Booking Request

• Reqstd Start (Date) — Displays the Date that you would like the booking to start on. For a 'New' booking, this is defaulted to today's date.

• Rqstd Start Time (List) — Displays the hour and the minutes of the desired booking start time. This defaults to 9am.

• Planned End (Date) — Displays the intended end date of the booking

• Planned End Time (List) — Displays the hour and the minutes of the desired booking end time. This defaults to 5pm.

• Period Type (Radio button) — The booking period can be daily or hourly. The charge calcuations are adjusted accordingly.

• Period (Num) — Displays the booking days or hours, depending on the chosen period type.

• Vehicle Type (List) — Displays the vehicle type that is required for the booking and is used to determine the charge-out rate of internal vehicles. This field is blank in a 'New' booking and needs to be selected.

• Vehicle Accessories (Check Box) — Displays a list of vehicle accessories that may be requested for the booking.

Client

• Client Code (Text) — Enter the booking client's "Client Code".

• Client Name (Text) — Displays the booking client's "Name".

• Contact (Text) — Displays the name of the clients 'Contact 1'. This can be edited.

• Email (Text) — Displays the email of the clients 'Contact 1'. This can be edited.

• Cost Centre (List) — Displays a list of Active Cost Centres. This can be edited.

Driver

• [Add Folder] — This icon is shown when the booking record is in Edit mode. Click to open the Booking Driver modal window to create or edit a driver's Contact details.

• Driver ID (Lookup) — Enter or lookup an existing driver. The stored "Driver ID" is a hyperlink when the booking is in view mode that navigates you to the Drivers / Contract tab. Removing the "Driver ID" from a booking record will cause the driver-related field data below to be flushed.

• Given Name (Salutation) (Drop List) — Choose the salutation you want to store for the driver, such as Mr, Mrs, Miss. This will populate from the driver record if one was selected.

• Given Name (Text) — Enter the driver's given name directly if you are not using a stored driver record. This will populate from the driver record if applied.

• Surname (Text) — Enter the driver's surname name if it has not already been populated from a driver's record. If you tab off the "Surname" field and have not entered or picked a stored driver record and have entered a "Given Name" and "Surname" that matches an driver record that belongs to this client, or client group a pop-up window will open, offering you the opportunity to select and store the matching driver on the booking. If you tab off the "Surname" field and have not entered or picked a stored driver record and the entered "Given Name" and "Surname" do not match any driver record that belongs to this client, or client group an alert will offer to create a new driver record using the entered name details. If you accept, you will be navigated to the Booking Driver modal window and the driver's name will be pre-populated from the booking details.

• Phone (Text) — Enter the driver's contact phone number This will populate from the driver record if applied.

• Licence No (Text) — Enter the driver's licence number. This will populate from the driver record if applied.

• Comments (Text) — Text field for entering booking notes

• Booking Type (List) — Select the type of booking that is being made. This is used to indicate the required billing type calculation. Refer to Billing Type for more details.

• Replacing/Order ID (Num) — If a booking is required to provide for a Lease Replacement or a 'Vehicle on Order', enter that vehicles Contract ID in this field. This can affect the invoice calculations. When saved, this value is also a hyperlink to the linked vehicle. The Registration Number of the linked vehicle will be detailed in any resulting invoices.

• Planned Delivery (Date) — The 'Planned Delivery' date of a linked vehicle is shown here.

• Vehicle Description (Text) — The Description of a linked vehicle is shown here

Vehicle Delivery

• Registration No (Text) — The Registration No of a linked vehicle is shown here

• Delivery Type (List) — Lists the available delivery alternatives

• Delivery Address - Same As Client (Check Box) — If selected, the client's physical address will be used.

• Delivery Address (Text) — Enter the desired delivery address

Vehicle Return

• Return Type (List) — Lists the available return alternatives

• Return Address - Same As Client (Check Box) — If selected, the client's physical address will be used.

• Return Address (Text) — Enter the desired return address

• A/C Manager (List) — The A/c Manager defaults to the Client's A/c Manager. This can be edited.

• Booking Status (List) — A new booking record is created with a 'Requested' status. The status can be changed manually, but changes are also triggered by certain changes in the booking record. Entering details in the Bookings / Booking Allocation and Billing section will change the status to 'Booked' (you cannot change the status to 'Booked' manually). Entering details in the Bookings / Condition Start Details section will change the status to 'In Progress'. Posting a Bookings / Invoice Final invoice will change the status to 'Closed'.

• Internal Comments (Text) — Text field for entering booking notes

Allocation & Billing

• Billing Type (List) — The chosen billing type determines the billing calculation that is used. Refer to Billing Type for more details.

• Chargeable (Check Box) — If selected, the billing calculation will occur. If OFF, no invoice charge will be created or displayed in the Header as an 'Estimated Cost $'.

• Uplift Rate (%) — If an uplift rate is used, a percentage margin will be applied to the value invoiced to the Client.

• Allocation Type (List) — Vehicles can be allocated from an Internal Fleet, a Hire Car or a Loan Car. These different allocation types affect the behaviour of later fields in this section.

• Charge Category (List) — The Charge Category is only relevant for Internal Vehicles. It enables users to create different price structures for their fleet if desired.

