Status/Other Info |
The Status/Other Info tab, available if the optional Motor Pool module is installed, enables you to display and define the status of and additional information about equipment unit reservations. 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.
The fields in the top section of this tab define the data that displays.
Reservation ID
Identifier of the reservation currently selected in the grid or that you are defining. A number is assigned to each new reservation. This field has a list box. 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.
Data in the fields in the bottom section of this tab define additional information about the reservation.
Tip: If a reservation has a status of EXPIRED, NO SHOW, or REFUSED, the following fields are not available for entry: Dispatch location ID, Calendar ID, Date and time required, Date and time of expected return, Destination city, Destination state, Qty of passengers, and Meter only.
Dispatch location ID
Valid identifier of the location for pick up of the equipment unit by the customer. There must be a check in the Pool (dispatch) location field for this location on the Functions tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. This field has a list box. The location name displays to the right of the ID.
The preferred dispatch location and allowed dispatch locations for an operator are specified on the Motor Pool tab of the Data -> Equipment Units -> Setup -> Operators -> Primary Information screen.
When you insert or update a reservation, this field, together with the Date and time required and Date and time of expected return fields and the Pool vehicle type for availability field on the Vehicle Requirements tab, is used to determine whether an equipment unit of the pool vehicle type is available at the dispatch location for the date and time needed.
Calendar ID
Identifier of the calendar associated with the dispatch location ID. The calendar ID defines the location’s hours and holidays, which are used to calculate usage and charges.
When you process the insert of a reservation, this field displays the calendar ID assigned to the dispatch location ID. If the status other than DISPATCHED, you can change it. This field has a list box. The calendar description displays to the right of the ID.
Locations and location shifts are associated with calendar IDs on the Work Calendar tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. Calendar IDs are defined on the Data -> Setup -> Organization Structure -> Calendars screen.
Date and time reserved
Date and time the reservation was defined. Display only. On new reservations, this value is set when you process the reservation. The date and time are used to determine the sequence in which reservations are upgraded with STANDBY in the Status field.
The following two fields display the information in the Default values for: fields on the Motor Pool tab on the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, but you can change it. When you insert or update a reservation, these fields are used to calculate estimated charges for the reservation. If there is a check in the Display estimated time charges on confirmation tickets field on the More Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen, the estimated charges print on the reservation’s confirmation ticket. These fields, together with the Dispatch location field and the Pool vehicle type for availability field on the Vehicle Requirements tab, are used to determine whether an equipment unit of the pool vehicle type is available at the dispatch location for the date and time needed.
Date and time required
Date and time the equipment unit is required.
It cannot be later than one year from the end of the current month. 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, specifies whether it can be earlier than the current system date and time. After you dispatch an equipment unit on a reservation, this field is display only.
When you insert or update a reservation, this field, together with the Dispatch location field, the Date and time of expected return field, and the Pool vehicle type for availability field on the Vehicle Requirements tab, is used to determine whether an equipment unit of the pool vehicle type is available at the dispatch location for the date and time needed.
Date and time of expected return
Date and time that the equipment unit is expected to be returned to the motor pool location. The default is the value specified in the Default values for: Date and Time of expected return fields on the Motor Pool tab of the Data -> Setup -> Organization Structures -> Locations -> Primary Information screen, but you can change it. You may not change the date and time of expected return on dispatched reservations.
An error message displays if the vehicle has already been returned.
When you insert or update a reservation, this field, together with the Dispatch location and Date and time required fields on this tab and the Pool vehicle type for availability field on the Vehicle Requirements tab, is used to determine whether an equipment unit of the pool vehicle type is available at the dispatch location for the date and time needed.
See also Automatically dispatch CONFIRMED reservation and return all DISPATCHED reservations.
Buffered date and time exp return
The expected return time plus the buffer time. This cushion acts as a buffer if a car is returned late to help avoid the next users having issues picking up the vehicle.
The turn around time and buffer time comes from first fields the system finds populated on the Pool Vehicle/Resource Types screen. These fields are as follows:
Availability Adjustment tab - Minutes adjustment to expected return times for availability purposes: Vehicle turnaround and Additional buffer
Supported Locations tab - Vehicle turnaround minutes and Additional buffer minutes
This field date and time is calculated as follows:
The set time for the vehicle to be returned plus the vehicle turnaround minutes plus the buffer time
Destination city
Trip’s destination city. Defaults to the value in the Default values for: Destination city field on the Motor Pool tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, but you can change it. Required if there is a check in the Rideshare field. Otherwise, optional. Maximum field length is 60 characters.
Destination state
Trip’s destination state. Defaults to the value in the Default values for: Destination state field on the Motor Pool tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen, but you can change it. This field has a list box. This field is optional.
Qty of passengers
Number of people to transport in the equipment unit other than the operator. Must be greater than 1 if there is a check in the Rideshare field. Maximum field length is four digits.
If a pool vehicle type is specified on the Vehicle Requirements tab, this field auto-populates with the value in the Capacity - maximum number of passengers field on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Pool Vehicle Types screen.
If a pool vehicle type is not specified, this field auto-populates with the value in the Default values for: Qty of passengers field on the Motor Pool tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Rideshare
If this field has a check, the individual making the reservation is willing to share the reservation with others if convenient. Information only field.
Meter only
If this field has a check, the charges for the equipment unit are computed based solely on the number of meter units recorded. It does not apply hourly, daily, weekly, or monthly rates.
Method
Method used to send the reservation confirmation message. This field is display only.
Date and time sent
Date and time (in MMDDYYYY HH:MM:SS format) the reservation confirmation message was sent. This field is display only.
Confirmation code
Random code assigned to the confirmed reservation. This code is used to access the reservation using KeyValet. This field is display only.
Note: When a record is updated, a new confirmation code is generated if all of the following conditions are true:
The old status of the reservation is not CONFIRMED, COMMITTED, DISPATCHED, or LATE.
The new status of the reservation is CONFIRMED, COMMITTED, DISPATCHED, or LATE.
The existing confirmation code is in use by another reservation that has a status of CONFIRMED, COMMITTED, DISPATCHED, or LATE.
Tip: If you are interested in learning how KeyValet and the Reservations Portal in FA Web Modules can help your organization use its motor pool more efficiently, please contact your sales representative.
Status
Status of the reservation. This field has a list box.
NONE (this is the default)
COMMITTED (confirmed for a specific equipment unit)
APPR REQD (available only if the current status is CONFIRMED, COMMITTED, or STANDBY)
More information required
If this field has a check, the clerk requires additional information before he or she will approve the reservation.
Source
Source of reservations created via the GUI. Reservations created in Web Modules have a different source. Display only from the More Info tab on the Data -> Equipment Activity -> Motor Pool -> Setup -> Options screen.
Primary operator ID
Identifier of the first operator listed on the reservation. Display only from the Operator Info tab. The operator name displays to the right of the ID.
Web session ID