Change Vehicles Report

Change Vehicles Report

Purpose

The Change Vehicle Report allows you to view all bookings where a vehicle has been changed while the vehicle has been on hire. This would generally be due to a breakdown or operational requirement.

This report is run for a date range where the vehicle change took place.

This report allows you to easily see any vehicle changes that have taken place along with the information about the Kms In and Kms Out, along with the Fuel In and the Fuel out and any Fuel charge.

You are also able to update the vehicle change record if the details are incorrect.

Accessing Change Vehicles Report

Reports > Daily Activity Reports > Change Vehicle Report


Parameters:

The “Pickup Location” and “From Date Range” parameters can be used when running this report.

It is important to note that both of these parameters have to do with the vehicle change rather than the pickup information of the booking.
If you enter a Pickup Location, the only records that will be returned are those where the pickup for the Vehicle Change matches rather than the pickup location of the Booking.
The From Date Range will only find vehicle changes where the change took place within the date range entered, rather than the pickup date of the booking.

Pickup Location

Can be run for ‘All Locations’ or a Selected Location.
This is the location the vehicle change occurred at, not the original Pickup location of the booking.

From (Date Range)
This applies to the date that the vehicle change occurred (not the booking pickup dates.)

Example

Below is an example of this report when it has been run.
You can see that there are two options:
  1. View the Booking Details screen – clicking on the reservation number will allow you to view the Booking Details screen.
  2. Update the Vehicle Change record – Clicking the update button will allow you to update the vehicle change record if the details are incorrect. This is discussed in more detail in the “Points to Note” section below.


The table below details each of the fields returned in the Changed Vehicles Report.

Res#
Booking Number
Update
Click to Update the Vehicle Change record – this is discussed in more detail in the “Points to Note” section below
Pickup
Reservation Pickup Date
Drop-off  
Reservation Drop-off Date
Date Changed  
The Date and Time that the vehicle change took Place.
The Location the vehicle was changed at is also shown here.
From Vehicle
The ‘From’ Vehicle is the vehicle on the reservation before the Change over.
New Vehicle 
The ‘New’ Vehicle is the Vehicle that the reservation was changed to . 
Operator 
The operator that made the change using the Vehicle Change function  
Kms/Mileage Out 
The Kms out for the ‘From’ Vehicle 
Kms/Mileage In
The Kms in at the time of the vehicle change for the ‘From’ Vehicle
Fuel Out
The Fuel out for the ‘From’ Vehicle
Fuel In
The Fuel in at the time of the vehicle change for the ‘From’ Vehicle
Fuel Cost
The cost of the fuel at the time of the vehicle change for the ‘From’ Vehicle
Notes
Any notes that the Operator entered when they used the Vehicle Change function to create this change record.

Points to Note

This report allows you the opportunity to update the vehicle change record if the details are incorrect. All you have to do is click on the Update button on the Change Vehicle Report screen for the relevant record.

Once you have done this you will be presented with the screen shown below. Simply make the relevant changes and click Submit to save your changes.

As you can see you are only able to update the following fields:
  1. Date changed
  2. Mileage Out
  3. Mileage In
  4. Fuel Out
  5. Fuel In
  6. Fuel cost


Printing/Exporting

Click here for details on how to print or export a report from RCM

 Click here  for information on how to change a vehicle in an on hire reservation 


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