Change Vehicle

Change Vehicle

Purpose

The Change Vehicle function allows you to change a vehicle on a reservation that has a status of 'Hired'. 
This function is generally used when a vehicle breaks down and is replaced, or when a customer extends a hire, and a different vehicle is required. 

When the vehicle is changed using this process, a vehicle change record is saved against the reservation. This information records the mileage and fuel of the old and new vehicles and also ensures that any traffic infringements are recorded against the correct vehicle.

Assessing the Change Vehicle Function

This can be accessed from the Reservation and Enquiry and Update screen.
Reservations >> Reservation Enquiry and Update >> Vehicle




Changing the Vehicle

  1. Find the booking to change the vehicle for on the Reservation Enquiry and Update screen, press "Vehicle."
  2. In the window that opens (see image below), select the location where the vehicle was changed.
  3. Enter the date and time the vehicle was changed.
  4. Select the new vehicle category. - Note if you are changing the vehicle category and want to apply the new rate to the booking, we suggest you close this booking and create a new on for the new category.

Click on Next
  1. Enter the KMS and Fuel in for the old vehicle 
  2. Select the new vehicle
  3. Enter any notes as applicable
Note that particular vehicles may or may not be shown in the list of available vehicles depending on if they are currently available at the change location, if their rego is valid for the entirety of the booking, if the vehicle will be on fleet etc.



Click on Submit. 
The Vehicle Change confirmation screen will display.



The Vehicle change is now complete. 

You can now access the booking to update the Kms out and Fuel for the new vehicle.
For more information on updating a booking, see the Adding  and Updating  a Reservation article.

 
The details of a vehicle change can be seen on the reservation's Booking Details page as below.



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