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Reports within RCM

Reference Number: AA-01101 Views: 2420 Created: 2017-03-14 15:35 Last Updated: 2020-04-15 16:52 0 Rating/ Voters

Reports within RCM

There are many and varied reports available within Rental Car Manager (RCM), allowing you to query information for a variety of reasons.

The reports can be broken down in the following categories:

·         Booking Reports,

·      Sales/Financial Reports,

·         Vehicle Reports,

·         Customer reports,

·         Agent Reports,

·         Operator Reports, and

·         Audit Reports.

Booking Reports

The Booking Reports allow you to query a wide and varied amount of information when it comes to bookings within RCM. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which describes the report in greater detail.

Report Name

Brief Description

Knowledge Base article

Balance due report

 

The Balance Due Report shows the balance due on bookings with status = Hired as well as the total balance due on all Returned bookings for a given date range.

This report allows you to view the balances due on bookings in all your locations or a specific location.

 

3. Balance Due Report

 

Booking Export

 

The Booking export provides an extract of all bookings based on various criteria provided when generating the report.

 

 

Booking Extra Fees report

The Booking Extra Fees Report shows any bookings within the date range selected and shows whether the bookings have had the selected extra fee applied to them.

 

Booking Extra Fees Report

Booking Status Report

 

The Booking Status Report displays the status of all bookings made from within Rental Car Manager.

 

1. Booking Status Report

Cancelled Booking report

The Cancelled Bookings Report displays all of your cancelled bookings for the specified date range.

2. Cancelled Booking Report               

Change Vehicles report

 

The Change Vehicles report displays any changes done using the Change Vehicle function during the date range entered.

You are able to update the Vehicle Change record if the information is incorrect.

 

 

Collection and Return Point Report

The Collection & Return Point Report shows where vehicles are to be physically picked up or dropped off based on the collection and return points entered.  The report is often used by a delivery or pickup driver who needs to know the exact location of collection and return.

 

3. Collection and Return Point Report 

E-Signature Report

The E-Signature report allows you to view reservations that have an E-Signature recorded against the rental agreement.

 

E-Signature Report

Extra Item Availability report

The Extra Item availability report shows the availability of Extra Items for a location over a date range.

For every day in the date range, it lists how many extra items are available, being picked up and dropped off.

The results are grouped by both Location and Extra Item.

 

Extra Item Availability 

Extra Items report

 

The Extra Items Report displays all extra items that have been added to a booking.

The report is broken down into a pickup and a drop off list of bookings for the date range entered.

 

Extra Items Report

Forward Booking – Daily Revenue by Source report

The Forward Booking – Daily Revenue by Source Report prints a breakdown of forward bookings and compares these against the previous year. 

It groups the information based upon the Rental Source and then breaks the information down to a daily rate.

 

 

Forward Booking – Daily Revenue report

The Forward Booking – Daily Revenue Report prints a breakdown of forward bookings and compares these against the previous year. 

It breaks the information down to a daily rate.

 

 

Forward Booking vs Budget report

The Forward Booking vs Budget report compares current forward bookings with the Sales Budget.

 

 

Forward Bookings report

 

The Forward Bookings Report prints a breakdown of forward bookings and compares these against the previous year. 

 

Forward Bookings Report

Future Rentals Report

 

The Future Rentals Report displays the number of vehicles booked over a specified future period, grouped by vehicle category.

 

Future Rentals

Ins and Outs report

 

The Location Ins and Outs Report displays rentals and returns by location over a selected date range.

 

 1. Ins and Outs Report

Ins and Outs Report by Date

The Location Ins and Outs By Date Report display the number of checkouts and check-ins for a selected location, ordered by vehicle category, over a specified date range.

 

2. Ins and Outs Report By Date

Kms Travelled

 

 

 

New Booking Report

 

The New Booking Report displays all new bookings over the specified date range.

 

New Booking Report

Prorated Cancelled Bookings report

Prorated Cancelled Bookings Report prints a breakdown of cancelled bookings. 

It groups the information based upon the Cancellation reason and then breaks the information down to a daily rate.

 

 

Quotation Conversion by Location report

 

The Quotation Conversion by Location Report displays the number of quotations by location or region that were converted into sales over a selected date range.

The report is grouped by Location.

 

Quotation Conversion Report

Quotation Conversion by Operator report

The Quotation Conversion by Operator Report displays the number of quotations by location or region that were converted into sales over a selected date range.

The report is grouped by Operator.

 

 

Quotation Conversion by Source report

The Quotation Conversion by Source Report displays the number of quotations by location or region that were converted into sales over a selected date range.

