Purpose
This article outlines how to make a maintenance booking.
Note that the same Maintenance booking form in this article can also be used to create a non-revenue booking.
A common question we get asked is - "How can I reserve a vehicle for maintenance if we service our vehicles in house and do not need to assign the booking to a customer / company ?"
The best way to address this problem is to create a customer such as "In House Service" so you can search and select the same customer record when you create a new maintenance booking.
Accessing the Maintenance Booking Form
You can access the maintenance booking form by going Reservations >> New Maintenance Booking.
How to Add a Maintenance Booking
In the example below, the information for the vehicle that will be reserved for maintenance has been entered, along with the Last Name associated with the booking as "In House Service". Ensure that you select "Maintenance" from the "Type" drop down box
Once you have entered all the relevant information, click "Submit" to save changes.
Field Descriptions
Type | Select the booking type. This controls whether the booking is Maintenance or Non-Revenue, as well as it's status of reservation, hired, returned, completed and cancelled. |
Maintenance Status | Select the maintenance status. This list of options is setup under System Setup >> Rental Source >> Maintenance Status. |
Pickup City | Select the Pickup Location for the booking, usually the current location of the vehicle at the time of the booking. |
Pickup Date | This will automatically default to the current date. You have the option to change the date.
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Pickup Time | The time the maintenance will begin - the start of the maintenance booking. |
Drop off City | Select the Dropoff Location for the booking. |
Drop off Date | This will automatically default to one day after the current date. You have the option to change the date. |
Drop off Time | The time the maintenance will be completed. |
Category | The category of vehicle. |
Do Not Move | Once a vehicle has been chosen, if this is selected, the vehicle cannot be changed. |
Vehicles | The vehicle maintenance booking is against. Only vehicles of the selected category available at the Pickup Location on the Pickup date will display in this list. When the Do Not Move flag is ticked, this will be Read Only. |
In and Out Information | This is the odometer reading and fuel level at the time of vehicle pickup and return. The Type cannot be set to Hired until the "Out" information is added, and it cannot be set to Returned or Completed until the "In" information is added. |
"Customer" Information | The Name, contact and licence information of the person/company performing the maintenance or non-revenue hire. The best way to make a maintenance booking is by creating a customer such as "In House Service" so you can search and select the same customer record when you create a new maintenance booking.
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After submitting, the Booking Details screen for that maintenance booking will display.From here you can update the booking. Eg - change the booking from being under maintenance to the maintenance being completed / closing the booking.
Note that the easiest way to close a maintenance booking is by clicking on the maintenance booking on the Reservation Sheet.
Completing and Closing a Maintenance Booking
Filter the
Reservation Sheet, as required to view the booking - the booking will display as reserved for maintenance.
Clicking on this maintenance booking, you will open the booking. From here you can change the Booking Type from "Maintenance" to "Maintenance Completed".
You can then close the booking by clicking the green Submit button at the top right.
If you view the reservation sheet, you can see that this maintenance booking has now been completed and closed.
Relevant Links
- Non-Revenue / Maintenance Booking Report