The Booking Reports allow you to query a wide and varied amount of information when it comes to bookings within RCM. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which describes the report in greater detail.
Report Name | Brief Description | Knowledge Base article |
Agent Quotation Conversion Report | The Agent Quotation Conversion Report displays both the number of quotations that have been made through each Agency Branch, and also which ones have been converted into bookings. The rental value of these bookings is also in this report. This report can be filtered according to the pickup location and date range. | |
Allocated By Operator | The Allocated By Operator Report displays total number of bookings allocated by each operator within a selected location and date range. It also displays the total number of booking days and the revenue information of these bookings. | Allocated By Operator Report |
Balance due report
| The Balance Due Report shows the balance due on bookings with status = Hired as well as the total balance due on all Returned bookings for a given date range. This report allows you to view the balances due on bookings in all your locations or a specific location.
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Bookings By Campaign Code Report | The Booking by Campaign Code report lets you view all bookings that use a certain campaign code. Generally, a campaign code is defined to allow you to link bookings to one of your marketing campaigns. | |
Booking Export
| The Booking export provides an extract of all bookings based on various criteria provided when generating the report.
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Booking Extra Fees report | The Booking Extra Fees Report shows any bookings within the date range selected and shows whether the bookings have had the selected extra fee applied to them.
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Booking KMs/Miles Option Report | The Booking KMs/Miles Option report allows you to view a listing of all of the bookings which fall into the reporting period. Included in this listing is information about the KMs option tat has been assigned tot eh booking. This report will include all bookings which fall into the reporting period, not just the ones that have a KMs option assigned. This allows for an easy way to determine which booking do and not not have a KMs option assigned. | |
Booking Status Report
| The Booking Status Report displays bookings along with the status of the bookings and other various details including the balance due. This report can be useful when you need to view all bookings with a certain status, for example if you are wanting to see all bookings with a pickup date of today which have not been hired yet. This report would allow you to easily see which ones still have a balance owing and also which ones have a credit card saved in the secure vault.
| Booking Status Report |
Booking Summary Report | The Booking Summary report will show summary information for all bookings that fall within the reporting period. It shows summary information for the following areas:
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| Bookings Without Authorisations Report | The Bookings Without Authorisations Report will show all bookings, within the select Pickup Date range and Location, that do not have an active Authorisation. This include bookings without any Authorisations against them, as well as those that have Authorisation that have already been captured or voided | |
Cancelled Booking/Quotation Report | The Cancelled Bookings Report displays all of your cancelled bookings or quotations for the specified date range. It allows you to view bookings that have been cancelled by certain agencies, have the same cancellation reason, the same pickup location or the same rental source. | |
Cancelled Booking Summary Report | The Cancelled Booking Summary report give a high-level view of the number of cancellations based on the country associated with the customers on the booking. | |
Category Upgrade/Downgrade Report | The Category Upgrade/Downgrade Report allows you to easily see any bookings within the date range where the category that was assigned to the booking when it was originally created, is not the same category that is against the booking. | |
Change Vehicles report
| 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.
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Collection and Return Point Report | The Collection and Return Point Report will include any bookings that have a collection and/ or return point entered on the booking. The collection and return points indicate where the vehicle is to physically be picked up from or dropped off to and will generally differ from the pickup and dropoff Locations. For example, a vehicle may be reserved out of the location ‘Airport’ but the collection point could be at an Airport Hotel. This report is often used by a delivery or pickup driver who needs to know the exact location of collection and return.
| Collection and Return Point Report |
| Customer Balance Due As At Report | The Customer Balance Due As At Report allows you to display bookings with a balance owing during the selected date range. This means if a payment was made after the specified date range then the balance displayed will not take into account the payment. | |
Delete Signature Report | The Delete Signature report allows you to delete any signatures that have been electronically recorded against a booking. Deleting the signature will allow you to request the customer to sign electronically again. | |
Direct Bookings Report | Rental Car Manager (RCM) allows for allocation of vehicles to bookings made via the Web Booking Module. This allocation happens at the same time the booking is created. This report lists bookings that were made via the web booking module and had the vehicle allocated at the same time. | |
Email History Report | The Email History Report display the sending information for every email sent from within RCM during a selected time period, or against a specific reservation. It also allows emails to be resent if follow-up is needed. | Email History Report |
E-Signature Report | The E-Signature report allows you to view reservations that have an E-Signature recorded against the rental agreement.
| E-Signature Report |
Extra Item Availability report | The Extra Item availability report shows the availability of Extra Items for a location over a date range. For every day in the date range, it lists how many extra items are available, being picked up and dropped off. The results are grouped by both Location and Extra Item. | |
Extra Items report
| Extra Items are the additional items that are provided when a vehicle is hired, for example GPS units, baby seats, camping gear etc. When the extra fee is setup within RCM you can flag it as "Item Supplied" and also assign a Trackable Item to it. The Extra Items report displays a listing of bookings that have extra fees assigned that have been flagged as "Item Supplied" that have either pick up or drop off dates within the selected date range. | |
Forward Booking – Daily Revenue by Source report | The Forward Booking – Daily Revenue by Source Report prints a breakdown of forward bookings and compares these against the previous year. It groups the information based upon the Rental Source and then breaks the information down to a daily rate.