The report is grouped by Rental Source.

 

 

Reservations Due Closed

 

The Reservations Due Closed Report displays the details of all reservations that are due to be closed for vehicle returns over the selected date range. A reservation can only be closed once the reservation status is 'Returned' and the amount owing is zero.

 

Reservations Due Closed Report

Send SMS Reminders

The Send SMS Reminders page allows you to send SMS reminders for pickups and drop-offs. 

4. Vehicle Relocation Report

Vehicle Activity Report

 

The Vehicle Activity Report displays all scheduled pickups and drop offs for a selected location and date range. Included in the report are the reservation number, date, time, vehicle, registration number, customer, colour, any items supplied and arrival or departure details. 

 

1. Vehicle Activity Report

Vehicle Activity Report by Region

The Vehicle Activity Report by Region is very similar to the Daily Activity Report except that it allows you to group pickups and drop-offs by region. 

 

2. Vehicle Activity Report By Region

Vehicle Availability Report

 

The Vehicle Availability Report displays all vehicles in your fleet that are still available for booking. You may select by Location, Region, Category, Date and time. 

 

Vehicle Availability Report

Vehicle Overdue Report

 

The Vehicle Overdue Report displays all vehicles in your fleet that are overdue or have not been returned yet to the specified drop off location at the specified date and time. 

 

Vehicles Overdue Report               

Vehicle Relocation Report

The Vehicle Relocation Report shows all vehicles that need to be relocated to one of your locations from another location. This is a listing of the vehicles where the drop off location of the previous booking is not the same as the pickup location for the next booking.

 

4. Vehicle Relocation Report

Vehicle Scheduling and Availability Report

 

The Vehicle Scheduling and Availability Report displays the number of allocated and unallocated pickups as well as the number of available vehicles per vehicle category.

 

Vehicle Scheduling & Availability Report

View Notes

 

The View Notes Report allows you to displays the notes that have been added to a booking based upon the location, operator and date the notes were added.

 

View Notes

View SMS text message

 

The View SMS Text Message Report displays all SMS text messages sent from within Rental Car Manager.

 

SMS Text Message

 

 

Sales/Finance Reports

The Sales/Finance Reports allow you to query a wide and varied amount of information when it comes to Sales and Finance information within RCM. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which describes the report in greater detail.

Report Name

Brief Description

Knowledge Base Article

Accounts due report

 

The Accounts Due Report shows all reservations with balance dues.

The report will only show transactions for customers that have an 'Account No.' entered against their company record.

 

1. Accounts Due Report

Accounts Payment

The Accounts Payment screen allows you to view all of the bookings associated with a particular Company.

The booking total, payment, and balance owing information will be shown for each booking.

 

4. Accounts Payment

Bond On Hold report

The Bond On Hold report shows a list of bookings that have had a bond fee applied to them.

 

Bond Onhold Report

Bond Refund report

 

The Bond Refund report displays any bookings that have had a bond fee applied to them where the bond was not refunded upon the vehicles return.

 

Bond Refund report

Cash Receipts Analysis report

The Cash Receipts Analysis Report displays your cash receipts for pickups before, between, and after a given range of dates.

 

2. Cash Receipts Analysis

CDW (Collision Damage Waiver) Sales Details Report

The CDW Sales Details report will list any insurance that has been sold for bookings that fall within the date range.

Information will only appear for insurance where the Pay Operator Commission flag has been set to Yes.

 

 

CDW (Collision Damage Waiver) Sales Summary Report

 

The CDW Sales Summary report will summarised any insurance that has been sold for bookings that fall within the date range.

Information will only appear for insurance where the Pay Operator Commission flag has been set to Yes.

The information is grouped by Operator.

 

 

CDW (Collision Damage Waiver) Sold Original/Final

The CDW Sold Original/Final report will any bookings  that fall within the date range where they is an insurance option against the booking.

Information will only appear for insurance where the Pay Operator Commission flag has been set to Yes.

The information is grouped by Operator.

The report will detail the original insurance option against the booking and who sold it.

It will also detail the final insurance option against the booking and who sold that.

 

 

Customer Enquiry

The Customer Enquiry screen allows you to view the Account Statements for a chosen Company and date range.

 

2. Customer Enquiry

Daily Hireage and Fees

 

The Daily Hireage and Fees Report lists the rental revenue as well as the fees that you collect from customers for the date range entered.

It also lists any payments taken within the date range entered. These payments might be for bookings that do not fall within the date range.

The information is grouped by the fee and you are able to drill-down on this information.

