Tools

1. Vehicle Activity Report

Reference Number: AA-00593 Views: 8917 Created: 2011-12-06 17:13 Last Updated: 2020-04-06 14:42

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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 the 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 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.
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.
Include Activity	You have two options to choose from here. 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. 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. Pickup and Drop off list Pickups only 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.

You can also choose whether to include unallocated bookings in this report or not. This is done as a System Parameter rather than a Report Parameter. You can access the System Parameters under the System Setup menu. Below is an image showing the System Parameter in question. It is called “Unallocated booking in Vehicle Activity Report”. If it is set to “Yes”, then unallocated bookings will be included in the report results.

Example

The following image shows the report when it has been run to show the Pickup/Drop off list, and also to include both the balance and the notes. The System Parameter has also been set to include unallocated bookings. You can see that the unallocated bookings are displayed first.

Fields

Below is a listing of all of the fields which may appear on the report depending upon the parameters you have chosen when running the report.

RA#	Booking Number
Ref#	The Reference number against the booking
Update	This update booking link will take you to the booking update screen.
Vehicle Allocation	This button will allow you to allocate a vehicle to an unallocated booking.
Change	Clicking on this button will allow you to change the customer that is associated with the booking.
Notes	Clicking on the View button in this column will take you to the Notes screen for the booking in question.
Status	This displays the status of the Vehicle. If you have the Online Vehicle Inspection function setup within RCM, you will see a “New Inspection” button which will allow you to create a new Vehicle Inspection for the vehicle associated with the booking.
Pickup	This is the pickup location of the booking
Pickup Date and Time	This is the pickup date and time of the booking.
Drop off	This is the Drop off Location of the booking.
Drop off Date and Time	This is the Drop off date and time of the booking.
No of Days	This is the total number of days for the booking.
Category	The Vehicle Category that is associated with the booking.
Item Supplied	If any Extra Fees have been assigned to the booking where they have been setup with the Item Supplied field set to yes, they will be listed here.
Customer	The name of the Customer for the booking.
Mobile	The mobile number for the customer.
Arrival	If an Arrival Flight has been saved against the booking, it will be displayed here.
Agent	If this is an Agent booking, then the Agent will be displayed here.
Date Booked	The date the booking was made.
Departure	If a Departure Flight has been saved against the booking, it will be displayed here.
Last Rental	The details of the previous rental for the vehicle allocated to this booking will be displayed here. The information includes the drop off location, date and time.
Next Rental	The details of the next rental for the vehicle allocated to this booking will be displayed here. The information includes the pickup location, date and time.
Daily Rate	The daily rental rate for the booking will be displayed here.
Rental Value	The total cost of the booking will be displayed here.
Balance	The balance of the booking will be displayed here.

Points to Note

We recommend that you run this report last thing in the evening for the following day and export the results to Excel. This way if you have any issues logging into RCM, you have a copy of the pickups and drop offs for the day.