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Forward Booking – Daily Revenue report | The Forward Booking – Daily Revenue Report prints a breakdown of forward bookings and compares these against the previous year. It breaks the information down to a daily rate.
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Forward Booking vs Budget report | The Forward Booking vs Budget report compares current forward bookings with the Sales Budget.
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Forward Bookings report
| The Forward Bookings Report prints a breakdown of forward bookings and compares these against the previous year.
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Future Rentals Report
| The Future Rentals Report displays the number of vehicles booked over a specified future period, grouped by vehicle category. This lets you see how many vehicles are being utilised on each day in the date range as well as the total utilisation over a selected date range.
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Hired By Operator Report | The Hired By Operator report allows you to easily see the number of bookings that each operator has hired over a selected date range. | |
Historical Forward Bookings Report | The Historical Forward Booking Report allows you to see for a particular point in time, which bookings would have been considered to be a forward booking. This means for a point in time, which bookings were created before this date where they have a pickup date that occurs after this date. You can choose to include cancelled bookings in this report. | |
Ins and Outs report
| The Location Ins and Outs Report displays the number of rentals going out on hire and the number of returns by location over a selected date range.
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Ins and Outs Report by Date | The Location Ins and Outs By Date Report displays the number of rentals going out on hire and the number of returns by location over a selected date range. It groups this information by each day within the reporting period.
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Kms Travelled
| The Kms Travelled Report displays mileage details for returned bookings. The report includes details such as the number of free KMs/Miles, cost of additional KMs/Miles, KMs/Miles out and KMs/Miles in. This report can be useful for determining how many KMs/Miles are being travelled on average per booking, it can also be used for determining how many free KMs/Miles to offer and the cost of additional KMs/Miles. | |
Maintenance Booking Status Report | The Maintenance Booking Status Report allows you to view every maintenance booking within a certain date range, location and category of vehicle. These bookings are grouped according to their maintenance status. This is useful as it allows you to see the progress of all maintenance bookings. | |
New Booking Report
| The New Booking Report displays new bookings for the selected locations and date range. This can be useful for comparing booking numbers for certain periods (e.g. week during school holidays vs. standard week).
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New Booking Report (Simple) | This report works the same as the New Booking Report, it simply displays less information in a more condensed way, providing you with a summary of these new bookings. | |
Non-Revenue Bookings Report | The Non-Revenue Bookings report allows you to view bookings that are marked as non-revenue. Non-revenue bookings are bookings that do not have rates and fees applied. This is often used when a vehicle is booked for maintenance or is loaned out to a staff member. | |
On Request Request Conversion Report | The On Request Conversion Report lists any bookings that have been converted from an initial status of On Request. It shows which of your RCM operators performed the conversion. | |
Online Checkin Report | This report allows you to easily see which bookings have had a Online Checkin email sent out to the customer. You are also able to see if the customer has completed the Online Checkin process. IF the customer has not completed the Online Checkin process, you are able to re-send the email from this report. | Online Check In Report |
Packages Report | The Packages Report allows you to view all booking that have been made with a package assigned to them. | Packages Report |
Prorated Cancelled Bookings report | Prorated Cancelled Bookings Report prints a breakdown of cancelled bookings. It groups the information based upon the Cancellation reason and then breaks the information down to a daily rate. | |
Quotation Conversion by Location report
| The Quotation Conversion by Location Report displays the number of quotations by location or region that were converted into sales over a selected date range. The report is grouped by Location.
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Quotation Conversion by Operator report | The Quotation Conversion Report displays the number of quotations by an operator a selected date range. It also shows the number that were converted into a booking. This report groups the information by the operator. It allows you to see a listing of the quotes for each operator.
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Quotation Conversion by Source report | The Quotation Conversion Report displays the number of quotations by rental source over a selected date range. It also shows the number and percentage of these that were converted into a booking. This report groups the information by the rental source. You can choose to run this report as either a Summary or a Detail report.
