Vehicle Activity Report
Purpose:
The Vehicle Activity Report displays all scheduled pickups and drop-offs for a selected location 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. For unallocated bookings, you can also allocate a vehicle directly from this report.
Accessing Vehicle Activity Report:
You can access this report by following the steps, Reports >> Daily Activity Reports >> Vehicle Activity Report.
Parameters:
The following is a listing of the parameters for this report.
Pickup Location | Can be run for ‘All Locations’ or a Selected Location |
Date and Time Range | The Date and Time range entered will be used to find the bookings with either a pickup or a drop off which fall within the Date and Time Range entered. |
Category Type | What vehicle category the booking falls under - eg - Car, Bus. |
Vehicle Category | You can run this report for “All Categories” or for a specific Vehicle Category. |
All Brands | Choose All Brands or a specific Brand |
Include Activity | You have two options to choose from here.
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Pickup/Drop off List | You can choose from three options here.
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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. This doesn't include Unallocated Pickup or Dropoffs. |
Example:
Unallocated bookings are included in the report results. If there is an Unallocated booking that has been created within the last day, then it will appear in the Unallocated Pickup List with an orange background.
All other Unallocated bookings will have a yellow background.
Below is the returning results when the Lite Version option is selected. The Lite Version doesn't include Unallocated Pickup or Dropoffs.
Not all of the fields listed below are displayed in each of the tables in the report.
Points to Note:
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. |
Vehicle Allocation | This field only appears in the Unallocated Pickup List. Clicking on the Allocate booking will open the Allocate Vehicle 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 | This field appears in the both the Pickup and Dropoff Lists. 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 Time | The 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. |
Booked | The date the Reservation was created. |
# Days | The number of days against the Reservation. |
Category | The Vehicle Category against the Reservation |
Vehicle | This field appears in both the Pickup and Drop Off List. The registration number of the vehicle against the reservation. If the vehicle has a GPS Integrated, the GPS ID for that vehicle will be shown. |
Current Location | This field appears in the Pickup List. The current location of the vehicle against the Reservation. |
Colour | This field appears in both the Pickup and Drop Off Lists. 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. |
Insurance | If there is an insurance option applied to the booking, its name will appear here. Please note, by default this field is hidden. Please see the Show Hide and Resize Columns in Reports article for information on how to see it. |
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 both the Unallocated Pickup and Pickup Lists. 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. |
Agent | This field will appear on the Unallocated Pickup List. If there is an Agent 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:
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Next Rental | This field will appear on the Drop Off List. The information about the next reservation for this vehicle will appear here. the following information will be displayed:
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Checkin Completed | This field shows if the online check-in has been completed by the customer. |
E-Sign Send | This field will appear on the Pickup List if the E-Signature function is turned on within your RCM system. It is a flag to show if the request to sign the Rental Agreement electronically has been emailed to the customer. |
| Primary Driver E-Signed | This field will appear on the Pickup List if the E-Signature function is turned on within your RCM system. It is a flag to show if the Primary Driver has signed the Rental Agreement electronically. Note that this doesn't include additional drivers. |
Credit Card | This field will appear on the Pickup List. It is a flag to show 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. |
Points to Note:
If you have either the Online Vehicle Inspection or E-Signature function turned on in your RCM system, then you will see the following extra fields/information in the Vehicle Activity Report.
For the Online Vehicle Inspection,
- On the Pickup List you will either have a "View Inspection" or "New Inspection" button in the Status field.
- On the Drop Off List, if there is an inspection for the Reservation, then the "View Inspection" button will appear in the status field.
For the E-Signature function, there are the following 2 new fields appearing on the Pickup List:
- E-Sign Send - The date the invitation was emailed out to the customer to collect the signature will appear here.
- E-Sign Signed - If the Rental Agreement has been E-Signed, then the date it was signed will appear here.
Printing/Exporting:
Click here for details on how to print or export a report from RCM.
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