Vehicle Requirements |
The Vehicle Requirements tab, available if the optional Motor Pool module is installed, enables you to display and define information about the type of vehicle a reservation requires. 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 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. (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.
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.
Data in the fields in the bottom section of this tab define the vehicle requirements for the reservation. Unless otherwise indicated, these fields are required.
Tip: If a reservation has a status of EXPIRED, NO SHOW, or REFUSED, the Pool vehicle type for availability and Pool vehicle type for rental rates fields are not available for entry.
Pool vehicle type for availability
Type of vehicle checked for availability in order to fill the reservation. This field has a list box. After you dispatch an equipment unit on a reservation, this field is display only. Messages associated with the vehicle type display to the right of this field (refer to the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Pool Vehicle Types screen). Messages are display only.
After you insert or update a reservation, this field, together with the Dispatch location, Date and time required, and Date and time of expected return fields on the Status/Other Info tab, is used to determine if an equipment unit of the pool vehicle type is available at the dispatch location for the date and time needed.
See also how to enable tracking of equipment unit reservations made with outside rental agencies.
If the pool vehicle type has a check in the Outside rental agency vehicle type field on the Basic Info tab on that screen, the pool is not checked for availability, because these types are not part of the pool. AGENCY displays in the Equipment ID field on the Dispatch tab.
Screen message
Message associated with the pool vehicle type. Messages are defined on the Basic Info tab of the Data -> Equipment Activity -> Motor Pool -> Setup -> Pool Vehicle Types screen.
Pool vehicle type for rental rates
Type of vehicle referenced to determine applicable rental rates to charge for the equipment unit dispatched or reserved. This field has a list box. When you insert a reservation, this field displays the pool vehicle type for availability, but you can change it.
The following read-only fields display the appropriate rental rates for this pool vehicle type.
Hourly rate
Amount charged to the customer for each hour of usage of this pool vehicle type.
Daily rate
Amount charged to the customer for each day (or part of a day) of usage of this pool vehicle type. If there is a rate in the Hourly rate field, the hourly rate for partial days is charged instead of the daily rate.
Weekly rate
Amount charged to the customer for each week of usage of this pool vehicle type.
Monthly rate
Amount charged to the customer for each month of usage of this pool vehicle type.