Editing Reservations (section)

===== Add a new reservation =====
[[File:Reservation_open.PNG]]
* Click on the 'New' icon at the top of the screen.
* The Reservation #, as defined in Transaction Numbers, will automatically appear.
* The Res Status of "Open Reservation" will automatically appear.
* Enter a Reference # if desired.  This can be used to search reservations or contracts.
* Select a Rental Reason, as defined in Reasons for Rental/Discount.

'''Pickup Information'''

* The Location defined in Terminal Settings will automatically appear as the Location Out and Location Due.  Use the pull-down menu to select different locations if desired.  
* Enter the Date Out and Time Out.  There is a pop-up calendar available next to the date fields if required.
* Enter the Number of Days and tab.  The Date Due will automatically appear.
* Enter the Time Due. 
* Select the Product and vehicle class that you are making the reservation for from the drop down combo-boxes, then click on Search.
* By default the ‘rented-as’ field will be set to the same class as selected above. Only change this if you intend to apply a time and mileage rate for a different vehicle class, as in a free upgrade.
* If you wish to check vehicle availability to fill this reservation at this time, click on ‘Search’.  
:* Click on <u>Rate Shop</u> to see the lowest three rates available for the vehicle class chosen, plus up to four alternate upgrades (as defined in [[Class Codes]]).
:* Click on <u>Incl. Repairs</u> to include vehicles which are due back from repairs.
* Select the Fuel Type so that you can select a Prepaid Fuel option if desired.

'''Company and Rate Information'''

* If this is a corporate rental, click on the binoculars next to the ‘Company’ field to search for the company record. If you select a company, a list of drivers associated with the company will appear. You can either accept one of the drivers in the list as the primary driver or you can enter a new driver.
* Enter a Rate Plan if you have already added rates for it.  Otherwise, leave this blank.
* If the Company requires a PO#, click on the binoculars to look up the applicable Purchase Order numbers.
* Tab through or click on the binoculars for the Rate Code.  All applicable rates will appear.  Double-Click on the desired rate.
* Select any coverages requested by the customer by using the drop-down menu for each of the four major categories.  More coverages and options can be added from the Charges/Payments tab.

'''Renter Information'''

* If this is a retail rental, enter the customer’s home phone number with area code first. If the computer finds a match in the repeat renter file it will prompt you on the screen. If you accept the prompt the computer will pre-fill the reservation with the repeat renter’s details. If no match is found, continue entering the customer’s data in the fields provided.
* Enter the Source and associated Referral/Agent ID if desired.

'''Deposit Information'''

* Select the payment type from the combo-box. Depending on the payment type selected, different fields will appear.  If it is a credit card, type the number in the field provided and the expiration date of the card. Enter the amount you are authorizing and indicate whether you are just obtaining an authorization or actually charging the card at this time (authorized/paid radio set). Enter the authorization number. If you mark the deposit as paid, the system will deduct the amount from the final charges.

* Note: If you are using the RentWorks credit card processing module, you can swipe a credit card at any time, while on any screen.  You will be prompted to enter the last four digits of the card as a security check. The system will populate fields on the Summary, Drivers, and Charges/Payments screens with data held in the magnetic stripe on the card.



'''Additional information can be entered from the tabs and icons described below.'''



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