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Quotation Conversion Report | The Quotation Conversion Report displays the number of quotations by location over a selected date range. It also shows the number and percentage of these that were converted into a booking. This report allows for the choice of how the information will be grouped. It can be grouped by either Brand, Location, or Region. | |
Rate Discount Report | The Rate Discount Report will show a listing of the bookings within a date range that have had a rate discount applied to them. You can run this report as either a summary or detail version. | |
Reservations By Extra Fee Report | The Reservations By Extra Fee reports allow you to view a listing of all of the bookings within a date range and the extra fees that are assigned to them. You can run this report for a single extra fee. | |
Reservations Due Closed
| The Reservation Due Closed Report is an efficient way to identify and close finalised bookings. The Reservations Due Closed Report displays the details of all reservations that are due to bFe closed for vehicle returns over the selected date range. A reservation can only be closed when it has a ‘Returned’ status and a balance of zero. Closing a reservation stops any further updates or edits to the record and allows the rental revenue to be recognised in the sales reports as the reservation is considered final. Once closed, reservations can be re-opened if required by head office users, through the Reopen Contract option in the reservations menu.
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RTM Tolls | The RTM Tolls Report allows you to view every toll made through Rental Toll Fmanager, including the toll details ands the payment status. | |
Same Day Turn Around | The Same Day Turn Around Report allows you to view every vehicle that have same a drop off of one booking and the pickup of another on the same day, for the selected location and date range. This can be useful for prioritising inspections and cleaning of these vehicles. | |
Send SMS Reminders | The Send SMS Reminders page allows you to send SMS reminders for pickups and drop-offs. | |
Unallocated Booking or Quotation Report | The Unallocated Booking or Quotation Report allows you to view unallocated bookings and quotations for selected locations, regions, brands, booking dates, booking sources and pickup dates. This can be useful for seeing which bookings need to be allocated a vehicle over a selected date range. | |
Vehicle Activity Report
| The Vehicle Activity Report displays all scheduled pickups and drop offs for a selected location and date range. Included in the report are the reservation number, date, time, vehicle, registration number, customer, colour, any items supplied and arrival or departure details. From the report, you can update the reservation and change the status to Hired or Returned thereby checking out or checking in the vehicle directly from the report. When you have finished the check out or check in process the activity report will automatically refresh and display only the remaining pickups and drop-offs. This is the most efficient screen to process scheduled pickups and drop-offs from. You may also change the renting customer for a booking which is not yet Hired, and view the notes attached to each pickup or drop off. For unallocated bookings, you can also allocate a vehicle directly from this report. | |
Vehicle Activity Report by Region | The Vehicle Activity Report by Region is very similar to the Daily Activity Report except that it allows you to group pickups and drop-offs by region. The Vehicle Activity Report by Region displays all scheduled pickups and drop-offs for a selected region and date range. Included in the report is the reservation number, date, time, vehicle category, registration number, customer, colour, any items supplied and arrival or departure details. From the report, you can update the reservation and change the status to Hired or Returned thereby checking out or checking in the vehicle directly from the report. When you have finished the check out or check in process the activity report will automatically refresh and display only the remaining pickups and drop-offs. This is the most efficient screen to process scheduled pickups and drop-offs from. You may also change the renting customer for a booking which is not yet Hired, and view the notes attached to each pickup or drop off.
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Vehicle Availability Report
| The Vehicle Availability Report is a good tool for determining availability of vehicles on a selected date and time. It provides details of the last and next reservations for the vehicle and shows how long the vehicle is available for before its next booking. It also gives you the added functionality of updating the vehicle status, creating new reservations and moving reservations from one vehicle to another. Note that this report does not take into account vehicles required for unallocated bookings.
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Vehicle Overdue Report
| The Vehicle Overdue Report displays all vehicles in your fleet that are overdue at a specific date and time. It will pick up any bookings where the status is “Hired” and the drop off date is prior to the date being reported upon. This report can be run across all locations or just for one location.
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Vehicle Relocation Report | When vehicles are shared among different locations, sometimes leading up to a Reservation, the vehicle may not always be in the correct physical location for pickup. This report allows you to identify Reservations where the vehicle is not at the correct physical location and therefore gives you an opportunity to organise the relocating of vehicles in time for their next pickup. It does this by listing vehicles where the last drop off location is not the same as the next pickup location. It also shows vehicles where the current location is not the same as the next pickup location.
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Vehicle Relocation Report (Availability Engine) | This is the same as the Vehicle Relocation Report, except it also shows placeholders as relocations and it shows when a relocation is required for an unallocated booking to occur. | |
Vehicle Scheduling and Availability Report
| The Vehicle Scheduling and Availability Report displays the number of allocated and unallocated pickups as well as the number of available vehicles per vehicle category. It will also show the number of Excess vehicles and any vehicle shortages. This report can be run across all locations or for just one location.
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View Notes
| The View Notes report allows you to view all open notes against bookings for a location, operator and date range. This report can be run so you can group notes by the operator who entered the note, or the operator assigned to Follow Up the note. This makes it a useful tool in managing follow-ups.
