The Fleet Reservation module gives employees a means to reserve Fleet Inventory vehicles and allows motor pool managers to track and control vehicle use.
Using the module, motor pool managers can:
Track estimated and actual dates/times of vehicle usage.
Prevent vehicles from being double-booked.
Determine mileage accrued on a vehicle as a result of its rental activity.
Calculate costs associated with fleet usage.
Common Tasks
To open this module, select Fleet > Fleet > Fleet Reservations.
In most cases, agencies provide a custom, abbreviated form for employees to use to create a Fleet Reservation. Later, a member of the motor pool staff completes the fields necessary to approve and complete the reservation request.
The instructions below describe the process from the general employee's perspective. (See How to complete a Fleet Reservation for the remainder of the process, which is conducted by the motor pool manager.)
While most agencies allow any employee to create a Fleet Reservation, members of the motor pool staff are likely to complete them. The instructions below assume you have the permission necessary to assign a vehicle and approve a reservation.
Assign a vehicle
Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
In the Approved By field, select the employee who is authorizing this reservation.
This pick-list displays employees whose Employee Setup record designates them as an Assigner. Only these employees may modify this field; however, an assigner may select any of the authorized employees.
Select the Departure Building and the Return Building.
Select the vehicle you want to assign to this reservation from the Fleet Rec # picklist. The form automatically displays the related Fleet ID and Fleet ID Text for the selected vehicle.
Options for the Fleet Rec # include Fleet Inventory records of the selected Vehicle Class that are marked Reservable.
Vehicles that are already reserved during the selected period do not appear in the picklist.
Enter or confirm the Daily Rental Rate and Hourly Rental Rate.
If the selected Fleet record includes a Daily Rental Rate and/or Hourly Rental Rate, that information is carried over to the Fleet Reservation; however, you may change these values for this Reservation if desired.
Note: 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. Every 24 hours of Total Rental Time (hrs) results in one Total Full Rental Day; any remaining hours are calculated as Rental Additional Hours. More information about Reservation Date/Time calculations.
Enter a Reservation Charge, if applicable. This value represents a one-time fee separate from any Hourly/Daily Rental Rates associated with the reservation.
Change the reservation Status to Approved.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.
Record vehicle departure
Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
Enter the Act(ual) Departure Date and Act(ual) Departure Time.
Enter the Departure Mileage.
Change the reservation Status to Picked up.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.
Record vehicle return
Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
Enter the Act(ual) Return Date and Act(ual) Return Time. The system calculates:
the Total Rental Time (Hrs) as Actual Return Date & Time - Actual Departure Date & Time.
the Full Rental Days to the nearest whole number as Total Rental Time (hrs) / 24.
the Rental Additional Hours as Total Rental Time (Hrs) - (Total Full Rental Days x 24).
Enter the Return Mileage. The system calculates Distance Traveled as: Return Mileage - Departure Mileage.
Note: If the Fleet Reservation's Actual Return Date/Time is more recent than the Fleet Inventory's Eval Current Date/Time, the system updates the Eval Current Odometer field on the related Fleet Inventory record with this Return Mileage value.
Enter an Hourly Rental Rate, Daily Rental Rate, and Reservation Charge if this information has not already been added to the record. 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: These cost fields are not required; however, the system doesn't include Full Rental Days or Additional Time (Hrs) in the Total Rental Cost without values in the Daily and Hourly Rental Rates, respectively.
Note: The Total Rental Cost is automatically adjusted to include a Daily Rate when Daily Rate < Hourly Rate x Rental Additional Hours.
Change the reservation Status to Returned.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.
Method 1: Using the Fleet Reservations module
Open the Fleet > Reservations module.
Select Add . A new record opens. A new record appears with the Status set to Requested by default.
Select the Vehicle Class you prefer (required).
Select the Employee requesting this reservation.
Identify the Est Departure Date and Time, as well as the Est. Return Date and Time. (These are required fields.)
Enter the Account # to which the reservation should be billed.
Enter the Project # that applies to the reservation, if applicable.
Save and Close the record. The new reservation appears in the Fleet Reservation module, waiting for a member of the motor pool staff to approve the reservation and assign a vehicle.
