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 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. It also allows you to update the vehicle change record if the details are incorrect.

Accessing Change Vehicles Report

Reports >> Daily Activity Reports >> Change Vehicle Report


Parameters:

Change Location

This report can be run for ‘All Locations’ or a Selected Location.
Vehicle Change records with this as the location the change occurred at will appear in the report.

From (Date Range)
Vehicle Change records with a change date in this date range will appear in the report.
Reservation No.
If you enter a Reservation Number, then all Vehicle Changes against this booking will appear in the report.
Note: This does not override the other parameters, the records must match the selected Location, Date Range and Registration Number (if applicable)
Registration No.
If you enter a Registration Number, then all Vehicle Changes against this vehicle will appear in the report.
Note: This does not override the other parameters, the records must match the selected Location, Date Range and Reservation Number (if applicable)

Example



Res#
The Reservation Number of the booking the vehicle change was performed on. 
Clicking on this red number will open the Booking Details Page.
Update
Clicking this "Update" button will open a page where the Vehicle Change record can be altered. There is more information on this below. 
Pickup
The Pickup Date and Time of the reservation.
Drop-off  
The Drop-off Date and Time of the reservation.
Date Changed  
The Date and Time that the vehicle change took place.
Pick Up Location
The Pickup Location of the reservation.
Change Location
The Location where the vehicle change occurred.
From Vehicle
The vehicle that was against the reservation before the Change.
New Vehicle 
The Vehicle that was against the reservation after the Change. 
Operator 
The operator who performed the Vehicle Change.
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.
Change Log
A log of any updates that have been made to the Vehicle Change record. 
Each time an update is made, this will record the Date it was updated, the name of the User who updated it, and the information of what was changed. 

Updating a Change Vehicle Record

This report allows you the opportunity to update the Vehicle Change record if the details are incorrect.

As mentioned above, clicking the Update button will open a page where you can alter the Vehicle Change record. This page is shown below and it allows you to change the:
  1. Date changed
  2. Kms/Mileage Out
  3. Kms/Mileage In
  4. Fuel Out
  5. Fuel In
  6. Fuel cost


Please note: When you update the Date Changed, you will be unable to change it to a date when the vehicle was not on hire. For example, you cannot update it to be before the pickup date of the booking, and you cannot update it in such a way that it overlaps with another booking. 

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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