New Maintenance Booking Form
Purpose
This article outlines how to make a maintenance booking.
Note that this 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.
The easiest way to make a maintenance booking is by using the Quick Reservation by Vehicle Function.
Accessing the New Maintenance Booking Form
You can access the maintenance booking form by using the Quick Reservation by Vehicle Function.
The Quick Reservation by Vehicle tab can be found under the Quick Reservation sub menu in Reservations.
Reservations > Quick Reservation > Quick Res By Vehicle
You will need to navigate across to the "Quick Res By Vehicle" tab after clicking on "Quick Reservation" - as seen below.
How to Add a Maintenance Booking
Enter the Rego or Fleet number for the vehicle that requries the maintenance booking and click on "View "
The Vehicle details will display as below
You will see there are 2 fields where you can add either a Revenue Bookings, or a Non Revenue /Maintenance Booking.
To add a maintenance booking, click the "Book" button under the "Non Revenue / Maint. Book" field.
This will then display the maintenance booking form.
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 - Important Fields Only
Type | Select the booking type. In this case, "Maintenance". |
Pickup City | This will automatically be selected depending on the vehicle's current location. Change the location by clicking on the drop down box. |
Pickup Date | This will automatically default to the current date. You have the option to change the date. |
Pickup Time | The time the maintenance will begin - the start of the maintenance booking. |
| Drop off City | This will automatically be selected depending on the vehicle's current location. Change the location by clicking on the drop down box. |
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 vehicle category associated with the rego / fleet # you entered. The vehicle category can be changed if you wish, by clicking on the drop down box. |
Vehicles | The vehicle associated with the rego / fleet # you entered. The vehicle can be changed if you wish, by clicking on the drop down box. |
Last Name | 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. |
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
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