• Contract ID (Text) — If an internal vehicle is required, search and select the desired vehicle. A vehicle can only be selected via the pop-up availability screen if it is available for the entire duration of the booking. However, sometimes you need to partially allocate a vehicle. You can over-ride the allocation process by finding the vehicle you need in the Availability tab and then entering the Contract ID directly into this field. You will be warned if entering a contract id for a vehicle under these circumstances but the booking can still be saved.

• Rate Daily Net (Num) — This displays the daily rate that will be charged to the client for the selected vehicle (if the 'Period Type' is Daily). Note ~ it does not include an uplift percentage that is being applied. The 'Actual Cost $' field in the header displays the full calculated cost of the booking.

• Rate Hourly Net (Num) — This displays the hourly rate that will be charged to the client for the selected vehicle (if the 'Period Type' is Hourly). Note ~ it does not include an uplift percentage that is being applied. The 'Actual Cost $' field in the header displays the full calculated cost of the booking.

External Provided

• Supplier (Text) — Enter or search for the code of the Loan or Hire Car supplier. When the search pop-up is used, only 'Rental' suppliers can be chosen. When saved, both the Supplier Code and Name are displayed. Note. Where a supplier is chosen an Allocation Type must to chosen as well.

• Location (Text) — For Hire Cars, a location must be chosen. Refer to XXX for more information about Hire Car pricing.

• Booking Reference (Text) — A Booking Reference is required for Hire Cars and Loan Cars.

• KM Limit (Text)

• Vehicle Class - ALL (Check Box) — Check this to see all vehicle classes for the selected supplier. When un-checked, only the vehicle classes stored against the selected "Location" field will be displayed.

• Vehicle Class (Text) — Select the desired vehicle class.

• Rate Daily Net (Num) — Displays the daily price agreed with the Hire Car supplier that is set-up in your tables.

• Rate Daily Net incl GST (Num) — Displays the daily price agreed with the Hire Car supplier including GST.

• Rate Hourly Net (Num) — Displays the hourly price agreed with the Hire Car supplier that is set-up in your tables.

• Rate Hourly Net incl GST (Num) — Displays the hourly price agreed with the Hire Car supplier including GST.

• Supplier Comment (Text) — Text field for entering supplier booking notes

• Fees & Charges incl GST (List) — Displays a list of supplier charges that are extra to the hourly or daily rate.

Booked Accessories Cost incl GST

• Booked Accessories Cost incl GST (Check Box) — Displays a list of vehicle accessories that may be booked from the supplier. Accessories are charged on an Hourly or Daily basis and can be set-up with a capped value for the charge.

• Variant Code (Text) — For an internal vehicle, the Variant Code is displayed when a vehicle has been selected. For a Hire Car or Loan Car, an 'Advanced Vehicle Search' can be used to identify and record the exact vehicle that will be used.

• Registration No (Text) — For an internal vehicle, the Registration No is displayed when a vehicle has been selected. For a Hire Car or Loan Car, a Registration No can be entered when known. If the Registration No is entered, it will display on Client Invoices.

• Description (Text) — For an internal vehicle, the Description is displayed when a vehicle has been selected. For a Hire Car or Loan Car, selecting a Variant Code will return a vehicle Description, or one can be entered as free text. If a Description or Variant Code is recorded, this will display on Client Invoices. [Tip:] Enter the variant code to enable FBT calculations to be performed on long-term bookings.

• PPS Reg No (Text)

• PPS Reg Token (Text)

• Company (List)

Field Entry

• A driver record for "Given Name" "Surname" was not found. Would you like to create one? Click OK to create a new driver record. You will be nagivated into the Booking Driver modal window. Click Cancel to store the driver details in the booking record without a linked driver record.

• Client code must be entered first. You cannot open the Booking Driver window until a client has been chosen.

Save

• Invalid Driver ID. — The selected driver record is linked to client that is not the one stored in this booking record. Make a note of the "Driver ID" and either cancel your changes or remove the driver from the booking record. Investigate the driver's record to determine if it is correct. Depending on what you find, you can either Go to the driver record and edit the linked "Client" record to match the booking's client and re-link it to the booking. Copy the driver's record to make one to be used with the booking's client and link it to the booking. Create a completely new driver record and link it to the booking.

• '{reference/invoiceno}' already exists on another transaction for supplier '{suppliercode}'. '{supplier_code}' does not allow duplicate reference or invoice number entries.
  This supplier has Suppliers / Account "Allow Duplicate Reference" un-checked. You must use a unique reference number for this recordor. Edit the supplier record and check on "Allow Duplicate Reference".

Attach

• File has already been uploaded. — This file is already attached, no need to upload. Selected files exceed maximum allowable attachment size. A five megabyte total size limit applies to all of the files attached to a record. The size of the file or files you are to attaching exceeds this.Review and reduce the size of the files being attached to the record If the size of all the files being attached is reasonable ask your System Administrator to review the set limit in Setup / Reference Data → gbcontrols) "attachmaxfilesize"

Search

The booking screen is used to display bookings. From this screen a new booking can be created or existing bookings can be selected for editing and further processing. A number of filters in the header section of the screen allow the user to search for particular booking or types of bookings. The default criteria for this screen is to display all bookings.

Search Filter Definitions

Displayed Fields

Booking Billing Type

The method of calculating a hire rate (Rate Daily Net or Rate Hourly Net) is governed by the Billing Type that is selected. When a booking request is generated, the requester specifies the 'Booking Type', this indicates the 'Billing Type' that should be used. 'Booking Type' does not contain any validations or business rules.