RCM Lite provides a quick way to return vehicles while updating the photos of the car, recording any damages and making any required maintenance bookings. When returning the vehicle from the Booking Summary page you are also able to process any outstanding payments, collect signatures that are still required and view all relevant documents.
Locating the Booking
There are three ways in which a Booking Summary can be located in RCM Lite
- On the day it is due to be dropped off, the booking will appear in the Dropoff List on the Home Page. Pressing the blue Reservation Number will take you to the Booking Summary Page.
- On the Bookings page, the booking can be searched for by Booking Number or QR code.
- The Vehicle Details page displays the vehicle's Current and Next Bookings, pressing the blue Reservation Number will take you to the Booking Summary Page.
Booking Summary Page
The top of this page will display the basic information about the bookings, the hirer and the vehicle.
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, including "Return". Please note that this will only appear for bookings with a status of Hired.
There are numerous other Function Buttons here, some of which perform processes that can be incorporated into the Hire Out Workflow. For information on these other buttons, please see the RCM Lite Booking Summary Page
The Return Workflow is designed to allow you to completed all the necessary steps required to return a booking. It is accessed by selecting the "Return" button indicated above, as this will open the Vehicle Return page. On this page there are a series of processes for you to complete and after each one has been completed, they will be marked with a green tick to show completion.
This series of processes is controlled by the workflow set up in your system. You can choose to include any of the following processes, with the ability to mark each as optional and mandatory, while also adapting them to your needs:
- Vehicle Return Details
- Drivers Details
- Upload Images
- Maintenance Booking
- Email Hirer
The Processes are each described below.
You are able to add the payment functionality to your workflow if you have Stripe setup in your RCM System. In the payment section, if there is a balance owing against the booking, it will display an orange message saying: "Process a payment for balance of ####". There will also be a "Create Payment" button. Clicking on this will take you to the Create Payment page.
Depending on your Workflow Settings, it can be specified whether or not a booking must be paid in full before this workflow can be completed and the bookings can be returned.
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 manually 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.
Once a payment has been recorded, or if there is no balance owing against the booking, this Payment section will appear with a green message saying: "No Payment Required".
Vehicle Return Details
The Vehicle Dropoff Details section is where you manually fill in the "Kms/Milage In" value from the vehicle's odometer, as well as the "Charge/Fuel In". The "Actual Return Time" will automatically default to the current date and time. However, if for whatever reason, you want to change this, you can select the box to open up the window shown below. Once you have set this to the value you want, select "Set" to save it.
Here you will see the name of the Primary Driver listed under the heading Hirer and any additional drivers listed under Additional Driver. If you wish to view or update any of the driver's information, select "View/Edit". This will open the window shown below where you are free to change any of the information. Please note that this will also change the drivers details against any existing booking that they are against. When you are finished, press "Save Changes".
You can also add an additional driver to the booking by clicking "Add Driver", entering their details into the window that opens and clicking "Save Changes." As shown below, this will add the driver to the booking and they will now display under the heading of Additional Driver.
The Upload Images section allows you up Capture or Upload images of the vehicle that is being returned, documents from the hire period, or any other relevant documents and images. This is important if there is any damage to the vehicle that you want to take note of. How this section is displayed is highly dependent on your Workflow Setup. In your workflow, you are able to create a list of images or document you want recorded against the booking. For each of these you can mark them as being Mandatory or Optional. If they are Mandatory, they must be uploaded for the booking to be hired out. You can also specify if they are Drivers Images, in which case they will display the name of the driver against them.
There are two methods recording images or documents. The first is to upload existing photos or documents from your device, and this is done by selecting either the individual "Upload" buttons or the "Upload All" button. Then in the window that opens, press the "Choose file" button and this will open a list of files saved against your device. Select the image you wish to upload, and this will be saved.
The second method is to capture photos using your devices camera, and this is done by selecting either the individual "Capture" Buttons or the "Capture All" button. Then in the window that opens, select which of your devices cameras you want to use (e.g. the front or back camera). Then, press the "Capture" button to take the photo.
In addition, when you setup your workflow, you can specify whether or not the user can upload additional images. If they can, there will be a "New Image" button next to the other images, and if you click on this, you can upload or capture any new image/document without a description in the same way as described above.
You are able to set up multiple Image Upload sections in your workflow. This is useful if you want to separate when and where different images are taken. For example, if you want to take your images of the driver and their documentation separately from images of the vehicle.
In your Workflow, you are able to set up a list of items that must be completed before hiring out a vehicle. These may or may not be mandatory. Similarly to the Image Upload, you are able to set up multiple checklists within your workflow. This is useful if you want different things to be checked at different stages.
These items will display; to check these items off, simply click on the relevant boxes, and they will be marked as completed.
This is a section where you are able to view any existing damage records and add new ones for any damages that occurred during the hire. If you add a damage here, it will be linked to and recorded against the booking.
To add a new damage record, press the plus button next to New Damage. This will open up the New Damage window shown below. When entering the values for both "Damage Area" and "Damage Type" you will need to select a value from the dropdown of options setup in your RCM system.
To set the "Date Damage Occurred", will need to click the box to open the calender, select a day and press "Set". Please note: this day must be during the hire of this booking, if it is outside the bookings date range, the damage will not save.
The "Description" and "Damage Location" are both optional, but to add in a value here, simply select the box and type it in.
Finally, you can choose to add an image of the damage. To do this, select the "Take Photo" button and this will open up the camera in the damage window. Choose which camera you want to use, (e.g. front or back) and press "Capture" to take the photo. When you have completed this and you wish to save the damage record, press "Done."
You are able to create a Maintenance booking against this vehicle, if one is required after the return of this booking. This section will display the Pickup and Dropoff dates of the next booking recorded against this vehicle, so you have an idea of when it is available for the maintenance booking.
To create one, you will need to set the "Booking Start Date" and "Booking End Date" by selecting the relevant box, then setting it in the window that opens and pressing "Set" to save this date and time. Please ensure that this does not overlap with any other future bookings against this vehicle, as this will prevent the Maintenance booking from being made.
You will then need to select a customer by clicking the box under "Customer". This will open a dropdown of all the Maintenance Customers set up in your system, and you will need to choose one to assign to the booking. You can also add "Notes" to record against the booking. Once completed, select "Create Maintenance Booking" to save the booking, and the new reservations number will appear on the screen.
The Email section allows you to set whether or not an email will be sent to the customer once this booking is returned. You can also choose to attach a copy of the Invoice and the Return Details to the email.
After the workflow has been completed and the vehicle has been returned, if "Email Hirer?" is ticked, you will be taken to the Email page shown below. The 4 sections of this Email page are:
- 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.
- 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.
- Attachments: This is where you can see what documents are attached, these are the ones marked with a green tick. You can either add or remove them by selecting/deselecting this tick.
- Preview & Send: This is where you can see what the email will look like. When you are happy with it, press "Send".
Once you have completed all the required steps of your workflow, click the "Return" button at the bottom of the screen, and this booking will be returned.