Dispatch

The Dispatch tab, available if the optional Motor Pool module is installed, enables you to display and define information about the dispatch of equipment units for CONFIRMED reservations. To delete the dispatch of a reservation, change the value in the Status field on the Status/Other Info tab to CONFIRMED.

Note: When a motor pool reservation is dispatched, the equipment ID of the top-level parent is written to res_main.eq_parent_equip_no. You can run standard cost reports in Web Modules to see the full operating costs of the equipment.

The Motor Pool Center screen supports location-level access control, so you must belong to a user group with the applicable authorizations in order to make changes or updates. See Location level access - Motor Pool Center.

Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on reservation ID, pool vehicle type, dispatch location, date/time reserved or required, operator name or ID, department ID, and equipment ID, among other values. Only equipment IDs in a pool department display in the choice list.
Tip: To streamline data entry, you can use the Copy button to copy a reservation. The status of the newly created reservation is reset to CONFIRMED, and the reservation ID is set to the next available number. The following fields are retained so that you can copy them to the new reservation: Pool vehicle type for availability, Pool vehicle type for rental rates, Dispatch location ID, Calendar ID, Destination city, Destination state, Department ID, Account ID, Cost center, Account info 1-5, Miscellaneous 1-4, Fiscal year, Document number, and Comments.

Detail View Header

The field in the top section of this tab defines the data that displays.

Reservation ID

Identifier of the reservation selected in the grid or that you are defining. This number is assigned to each new reservation. This field has a list box.

The reservation must have the value CONFIRMED in the Status field on the Status/Other Info tab.

The structure (i.e., STANDARD, CUSTOM, or NONE) for motor pool reservation IDs is specified on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen.

Note: Because motor pool reservation IDs changed from numeric to alpha-numeric in Release 6.2, the data sort on screens and in reports has also changed.

Detail View

Data in the fields in the bottom section of this tab define the dispatch information. Unless otherwise indicated, these fields are required.

Tip: If a reservation has a status of EXPIRED, NO SHOW, or REFUSED, the following fields are not available for entry: Dispatch now, Date and time out, Equipment ID, License number, Meter 1 reading, and Meter 1 validation.

Dispatch now

If this field has a check, the value in the Status field on the Status/Other Info tab changes to DISPATCHED, which automatically sets the Date and time out field to the current date and time.

The following two fields specify the equipment unit to dispatch. You can enter information in either field, and the associated information will display in the corresponding field.

Date and time out

Date and time of the dispatch. The current system date and time display, but you can change it. It cannot be later than the current system date.

Unless there is a check in the Permit reservations for date required prior to current date field on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen, the date cannot be earlier than the current system date.
If there is a check in the Check dispatch time against time required field on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen, the date must be the same as the value in the Date and time required field on the Status/Other Info tab and the time must differ from the time value in the Date and time required field by no more than the value in the Maximum number of minutes for early or late dispatch field on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen.

Note: After you use the Return tab to process the return of the equipment unit for the reservation, this field is display only.

Equipment ID

Identifier of the equipment unit to dispatch. This field has a list box of all equipment units of the pool vehicle type specified in the Pool vehicle type for availability field on the Vehicle Requirements tab, plus all equipment units of all other pool vehicle types that are associated (on the Other Types tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Pool Vehicle Types screen) with that pool vehicle type, at the dispatch location specified on the Vehicle Requirements tab. The year, manufacturer, and model of the equipment unit display to the right of the ID.

Required unless the motor pool dispatch location to which the equipment unit is assigned has a check in the Reservations dispatched and returned automatically field on the Motor Pool tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.

If the Vehicle Requirements tab specifies a pool vehicle type for availability that the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Pool Vehicle Types screen specifies as an outside rental agency vehicle type, AGENCY displays in this field. You cannot change it.

See Rules of rental pool availability. If you click the Zoom button , you can view additional details about the equipment unit on the Data -> Equipment Units -> Fleet Equipment screen.

Tip: You can set a zoom button for this field to detect the type of equipment and display the appropriate screen. If you used Administrator Mode to add a zoom button, you will need to use it again to remove your user-defined zoom button for this functionality to work.
Tip: To dispatch an equipment unit that is not assigned to the dispatch location, use the Motor Pool tab on the Data -> Equipment Units -> Fleet Equipment screen to reassign the equipment unit to the dispatch location and then process the dispatch.
Note: Once you use the Return tab to process the return of the equipment unit for the reservation, this field is display only.

License number

License number of the equipment unit. This field is optional.

Tip: The uniqueness of license plate numbers is enforced by the issuing government. If two or more equipment units have the same license plate number, you will be prompted to choose an equipment ID after entering the number. The equipment ID choice list includes the issuing government to help you make a selection.

Meter 1 reading

This field displays the reading on the unit’s meter 1 at the time of the dispatch, but you can change it. If you do, the current meter reading for the unit on the Equipment Master (EQ_MAIN) table is updated. If the Meter Info tab of the Data -> Equipment Units -> Fleet Equipment screen assigns the equipment ID to an equipment class for meter types for which the Meter Info tab on the Data -> Equipment Units -> Setup -> Equipment Class -> Primary Information screen specifies this meter as a meter type of NONE, the value in this field must be zero.

Required if the Status field on the Status/Other Info tab indicates DISPATCHED.
Refer to the conditions for updating current meter readings and the Meter 1 validation field.

Meter 1 validation

Specifies whether and how meter validation is performed on the meter 1 reading at the time of dispatch. This field has a list box of either EQ UPD or NO EQ UPD. Refer to meter validation fields.

Current Location

The current location of the motor pool vehicle.

Parking stall

Identifier of the parking stall to which the unit is assigned. This field is optional. Displays automatically when a reserved equipment unit is dispatched.

Note: Parking stall data for dispatched units is printed in the Parking Stall field on the Dispatch report.