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View SMS text message
| The View SMS Text Message Report displays all SMS text messages sent from within Rental Car Manager.
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Report Name | Brief Description | Knowledge Base Article |
Accounts due report
| The Accounts Due Report shows all reservations with balance dues. The report will only show transactions for customers that have an 'Account No.' entered against their company record.
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Accounts Enquiry | The Account Enquiry report allows you to obtain a listing of all of the bookings for a company that fall within a specified pickup date range. This listing in this reports allows you to see the booking totals, payments made and the balance owing for the bookings. | |
Accounts Statement Report | The Account Statement Report allows you to email or print an Accounts Due Report statement for a company. | |
Bond On Hold report | The Bond On Hold report shows a list of bookings that have had a bond fee applied to them. The Bond On Hold report allows you to choose from two detail levels when generating the report. If the detailed option is selected the report shows a list of bookings that have a bond fee applied to them and a list of bookings that have had the bond fee refunded. If the summary option is selected the Bond On Hold report shows the total amount of Bond fees being held and the total amount of Bond fees that have been refunded. | |
Bond Refund report
| The Bond Refund report displays any bookings that have had a bond fee applied to them where the bond was not refunded upon the vehicles return.
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Cash Receipts Analysis report | The Cash Receipts Analysis Report displays your cash receipts for pickups before, between, and after a given range of dates.
| Cash Receipts Analysis Report |
CDW (Collision Damage Waiver) Sales Details Report | The CDW Sales Details report will list any insurance that has been sold for bookings that fall within the date range. Information will only appear for insurance where the Pay Operator Commission flag has been set to Yes.
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CDW (Collision Damage Waiver) Sales Summary Report
| The CDW Sales Summary report will summarised any insurance that has been sold for bookings that fall within the date range. Information will only appear for insurance where the Pay Operator Commission flag has been set to Yes. The information is grouped by Operator.
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CDW (Collision Damage Waiver) Sold Original/Final | The CDW Sold Original/Final report will any bookings that fall within the date range where there is an insurance option against the booking. Information will only appear for insurance options where the Pay Operator Commission flag has been set to Yes. The information is grouped by Operator. The report will detail the original insurance option against the booking and who sold it. It will also detail the final insurance option against the booking and who sold that.
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Daily Hireage and Fees
| The Daily Hireage and Fees Report lists the rental revenue as well as the fees that you collect from customers for the date range entered. It also lists any payments taken within the date range entered. These payments might be for bookings that do not fall within the date range. The information is grouped by the fee and you are able to drill-down on this information.
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Daily Hireage Outstanding | The Daily Hireage Outstanding Report lists the rental revenue as well as the fees that you collect from customers for the date range entered. It also lists any payments taken within the date range entered for bookings that fall within the date range. The information is grouped by the fee and you are able to drill-down on this information.
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Daily Receipts
| The Daily Receipts report displays all receipts for the selected date. Receipts are generated for any payment made for a reservation using any tender type, including cash payments and on account payments. This report can be useful for viewing all payments made throughout a single day.
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Daily Reservation Revenue Schedule
| The Daily Reservation Revenue Schedule Report displays a financial breakdown of each reservation and its associated revenues and receipts or payment details. It also optionally includes the GL Code (general ledger code) that the revenue will be posted to if using the financial integration report (GL Posting Report).
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Deposits As At | The Deposits As At Report will include any payments made before a point in time for all bookings (including hired or returned) where the pickup or drop off date is after that point in time. The point in time is specified when running the report. This report can be run for a date in the past. | |
Forecast Monthly Earnings report
| The Forecast Monthly Earnings Report displays sales figures by location and vehicle category over a selected date range. By default, the report will run over the current month.
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Forward Booking deposits
| The Forward Booking Deposits Report shows all payments that have been taken for future bookings that have not been hired yet. It runs for a point in time specified when running the report. You are able to either include or exclude any payments that have been collected by Agents. You are also able to either include or exclude cancelled bookings.
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GL Posting Report
| The general ledger posting report displays a suggested revenue journal for the selected location and date range. This report is based either on reservations that are closed over the selected dates or alternatively for reservations that have been hired and or returned. The report consolidates rental revenues by the GL Code entered in the System Parameters submenu against 'Rental Revenue.' It also consolidates the extra fees revenue by the GL codes entered in the Extra Fees submenu. Additionally, the amount of cash received is displayed against the GL Accounts assigned to Bank and Cash Debtors in the System Parameters submenu under the System Setup menu. From this report, you can key a consolidated sales journal for all revenues and cash received. | |
Hireage and Fees by Location/Category | The Hireage and Fees by Location/Category provides a summary for the date range entered. For each Location and Category combination, a summary of each fee and rental revenue is displayed.
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Hireage and Sales Charts
| The Hireage & Sales Charts page allows you to generate various hireage and sales reports using data for selected locations, vehicle categories and date ranges. There are five pages that display these charts.
