Difference between revisions of "How do I process a customer booking?"

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(Created page with "{{Incomplete}} {{PreRelease}} == Summary == This article guides you through how to process a booking for a customer. == More Information == Bookings are made through {{Menu|...")
 
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== Summary ==
 
== Summary ==
 
This article guides you through how to process a booking for a customer.
 
This article guides you through how to process a booking for a customer.
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== More Information ==
 
== More Information ==
 
Bookings are made through {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
 
Bookings are made through {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
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* They can be made directly through this screen or via an [[How do I Handle a Customer Booking Enquiry?]].
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They can be made directly through this screen or via an [[How do I deal with a customer booking enquiry?|enquiry]].
  
 
== New Bookings ==
 
== New Bookings ==
 
=== Booking Details ===
 
=== Booking Details ===
 
Go to {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
 
Go to {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
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* Press the {{Button|Add}} button.
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* Click {{Button|Add}}.
  
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* At {{DataPrompt|Customer}} enter the first few letters of the customer name into the {{DataPrompt|Customer}} box and press {{KeyPress|Enter}}.  
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* At {{DataPrompt|Customer}} enter the first few letters of the customer name and press {{KeyPress|ENTER}}.
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** Click [[Do I have to remember all these Account Codes?|here]] for how to search for a customer or [[Creating a New Customer/Supplier|here]] for how to create a new account.
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** [[Do I have to remember all these customer and supplier codes?|Search]] for an existing customer or [[Creating a new customer or supplier|create]] a new account.
  
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{{Information|text=Initially you may take a booking without creating an account for a customer. However you ''must'' create an account for them before you may take a deposit and produce an invoice.}}  
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{{Information|text=You may create a booking without creating an account for a customer. However you ''must'' create an account for them before you may take a deposit and produce an invoice.}}
  
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{{Tip|text=If you do not create an account at this stage click into the {{DataPrompt|Reference}} field and enter their name and telephone number.}}
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{{Tip|text=If you do not wish to create an account at this stage, click into the {{DataPrompt|Reference}} field and enter their name and telephone number.}}
  
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* Enter the dates and times the booking period starts and ends in the {{DataPrompt|From}} and {{DataPrompt|To}} fields.  
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* Enter the booking period in the {{DataPrompt|From}} and {{DataPrompt|To}} fields.
  
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{{Information|The start and end times will be populated by your [[How do I Customise the Customer Booking Process?|system defaults]]. Amend the times only if this booking falls outside your normal hire period.}}
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{{Information|The start and end times will be populated by your [[How do I customise the customer booking process?|system defaults]]. Amend the times only if this booking falls outside your normal hire period.}}
  
 
=== Booking Items ===
 
=== Booking Items ===
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Click {{Button|Add}} to start adding hire items to the booking.
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Click {{Button|Add}} to start adding items to the booking.
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* Enter the [[How do I Create a Hire Item Type?|item type]] or press {{KeyPress|C-F1}} to search.
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* Enter the [[How do I create a booking item type?|item type]] or press {{KeyPress|C-F1}} to search.
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** Click {{Button|Search}} and select the item type.  
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** Click {{Button|Search}} and select the item type.
 
** Click {{Button|Choose}} to return to the booking.
 
** Click {{Button|Choose}} to return to the booking.
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* Enter the [[How do I Create a Hire Item?|Hire item]] or press {{KeyPress|C-F1}} to search.
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* Enter the [[How do I create a hire item?|hire item]] or stock item or alternatively, press {{KeyPress|C-F1}} to search for the item.
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** Click {{Button|Search}} and select the item to link to this booking.
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** Click {{Button|Search}} and select the item to add to the booking.
 
** Click {{Button|Choose}} to return to the booking.
 
** Click {{Button|Choose}} to return to the booking.
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* Click into the appropriate field and enter either the the {{DataPrompt|Nett Price}} or {{DataPrompt|Gross Price}} to hire this item for the booking period.
 
  
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{{Information|text=The {{Tab|Booking Document}} section above displays the Nett, VAt and Gross total for this booking.}}
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* If applicable, at {{DataPrompt|Quantity}}, enter the quantity of the booking item.
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* At {{DataPrompt|Nett Price}} or {{DataPrompt|Gross Price}}, enter the price to either purchase or hire the item for the booking period.
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{{Information|text=If the hire item has an associated {{DataPrompt|Price Plan}} then a default price will be automatically calculated for you. A description of the price can be found in the {{DataPrompt|Price description}} column.}}
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{{Information|text=The {{Tab|Booking Document}} section above displays the Nett, VAT and Gross total for this booking.}}
  
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Repeat to add all items to apply to this booking.
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Repeat this process to add all items that apply to this booking.
  
