Managing your Rental Agreements

Video Duration: 2 minutes 28 seconds

Managing your Rental Agreements

To put a vehicle on hire, select Rental Agreement Administration. From here you can search for the relevant reservation by Reservation Number, Rental Agreement Number, Scheme Operator or Driver Surname.  It is also possible to do this using the Add Vehicle option when viewing a Future Booking record from the mailbox.

To add your vehicle to the reservation, click Add Rental Agreement and fill in all relevant Vehicle and Booking Information. The Rental Agreement reference must be unique. If the hire registration for a saved vehicle is input, the details saved in the system will be pulled through. When adding a vehicle, the default status of the rental agreement will be ‘Delivered’.

The Start Date and Time will be populated by the agreed reservation start date and time but can be amended, if necessary. When creating an additional rental agreement for a hire, the End Date and Time of the previous rental agreement will populate as the start details. All other details for the Booking Information section can be filled in manually.

At the bottom of the page there is the option to add Additional Inspection Date information, view the Event History or return to the rental administration menu.

Clicking Save will bind the rental agreement to the booking and start the hire, setting the status to Hire Start Confirmed.

To return a vehicle, use the Return Vehicle option and add your collection information to the Hire End Details section. The status of the rental agreement will default to ‘Returned’. There can be only one live rental agreement per reservation at any one time.  If you need to add a new one for 28-day billing for example, you will need to return the first vehicle and add a new rental agreement. The new rental agreement should be added within 60 minutes of returning the previous one or else the hire will terminate.