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Want to set-up insurance at the booking level?

Want to set-up insurance at the booking level?

 

It is not necessary to configure each client with their own insurance details; it can also be done on a booking by booking basis if required. This method will generally be used if the customer has not had their insurance policy details against their client record or if their insurance details have changed.

On the Insurance tab in the Booking/ Rental Screen you will be able to add or remove the insurance details from the booking. An affect of having the rental using the clients insurance or the hire companies issue is that the system will automatically adjust the rental charge to use RENTCINS rather than RENT to allow for proper revenue reporting.



Looking at the Insurance tab you will find the Use Client Insurance button, press this button if you want the rental go out under the client’s insurance. This will also have the affect of correctly marking the customer’s rental agreement. If the customer does not have insurance recorded in their client record the insurance screen will appear requesting that this information is entered.

On clicking the Use Client Insurance button you will be presented with the Booking Insurance screen which may be pre-populated with the client’s insurance details if they had already been entered previously.



Company – Company: enter the insurance company’s name

Company – Contact: enter the contact details of the person at the insurance company

Company – Tel. No.: enter the telephone number for the insurance company.

Company – Ext.: use this field to store the extension number you need for the insurance company

Company – Fax No.: if the insurance company has a fax no. you this field to store it.

Broker – Company: this field allows you to store the name of the broker supplying the insurance cover

Broker – Contact: this field allows you to record a contact person’s name for the Broker

Broker – Tel. No.: allows you to record the telephone number for the Broker

Broker –Ext.: if you need to enter an extension number when phoning the Broker you can use this field

Broker – Fax No: this field will allow you to record the Broker’s fax number

Policy – Policy No: enter the insurance policy number into this field

Policy – Starting from: into these two fields enter in the start date and time for this insurance policy

Policy – Ending at: enter in the expiry date and time for this insurance policy

Policy – Excess: this field is generally used when you offer Excess Protection and it allows you to store the clients own insurance excess value which will then be printed on the excess protection documentation.

 

Cover Note details for each booking: when ticked this option will force the user to enter in cover note details for this booking even through the booking will be using their insurance.

Notes: this is a free text box allowing you to record any additional information about the client’s insurance details.

The Cover Note Details fields will only become mandatory if when entering the Insurance details at the client level the user had ticked the box Cover Note Details for each booking else these fields can be left empty.


Cover Note Details – Cover Note No.: enter the cover note number provide by the customer to cover the rental

Cover Note Details – Starting From Date & Time: enter the date and time that the cover note starts on

Cover Note Details – Ending At Date & Time: enter the date and time that the cover note ends on.

Cover Note Details – Notes: this is a free text box where you can type any additional information that you would like to store about the cover note.

To record and save all the information enter into this screen click OK or to exit without saving any changes click Cancel.



When the booking is using the Client’s insurance the Ins tab will be changed to show you the company supplying the insurance and the Policy number.

Policy: clicking on the button will take you into Booking Insurance screen allowing you to see and/or amend the current insurance details.

Use Hire Company Insurance: clicking on this button will remove the client’s insurance details and revert it back to using the Hire Companies insurance.

Company: tells you the insurance company providing the insurance for the customer renting the vehicle.

Policy: tells you the policy number for the insurance being provided to cover the rental.

Rival: this button will allow you to remove or add Rival Insurance coverage for this booking.

To prevent insurance fraud the system will not allow you to change the bookings insurance type, i.e. hire companies insurance, client’s own insurance, after the rental has been given a Rental Agreement no.

 

Have a customer with their own insurace? Click here for my guide.