RCM Lite Booking Summary Page

RCM Lite Booking Summary Page

Overview

RCM Lite provides a summary of the booking including the driver and vehicle information as well as a list of all the fees and payment. On this page it also contains several Function Buttons that can perform different processes important to the booking, that may not be essential to the Hiring or Returning process. Some of these processes, like creating payments, can be incorporated in the Hiring or Return Workflows.

Locating the Booking

There are three ways in which the Booking Summary page can be located in RCM Lite
  1. On the day it is due to be picked up or returned, the booking will appear in the Pickup or Dropoff List on the Home Page. Pressing the blue Reservation Number will take you to the Booking Summary Page.
  2. On the Bookings tab, the booking can be searched for by either the Booking Number, Vehicle Registration number, the Hirers Last Name or Phone Numbers, or a QR code linked to the booking.
  3. The Vehicle Details page displays it's Last, Next and Current Bookings, pressing the blue Reservation Number will take you to the Booking Summary Page.


Booking Summary Page

At the top of the page, the booking's basic information will be displayed, followed by the customer's details, then the vehicle information. You are able to send an email by pressing their blue email address or send them an SMS or phone call be pressing their blue mobile number. However, these will be done solely through the device that you are using and there will be no record of it in RCM, so it is recommended that this is not used to send any important information.



Further down the page there is a list of fees and payments, to display how much money is still owed by the customer. Beneath this, there is a series of Function Buttons, each with their own role in the booking process.



Below is a description of the process provided by each of the Function Buttons on this page. Many of the  Function Buttons perform operations that can be part of a workflow, or are linked to one. At this point in time you will need to work with RCM Support to get your hiring workflow setup.

Allocate

Unallocated bookings will also appear in RCM Lite, and they can be distinguished by the "U" at the beginning of their Reservation Number.



The first Function Button that will appear for these unallocated bookings is "Allocate". When you select this, it will take you to a page that lists all the available vehicles that this booking could be allocated to. From here, you need to decide which vehicle you want to allocate then select it's grey "Allocate" button.


This will automatically convert this to an allocated booking assigned to the chosen vehicle. Afterwards you will be redirected back to the Booking Summary page. 

Create Payment

If there is a balance owing against the booking, the "Create Payment" button will appear directly below the rates and fee section on the Booking Summary page. This allows you to create a payment record against the booking, either by taking a payment though Stripe or by recording a manual payment. To make a payment against this booking, select "Create Payment", and this will open the Create Payment page shown below. Please note, that this feature can be added to your Hiring Out and Returning Workflow. 



There are two ways to make a payment, the first is by going through Stripe. Pressing on the first "Stripe" button will open the window shown below where you enter all the payment information. Once you select "Continue", it will take you to the next window where you enter the credit card information. When you select "Continue" again, the payment will be processed and the re-billing token created will appear on the Create Payment screen. At a later time, this re-billing token can be used to create another payment by selecting the "Create Payment from Saved Card" button.
The second button, "Stripe Terminal" can be used to make a payment though one of stripe terminals. The process is the exact same, except the terminal is used instead of entering the card details.



The second method is to manually process a payment through RCM. This can be done by pressing the "Manually Enter Payment Information" button to open the window shown below. Here you can enter an optional description, along with the Payment Location, Amount and Method. You can then press "Save" to record this payment against the booking.



Sign Rental Agreement

This is where both the primary and any additional drivers can E-sign the Rental Agreement, including the extra signable sections. You can also choice to make this feature part of your Hiring Out Workflow. 
When you click on the "Sign Rental Agreement" button, it will take you to a page that contains a copy of the Rental Agreement that can be looked through before it is signed.



To sign each section, select the blue "Sign" button at the top. This will open the window displayed below. In this window, the customer can draw their signature and you can save this to the rental agreement by selecting "Save". You will then see the signature at the bottom of the signable section. 



Email Customer

This is where you can send an email to the customer listed against the booking, although you can change the recipient if another person needs to be emailed. Click on "Email Customer" will take you to the Email page.


On this page there will be three sections described below:
  1. Recipients: This is where you are able to add and edit who the email is addressed to, as well as the CC and BCC recipients.
  2. Message: This is where you enter the message that will be sent in the email. You are able to select from a template set up in your system, or write an entirely new message.
  3. Preview & Send: This is where you can see what the email will look like. When you are happy with it, press "Send".
Please note that you are also able to email the customer as part of the Hiring Out, Changing Vehicle and Returning Workflows. 


Upload Images

This is where you can upload any additional documents or images that are not required as part of the hire out process. To do this, press the "Upload Images" button. This will open the screen shown below. It will display a place to upload any photos or documents that are set up in your system, as well as a "New Image/Documents" button which allows you to add anything. To begin uploading, select the relevant button.




