Pickup and return

Pickup starts from a Confirmed booking with a linked customer and vehicle. The counter verifies the reservation and actual unit before recording the handover. The booking then moves to Picked Up and the vehicle to On Rent. Rental charges may be prepared as Draft, and service tasks can remain linked to both booking and vehicle.

A return is a separate decision. Finance Officer reviews posted charges and confirmed payments against the rental account. If money remains outstanding, the return can keep that fact explicit. Returning a vehicle never turns a Pending payment into a Confirmed one. The booking moves to Returned while the vehicle moves to Cleaning.

The return inspection is the last availability check. Property Manager reviews the vehicle after cleaning or maintenance work. Only a passed inspection supports the move back to Available. This preserves a clear gap between a customer giving back the keys and the counter offering the unit to another customer.

Keep the account review with the booking when the keys come back. If a confirmed receipt covers only part of the posted charges, Operations Reviewer can acknowledge the balance for follow-up before Property Manager receives the vehicle. The service queue then shows the work needed on that unit. A receipt still marked Pending cannot shorten the balance, and a completed task alone cannot release the vehicle.

• Handover state. Bookings and Vehicles carry separate statuses for the rental and the unit.
• Account review. Posted charges and confirmed payments are read together for one booking.
• Clearing work. Service tasks provide an assignee, due date and completion state for follow-up.

Agree who records handover and who is allowed to clear a returned vehicle. Define the physical inspection checklist and the way an outstanding account is acknowledged. Rehearse a clean return and a return that needs cleaning or maintenance. Use one linked rental to check the correction with the person who owns the next step.

A customer returns a vehicle with a service issue. Finance Officer checks the posted charge and confirmed receipt. Property Manager receives the return, leaving the vehicle in Cleaning. Front Desk Agent assigns a Maintenance task to the relevant team members record; Property Manager waits for the work and inspection before restoring Available. Check the customer, vehicle and booking links after the change. Have the next role open the same case before the handoff is complete.

• Active rentals — Find handed-over vehicles and the rentals due to come back.
• Returned rentals — Open returned bookings for account and vehicle follow-up.
• Vehicles in cleaning — See which returned units still need clearance.

• Booking To Pickup: Follow the linked booking and vehicle decisions.
• Return To Availability: Follow the linked booking and vehicle decisions.