Short term contract in myrentcar

Find out how to manage your short-term rental contracts in myrentcar.

A contract can be accessed by clicking on one of the results in the list in myrentcar, or by searching for the particular file, using the contract number search.

Once on the contract, an action banner appears at the bottom of the page. As the mouse hovers over the icons, a description of the action quickly appears. 

This button is used to save changes made to the contract.

This button takes you back to the list of contracts.

Use this button to create a new contract.

This button is used to print the contract, with a preview window for checking the document. When printed, the contract is automatically saved.

This button allows you to carry out a vehicle replacement for the consulted contract.

This button displays rentpad reports for departure and return.

This button is used to e-mail the contract to the customer.

This button is used to bill the contract.

This button is used to invoice the contract with renewal.

This button is used to delete a contract if no payment has been validated.

This button opens the electronic signature screen.

This button is used to send signatures by e-mail.

Header: contract details and total

The header is divided into two frames containing basic information. It will be displayed regardless of which tab is selected.

As with reservations, the first "Details" box shows the main contract information. It allows you to see at a glance the customer and the vehicle, as well as the accounting model used.

"Customer": This field is used to view or modify the contract customer. To modify the contract customer, click on . A window will then open, allowing you to search for and select a customer for this contract. Once the customer has been selected, click on the field name to open the customer file in a new browser tab.

"Name": Once the customer has been selected, this field is automatically populated with the customer's title. This field can be modified as required.

"Order reference": If required, enter the number of the order linked to the contract.

"Vehicle": As with the customer, this field is used to view or modify the vehicle selected when the contract was created. 

To select another vehicle, click on and search for a vehicle, narrowing the search if necessary. To do this, enter a criterion (make, fleet number, registration number, etc.) or use the suggested filters (availability, location, category) and click on . Finally, select the vehicle you require.

Once the vehicle has been chosen, click on the field name to open the vehicle file in a new browser tab.

"Category": Select one of the pre-set categories. If a vehicle is selected, this field will be automatically filled in.

"Vehicle type": This field is automatically filled in if the vehicle is indicated.

"Registration": Once the vehicle has been selected, this field is automatically filled in with the registration number of the chosen vehicle.

"Make type": This field is automatically filled in if the vehicle is indicated.

"Accounting model": Select the desired model. This field is filled in by default with the model of the connected branch according to the previous settings.

The second frame of the header, "Total contract", shows the essential contract data, such as agency name, document number and sum of services recorded.

The first line of information in this frame contains, in the top left-hand corner, the name of the agency where the contract is made.

"Number": The contract number is automatically entered. It is also recalled in the screen title.

"Document Origin Number": This number is automatically filled in if the contract comes from the transformation of another document.

: This button is for information only. If the contract concerns a renewal, indicate this information by clicking on this button. This will change the color of the document on the schedule.

The second line concerns pricing information and is divided into two tabs: for the customer and for Coverage. Each tab shows the following information:

"Name: Depending on the tab selected, these fields are automatically filled in with the customer's title or that of the Coverage organization, and can be modified if required.

"Excl. VAT Total" and "Incl VAT Total": These fields are automatically calculated on the basis of the tariff and services selected when the contract was created.

"Amount due Client" and "Amount due Coverage": These fields cannot be modified. These fields are automatically updated according to payments entered on the corresponding tab.

Departure-Return tab (Dates)

This tab contains the dates used to manage the contract.

On creation, this tab is named "Dates" and is used to enter time and Coverage information.

The first frame contains all the information entered during the actual departure of the vehicle.

"Departure date time": Enter the desired departure date or use the calendar to select a departure date. Modify the time if necessary.

It is also possible to enter the planned return date and drag and drop this date into the actual return date field.

"Departure agency": Select the departure agency from the list of pre-set agencies.

"Departure information": If required, add a detail to be taken into account for departure.

"Departure Mileage": This field is automatically filled in when the vehicle is selected.

"Planned Return Date Time": Enter the planned return date or use the calendar to select a planned return date. Specify the time if necessary.

