Free Kms Per Day

Free Kms Per Day

Purpose

Vehicles when hired may be assigned a mileage limit with an additional fee being charged for the rental if the limit is exceeded. This feature is called free kilometres per day. The applicable free kilometres per day is assigned to the rented vehicle at the time of booking. The free kilometres for the booking is printed on the rental agreement. 
When the vehicle is returned the distance travelled is recorded. If the free kms per day limit is exceeded the additional charge is automatically calculated. You can also set up records so that some bookings can have unlimited kilometers at no additional cost.

The free kms per day feature is optional. If you don't want to set any limits on mileage you don't have to set up any free kms per day records. In this case the booking fees are based solely on the rates and other fees applicable to the booking.

Accessing Free Kms Per Day

Web Kms Per Day can be accessed under the System Setup menu.
System Setup > Free Kms Per Day


Viewing and Adding Kms Per Day Records 

To view any pre existing Kms Per Day records, click on the location drop down box, select the location or all locations and then click "Select"to view the results. To add a new record, click on "Add Kms Per Day".


This will open the new Kms Per Day page where you can make a new record. Once you have filled in the mandatory fields, and optional fields if you wish, click "Submit" to save.


Kms Per Day Field Descriptions

Field 
Mandatory - Yes / No
Description
Location
Yes
Select a location. If the record is applicable for all locations select all locations. 
Kms / Miles Daily Rate
No 
Daily rate - enter an amount here if you want to set a daily charge for this option.  This charge will apply as well as any additional/excess charges defined below.
Included Kms/ Miles per day
No
Enter the number of included kilometres or miles per day that will serve as the daily mileage limit for this option.  If the driver exceeds this limit, they will be charged an additional charge per extra mile/km according to the next field.

If unlimited kilometres, enter 0 here.

Additional charge per Kms / Miles
No
Enter the additional charge to be applied to a booking once the daily mileage from above is exceeded. 

For example, if you have 100km included per day, and 10c per extra km in this setting, for a 7 day booking the driver is allowed 700km before this extra charge applies.  If the driver travelled 800km then the extra charge is 100 * 10c = $10.00

If unlimited kilometres are allowed, enter 0 here.
Category
No
Vehicle category to which the free kilometres is applied to. By default this is set to all categories.
Rental Days from 
No
The number of rental days the record starts from.
Rentals Days to
No
The number of rental days the record goes to.
Default 
Yes
Select either Yes or No to set the record as the default when making a booking.
Web Item 
Yes
Select if you want this record to be available and displayed on your web bookings.
Date Range Apply 
No
Select if you want this record to take apply the date ranges specified.
Pickup Date from
No
Select the pickup date for the record.
Dropoff Date to
No
Select the dropoff date for the record.
Booking Date from
No
Select when the booking needs to be booked from.
Booking Date to
No
Select when the booking needs to be booked at the latest.
Km Notes
No
Add any additional notes related to the record if necessary. 

Points to Note

  1. If that are any Kms Per Day records set up for a specific location, this record will not be visible under "All Locations". You will need to select the location on the drop down to view it.


Update or Delete a Kms Per Day Record

The below article is just a generic guide how to update or delete a record:


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