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Hireage Days by Category Type report
| The Hireage Days By Category Type Report displays the number of bookings per vehicle category type, the average number of days per booking and the percentage of bookings a vehicle category has over a period of time. This report groups the information by the number of rental days in each booking. | |
Hireage Days by Country report | The Hireage Days By Country Report displays the number of bookings per vehicle category type by country.
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Hired & CDW Sold Report | The Hired & CDW Sold report will list any bookings that fall within the date range where there is an insurance option against the booking. Information will only appear where the insurance options have the Pay Operator Commission flag set to Yes. The report will detail the original insurance option against the booking and who sold it. It will also detail the final insurance option against the booking and who sold that. It will also show which operator hired the booking out. | |
Historical Forward Bookings
| The Historical Forward Booking report lists any bookings that were entered before a certain date where their pickup date is in the future.
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Invoice detail report | The Invoice Detail Report shows the details of invoices generated for hired, returned, and closed transactions. These details include the rental fees, insurance, extra fees, additional kilometres, agent commission and gross sales tax, which, taken together, comprise the total cost of booking a reservation in Rental Car Manager. Using the Excel option this report is often used to export invoice lines to a financial system such as MYOB.
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Monthly Receipts report
| The Monthly Receipts Report allows you to view the total payments you have recorded over a selected date range. You can also filter the payments displayed by payment location, brand, region and tender type. You are able to run this report to return either a summarised or detailed version of the results, the tender type is used to group the payments for the summarised version.
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Monthly Receipts - Combined Locations Report | The Monthly Receipts - Combined Locations Report allows you to view the total payment amounts you’ve received over a selected date range. The Combined Locations part of this report allows you to query for the Payment Location and Pickup Location in the same report result. So you are able to report where the pickup location is one value and the payment location is a different one. You can also filter the payments displayed by tender type. | |
Monthly Utilisation Report | The Monthly Utilization report displays vehicle utilization over a selected previous period by a single location or all locations grouped by categories. Included in the report also are indicators of Average Days per Contract and Average Rate. Please note that the report cannot be run for a period of less than three days. We recommend that reporting periods be one month or more. | |
Monthly Utilisation By Location Report | The Utilization by Current Location report displays Utilization by category over a selected previous period by a single location. Please note that the report cannot be run for a period of less than three days. We recommend that reporting periods be one month or more. | |
Utilisation By Category Report | The Utilisation by Category report displays Utilization by category over a selected previous period by a single location. You are able to restrict this report by the Brand associated with Categories. | |
On Request By Source Report | The On Request By Source Report displays all On Request bookings by source, the rental revenues per source, and the total revenue for all sources. It also shows the revenue for the On request bookings which have been converted. | |
One Way Hire Summary Report | The One Way Hire Summary report allows you to easily see summarised information about one-way bookings. The information within this report is group by the pickup and drop off locations. | |
Online Payments report | The Online Payment report allows you to view payments that have been made using for a certain date. The report will show information such as the amount paid, payment reference number and reservation number.
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Operator Extra Sales Report | The Operator Extra Sales report will list any bookings that fall within the date range. Bookings will only appear where they have extra fees against the booking and the Pay Operator Commission flag has been set to Yes for the extra fee.
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Operator Performance Summary | The Operator Performance Summary report will show all bookings that fall within the date range. This information is grouped by the Operator, and this grouping applies to the operator who created the booking. The report will list the total number of bookings created by the operator as well as the total number of these bookings where CWD insurance has been sold by this operator. This report will allow you to easily see what percentage of bookings an operator creates that they also sell CDW for. | |
Quotation by Source report
| The Quotation By Source Report displays all quotations by source, the rental revenues per source, and the total revenue for all sources. It also shows the revenue for the quote which have been converted. | |
Quotation Sales report
| The Quotation Sales Report shows the quotations that were booked or converted to bookings. It allows for an easy way to see who converted quotes into bookings. The report groups the returning information by the operator who converted the quote.
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Refund report
| The Refund Report shows all bookings that have had a refund processed. A refund is a negative payment amount entered on the Booking Payments tab of the Booking Form. | |
Sales by Agent report
| The Sales by Agent Report displays sales figures by Agent over a selected date range. | |
Sales by Campaign Code report | The Sales By Campaign Code Report displays sales figures by campaign code over a selected date range.
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Sales by Category report
| The Sales By Category Report displays sales figures by vehicle category over a selected date range. | |
Sales by country report
| The Sales by Country Report displays sales figures by country over a selected date range. | |
Sales by Location report
| The Sales by Location Report displays sales figures by booking source over a selected date range.
