Short term quote in myrentcar

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

You can access a short-term rental quote by clicking on one of the results in the list, or by searching for a specific quote using the quote number in myrentcar.

Once on the ST quote, an action banner appears at the bottom of the page.

This button is used to save changes made to an quote.

This button takes you back to the list of short-term quotes.

This button is used to create a new short-term quote.

This button is used to print the quotation, while a preview window allows you to check the document.

This button is used to send the quote by e-mail to the customer.

This button is used to transform the quote into another document (reservation, ST contract or other contract) or to duplicate the quote.

This button is used to delete the quote.

As the mouse hovers over the icons, a description of the action quickly appears.

Header: Details and quote total

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

The first box, "Details", shows the main details of the quote. It shows at a glance the customer and the vehicle or vehicle category, as well as the accounting model used.

"Customer": This field allows you to view or modify the quote customer. To modify the quote customer, click on . A window will then open, allowing you to search for and select a customer for this quote. 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 quote.

"Vehicle": As with the customer, this field allows you to view or modify the vehicle selected during creation. 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 selected, 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 filled in automatically.

"Vehicle type": This field will be automatically filled in if the category or vehicle is indicated.

"Registration": Once the vehicle has been selected, this field will be 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 agency connected.

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

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

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

The second line concerns pricing information for the customer.

"Name: This field is automatically filled with the customer's name, and can be modified if required.

"Excl. VAT Total" and " Incl VAT Total ": These fields are automatically calculated according to the rate and services selected when the quote was created.

The last line concerns pricing information for the coverage organization.
The last line concerns pricing information for the coverage organization.

"Title": This field is automatically populated with the title of the coverage organization selected when creating the quote. It can be modified if necessary.

" Name": This field is automatically filled in with the title of the sponsoring organization selected when the quote is created. It can be modified if required.

" Excl. VAT Total" and " Incl VAT Total ": These fields are automatically calculated on the basis of the taking charge rate and the services selected when creating the quote.

"Amount due coverage": This field cannot be modified. On the quotation, this amount will always be equal to the total, as there is no settlement.

Departure tab

This tab contains the dates used to manage the quote. During creation, this tab is named "Dates" and is used to enter time and coverage information.

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

"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.

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

"Planned return date time": Enter the expected return date or use the calendar to select an expected return date. Specify the 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.

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

  : Specify if the quote is for a short-term contract renewal. This field is for information only.

Vehicle tab

This tab provides additional information about the vehicle, if selected. This tab is the same as for creating and consulting a quote.

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

The first frame shows additional basic information about the selected vehicle.

"Reference LT contract ": If required, add the Long Term file to be linked in order to transform the quote 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.

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

The second frame contains the "Custom Fields" of the vehicle file. If the vehicle is included in the quote, the fields will be filled in automatically. 

Client tab

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

The information in the first "Account" tab corresponds to the "Contact details" tab in the customer file.

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

  : This button is used to update the Customer file with the data entered on the quote.

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

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 quote. MyRentCar will automatically search for the best applicable rate.

"Price category": Select the fare category according to the vehicle category. This field is automatically filled in when the tariff is selected.

"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 the totals updated.

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

"Base Days": This field is automatically calculated according to the departure and return dates. It corresponds to the rental duration.

"Extra days" : If required, enter the number of additional days to be invoiced.

"Km Invoice": If required, enter the number of additional Km to be invoiced at the corresponding price.

"Hours" : If required, enter the number of additional hours to be invoiced at the corresponding price.

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

The services grid is used to select or add services to be applied to the quote. To manage these services, 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.

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

A service line is applied to the quote when the box in the "Subscription" column is checked.

Custom fields tab

When consulting a saved quotation, this tab allows you to enter additional information if it has already been configured.

This tab is purely for information purposes. For example, it may contain information concerning an additional driver.

Comments tab

This tab allows you to enter a comment to appear on the quotation. When the document is printed, a "Remark" frame 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 quotations, 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 downloads the document for viewing.

This button is used to import the document into myrentcar.

  This button cancels the import of the document into myrentcar.

  This button deletes the document.

Signatures tab

This tab displays the list of signatures made on documents sent by email.