Changes while the booking is active

Once the vehicle is out, the dates can no longer be edited and the booking cannot be repriced. Two tools cover what happens in practice: the customer wants the car longer, or the car has to change.

Extend Booking

An extension adds days to the same booking, under the same hire agreement, with the same vehicle.

1. Open the booking, click Extend Booking.
2. Set From and To. From is where the booking ends now; move To later.
3. The dialog shows Availability, whether the vehicle can stay out for the new days, and a quote: each Product with Qty and Amount for the added days.
4. Click Extend.

How the extension is priced:

• Only the new days are priced. What was already sold keeps its price.
• The new days are priced from the catalogue as it stands today, counting the length of the whole hire. A hire that crosses into a weekly or monthly band on extension earns that band’s rate for the added days.
• Every rental product that fits is tried and the cheapest is used, so a customer extended into a long-term band is not kept on the daily product.
• Optional elements the customer had selected are carried over to the new days.

The added days appear as new lines on the booking and as unbilled on the Settlement tab. Take the payment through Send for Payment, typically Stored Payment Card if the customer is not at the counter. The Return Soon and Return Today messages move to the new return date.

If Availability says the vehicle cannot stay out, another booking needs it. Either move that booking to a different vehicle on the calendar first, or use Split Booking to change the car.

Split Booking

A split cuts the hire at a date. The days before stay on the current booking; the days from that date move to a new booking that follows it, under a hire agreement of its own. Use it for a vehicle swap, a change of class part way through, or a renewal that needs a fresh agreement.

1. Open the booking, click Split Booking.
2. Set the Effective Date.
3. Choose what the follow-on holds: Keep Vehicle (same car, no gap, a renewal), Change Vehicle (another car of any class at the same price), Change Class (another class, priced for that class) or Unassigned (same class, car chosen at check-out).
4. Review the quote: each Product with Qty and Amount on the new booking, and Availability. A flat fee already paid shows as Waived on the follow-on, since it is not charged twice.
5. Click Split. The follow-on opens as a CONFIRMED booking with its own reference. Both bookings show Follows and Followed by in their headers.

Nothing is repriced by a split except under Change Class. Each day keeps the price it was sold at, on whichever booking it lands.

Handover between the two bookings

The follow-on cannot be checked out while the booking it follows is still ACTIVE. Instead, open the follow-on, then Workflows, then Handover. Handover is the earlier booking’s Check In followed by the follow-on’s Check Out as one flow, in the side panel. The step bar shows which booking each step belongs to. With Keep Vehicle, the vehicle steps are reduced to one set of readings, since the car never leaves the customer.

The bond moves with the customer. At Handover the bond held on the earlier booking is passed on to the follow-on rather than released and collected again.

What a split does to messages

The earlier booking stops sending return reminders, because its return is now the handover. The follow-on does not send booking or pickup messages, because the customer already has the car. Everything else carries on.