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Sales By Month Report | The Sales By Month report allows you to see a high-level summary of sales on a monthly basis. It also compares the sales data to the previous two years, allowing you to easily see the sales trend. | |
Sales by Source report
| The Sales By Source Report displays sales figures by booking source over a selected date range. | |
Sales Vs Budget Details
| The Sales vs Budget report allows you to view your budget, revenue and the percentage difference between the two. It generates a report for a number of date ranges based on the contract dates you selected, selected locations or regions and selected vehicle categories.
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Sales Vs Budget Summary | The Sales vs Budget Summary report shows a reduced overview of the Sales vs Budget data. If you are wanting to see the information in more detail, you can run the Sales Vs Budget Details report.
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Statement Print | The statement Print page allows you to email or print an Accounts Due statement. The report will only show transactions for customers that have an 'Account No.' entered against their company record.
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Report Name | Brief Description | Knowledge Base Article |
Current Fleet Status Report | The Current Fleet Status Report provides a list of all the vehicles in your system that can be filtered by Owning Location, Vehicle Category, Model, Owning Company, Status and Year. This report will display the basic vehicle information as well as its status at present. This status includes thing determined by the flags set against the vehicles itself (e.g. Not Available, Virtual, Before Date On Fleet) and statuses based on any bookings that are currently hired against the vehicle (e.g. Hired, Non-Revenue, Maintenance). | |
Deleted Vehicles | The Deleted Vehicle List is a list that includes the details of all the vehicles that have been deleted from your fleet. Note that deleted vehicles still retain their transaction history. Deleting a vehicle will not delete the information relating to the vehicle, it will still be accessible when viewing the vehicle and in historical reports, but you will not be able to allocate it to any bookings. | |
Fleet Finance | The Fleet Finance area allows you to record and report on the financial costs of your vehicles. | |
Fleet List | The Fleet List is a list that includes the details of all the vehicles currently in your fleet. Note that it does not include deleted vehicles. | |
Fleet Status | The Fleet Status Report displays all vehicles in your fleet that are considered to be idle or not out on hire. The report is normally used to 'stock take' the fleet at a location as it prints in a format that can be attached to a clipboard. Entry of the Actual Vehicle Location, Actual KM's and Cleaned Status is allowed meaning you can check that what is physically in the location matches what is recorded in the system. | Fleet Status Report |
Fuel Charged Report | The Fuel Charges report will allow you to easily see the fuel levels of vehicles when they were hired and returned. It will also show if any extra fuel charge was added to the booking. | |
Future Mileage Maintenance Report | The Future Mileage Maintenance report allows you to see at what point in the future a vehicle might be due for a service. You are able specify a date and the report will show every booking for the vehicles that fall within this range which have a PM service associated with them. It will then calculate when a service might be due using the Kms Free option that has been added to the booking. | |
Missing Mileage/Kms report | The Missing Mileage/Km Report calculates the missing mileage (in terms of kilometres) from the last recorded pickup and drop off dates of a vehicle in your fleet. The vehicles shown on the report are grouped according to vehicle category. The report calculates the missing mileage by subtracting the mileage in from the last returned booking from the mileage out from the latest hired booking. If the difference is not 0 then there are missing km’s as the latest mileage in does not match the latest mileage out. | Missing Mileage/KMs Report |
Missing Fuel Report | The Missing Fuel Report calculates the missing fuel from the last recorded pickup and drop off dates of a vehicle in your fleet. The report calculates the missing fuel by subtracting the fuel in from the last returned booking from the fuel out from the latest hired booking. If the difference is not 0 then there is missing fuel as the latest fuel in does not match the latest fuel out. | |
| Nett Operating Control Report | The Nett Operating Control Report shows the nett total earnings and gross daily dollar average per vehicle grouped by vehicle category. This is useful for viewing total earnings per vehicle/category minus GST and commissions | Nett Operating Control Report |
| Operator Inspections Report | The Operator Inspections report provides a list of Vehicle Inspections that have been performed in the date range selected. The report can be grouped by all or individual operators. Note that you must be using the Vehicle Inspections feature in RCM to run this report. | Operator Inspections Report |
Operating Control Report | The Operating Control Report shows the total revenue for each booking grouped according to vehicle category. It also shows the net daily dollar average per booking and vehicle category as well as the gross daily dollar average per booking and vehicle category. The Operating Control Report can be useful for viewing activity over the selected date range and potentially identifying potential issues that could cause financial harm (e.g. category of vehicles not performing as well as expected). | Operating Control Report |