 

Daily Hireage and Fees

Daily Hireage Outstanding

The Daily Hireage Outstanding Report lists the rental revenue as well as the fees that you collect from customers for the date range entered.

It also lists any payments taken within the date range entered for bookings that fall within the date range.

The information is grouped by the fee and you are able to drill-down on this information.

 

 

Daily Receipts

 

The Daily Receipts Report displays all receipts from your reservation activities generated on a daily basis.

 

Daily Receipts

Daily Reservation Revenue Schedule

 

The Daily Reservation Revenue Schedule Report displays a financial breakdown of each reservation and its associated revenues and receipts or payment details. It also optionally includes the GL Code (general ledger code) that the revenue will be posted to if using the financial integration report (GL Posting Report).

 

Daily Reservation Revenue Schedule

Deposits As At

The Deposits As At report will list any payments before the date entered for bookings with a pickup date after the date entered.

This report can be run for a date in the past.

 

 

Forecast Monthly Earnings report

 

The Forecast Monthly Earnings Report displays sales figures by location and vehicle category over a selected date range. By default, the report will run over the current month.

 

Forecast Monthly Earnings Report

Forward Booking deposits

 

The Forward Booking Deposits report will list any payments that have been taken before the date entered for bookings with a pickup date after the date entered.

This report will only work properly for future dates.

 

Forward Booking Deposits

GL Posting Report

 

The general ledger posting report displays a suggested revenue journal for the selected location and date range.

This report is based either on reservations that are closed over the selected dates or alternatively for reservations that have been hired and or returned.

 

1. GL Postings

Hireage and Fees by Location/Category

The Hireage and Fees by Location/Category provides a summary for the date range entered.

For each Location and Category combination, a summary of each fee and rental revenue is displayed.

 

 

Hireage and Sales Charts

 

The Hireage & Sales Charts page allows you to generate various hireage and sales reports using data for selected locations, vehicle categories and date ranges. 

 

Hireage & Sales Charts

Hireage Days by Category Type report

 

The Hireage Days By Category Type Report displays the number of bookings per vehicle category type, the average number of days per booking and the percentage of bookings a vehicle category has over a period of time.

 

1. Hireage Days By Category Type

Hireage Days by Country report

The Hireage Days By Country Report displays the number of bookings per vehicle category type by country.

 

2. Hireage Days By Country

Historical Forward Bookings

 

The Historical Forward Booking report lists any bookings that were entered before a certain date where their pickup date is in the future.

 

 

Invoice detail report

 

The Invoice Detail Report shows the details of invoices generated for hired, returned, and closed bookings.

 

Invoice Detail Report

Monthly Receipts report

 

The Monthly Receipts Report shows the monthly cash receipts ordered by either reservation number or payment date.

You can set the report to display payments using all tender types or a specific tender type only.

 

1. Monthly Receipts

Online DPS Payment report

The Online DPS Payment report allows you to view payments that have been made using DPS for a certain date.

The report will show information such as the amount paid, payment reference number and reservation number.

 

Online DPS Payment Report

Operator Extra Sales Report

The Operator Extra Sales report will list any bookings that fall within the date range.

Bookings will only appear where they have extra fees against the booking and the Pay Operator Commission flag has been set to Yes for the extra fee.

 

 

Operator Performance Summary

The Operator Performance Summary report will summarise bookings that fall within the date range.

The report will list the total number of bookings sold by the operator as well as the total number of bookings where CWD insurance has been sold.

The information is grouped by Operator.

 

 

Quotation by Source report

 

The Quotation By Source Report displays all quotations by source, the rental revenues per source, and the total revenue for all sources.

Quotation By Source

Quotation Sales report

 

The Quotation Sales Report shows the quotations that have been converted to sales by customers.

 

Quotation Sales Report

Receipts from Un-Hired Bookings report

The Receipts from Un-Hired Bookings Report shows payments from bookings with status = Reservation.

4. Receipts from Un-Hired Bookings

Refund report

 

The Refund Report shows all bookings that have had a refund processed.

Refund Report

Sales by Agent report

 

The Sales by Agent Report displays sales figures by Agent over a selected date range.

Sales By Agent Report

Sales by Campaign Code report

The Sales By Campaign Code Report displays sales figures by campaign code over a selected date range.

 

2. Sales By Campaign Code

Sales by Category report

 

The Sales By Category Report displays sales figures by vehicle category over a selected date range.

Sales By Category Report

Sales by country report

 

The Sales by Country Report displays sales figures by country over a selected date range.

