Difference between Exchange and Swap in Bookings

Quick Comparison: Exchange vs Swap

When a customer requires a different asset during an ongoing booking, you may either exchange or swap the asset depending on whether booking terms need to change.

• Choose Exchange if you need to create a new booking request with revised terms (such as different duration or mileage).
• Choose Swap if you only need to replace the physical asset while keeping the same booking terms and booking ID.

In short:

• Exchange = New booking request with flexible terms
• Swap = Same booking, different physical asset

Exchanging an Asset on a Booking

You can exchange an asset on an In Progress booking at any time.

When using the Exchange function, the system creates a new booking request that appears in the Requested tab.

Characteristics of an Exchange

• A  new booking ID is generated using the original booking ID followed by _1 , _2, and so on, indicating that it originates from the initial booking.
• The booking is created on a virtual asset.
• You may modify booking terms such as duration and mileage.
• The Exchange process behaves similarly to creating a new booking request in Ops, with the added reference to the original booking ID.

Because it follows the full booking request workflow, the Exchange process is comparatively more detailed and time-consuming than a Swap.

Exchange is typically used when:

• The customer requires changes to their existing asset, mileage or duration.
• a new  booking request is operationally required.

Swapping an Asset on a Booking

The Swap function allows you to replace the physical asset assigned to an In Progress booking without creating a new booking.

Characteristics of a Swap

• The  same booking ID is retained.
• Booking terms such as duration, mileage remain unchanged.
• Only the physical asset is replaced.
• Contract sending option may vary depending on client configuration.

Swap is typically faster and operationally simpler than Exchange.

It is best suited for:

• Emergency vehicle replacements.
• Temporary breakdown situations.
• Upgrading or changing the vehicle while maintaining the same terms and conditions of the original booking.

Article by Roshel Jose

Please note:

1. The JRNY platform is constantly evolving and new features and functionalities are added all the time. We are constantly updating the Knowledge Base, but some instructions and/or images you see in these articles may vary slightly from what you can see in your own environment. Get in touch with support@tomorrowsjourney.co.uk when in doubt.
2. Some features and functionalities may require configurations or additional development to work in your environment. Please speak to us if you have any questions.