated.

Select the file you wish to replace from the list.

A new window appears.

It shows you, for information purposes, what is indicated on the long-term file in the Conditions tab.

These conditions define the categories, duration and lead time for the replacement vehicle that you have negotiated with your customer.

Click on .

At this stage, your contract for the replacement vehicle is complete.

When the replacement vehicle returns, you will make the actual return on the contract.

You will then have to choose how you wish to invoice this replacement contract:

Either on the long term invoice

or on this contract.

In the next paragraph, we'll look at how to integrate this contract into long-term invoicing.

Invoicing with LT files

On the contract you made via "Other contracts", make sure the rate is 0, then click on .

An invoice of 0 has been generated. (no accounting entry has been generated).

Once the contract has been invoiced, you can see on the long-term file that a Replacement line has been filled in and that the details of the replacement have been positioned in the Detail box.

For the next long-term invoice, remember to tick the "to be invoiced" column so that the replacement vehicle is included.

In this way, myrentcar will integrate the replacement elements (kms...) of this vehicle into the invoice.

Invoicing outside the LT files

On the contract you made via "Other contracts", make sure the rate is correct, then click on .

Your replacement vehicle has been invoiced.

You now need to remove this replacement period from the long-term invoice in your long-term file.

To do this, in the long-term file, on the Suspensions tab, set the suspension dates (which correspond to the departure/return of the replacement vehicle) by clicking on the .