Operating Control (incl Reservation) | The Operating Control (incl. reservation) Report shows the total revenue grouped according to vehicle category. It also shows the net daily dollar average per vehicle category and type as well as the gross daily dollar average. The Operating Control Report can be useful for viewing activity over the selected date range and potentially identifying potential issues that could cause financial harm (e.g. category of vehicles not performing as well as expected). The net daily dollar average is computed by dividing the rental revenue over the number of days hired while the gross daily dollar average is computed by dividing the total rental revenue over the number of days hired. Unlike the Operating Control report which only reports on bookings that have been Hired, this report includes bookings that have a status of Reservation. | |
| Operating Control by Res Report | The Operating By Res report is similar in functionality to the standard Operating Control Report with the difference being that this report focuses on individual reservations rather than vehicles. The report shows a breakdown of the revenue generated per reservation grouped by vehicle category. This gives you an overview of the revenue generated by each reservation and vehicle category for a selected date range, location, region, brand and category type. The Operating Control By Res report also shows daily averages for the selected period, for example net daily average and gross daily average. It also shows the net daily dollar average per vehicle category as well as the gross daily dollar average. | Operating Control By Res Report |
Periodic Maintenance due by Date | The PM by Due Date report will list all scheduled services due in the time period selected. | |
PM Due by Units | The PM Due by Units report includes all scheduled services due based on units ( mileage) at a location. | |
Service by Items Report | The Service by Items report provides a list of services where a particular item was used. It is included in the Service Reports article. | |
Service Report | The Service Report offers comprehensive reporting across all PM and Manual services and includes historical and future servicing requirements. This article also covers the Periodic Maintenance due by Date and PM Due by Units reports. | |
Utilization report | The Monthly Utilization report displays Utilization over a selected date range, it can either be for a single location or all locations. The information is grouped by categories. Included in the report also are indicators of Average Days per Contract and Average Rate. | Utilisation Report |
| Utilization Report by Current Location | The Utilization by Current Location report displays Utilization for a date range and a Location. The information is grouped by categories. Included in the report also are indicators of Average Days per Contract and Average Rate. | Utilisation Report by Current Location |
Vehicle Export | The Vehicle List provides an extract of all vehicles based on various criteria provided when generating the report. | Vehicle Export |
Vehicle Insurance Report | The Vehicle Insurance report will show a listing of any vehicles that have had insurance details saved against them. RCM allows you to save Insurance Details against individual vehicles. | |
Vehicle Maintenance Report | The Vehicle Maintenance Report displays the maintenance status of all vehicles in your fleet. You can update the maintenance status directly from within the report. | Vehicle Maintenance Report |
| Vehicle Performance report | The Vehicle Performance Report shows the total revenue and Utilisation rates for each individual vehicle, ordered by vehicle category and registration number. The total revenue is based on the number of days hired in the reporting period. | Vehicle Performance Report |
| Vehicles on Hire by Category report | The Vehicle on Hire by Category Report returns the percentage of vehicles that are currently out on hire. It displays the total number of vehicles, the number on hire and then the percentage. You are able to run this report either by Location or by Region. | Vehicles on Hire by Category Report |
| Vehicles on Hire by Location report | The Vehicle On Hire by Category report displays Utilisation over a selected previous period by a single location or region. | Vehicles on Hire by Location Report |
| Vehicles On Hire report | The Vehicles on Hire report prints the number of cars available at a specific location and the number of vehicles currently on hire. A calculated 'On Hire %' is also printed to give an indication of hireage Utilisation at each location. | Vehicles on Hire Report |
Vehicle Registration Change Report | The Vehicle Registration Change Report shows a list of all changes to a registration for a Location, Category, or individual vehicle. | |
Vehicle ROI Report | The Vehicle ROI reports allows for the ROI (Return on Investment) to be viewed. The ROI us a measure of the total revenue earned by this vehicle against the total costs. | |
Vehicle Specification Report | The Vehicle Specification report allows you to view the vehicles that have a specific Category Fields against them. Category Fields are used for additional features such as a sunroof, towbars, etc. |
The Customer Reports allow you to query a wide and varied amount of information when it comes to the customers within RCM. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which discussed the report in greater detail.
Report Name | Brief Description | Knowledge Base Article |
Birthday Report
| The Birthday Report allows you to extract customer records that have birthdays between selected months.
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Customer Age Break Down report
| The Customer Age Breakdown Report identifies the age demographic of your customers. It allows marketing campaigns to be directed based on the age of your customers.
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Customer List | The Customer List provides an extract of all customers based on various criteria provided when generating the report.
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Customer Sales report
| The Customer Sales Report is used to help operators identify regular customers based on number of hires. This allows them to produce lists of their 'best' customers.