"Planned Return Agency": Select the planned return agency from the list of agencies previously configured.

"Planned return information": If required, add a detail to be taken into account for the return.

"Estimated mileage": If required, enter the number of kilometers expected during the rental period.

"Departure level": Enter the fuel gauge level at the time of departure. If the departure is made on RentPad, this field is automatically filled in. Otherwise, you can fill it in manually, depending on the vehicle's fuel level.

"Fuel": The fuel used for this vehicle is automatically entered when the vehicle is selected.

 "User Departure": Enter the password of the agent connected, or click on to enter the login details of the agent entering the contract on another agent's session.

The second box contains all the information entered when the vehicle is actually returned. If the departure and return are done with RentPad, the information in this tab will be filled in automatically.

"Actual Return date hour": Enter the actual return date, or use the calendar to select a return date. Modify the time if necessary.

"Return agency": Select the return agency from the list of agencies previously configured.

"Actual return place": If required, add a detail to be taken into account for the return.

"Return mileage": Enter the actual mileage of the vehicle when it is returned.

"Km traveled": This field is automatically calculated in relation to the kilometers entered on departure and return.

Calculation: "Departure mileage" - "Return mileage" = "Km traveled".

"Return level": Enter the fuel gauge level on return. To do this, drag the scroll bar or click on the number corresponding to the fuel level.

"Fuel quantity in progress": This field is automatically calculated according to the tank capacity and the "Return level" field entered for the vehicle used.

"Incl. VAT Fuel Price": Enter the price per liter of fuel. If this has already been set, it will be included automatically.

"Fuel total price": This field is automatically calculated according to the price and quantity entered in the previous fields.

"Return user": Enter the password of the agent connected, or click on to enter the login details of the agent entering the contract return on another agent's session.

"Fuel Total quantity": This field is automatically calculated. If there are replacement vehicles, MyRentCar calculates the sum of the fuel quantities of the various vehicles.

"Total price fuel incl. VAT": This field is automatically calculated on the basis of the price and the sum of the fuel quantities.

Vehicle tab

This tab provides additional information about the vehicle, if selected. This tab is the same when creating and viewing a contract.

Any modification at this level will be valid only for this file.

The first box shows additional information for the selected vehicle.

"Reference LT contract": If required, add the Long Term file to be linked in order to transform the contract into an "Other Contract". This field is for information only.

"Owner Agency": This field is automatically filled in with the name of the agency that owns the selected vehicle.

"Fuel": This field is automatically filled in with the type of fuel selected for the chosen vehicle.

: This button allows you to create a claim by linking it directly to the short-term contract and the customer responsible for the vehicle.

"Vehicle status": This field is automatically filled in with the last status entered manually on the selected vehicle file.

The second frame contains the "Custom Fields" of the vehicle file. Once the vehicle has been selected, the fields will be filled in automatically.

Client tab

This tab allows you to view, modify or specify the customer information selected when the contract was created.

The information in the first "Account" tab corresponds to the "Contact Informations" tab in the customer file (see Customer Documentation for more details).

: This button lets you quickly create a new customer file.

  : This button updates the customer file with the data entered on the contract.

On the "Complement" tab, the "Custom Fields" information in the customer file is automatically filled in.

Driver tab

As the driver is mandatory on the contract, this tab allows you to select or create one or more drivers for the duration of the rental.

 To add a driver already created on a customer file, click on .

This opens a search window, enter the driver's name or customer code in the search field and click on the button.

Select the driver from the list to add him/her to the contract.

If the driver you are looking for is not found, myrentcar will offer to create a new driver for the selected customer.

If the customer file is created at the same time as the contract, it is possible to copy the customer's information to create the driver for this contract. To do this, click on the button.

For further information, please consult the corresponding documentation.

Coverage and coverage tariff tab

These tabs can be used to specify the details of the Coverage if required.

Tariff tab

This tab allows you to manage the rate applied and the services linked to the rental.

 

"Base Tariff": Select one of the rates previously set for your profile.