Sales By Country

Sales by Location report

 

The Sales by Location Report displays sales figures by booking source over a selected date range.

 

Sales By Location Report

Sales by Source report

 

The Sales By Source Report displays sales figures by booking source over a selected date range.

1. Sales By Source

Sales Chart

 

The Sales Chart report allows you to generate visual reports (graphs/ charts) of certain sales statistics.

 

Sales Chart

Sales Vs Budget Details

 

The Sales vs Budget report allows you to view your budget, revenue and the percentage difference between the two. 

It generates a report for a number of date ranges based on the contract dates you selected, selected locations or regions and selected vehicle categories.

 

Sales vs Budget Details

Sales Vs Budget Summary

The Sales vs Budget Summary page is similar to the Sales vs Budget Details page however it shows a reduced overview of the Sales vs Budget data

 

Sales vs Budget Summary

Statement Print

The statement Print page allows you to email or print an Accounts Due statement.

The report will only show transactions for customers that have an 'Account No.' entered against their company record.

 

3. Statement Print

 

Vehicle Reports

The Vehicle Reports allow you to query a wide and varied amount of information when it comes to vehicles within RCM. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which describes the report in greater detail.

Report Name

Brief Description

Knowledge Base Article

Fleet Status

 

The Fleet Status Report displays all vehicles in your fleet that are considered to be idle or not out on hire.

The report is normally used to 'stock take' the fleet at a location as it prints in a format that can be attached to a clipboard. 

Entry of the Actual Vehicle Location, Actual KM's and Cleaned Status is allowed meaning you can check that what is physically in the location matches what is recorded in the system.  

 

1. Fleet Status Report

Missing Mileage/Kms report

 

The Missing Mileage/Km Report calculates the missing mileage (in terms of KMs) from the last recorded pickup and drop off dates of a vehicle in your fleet.

The vehicles shown on the report are grouped according to vehicle category.

 

Missing Mileage/Km Report

Operating Control Report

 

The Operating Control Report shows the total revenue for each booking grouped according to vehicle category.

It also shows the net daily dollar average per booking and vehicle category as well as the gross daily dollar average per booking and vehicle category.

 

1. Operating Control Report

Utilization by Region Report

The Utilization by Region report displays Utilization for a date range and a Region.

The information is grouped by categories.

Included in the report also are indicators of Average Days per Contract and Average Rate.

 

2. Utilization by Region Report

Utilization report

 

The Monthly Utilization report displays Utilization over a selected date range, it can either be for a single location or all locations.

The information is grouped by categories.

Included in the report also are indicators of Average Days per Contract and Average Rate.

 

1. Utilization Report

Utilization Report by Current Location

The Utilization by Current Location report displays Utilization for a date range and a Location.

The information is grouped by categories.

Included in the report also are indicators of Average Days per Contract and Average Rate.

 

3. Utilization Report by Current Location

Vehicle Export

 

The Vehicle List provides an extract of all vehicles based on various criteria provided when generating the report.

 

 

Vehicle Maintenance Report

 

The Vehicle Maintenance Report displays the maintenance status of all vehicles in your fleet. You can update the maintenance status directly from within the report.

 

Maintenance Report

Vehicle Performance report

The Vehicle Performance Report shows the total revenue and Utilisation rates for each individual vehicle, ordered by vehicle category and registration number.  

The total revenue is based on the number of days hired in the reporting period.

 

2. Vehicle Performance Report

Vehicles on Hire by Category report

The Vehicle On Hire by Category report displays Utilisation over a selected previous period by a single location or region.

 It is broken down by Vehicle Category.

 Included in the report also are indicators of Average Days per Contract and Average Rate.

 

Vehicle On Hire by Category

Vehicles on Hire by Location report

The Vehicle On Hire by Category report displays Utilisation over a selected previous period by a single location or region.

 

 

Vehicles On Hire report

The Vehicles on Hire report prints the number of cars available at a specific location and the number of vehicles currently on hire. A calculated 'On Hire %' is also printed to give an indication of hireage Utilisation at each location.

 

2. Vehicles On Hire Report

 

 

Customer Reports

The Customer Reports allow you to query a wide and varied amount of information when it comes to the customers within RCM. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which discussed the report in greater detail.

Report Name

Brief Description

Knowledge Base Article

Birthday Report

 

The Birthday Report allows you to extract customer records that have birthdays between selected months.

 

Birthday Report

Customer Age Break Down report

 

The Customer Age Breakdown Report identifies the age demographic of your customers. It allows marketing campaigns to be directed based on the age of your customers.

