Swap Booking Function

Swap Booking Function

Purpose

When a customer arrives to pick up their vehicle sometimes, for a variety of reasons, the vehicle that has been allocated to their booking may not be available to send out with them and they need to be allocated a different vehicle.
Some of the reasons they may have to take a different vehicle may be:
  1. The vehicle hasn't been returned yet from the previous booking.
  2. The vehicle may be parked at the back of the lot and it is difficult to get to.
  3. The vehicle is at a different depot, for example it is at the airport while the customer is picking up in the city.
  4. The vehicle has not been cleaned.
  5. The vehicle has been damaged or needs some maintenance work done.
If there is a different vehicle from the same vehicle category that can be sent out with the customer, the Swap Booking function allows you to easily swap all of the future bookings between the two vehicles, removing the need for you to update the bookings in question individually.

Swap Booking Rules

There are some rules that will be applied when using this Swap Booking function. These rules will determine whether the swap can go ahead or not. They will also flag any bookings that will need to be updated if the swap occurs.
The checks that will stop the Swap Booking occurring are:
  1. The two vehicles being swapped must be in the same Vehicle Category.
  2. If either of the vehicles have a Date Off Fleet that falls before the Drop Off date of the last booking that is being swapped, then the Swap will not be allowed.
  3. Both vehicles being swapped have to have the Available for Booking flag set to Yes. If one of the vehicles being swapped isn't Available for Booking, then the swap will not be allowed.
  4. If either of the vehicles being swapped are currently out on Hire or currently on a Non-Revenue or Maintenance booking, then the swap will not be allowed.
  5. The Current Location for both vehicles needs to be the same. If the vehicles are currently located in two different locations, then the swap will not be allowed.
  6. If any of the bookings for the two vehicles has been marked as "Do Not Move", then the swap will not be allowed.
The checks that require a change to one of the bookings if the swap occurs are:
  1. If there are any future bookings which are either a Maintenance or a Non-Revenue booking, they will be flagged, as they will probably need to be updated after the swap occurs. In the case of a Maintenance booking, the original vehicle may need to be re-allocated to the booking.
  2. If you are using the E-Signature function and you have the flag on for voiding the signature if the vehicle changes, then if any of the bookings have an E-Signature recorded they will be flagged. You will need to re-collect the signatures for these bookings.

Swap Booking Process

You can access the Swap Booking function from the Reservations menu. 



You will be presented with the screen shown below. You can see in the image below, that when you start typing in either of the Rego boxes, a list of possible vehicles will be displayed that you can choose from. The information shown is the Vehicle Registration, Current Location, Vehicle Category, Make,  Model and colour.  You can type in any part of this information to see a list of vehicles.



To swap all future bookings between two vehicles, simply enter the two registrations and click on the "Swap Bookings" button at the bottom of the screen. 



If there are any bookings which will stop the swap from happening, you will see an appropriate message and the vehicles will not be swapped.



If you enter a vehicle that has future bookings that will need to be taken into account after the swap you will see the message shown at the bottom of the screen below. It will show details about the booking to be considered when swapping.
You can choose to either "Close Window" and exit without performing the swap. Or you can choose "Confirm Swap" which will go ahead with the swap.



If you choose to go ahead with the swap, after it had been done you will see the message shown at the bottom of the screen below. There is a link you can click on to view the Swap Booking report which will allow you to get a list of the bookings you will need to have a look at. This report is discussed in more detail in the following Knowledge Base article Swap Booking report.



If the swap was able to go ahead with no bookings that need to be checked, you will not see the message about viewing the bookings that need to be checked.

Post Swap Booking Changes 

If when you performed the Swap Booking function there were bookings that were flagged as needing to be checked afterwards, you can use the Swap Booking report to get a listing of them.

Make sure you run the report with the "Change Required" option selected and you only see a listing of the bookings that need to be checked.


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