Rental Car Manager (RCM) now supports a new feature designed to help operators charge for excess mileage throughout a booking's hire period. This is particularly useful for long-term hires and is an enhancement to the standard Kms Free functionality, which only calculates mileage charges upon booking return.

With Monthly Kms Free Charges, you can record odometer readings during the hire and generate charges based on excess mileage for each billing cycle.

To begin using monthly mileage charges, you'll need to configure a Kms Free option with: 

1. A per day or per month allowance, and
2. An additional charge value for excess kms/miles
   

Once enabled and configured, a new section will appear on the Booking Details screen for bookings:

Record Odometer Readings

Odometer readings are typically added towards the end of each billing period (e.g., monthly). These readings serve as the basis for calculating the charge.

Add a Mileage Charge

Once you have valid odometer readings:

1. Click Create Charge from the Booking Details screen.

2. Choose a Charge Cycle Type (this will be remembered for future charges):

   • Calendar Month (1st to end of month)
   • Anniversary Month (e.g., 15th to 15th)
     

3. Select the billing period (date from and date to) to be charged.

4. Click Calculate.
   The mileage allowance will be prorated automatically if the billing period does not span a full month.
   
   

5. Confirm & Add Charge
   If valid readings are found, the calculated excess charge will be displayed. If the mileage allowance is not exceeded, a zero amount charge will be shown which can still be added to the booking.
   Review the details and click Add Charge to apply it to the booking.
   The odometer readings used will be marked as “charged” and cannot be reused for future charges.

Important Notes