2.3 How to set up Fuel Charges?

This article is a step by step breakdown on how to set up the fuel charges per the max fuel level globally or per vehicle class.

Important note: The system will have by default 1/8 for your max fuel level but this can be modified to any value like 1/50; to change this please refer to the last section of this article.

To set the additional charge per 1/8 for the global variable when the customer does not come back with a full tank, you would have to create an additional charge in Settings > Additional Charges. You can find out how to do so by clicking here. In the additional charge, make sure that “Hide from Reservation” is selected as “Yes”. This is because you do not want your customer to see it during the reservation process.

General Fuel Charge

To set the global fuel charge, you would first need to create an additional charge. In that additional charge, make sure that “Hide from Reservation” is selected as “Yes”. This is because you do not want your customer to see it during the reservation process. Next, navigate to Settings > Car Rental Settings> Default Values; and select the charge you have created under “Automatic Fee when calculating fuel differences” as shown in the picture below highlighted in orange. You can hover over the “?” tips to learn more about it.

Vehicle Class Fuel Charge

To set up the fuel charge per vehicle class, navigate to Settings > Vehicle Class > Vehicle Class that you want to edit > Rental Process section. Under “Fuel Charge”, set the amount that you will charge for 1/8 as highlighted in orange in the picture below.

Default Fuel Price Charge per Tank Size

Firstly, navigate to Settings > Car Rental highlighted in dark blue in the picture below.

Next, navigate to “Default Values” section. Here, under “Default Fuel Price Per Liter or Gallon”, set the amount of your fuel price as shown in the picture below highlighted in orange.

Once you have done so, click on the blue “Save” button located at the bottom of the page.

Next, navigate to Settings > Fleet > Vehicle Class as highlighted in the picture below in dark blue.

After that, click on any particular vehicle class. You will now see that there is a new field “Tank Size” that is available. Here, set how big your vehicle class’s tank size is and the system will automatically calculate the fuel charges.

How to change the max fuel level?

The system will have a value by default of 1/8 for your fuel max level, but this can be changed to any value, for example, 1/20 or any other value, this will simplify the way you can calculate the fuel level charges. To do so, you must go to Settings > Fleet Settings > General Settings section; then modify the value under “Max Fuel Level” to the one that fits your needs. See more in the image below.

The changes made in this area will be automatically saved. After that, you will be able to see the changes made within any reservation or on your Vehicles table, as shown in the pictures below.

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