: This button updates the rate according to the criteria selected in the contract. In this way, MyRentCar will automatically search for the best applicable rate, or force the application of this rate.

"Price category": This field is automatically filled in when selecting a fare. Otherwise, select the rate category according to the vehicle category.

"Price duration": This field is automatically filled in with the rate duration based on the rental duration and the selected rate.

"Discount": If required, enter a discount percentage to be applied. The rate will be automatically calculated and totals updated.

Depending on the rate setting, the percentage entered may be reduced because it exceeds the permitted discount.

"Adjust Km Included": If required, enter the number of Km to be added to the total Km included. This number of Km will not be billed.

"Base Days" : This field is automatically filled in according to the rate setting. It corresponds to the base duration entered when setting the rate.

"Extra days": This field is automatically calculated on the basis of the rental duration, the number of base days and the rate setting.

Calculation: "Rental duration" - "Base days" = " Extra days".

"Km Invoice": This field is automatically calculated according to the number of extra kilometers driven by the customer.

"Hours": This field is automatically calculated according to the number of overtime hours to be invoiced.

"Total Km Included": This field is automatically calculated according to the mileage included in the rate and the number of Km to be adjusted.

: This button is used to create a Miscellaneous Sales Order, linking it directly to the short-term contract and the customer responsible for the vehicle.

: This button is used to create a Miscellaneous Sales quote, linking it directly to the short-term contract and the customer responsible for the vehicle.

The benefits grid is used to select or add benefits to be applied to the contract. Pre-setting allows you to control the modification. To manage these benefits, use the management buttons below the grid. As elsewhere in myrentcar, an action indication appears on mouse-over.

: This button is used to add a new service.

: This button is used to modify the selected line (also possible by double-clicking on the required field).

: This button validates the recording of the service or modification.

: This button is used to cancel the current addition or modification.

: This button deletes the selected line.

: This button duplicates the last line added.

Custom fields tab

As when consulting a registered contract, this tab allows you to enter additional information if it has already been set up.

Comments tab

This tab allows you to enter a comment to appear on the contract. When the document is printed, a "Remarks" box will be added to show the comments entered in the free text field.

Depending on the screen settings, it is possible to view the presence of a comment directly on the tab, which appears as follows:

Notes tab

This tab allows you to enter internal notes in the free field. These notes are intended for members of the same company only, unlike comments, which are intended to be printed for the customer.

Depending on the screen settings, it is possible to view the presence of a note directly on the tab, which appears as follows: .

Documents tab

As elsewhere in myrentcar, you can add, view or delete documents for contracts, such as a copy of the driver's license.

To add a document, simply 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 imports the document into myrentcar.

This button cancels the document's import into myrentcar.

This button deletes the document.

Payments tab

This tab is used to manage contract-related payments. Depending on your settings, it is possible to make the payment of a Guarantee compulsory.

As with the Tariff tab, payment management is carried out using the action buttons below the payment table. The actions are the same, and are displayed when the buttons are hovered over.

"Type Payment": Select the type of payment according to your needs.

"Payment mode": Select the payment mode used. These modes can be configured in the Backoffice.

"Name": The payment method is automatically entered in the label. To customize the label, modify it according to your needs.

"Amount": Enter the payment amount.

"Date" and "Due date": The current date is automatically entered in these two fields. These dates can be modified if required.

"Agency" and "Agent": These fields are automatically filled with the name of the selected agency and the name of the user agent. It is possible to modify them.

"Client ": The customer's name will be automatically transferred to each new payment line.

Depending on the guarantee payment method, additional information can be entered.

"Authorization VISA number": If required, enter the direct debit authorization number.

"Validity End Date": Enter the validity end date of this direct debit authorization, or use the calendar to select this date.

To manage actions linked to a short-term contract (invoicing, vehicle replacement, Coverage, etc.), please refer to the corresponding documentation.

Myrentcar links tab

This tab shows the list of myrentcar documents linked to the contract, such as a report, a claim form, an invoice...

Signatures tab

This tab displays the list of signatures performed on documents and sent by e-mail.