Motor Pool Reservation Overview

Owned by Kim Dyer
Last updated: Sept 18, 2024 by Merlin Villela
5 min read

This document will walk you through the various sections of the Motor Pool Reservation File which can be accessed by:

  1. Click on Reservations under Motor Pool in the main menu

  2. Clicking on an existing reservation from the search list

The reservation file is comprised of multiple panels and tabs.

Two action buttons exist at the top of the reservation.

  • Cancel Reservation = Any open reservation can be flagged as “Canceled”

  • New Reservation = Leave the current reservation and set up a new reservation without navigating back to the search list

  • Delete = Delete the current reservation being viewed. THIS CANNOT BE UNDONE.

  • Send as Email = Creates an email file containing a link to the page. This fill will open in the users local email reader where it can be sent to a recipient..

Reservation Actions.png

  • PDF = Generates a PDF of the reservation .

    • From here, it can be printed, copied, downloaded, or emailed.

    • Copy Link: Allows the user to copy the web address to the clipboard. The link can be shared by pasting it into any document. Anyone with the link will be directed to this WO Preview screen and able to view the invoice detail.

    • Download: Downloads the previewed document to a local station.

    • Attach to Email: Creates an email file containing a link to the page. This fill will open in the users local email reader where it can be sent to a recipient.

    • Print: Connects to local network printer setup.

Primary Information Panel

 

The image that displays of the vehicle will pull in if the asset file has a profile picture with it. One can be added if there is not one already there.

The following fields are available in the primary panel of the reservation and some are editable.

Field

Purpose

Editable

Field

Purpose

Editable

Vehicle

Asset Number, Year, Make, and Model assigned to the Motor Pool Vehicle as well as the current Odometer of the Asset

Only at creation of the reservation

Reservation Status

Current status of the reservation

Yes by clicking on the item or by adding actual checkout and check in information to the reservation

Planned Check Out

Lists the date the renter/driver is planning to check out the asset

Yes if changing to a later date and time by clicking on the pencil icon

Planned Return

Lists the date the renter/driver is planning to return the vehicle

Yes if changing to a later date and time by clicking on the pencil icon

Check Out

Action button to input actual check out data

Yes by clicking the link

Return

Action button to input actual return data (only visible after the checkout has occurred and been entered)

Yes by clicking the link

Total Days

Will tally after the return and show total days between checkout and return

No

Total Miles

Will tally after the return and show total miles between checkout and return

No

Renter Name

Name of the renter

Yes by clicking on the name and editing

Renter Department

Department associated with the renter

Yes by clicking on the department and choosing a new one

Renter Phone Number

Phone number for renter

Yes by clicking in the field and making edits

Renter Email

Email for the renter

Yes by clicking in the field and making edits

Payment Type

Type of payment used for rental if applicable

Yes by clicking in the field and selecting the appropriate option

Driver Name

Driver’s Name

Yes by clicking in the field and making edits

Driver Department

Department associated with the driver

Yes by clicking on the department and choosing a new one

Driver Phone

Phone number for the driver

Yes by clicking in the field and making edits

Driver Email

Email for the driver

Yes by clicking in the field and making edits

Diver’s License Number

License number issued to the driver

Yes by clicking in the field and making edits

Check Out Tab

Populates with information input into the system when using the Check Out Link Button in the Primary Panel such as the following:

  • Meter Reading for the unit at the time of check out (This pulls in from the asset file and can be updated here if necessary)

  • Fuel Gauge reading at the time of check out

  • Condition of the vehicle at checkout

An attachment such as a picture can be added at check out as well if necessary.

Return Tab

Populates with information input into the system when using the Return Link Button in the Primary Panel such as the following:

  • Meter Reading for the unit at the time of return (This pulls in from the asset file and should be updated here upon return)

  • Fuel Gauge reading at the time of return

  • Condition of the vehicle at return

An attachment such as a picture can be added at return as well if necessary.

Cost Tab

Pulls in some existing information such as:

  • Total Days = duration of the rental

  • Total Meter = number of miles travelled between checkout and return

  • Rate = the rate selected for the rental

  • Rate Amount = dollar amount for the reservation rate

  • Cost = Total cost based on reservation rate

  • Payment Type if it was input at another stage of the reservation or can be edited here

Other items can be added for the reservation on this tab such as:

  • Damage/Abuse = free form notes area to note any damage to the vehicle

  • Other = free form notes to notate anything more

  • Payment Number = related to payment type and able to list the GL Code, Check Number, or PO # that was used as the Payment type. (Not able to input a card number if card type is chosen for security purposes)

Notes Tab

Use this tab to free form any master notes for the reservation that need to be part of the record.