Customer & Courtesy Vehicles

When you add a Customer or a Courtesy vehicle, they are treated differently from your normal vehicle stock. Essentially, these are not vehicles for sale.

Instead, Customer vehicles can be Booked In while you carry out MOTs, repairs, etc, and Courtesy vehicles can be Loaned Out to customers while work is carried out on their car.

This is a great feature that allows you to know exactly how long a customer's vehicle is with you for repair, or how long one of your courtesy vehicles is with a customer.

Aftersales Invoices

In addition to booking in or loaning out a vehicle, you can also generate Aftersales orders or invoices for any additional products or services related to a vehicle, but not including the vehicle itself.

From here, you can press Create New Order to create and issue an order to a customer, and then later convert it to an invoice. You can press Create New Invoice to directly create and issue an aftersales invoice to a customer.

You can view historic invoices related to the vehicle just below.

Creating an Aftersales invoice is done in much the same way as other invoices in MotorDesk, just excluding the vehicle as part of the sale. For details on creating invoices in MotorDesk please see: Creating Invoices, Purchase Invoices & Orders.

Booking In, Loaning Out

In the vehicle's menu, Customer vehicles will give you a Book In option, and Courtesy vehicles will give you a Loan Car option.

They work similarly for both vehicle types, so I will be using a Courtesy Car as an example. You start by selecting Start New Session. Once the loan or booking is complete, you can then simply end the session.

Start by entering a Customer from your contacts. Press New Contact if they are not already in your customer database.

Next, enter the customer's details. Pressing Check will take you to the Check Driving Information on the Gov.uk Website.

Then you can enter an intended return time. Attach a Condition Report for the Vehicle and record the Fuel Level, as well as the Location where the vehicle should be returned to. To set up locations, please see our documentation on Vehicle Locations.

Finally, attach any Photos and Notes that are relevant to the booking.

Press Start Session to begin the loan.

This vehicle will now be recorded as On Loan, or On Site, with a summary of the details.

For courtesy vehicles, now that the session has been started, the customer can eSign, confirming that they agree with the Terms and Conditions. An Email Customer button is provided for sending the signed booking confirmation.

Press End Session to end the session and log the vehicle loan in your Session History.

The Book In feature of a Customer vehicle is largely similar, however, without the driving details and eSign functionality.

Once again, press End Session to finish.