Requesting Payment for a Hire

Video Duration: 2 minutes 45 Seconds 

Requesting Payment for a Hire 

Select Invoice/Payment Request Administration and you will be able to search for the relevant reservation by Reservation Number, Rental Agreement Number, Scheme Operator, Driver Surname or Booking Reference.

Any rental agreements loaded against the reservation will be shown on screen in blue. The start and end dates of each rental agreement can be seen,   along with customer, registration of vehicle, make and model of vehicle, driver name, and details of any invoices that may already have been raised.

If you have not yet loaded a rental agreement against the reservation, you can select the Reservation Number and load the rental agreement information along with your invoice or payment request.

Where a rental agreement is present, select the one you wish to invoice, and you will be presented with the raise invoice screen. The first section requires you to enter your Invoice Number and Tax Point Date; the rental agreement information will already be populated. The Invoice Number must always be unique.

The Billing Start and End details are pulled through from the rental agreement, but some details can be manually amended. If this is the final bill for this hire you can tick the Terminate Hire check box.  This will mean the reservation will automatically be terminated and any collection charges automatically added to your charge lines to be billed.

You will now need to check all charge rate prices are correct and add any extra charges as applicable.  To do this select the Add Line option and then choose the charge type you wish to add, along with the associated quantity and cost.

The final section of the page requires you to confirm your VAT number held is correct, using the check box provided. The Invoice total and suggested VAT is provided by the system. Manually enter the Actual VAT to be charged and the Gross Value in the fields provided. Once happy with these details, click Raise Invoice. You will be asked to confirm that you are happy to proceed. Your invoice has now been transmitted to the Scheme Operator for approval and payment.