Either button will open a window in which you are able to enter a description of the image or file. This is optional, and if you do not wish to enter a description, just leave the field blank when you press "Continue". Then another window will open, as shown below. To choose how you wish to upload a file select "Browse". This will open a menu with options to take a photo or select from a file. Depending on what type of device you have, this menu will look different. The below menu is an example of an Android Tablet.



If you choose the option to take a photo, your devices camera will open and you will be able to take a picture as you usually do. Once you have a satisfactory one, press the button to indicate that you wish to use this photo.
If you chose the button to select a file from your device, it will open a list of your files to select from.
Either way, once you have selected an image or file, it will upload into the window. You can choose to add additional images by selecting "Upload more" and following the same process, or you can select "Done".



Once you had selected "Done", this image or document will be saved against the booking and can be viewed on this screen at any time.

Payment Gateway History

Selecting the "Payment Gateway History" button will open up the Payment Gateway Transaction History page shown below. This is where all payments against this booking made through the Stripe Payment Gateway will be displayed.


Rental Agreement

Selecting the "Rental Agreement" button will open up a PDF version of the rental agreement. If this has already been signed, the signatures will appear. 


Invoice

Selecting the "Invoice" button will open up a PDF version of the Invoice. This includes information about any payments that have already been made.


Notes

The "Notes" button allows you to add notes against the booking. Selecting this button will open up the Notes window, and you can select "Add Note" to add a new note against the booking. Once you have entered the note, press "Save". 


This will record the note against the booking with the date and time information of the entry. At any point, you are able to press on the "Notes" Function Button against to open up this window and view any existing notes as well as add new ones.


Reservation Log

The "Reservation Log" button will open up the res log for this booking. The res log records the date, time, and details of every major thing that happens to a booking. This includes when it was created, allocated, updated, hired, and returned, any payments or emails made, and if there was a vehicle or customer changes. The RCM Lite res log can be seen below.


Email History

This allows you to view all the emails that have been sent in relation to this booking. This includes emails you have sent to the customer as well as automated email linked to the booking. Clicking on the "Email History" button will open the Email History Page shown below. For each email you will see the date and time it was sent, who it was sent to and the subject of the email. If you click the "View" button, it will on the Email Details page, which will show the specific about the recipients, any attachments and the email message itself. 


Hire Out

This Function Button will appear against any booking with a status of Reservation. Clicking on "Hire" will open the Hiring Out workflow. For more information on this please see the RCM Lite Hiring Out Bookings article.

View Pickup Details

This Function Button will only appear against bookings that have been hired out through RCM Lite. To view and change any of the information about the pickup, select the "View Pickup Details" function button. This will open up the Hire Out page that is detailed in the RCM Lite Hiring Out Bookings article, and here you are able to make any changes to the information. At the bottom of this Hire Out page there are two buttons. The first, "Email to Customer" will send a PDF copy of the Pickup Details to the customer in the same process described in the Emailing section above. To view this Pickup Details document, select the "PDF Version" button, and it will open the document displayed below.



Change Vehicle

This Function Button will only appear against bookings with a status of Hired. It allows you to change the vehicle of a hired booking at a set point in time; this may be necessary if the original vehicle suffers damage or is needed elsewhere. Clicking on "Change Vehicle" will open the Change Vehicle Workflow, for more information on this please see the RCM Lite Change Vehicle article.

Change Vehicle History

This Function Button will only appear against bookings that have had a vehicle change. Clicking on the "Change Vehicle History" button will open a window that display Registration Numbers of the vehicles that the booking was changed from and too. If you click on "View", it will open the Change Vehicle Workflow described in RCM Lite Change Vehicle‚Äč. At the button of this page there are two buttons. The first, "Email to Customer" will send a PDF copy of the Vehicle Change Details to the customer in the same process described in the Emailing section above. To view this Vehicle Change Details document, select the "PDF Version" button, and it will open the document displayed below.


Return

This Function Button will only appear against bookings with a status of Hired. Clicking on "Return" will open the Returning Vehicle Workflow. This process is described in the RCM Lite Return Process article.

View Return Details

This Function Button will only appear against bookings that have been returned in RCM Lite. To view and change any of the information about the drop-off, select the "View Return Details" Function Button. This will open up the Return page that is detailed in the RCM Lite Return Process article, and here you are able to make any changes to the information. At the bottom of this Return page there are two buttons. The first, "Email to Customer" will send a PDF copy of the Dropoff Details to the customer in the same process described in the Emailing section above. To view this Dropoff Details document, select the "PDF Version" button, and it will open the document displayed below.



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