 
=== Taking a Deposit ===
 
=== Taking a Deposit ===
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To take a {{DataPrompt|Booking Deposit}} and/or {{DataPrompt|Security Deposit}}, click {{Button|Take}}.
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Choose the appropriate tab, either {{Tab|Booking Deposit}} or {{Tab|Security Deposit}}.
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* Click the letter against the relevant payment method.
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* If the deposit amount has not been calculated for you, enter the value against the relevant payment method.
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{{Information|text=Deposit amounts are calculated based on the [[How do I create a booking item type?#Booking Settings|settings]] per booking item Type.}}
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Click {{Button|Done}} to return to the booking form.
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Check you have completed all relevant details and click {{Button|Done}}.
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== Existing Bookings ==
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To view or amend an existing booking, go to {{Menu|{{BH}}|Add or Edit Customer Bookings}}.
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* Enter a date range to cover the period of the booking or click {{DataPrompt|Search}} to view all current bookings.
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** You may click {{Button|Advanced}} to search for bookings for a specific customer, hire item or status.
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* Select the booking and click {{Button|Edit}}.
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* Make any changes, e.g. to {{Button|Add}} or {{Button|Remove}} a booking item or {{Button|Take}} a [[How do I take a deposit for a customer booking?|deposit]].
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When you have made your changes, click {{Button|Done}}.
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== Follow Up Processes ==
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These articles will guide you through the follow up processes.
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* [[How do I print a hire agreement document?|Printing a Hire Agreement]].
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* [[How do I produce a hire booking invoice?|Printing a Hire Invoice]].
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* [[How do I take a payment for a hire invoice?|Taking a Payment]]
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== See also ==
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* [[How do I deal with a customer booking enquiry?]]
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* [[How do I take a deposit for a customer booking?]]
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* [[How do I customise pricing in Booking & Hire?]]
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* [[How do I cancel a customer booking?]]
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* [[How do I refund customer booking deposits?]]
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{{KB_Tags|booking, take, deposit, security, hire, item, rental, customer booking, customer enquiry, extras, accessories, sundry charges}}
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{{How}}{{KB_BH}}
  
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Click {{Button|Done}} when the form is complete.
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{{KB_Ref|BH02}}

Latest revision as of 09:17, 24 December 2019

Summary

This article guides you through how to process a booking for a customer.

More Information

Bookings are made through " Booking and Hire Add or Edit Customer Bookings".

They can be made directly through this screen or via an enquiry.

New Bookings

Booking Details

Go to " Booking and Hire Add or Edit Customer Bookings".

  • Click [Add].
  • At "Customer" enter the first few letters of the customer name and press <Enter>.
You may create a booking without creating an account for a customer. However you must create an account for them before you may take a deposit and produce an invoice.
If you do not wish to create an account at this stage, click into the "Reference" field and enter their name and telephone number.
  • Enter the booking period in the "From" and "To" fields.
The start and end times will be populated by your system defaults. Amend the times only if this booking falls outside your normal hire period.

Booking Items

Click [Add] to start adding items to the booking.

  • Enter the item type or press <Ctrl+F1> to search.
    • Click [Search] and select the item type.
    • Click [Choose] to return to the booking.
  • Enter the hire item or stock item or alternatively, press <Ctrl+F1> to search for the item.
    • Click [Search] and select the item to add to the booking.
    • Click [Choose] to return to the booking.
  • If applicable, at "Quantity", enter the quantity of the booking item.
  • At "Nett Price" or "Gross Price", enter the price to either purchase or hire the item for the booking period.
If the hire item has an associated "Price Plan" then a default price will be automatically calculated for you. A description of the price can be found in the "Price description" column.
The [Booking Document] section above displays the Nett, VAT and Gross total for this booking.

Repeat this process to add all items that apply to this booking.

Taking a Deposit

To take a "Booking Deposit" and/or "Security Deposit", click [Take].

Choose the appropriate tab, either [Booking Deposit] or [Security Deposit].

  • Click the letter against the relevant payment method.
  • If the deposit amount has not been calculated for you, enter the value against the relevant payment method.
Deposit amounts are calculated based on the settings per booking item Type.

Click [Done] to return to the booking form.

Check you have completed all relevant details and click [Done].

Existing Bookings

To view or amend an existing booking, go to " Booking and Hire Add or Edit Customer Bookings".

  • Enter a date range to cover the period of the booking or click "Search" to view all current bookings.
    • You may click [Advanced] to search for bookings for a specific customer, hire item or status.
  • Select the booking and click [Edit].
  • Make any changes, e.g. to [Add] or [Remove] a booking item or [Take] a deposit.

When you have made your changes, click [Done].

Follow Up Processes

These articles will guide you through the follow up processes.

See also


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Keywords AND Misspellings
booking, take, deposit, security, hire, item, rental, customer booking, customer enquiry, extras, accessories, sundry charges
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