Vehicle Class *

Identifies the type of vehicle being reserved.

• This field auto-populates when a reservation is made from the Fleet Inventory module, but can be changed.

Reservation Rec # **

Indicates the system-generated, unique number for this reservation record.

Fleet Rec #

Indicates the system-generated, unique ID for the Fleet vehicle.

Fleet ID

Indicates the user-defined ID for this Fleet vehicle.

• Options in this list are narrowed by:
  • Fleet vehicles from the selected Vehicle Class, and
  • Fleet vehicles that have been marked as Reservable in inventory.
• Note: This field auto-populates when a reservation is made from the Fleet Inventory module.
• Note: The system will prevent you from creating or saving reservations that use overlapping Est Departure and Return Dates/Times for the same Fleet vehicle.

Fleet ID Text

Indicates an extended description of the Fleet vehicle.

Est. Departure Date *

Est. Departure Time *

Est. Return Date *

Est. Return Time *

Specify the estimated dates and times of departure and return for the reserved Fleet vehicle.

• Note: The system will prevent you from creating or saving reservations that use overlapping Est Departure and Return Dates/Times for the same Fleet vehicle.

Actual Departure Date

Actual Departure Time

Actual Return Date

Actual Return Time

Specify the actual dates and times of departure and return for the reserved Fleet vehicle.

If: Actual Return Date/Time > Fleet Inventory Eval Current Date/Time,

Then: update Fleet Inventory's Eval Current Date/Time and Current Odometer fields with Fleet Reservation's Actual Return Date/Time and Return Mileage

More information on Fleet Inventory Eval Fields

Total Rental Time (Hrs)

Identifies the total actual rental time in hours. This field is read-only and calculated as:

Actual Return Date & Time - Actual Departure Date & Time

Total Full Rental Days

Identifies the total actual rental time in days. This field is read-only and calculated as:

Total Rental Time (Hrs) / 24

Ex: 52 Total Rental Time (hrs) / 24 = 2 Total Full Rental Days

• This field rounds down to the nearest whole number.

Rental Additional Hours

Indicates additional rental hours over Total Full Rental Days. This field is read-only and calculated as: Total Rental Time (Hrs) - (Total Full Rental Days x 24)

Ex: 52 - (2 Total Full Rental Days x 24 = 48) = 4 Rental Additional Hours

• This field will display up to 2 decimal points to indicate partial hours.
• Note: The Total Rental Cost will be automatically adjusted to include a Daily Rate when the Daily Rate < Hourly Rate x Rental Additional Hours. However, this Rental Additional Hours field will still report actual hours.

Employee

Identifies the employee for whom this reservation is made.

• Options in this field come from active records in the Work Employee Setup module.

Driver's License Number

Identifies the driver's license number for the employee on this reservation.

Hourly Rental Rate

Indicates the cost per hour to rent the selected fleet vehicle.

• This rate is set on the Fleet Inventory record but can be changed on individual reservations.
• IMPORTANT: This field is not required but must be completed in order for your Total Rental Cost to include costs for any Rental Additional Hours.

Daily Rental Rate

Indicates the cost per day to rent the selected fleet vehicle.

• This rate is set on the Fleet Inventory record but can be changed on individual reservations.
• IMPORTANT: This field is not required but must be completed in order for your Total Rental Cost to include costs for any Total Full Rental Days.

Reservation Charge

Specifies a fee outside the hourly or daily rental rates to rent the selected fleet vehicle.

Total Rental Cost

Identifies the total cost to rent the selected fleet vehicle. Calculated 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.

Reservation Status

Indicates the status of the fleet vehicle in relation to this reservation.

• This field auto-populates to Requested upon record creation.
• Note: Administrators can set this picklist as restricted to avoid this status being edited by other users.

Approved By

Identifies the employee approving this reservation.

• Options in this field come from active records in the Work Employee Setup module that are marked as Assigner.
• This field is read-only for users who are not linked to an Employee - Assigner record.

Departure Location

Indicates the location from which the reserved fleet vehicle will leave.

• This field contains locations from Facility Building records.

Return Location

Indicates the location to which the reserved fleet vehicle should be returned.

• This field contains locations from Facility Building records.

Departure Mileage

Identifies the mileage on the reserved fleet vehicle at the time of departure.

Return Mileage

Identifies the mileage on the reserved fleet vehicle at the time of return.

If: Return Mileage is not empty, and Actual Return Date/Time > Fleet Inventory Eval Current Date/Time,

Then: update Fleet Inventory's Eval Current Date/Time and Current Odometer fields with Fleet Reservation's Actual Return Date/Time and Return Mileage

More information on Fleet Inventory Eval Fields

Distance Traveled

Specifies the total distance traveled. This field is read-only and calculated as:

Return Mileage - Departure Mileage

Department

Identifies the organizational units to which the work is assigned.

Division

Sub-Division

Area

Sub-Area

Default WO Cat ***

Lets users establish a default Category for the Asset. When a Work Order is created for the Asset, the default Category and related asset information are imported into the new Work Order record. Multiple Categories are available in the pick-list.

More Information about Default Work Category

No WO/PM/REQ ***

When enabled, users cannot create Work Orders, PMs, or Requests for that Asset. The Asset also no longer appears in the selection dialog boxes for WO/PM/Request modules. This function is useful for assets that are logged in Lucity, but have been retired.

Asset Account #

Indicates the reference number of the general account to be billed for any work done on the asset. The system can be configured to handle account numbers in various formats. The format dictates how users complete this field. More information about Account Number formats

• Automatically populates the Account # on work orders to which the asset is added, if the work order's Account # field is empty.

Asset Proj No - Acct

Indicates the reference number for a specific project account to be billed for any work done on the asset. The system can be configured to handle project account numbers in various formats. The format dictates how users complete this field. More information about Project Account Number formats

• Automatically populates the Proj No -Account # on work orders to which the asset is added, if the work order's Proj No -Account # field is empty.

Maintenance Zone *

Enables agencies to group Assets based on a location. The Maintenance Zone value is then carried over to the Work Order, where it can be used to automatically assign a Supervisor.

This field is most easily populated through GIS.

More information about Maintenance Zones

Alternate Zone *

Enables users to group Assets based on a secondary location parameter of an agency's choosing. The Alternate Zone is then carried over to the Work Order.

This field is most easily populated through GIS.

More information about Maintenance Zones

WO Comment *

Enables user to include information relevant to working on the asset. Information that a user enters here is copied to the Work Order > Asset > Asset Comment field.

Last WO Task

Displays the last date that asset was included on a work order.

More information about how this is automatically updated