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Report Name | Brief Description | Knowledge Base Article |
Agent API Bookings | The Agent API Bookings Report lets you view bookings made by agents where they have used the Agent API to make the booking. You can filter the results by location, booking type and date. This can be useful for getting an overview of bookings that are made by agents, you can also view the value of the bookings and other booking details. | |
Agencies Commission report
| The Agencies Commission Report shows the commissions and payments due to or from your agents. It will help you identify the following situations:
This report also allows for managing Agent bookings in regard to payments. You can do any of the following form this report:
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Agencies Commission Summary Report | The Agencies Commission Summary Report shows the summary of all commissions grouped by Agent and Branch. To view a detailed listing of individual bookings by Agent, click on the Agent Commissions tab. You are also able to print/email a statement for each Agent from this report. | |
Agent Booking List
| The Agent Booking List report lets you view bookings made by agents. You can filter the results by location, booking type and date. This can be useful for getting an overview of bookings that are made by agents, you can also view the value of the bookings and other booking details. | |
Agent Cancelled Bookings Report | The Agent Cancelled Bookings Report shows listing of Agent bookings that have been cancelled. It shows shows the commissions and payments due to or from your agents, as well as any cancellation fees that have been applied to the booking. This report allows you to record payments to and from agents as well as sending an invoice through to the agent. | |
Agent Direct booking report | The Agent Direct Booking report prints all bookings entered directly through the Agent Direct Module. | |
Agent Quotation Conversion Report | The Agent Quotation Conversion Report displays both the number of quotations that have been made through each Agency Branch, and also which ones have been converted into bookings. The rental value of these bookings is also in this report. This report can be filtered according to the pickup location and date range. | |
Payments to Agent Report | The Payments to Agent Report shows the amounts paid to your agents, who book reservations on your behalf and are paid on a commission basis per transaction. Using this report, you will be able to compute how much has been paid to your agents over a selected date range or location. You are also able to delete any Payments to Agents from this report.
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Received from Agent Report | The Received from Agents Report shows the monthly summary of all booking fees and commissions due from your agents. This is particularly helpful if you have agents booking reservations on your behalf and being paid on a commission basis. It may happen that agents will take not only the commissions due to them but also all payments due from a customer booking a reservation. Using this report, you will know how much your agents owe you.
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Referral Bookings Report | The Referral Bookings Reports allows you to see a listing of bookings that have a referral saved against them. You are able to see any referral commissions associated with these bookings. | |
Referrals Commission report
| The Referrals Commission Report displays referrer's commissions based on the selected location, referrer and report period. The report uses the entries made in the Referrals menu Option of the System Setup Menu. The referrer is selected when making a reservation. |
Report Name | Brief Description | Knowledge Base Article |
Operator Entry Report | The Operator Entry Report displays the reservation entries made by each of your operators. This report is useful for tracking an operators bookings and may contribute to tracking KPI's and individual sales targets. The report includes the total rental value and any balance due. | |
Operator Sales by Source Report | The Operator Sales by Source Report displays all sales bookings entered into the system by your operators. The report is grouped by either the booking source or campaign codes depending upon which you choose. | |
Operator Sales Report | The Operator Sales Report displays reservations made by operators. This report is useful in tracking an operator's bookings and may contribute to tracking KPI's and individual sales targets. The report can be run for all operators or individual operators and can be filtered by Booking Status. It also breaks down the revenue into rental sales, extras and insurance. |
Report Name | Brief Description | Knowledge Base Article |
Cash Receipts report | The Cash Receipts Report shows additional payments that were posted to closed reservations using the Cash Receipts function.
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Credit Card Vault Log
| The Credit Card Vault Log allows you to see which of your operators have been viewing the credit card details that are stored in the secure vault. Every time a credit card is viewed in the secure vault, a record is written to a log with the date and time it was viewed along with the operator who viewed it. You are able to search for all credit card views within a date range or restrict it to one booking.
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Deleted Payments report | Rental Car Manager allows operators to both update and delete payments that have been saved against booking. The Deleted Payments report shows payments that have been updated and also any payments that have been deleted. The report will detail who updated/deleted the payment and when.
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Rate Discount report
| The Rate Discount report will list any bookings that have had a discount applied to them where the bookings falls within the date range entered. The bookings are grouped by Discount name. You are able to drill down on the Discount Name to obtain a complete listing of the bookings.
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Receipts Audit Report
| The Receipts Audit Report displays any payments where the payment date entered is different from the actual date the payment was recorded. For example, if an operator processes a $100 payment today but enters a payment date of a week earlier the Receipts Audit report will show this booking. This report deters operators from potentially taking a booking payment themselves, then back-dating the receipt so that it won’t show among the current day's bookings.
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Reservation Log Report
| The Reservation Logs Report displays any entries in the reservation log for a reservation on the specified date range. Optionally, you may get the record log for a specific reservation record by entering the reservation number on the Reservation Logs Page. This allows you to see what updates were made to a booking.
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User Login Logs
| The View Logins report in RCM allows you to view when users have logged into RCM in a defined date range.
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| Zero Rated Bookings report | The Zero Rated booking report will list any revenue bookings that have a $0 value for the rental revenue. |