Short term movement in myrentcar

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

You can access a movement by clicking on one of the results in the list, or by searching for the movement in question, using the movement number search.

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

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

This button returns you to the movement list.

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

This button displays RentPad reports for departure and return.

This button sends the transaction by e-mail to the selected customer.

Use this button to delete a movement.

This button duplicates the movement.

Header: Details and Contract total

The header is divided into two frames containing basic movement information. It will be displayed whatever tab is selected in your myrentcar car rental management solution. 

As with other documents, the first Details frame presents the main information on the movement. It allows you to see at a glance the vehicle, the branch of origin and the accounting model used.

The first line of information in this box contains, at top left, the name of the agency in which the movement is made.

"Number": This field is used to consult or modify the number of a movement. It is automatically filled in. It is also recalled in the screen title.

"Vehicle" : This field is used to view or modify the vehicle selected when the movement was created. A checkbox indicates if the vehicle is not part of the fleet.

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 desired vehicle.

Once you have selected the vehicle, click on the field name to open the vehicle file in a new browser tab.

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

" Vehicle Type " : This field is automatically filled in when the vehicle is selected.

"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 when the vehicle is selected.

"Accounting model " : Select the desired model. This field is filled in by default with the model of the connected agency, depending on the previous settings.

The second frame of the header, "Total contract", shows the data relating to the tariff and the customer, if this information is given, and above all the reason for the movement.

"Client choice" : The customer is not mandatory for movements. If required, this field can be used to select or modify the transaction customer. To change the movement customer, click on . A window will then open, allowing you to search for and select a customer for this movement

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 filled in with the customer's name. This field can be modified as required.

"Order reference" : If necessary, enter the order number linked to the movement.

"Excl.VAT total" and "Incl.VAT total" : These fields are automatically calculated according to the rate and services selected.

"Raison" : This field is mandatory. Select the reason for the movement from the list previously configured. 

"Raison Text" : This field is automatically filled in with the wording of the reason entered in the preliminary settings. It can be modified as required.

Departure-return tab

This tab contains the dates used to manage the movement.

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 necessary, add a detail to be taken into account for the start.

"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 time if necessary.

"Planned return agency": Select the planned return agency from the list of pre-set agencies.

"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 to be covered during the rental period.

"Departure level": Enter the fuel level at departure. If departure is via rentpad, this field is automatically filled in.

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

"Departure user" : Enter the password of the agent connected, or click 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 precision 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 on the basis of the mileage entered on departure and return.

• Calculation: "Departur 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 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 automatically transferred.

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

"Return user" : Enter the password of the connected agent, or click 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 will calculate the sum of the fuel quantities of the different vehicles.

"Total price fuel incl.VAT": This field is automatically calculated based on 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 the contract.

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

The first frame shows additional information about the selected vehicle.

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

"Owing 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 is used to add a purchase order

: this button is used to create or add a voucher

"Vehicle status" : This field is automatically filled in with the last status entered manually on the selected vehicle's master record.

The second frame contains the "Free questions" 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 details" tab in the customer file (see Customer Documentation for more details).

: This button is used to quickly create a new customer file. 

  : This button is used to update the customer file with the data entered on the contract.

On the "Complement" tab, the "Free questions" information in the customer file is automatically filled in.

Driver tab

As the driver is mandatory on the contract, this tab is used 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, then 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 .

And to create a new driver, press the .

For further information, please consult the relevant documentation.

Tariff tab

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

"Base tariff" : Select one of the tariffs 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 the price category. Otherwise, select the price category according to the vehicle category.

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

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

"Base day" : This field is automatically filled in according to the tariff settings. 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 day" = "Extra days".

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

"Hr invoice": This field is automatically calculated according to the number of extra hours to be invoiced.

"total km included": This field is automatically calculated on the basis of the kilometers included in the rate and the number of kilometers 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 (see corresponding documentation).

: This button is used to create a Miscellaneous Sale quote, linking it directly to the Short-Term contract and the customer responsible for the vehicle (see corresponding documentation).

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 indication of the action to be taken 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 is used to validate the recording of the service or modification.

: This button is used to cancel current modifications or additions.

: This button deletes the selected line.

To enter the various fields available, choose a value from the lists previously set up in the Backoffice or enter the necessary fields. 

A benefit line is applied to the contract when the box in the "Subscription" column is checked.

Free questions tab

As with the consultation of a registered contract, this tab allows you to enter additional information if it has already been set up.

In the example below, this tab is used to enter information for a possible 3rd driver.

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, drag and drop the file into the box provided, or select the file on your workstation using the .

To manage a document, use the action buttons at the end of the document line.

This button downloads the document for viewing.

This button imports the document into myrentcar.

This button cancels the import of the document into myrentcar.

This button deletes the document.