 

Customer Age Break Down Report

Customer List

The Customer List provides an extract of all customers based on various criteria provided when generating the report.

 

Customer List Report

Customer Sales report

 

The Customer Sales Report is used to help operators identify regular customers based on number of hires. This allows them to produce lists of their 'best' customers.

 

Customer Sales Report

 

Agent Reports

The Agent Reports allow you to query a wide and varied amount of information when it comes to Agents and Agent Bookings within RCM. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which describes the report in greater detail.

Report Name

Brief Description

Knowledge Base Article

Agencies Commission report

 

The Agencies Commission Report shows the commissions and payments due to or from your agents.

It will help you identify the following situations:

·         When an agent takes no payment from your customer at the time they sell the booking.

·         When an agent takes part payment from your customer at the time they sell the booking.  

·         When an agent takes full payment from your customer at the time they sell the booking.

 

1. Agencies Commission Report

Agencies Commission Summary Report

The Agencies Commission Summary Report shows the summary of all commissions grouped by Agent and Branch.

2. Agencies Commission Summary Report

Agent Booking List

 

 

 

Agent Direct booking report

The Agent Direct Booking report prints all bookings entered directly through the Agent Direct Module.

5. Agent Direct Booking Report

Payments to Agent Report

The Payments to Agent Report shows the amounts paid to your agents, who book reservations on your behalf and are paid on a commission basis per transaction.

Using this report, you will be able to compute how much has been paid to your agents over a selected date range or location.

 

3. Payments to Agent Report

Received from Agent Report

The Received from Agents Report shows the monthly summary of all booking fees and commissions due from your agents.

This is particularly helpful if you have agents booking reservations on your behalf and being paid on a commission basis.

 

4. Received from Agent Report

Referrals Commission report

 

The Referrals Commission Report displays referrer's commissions based on the selected location, referrer and report period.

1. Referrals Commission Report

Referrals Online Booking

The referrals online booking report tracks affiliate sales through third party sites for operators using the Web Site Interface module.

2. Referrals Online Booking

 

Operator Reports

The Operator Reports allow you to query booking information within RCM in relation to the operators who entered the booking. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which discussed the report in greater detail.

Report Name

Brief Description

Knowledge Base Article

Operator Entry Report

 

The Operator Entry Report displays the reservation entries made by each of your operators.

The report is grouped per operator.

 

1. Operator Entry Report

Operator Sales by Source report

The Operator Sales by Source Report displays all sales bookings entered into the system by your operators.

The report is grouped by either the booking source or campaign codes depending upon which you choose.

 

3. Operator Sales By Source

Operator Sales report

The Operator Sales Report displays all sales bookings entered into the system by your operators.

2. Operator Sales Report                                                           

 

Audit Reports

The Audit Reports allow you to keep an eye on what is happening within your RCM system in regards to operator entry. Following is a list of the reports available, a brief description, and a link to the Knowledge Base article which describes the report in greater detail.

Report Name

Brief Description

Knowledge Base Article

Cash Receipts report

The Cash Receipts Report shows additional payments that were posted to closed reservations using the Cash Receipts function.

 

2. Cash Receipts Report

Credit Card Vault Log

 

The credit Card Vault log lists which operators have viewed the credit card details.

You are able to search for all credit card views within a date range or restrict it to one booking.

 

Addition of Logging Credit Card Access in Vault

Deleted Payments report

The Deleted Payments report will list any payments that have been deleted from a booking.

The report will detail who deleted the payment and when.

 

 

Rate Discount report

 

The Rate Discount report will list any bookings that have had a discount applied to them where the bookings falls within the date range entered.

The bookings are grouped by Discount name.

You are able to drill down on the Discount Name to obtain a complete listing of the bookings.

 

 

Receipts Audit Report

 

The Receipts Audit Report prints any booking where the payment taken is recorded on a date different from the current date.

For example, if an operator takes $100 cash today but enters the amount as paid a week before, the Receipts Audit report will show this booking.

 

1. Receipts Audit Report

Reservation Log Report

 

The Reservation Logs Report displays any entries in the reservation log for a reservation on the specified date range.

Optionally, you may get the record log for a specific reservation record by entering the reservation number on the Reservation Logs Page.

This allows you to see what updates were made to a booking.

 

1. Reservation Logs

User Login Logs

 

The View Logins report in RCM allows you to view when users have logged into RCM in a defined date range.
As well as the user’s name being displayed, the date of login, the users IP address, location and access type will be shown. 

 

View Logins

Zero Rated Bookings report

The Zero Rated booking report will list any revenue bookings that have a $0 value for the rental revenue.