What the fine card shows
Fines are entered into the system manually — for example, one that arrived on paper. A booking and client can be specified if available; these links are optional.
Important
A fine's amount due doesn't update by itself: there is no automatic loading of fines, discounts, or discount deadlines.
| Data | What it means |
|---|---|
| Number | The ticket number |
| Vehicle | Which vehicle it was issued to |
| Violation date | When it happened |
| Client and booking | Whom the fine is assigned to |
| Amount | How much needs to be paid |
| Description | What was violated — in your own words |
Manually choosing a fine state
You can manually choose from four states.
| State | What happened |
|---|---|
| “Created” | The fine appeared in the system |
| “Notified” | The client was informed |
| “Paid” | The fine was paid to the authorities |
| “Refunded” | The client paid the money back to the company |
“Paid” and “Refunded” are not the same
“Paid” means the fine has been settled with the government: the money left the company's cash desk. “Refunded” means the client has paid that money back to the company.
Between the two, the company is out of pocket for this fine. So it's too early to close the fine with the “Paid” state — until the reimbursement comes in, the expense isn't covered.
The client notification isn't sent automatically
The “Notified” state records that you informed the client, but the system doesn't send a message. Contact the client yourself and set the state after that.
Linking to a client and booking
A fine is linked to the client and booking you specified when creating it.
Tip
Check the link before you request reimbursement: demanding money from the wrong client costs more than spending a minute comparing the violation date with the rental dates.
How to handle a fine
- Open the fine card.
- Compare the violation date with the rental dates: the link to the client and booking may be wrong.
- Contact the client and only then set the “Notified” state — the system doesn't send the message itself.
- Pay the fine and set “Paid”.
- Record the money received from the client in the cash desk: if a debt was created for the fine, turn on debt payment mode and choose it — otherwise the debt stays open.
- Set the fine's state to “Refunded”.
How to enter a fine manually
- Open the fines section and create a fine.
- Enter the amount and the ticket number.
- Specify the date; booking and client can be selected if available, but are optional.
- Choose the state and describe the violation in your own words.
- Save.
The form has no fields for the legal article and payment deadline
The fine still has a description — enter there everything that's important to remember when handling it.
After that, keep track of the fine yourself: its amount due doesn't update.