Check In: Difference between revisions
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Latest revision as of 11:39, 18 September 2024
Check-In Processing[edit]
Location
COUNTER > Contract Processing
Purpose
The check-in process takes place when the rental customer returns with the vehicle. When a contract is closed by this process, the revenue from it will be assigned a report date and the vehicle will be returned to an available status.
The check-in lookup browser will list open contracts. You can search for a specific contract by using the "Search By" options.
Make sure you close the correct contract as RentWorks does not allow contracts to be closed and then reopened for security purposes.
Fields
Search By – Use the pull-down menu to select the selection criteria. Choices are: RA Number, Renter's Name, Unit Number, Company, VIN, Vehicle License, and Reference #. Enter the value you want to search for in the adjacent fields.
Buttons
Edit – Highlight the desired open contract and double-click, or click on the Edit icon.
Check-In Process[edit]
- Once you have selected the correct open contract, you will be brought to the Charges/Payments tab and the cursor will be positioned at the odometer field. The date and time in will default to the current date and time. Note that the location in field will default to your terminal location. All these fields can be edited if changes are necessary - but in a live check-in situation nothing should need to be changed. However, you must enter a value in the odometer field. It must be higher than the check-out odometer reading.
- Use the ‘Tab’ key to move through the fields on the screen. Next set the fuel slider bar to the correct level that represents how much fuel is in the vehicle as it is being returned.
- As you tab from the ‘fuel in’ slider bar, the charges will automatically calculate and be displayed in the Charges Summary.
- A discount can be added by clicking on the New icon. Use the pull-down menu to select Discount. The Detail screen will then appear. Use the pull-down menu to select Reason, then the discount percent or amount. When done, click on Save.
- To make changes to any rate lines or charges, click on Edit. When done, click on Save.
- Once the charges look correct, a payment must be added for the balance due. Click on the New icon. Use the pull-down menu to select Payment. Tab to the next field to select the Payment Type (such as Credit Card). Finally, type to the next field to select a Payment Code (such as Amex or Visa).
- Multiple payments with different payment types can be made, by just adding more payment records. The key is that they must total the balance due to be able to close the contract.
Finish and Print
- Click on the Finish icon to Save and Print the Rental Contract. If you have set up other currencies, you can chose the desired currency to print. If you have set up other language translations, you can chose the desired language to print.
- If you had entered an email address for the renter, an output destination of 'Email Renter' will appear on the drop-down menu.
Additional information can be entered from the tabs and icons described below.
