Method 1

1. Open the Fleet > Reservations module.
2. Select Add . A new record opens.
3. Select the Vehicle Class (required). This will narrow your options for selecting a Fleet Rec #.
4. Enter or select the Fleet Rec # for which you want to create this Reservation.
5. Continue to Filling out the Record...

Method 2

1. Open the Fleet Inventory module.
2. Select the button to expand the Fleet vehicle for which you want to create a Reservation.
3. Select the Reservations grid and click Add . A new Reservation record is created with the Fleet Rec # and its associated Vehicle Class filled out.
4. Continue to Filling out the Record...

Filling out the Record

1. The Status will auto-populate to Requested but can be changed*.

   *Note: Administrators can configure the Status picklist as restricted, in which case unauthorized users will not be able to change the record's Status.

2. Select the Approved By employee.

   Note: This selection is only editable by and contains records for employees whose Employee Setup record is marked as Assigner.

3. Enter the Employee the reservation is for.
4. Enter Est. Departure Date and Time, and Est. Return Date and Time. These are required fields.
5. The Hourly Rental Rate and Daily Rental Rate will auto-populate from the Fleet record, if available, but can be changed on this reservation.

   IMPORTANT: While these fields are not required, you must complete these fields in order to calculate a Total Rental Cost that includes costs associated with hourly and daily vehicle usage (Actual Dates/Times), respectively. Note that every 24 hours of Total Rental Time (hrs) populates 1 Total Full Rental Day, with remaining hours going toward Rental Additional Hours. More information about Reservation Date/Time calculations.

6. Enter a Reservation Charge, if applicable. This value represents a one-time fee other than the Hourly/Daily Rental Rates associated with the reservation.
7. Enter the Departure Mileage, if available.
8. Complete other fields as desired.
9. Select Save . The record appears in the Fleet Reservation module and the related Fleet Inventory record's Fleet Reservation grid.

1. Navigate to the Fleet Reservations module or Fleet Inventory > Fleet Reservations grid.
2. Select Open next to the Fleet Reservation to which you want to add complete information. The record opens.
3. Enter actual date and time values:
   1. Act(ual) Departure Date,
   2. Act(ual) Departure Time,
   3. Act(ual) Return Date, and
   4. Act(ual) Return Time
4. The system calculates the Total Rental Time (Hrs) as Actual Return Date & Time - Actual Departure Date & Time.
5. The system calculates Full Rental Days to the nearest whole number as Total Rental Time (hrs) / 24.
6. The system calculates Rental Additional Hours as Total Rental Time (Hrs) - (Total Full Rental Days x 24).
7. Ensure you have recorded an Hourly Rental Rate, Daily Rental Rate and Reservation Charge, if applicable.

   Important: These fields are not required. However, any Full Rental Days or Additional Time (Hrs) will not be included in the Total Rental Cost without values in the Daily and Hourly Rental Rates, respectively.

8. The system calculates the Total Rental Cost as:

   (Total Full Rental Days x Daily Rental Rate) +

   (Rental Add Hours x Hourly Rental Rate) +

   Reservation Charge = Total Rental Cost

   • Note: Total Rental Cost will be automatically adjusted to include a Daily Rate when Daily Rate < Hourly Rate x Rental Additional Hours.
9. Enter the Return Mileage.
   • Note: If the Fleet Reservation's Actual Return Date/Time is more recent than the Fleet Inventory's Eval Current Date/Time, the Fleet Inventory record's Eval Current Odometer field will update with this Return Mileage value.
10. The system calculates Distance Traveled as: Return Mileage - Departure Mileage.
11. Complete or update other fields as desired.
12. Select Save .

Required Relationships

Optional Relationships