Method 2: Through the Fleet Inventory module
Open the Fleet > Fleet > Fleet Inventory module.
Select the button to expand the Fleet vehicle record for which you want to create a Reservation.
Select the Reservations grid and click Add . A new Reservation record appears with the selected vehicle's Fleet Rec #, Fleet ID/Text and associated Vehicle Class already identified. By default, the Status of the new reservation is Requested.
Select the Employee requesting this reservation.
Identify the Est. Departure Date and Time, as well as the Est. Return Date and Time. (These are required fields.)
Enter the Account # to which the reservation should be billed.
Enter the Project # that applies to the reservation, if applicable.
Save and Close the record. The new reservation appears in the Fleet Reservation module, as well as in the Fleet Inventory vehicle's Reservations grid, waiting for a member of the motor pool staff to approve it.
While most agencies allow any employee to create a Fleet Reservation, members of the motor pool staff are likely to complete them. The instructions below assume you have the permission necessary to assign a vehicle and approve a reservation.
Assign a vehicle
Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
In the Approved By field, select the employee who is authorizing this reservation.
This pick-list displays employees whose Employee Setup record designates them as an Assigner. Only these employees may modify this field; however, an assigner may select any of the authorized employees.
Select the Departure Building and the Return Building.
Select the vehicle you want to assign to this reservation from the Fleet Rec # picklist. The form automatically displays the related Fleet ID and Fleet ID Text for the selected vehicle.
Options for the Fleet Rec # include Fleet Inventory records of the selected Vehicle Class that are marked Reservable.
Vehicles that are already reserved during the selected period do not appear in the picklist.
Enter or confirm the Daily Rental Rate and Hourly Rental Rate.
If the selected Fleet record includes a Daily Rental Rate and/or Hourly Rental Rate, that information is carried over to the Fleet Reservation; however, you may change these values for this Reservation if desired.
Note: 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. Every 24 hours of Total Rental Time (hrs) results in one Total Full Rental Day; any remaining hours are calculated as Rental Additional Hours. More information about Reservation Date/Time calculations.
Enter a Reservation Charge, if applicable. This value represents a one-time fee separate from any Hourly/Daily Rental Rates associated with the reservation.
Change the reservation Status to Approved.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.
Record vehicle departure
Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
Enter the Act(ual) Departure Date and Act(ual) Departure Time.
Enter the Departure Mileage.
Change the reservation Status to Picked up.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.
Record vehicle return
Open the Fleet > Fleet > Reservations module.
Select Open next to the desired Fleet Reservation record.
Enter the Act(ual) Return Date and Act(ual) Return Time. The system calculates:
the Total Rental Time (Hrs) as Actual Return Date & Time - Actual Departure Date & Time.
the Full Rental Days to the nearest whole number as Total Rental Time (hrs) / 24.
the Rental Additional Hours as Total Rental Time (Hrs) - (Total Full Rental Days x 24).
Enter the Return Mileage. The system calculates Distance Traveled as: Return Mileage - Departure Mileage.
Note: If the Fleet Reservation's Actual Return Date/Time is more recent than the Fleet Inventory's Eval Current Date/Time, the system updates the Eval Current Odometer field on the related Fleet Inventory record with this Return Mileage value.
Enter an Hourly Rental Rate, Daily Rental Rate, and Reservation Charge if this information has not already been added to the record. 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: These cost fields are not required; however, the system doesn't include Full Rental Days or Additional Time (Hrs) in the Total Rental Cost without values in the Daily and Hourly Rental Rates, respectively.
Note: The Total Rental Cost is automatically adjusted to include a Daily Rate when Daily Rate < Hourly Rate x Rental Additional Hours.
Change the reservation Status to Returned.
Save and close the record. The record is updated in both the Fleet Reservations module and in the selected Fleet Inventory record's Reservations grid.
How to create a Fleet Reservation (for any employee)
next to the desired Fleet Reservation record.
. A new record opens. A new record appears with the Status set to Requested by default.
button to expand the Fleet vehicle record for which you want to create a Reservation.