Vehicle Activity Report by Region

Vehicle Activity Report by Region

Purpose:

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. 

Accessing Vehicle Activity Report:

You can access this report by following the steps, Reports > Daily Activity Reports > Vehicle Activity Report > Vehicle Activity Report by Region.



Parameters:

The following is a listing of the parameters for this report.

Region
Can be run for a specific region. 
Date Range
The Date range entered will be used to find the bookings with either a pickup or a drop off which fall within the Date Range entered.
Vehicle Category
You can run this report for “All Categories” or for a specific Vehicle Category.
Include Activity
You have two options to choose from here.
  1. All Activity – Choosing this option will return all bookings as long as they have not been cancelled and they fall within the date range entered.
  2. Current Activity – Choosing this option will only return bookings where the status is Reservation or it is a Maintenance booking which has not been closed yet and they fall within the date range entered.
Pickup/Drop off List
You can choose from three options here.
  1. Pickup and Drop off list
  2. Pickups only
  3. Drop offs only
Include/Exclude Balance
You can choose to either include or exclude the balance of the bookings on this report.
Include/Exclude Notes
You can choose to either include or exclude the notes on this report.
Non-Revenue/Maintenance Bookings
If you select this option, you can choose to exclude the Non-Revenue and Maintenance bookings from this report.
Lite Version
If you select this option, the report results will be a cut-down version.

Example:



Below is the returning results when the Lite Version option is selected.



Not all of the fields listed below are displayed in each of the tables in the report.
Res
The Reservation number, clicking on this red number will show the Booking Details screen.
Ref
The Reference number saved on the reservation
Update
Clicking this Update button which open the Booking Update screen.
Change
This field only appears in the Pickup List
Clicking the Customer button will open the Change Customer screen.
Notes
Clicking on the View button will take you to the View Notes screen, which also allows you to add new Notes to the Reservation.
Any notes saved against the reservation will be displayed if the Include Notes option has been chosen.
Status
The status of the reservation.
If you are tracking the c leaning of the vehicles and this vehicle has not been cleaned, on the Pickup List you will see a "Not Cleaned" button. Clicking on this will take you to the Update Vehicle Status screen.
Pickup 
This is the Pickup Location of the reservation.
Pickup Date
The Pickup Date of the Reservation
Pickup TimeThe Pickup Time of the Reservation
Dropoff
This is the Drop off Location of the Reservation.
Dropoff Date
The Drop Off date of the Reservation.
Dropoff Time
The Drop Off Time of the Reservation.
# Days
The number of days against the Reservation.
Category
The Vehicle Category against the Reservation
Vehicle
the registration number of the vehicle against the reservation.
Current Location
This field appears in  the Pickup List.
The current location of the vehicle against the Reservation.
Colour
the colour of the vehicle against the Reservation.
Items
If there is an extra fee against the Reservation, which has been flagged as "Item Supplied", then the extra fee and the quantity of the extra fee will be displayed here.
Customer
The name of the Customer will appear here.
Mobile
The Mobile number of the customer will appear here.
Arrival
This field will appear on the Pickup List.
If an Arrival Flight number has been saved against the Reservation, it will appear here. 
Departure
This field will appear on the Drop Off List.
If a Departure Flight number has been saved against the Reservation, it will appear here.
Last Rental
This field will appear on the Pickup List.
The information about the last reservation for this vehicle will appear here.
the following information will be displayed:
  1. Drop off location
  2. Reservation Number
  3. Reservation Status
  4. Drop off date and time
E-Sign Send
If the E-Signature function has been setup inside your RCM system, this will flag whether the agreement has been emailed to the customer requesting a signature.
E-Sign Signed
If the E-Signature function has been setup inside your RCM system, this will flag whether the agreement has been signed electronically.
Credit Card
Will flag whether a credit card has been saved against the booking.
Daily Rate
The daily rate of the Reservation will be displayed here.
Rental Value
The total cost of the Reservation will appear here.
Balance
The outstanding Balance of the reservation will appear here.


Printing/Exporting:

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

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