Add contract

Add a contract to an existing vehicle, for example a lease renewal after the current lease ends, or an ownership contract when a leased vehicle is bought. A vehicle’s first contract is usually entered with the vehicle itself on the Add vehicle form.

What’s on this screen

• Contract section — Type, Vehicle, Rental company (lease only) and Contract number.
• Dates section — Start date and End date for a lease, or Contract date for ownership.
• Amounts section — Price, Tax (amount), Total, Description and Contract file.
• Cancel and Add contract buttons at the bottom.

How to add a contract

1. In the side menu, open Fleet, click Contracts, then click Add contract. You can also click Add contract on the Contracts tab of a vehicle’s page; the vehicle is then already selected.
2. Choose the Type: Lease or Ownership. The fields change with the type.
3. Choose the Vehicle, then the Rental company for a lease, and enter the Contract number.
4. Enter the dates.
5. Enter the Price; Tax (amount) is filled in and the Total is shown.
6. Attach the Contract file if you have it, then click Add contract, or Cancel to discard.

Fields

• Type (required) — Lease: the vehicle is rented from a company between two dates. Ownership: the vehicle was bought on the contract date; no company and no end date.
• Vehicle (required) — only vehicles you are allowed to see are listed.
• Rental company (required for a lease) — the company the vehicle is rented from. A lease in force today also sets the vehicle’s rental company.
• Contract number (required) — must be unique among contracts.
• Start date and End date (required for a lease) — the end date must be after the start date.
• Contract date (required for ownership) — the day ownership began.
• Price (required) — the contract amount.
• Tax (amount) — filled in as 15% VAT of the price; change it if needed. It is an amount, not a percentage.
• Total — price + tax, calculated when saved.
• Description — up to 255 characters.
• Contract file — PDF, JPG or PNG, up to 5 MB.

Caution

A vehicle’s contracts may not overlap: the new contract’s period must not share a single day with another contract of the same vehicle, so a renewal starts after the current lease ends. As an ownership contract has no end, its date must be after the vehicle’s lease ends. On an overlap the system refuses to save and names the overlapping contract.

Note

Saving needs the Create permission on Contracts. Once saved, the Type and Vehicle cannot change; everything else can be edited. When editing, leave Contract file empty to keep the current file.