Status Summary Report

The Vehicle Status Summary Report is used to:

Produce a count by location of the number of vehicles in the 26 possible Vehicle Status.
The report lists the defined Status Codes as column headings and one line prints for each location requested.

To access the Vehicle Status Report program, type STATSUM (RET) at any menu "OPTION:" field or the appropriate line number on the Daily Procedures menu. The screen will then display;

OPTION: __ STATUS SUMMARY REPORT

1. Min. days at status
2. Location ALL
3. Class ALL
4. Make ALL
5. Start Veh# FIRST
6. End Veh# LAST
7. Owning Location 6 SHIFT+F7 FOR CODES
8. Detail/Summary D
9. Print/Display P
10. Owned vehicles I I)nclude E)xclude T)hese only
at foreign loc
11. Fleet Type ALL

1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. MINIMUM DAYS AT STATUS	Enter up to 3 numeric characters to indicate the minimum number of days to be reported for the selected status. Vehicles which have been at their current status for a period equal to or longer than the figure entered here will appear on the report. Press RET to default to 0 days thus picking vehicles regardless of how long they have been at their current Status. EXAMPLE: Type 4 (RET)
2. LOCATION	Enter up to 6 alphanumeric characters to indicate the Customers Pick-Up Location. Enter: Up to 6 alphanumeric characters to select vehicles currently at a single location either foreign or owned. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). In addition, for this report, a Location Group will trigger "subtotal roll-ups" (if the group contains groups within groups, subtotals will print for each group level). For more information on this feature, refer to the section on Subtotal Roll-Ups at the end of the Edit Group Names chapter. Press RETURN to default to ALL locations. Note: Your user access may be limited as to the locations for which you can run this report. If your access is restricted and you attempt to enter a location or location group which is outside your allowed parameters, the following message will be displayed at the bottom of the screen and your selection will be ignored: RESTRICTED REPORT LOCATION EXAMPLE: Type TUS (RET) User tip: See note below about Fields 4 and 9.
3. CLASS	Enter up to 4 alphanumeric characters to select the Class Code. Press RET to default to ALL Classes. EXAMPLE: Type E (RET)
4. MAKE	Enter up to 8 alphanumeric Characters to select the Make of the vehicle. Press RET to default to ALL Makes. EXAMPLE: Type FORD (RET)
5. START VEHICLE #	Enter up to 6 alphanumeric characters to indicate the starting vehicle number. Press RET to default to the FIRST record in the Inventory File. EXAMPLE: Type 14090 (RET)
6. END VEHICLE #	Enter up to 6 alphanumeric characters to indicate the ending vehicle number. Press RET to default to the LAST record in the Inventory File. EXAMPLE: Type 14200 (RET)
7. OWNING LOCATION	Press Shift and F7 to bring up a pop-up window listing choices pertaining to the Owning Location as shown below: OWNING LOCATION CODES 1) Local Location/Pool 2) Owned from other pool 3) Both 1 & 2 4) FOREIGN 5) Both 2 & 4 6) ALL Vehicles LOC#) Specific Location or Group Code (First character of the Group Code is a "+") EXAMPLE: Type TUS (RET) User tip: See note below about Fields 4 and 9.
8. DETAIL/ SUMMARY	Enter 1 alpha character to select the report format. D = Detailed Report - 1 row of data for each vehicle plus a total for each status code S = Summary Report - a total for each status code EXAMPLE: Type D (RET)
9. PRINT/ DISPLAY	Enter: P = Print a hard copy of this report on your terminal's assigned printer or send as an e-mail. See the Edit Terminal Records Chapter for instructions on how to assign printers and send reports as e-mails. D= Display this report on your terminal screen. See the General Data Entry Instructions Chapter on how to control the screen display. EXAMPLE: Type P (RET)
10. OWNED VEHICLES AT FOREIGN LOC	Enter one of the following choices. I = Include all of your owned vehicles that are currently at foreign locations along with vehicles at your locations. E = Exclude all of your owned vehicles that are currently at foreign locations. T = Report only your vehicles that are at foreign locations. EXAMPLE: Type I(RET)
11. FLEET TYPE	If Fleet Type Codes are used and report should be limited to a particular Fleet Type, enter it. Press (RET) to default to ALL vehicles in the fleet. EXAMPLE: Type D (RET)

The screen will then display;

OPTION: __ VEHICLE STATUS REPORT
1. Status A 20. Show Generator Hrs. N
2. Status type A 21. Show Vin#? N
3. Min. days at status 4
4. Location TUS
5. Class E
6. Make FORD
7. Start Veh# 14090
8. End Veh# 14200
9. Owning Location 6 SHIFT+F7 FOR CODES
10. Sort Order LOCATION VEHICLE LOCATION CLASS LICENSE OWNLOC VINLAST8
11. Detail/Summary D
12. Print/Display P
13. Owned vehicles I I)nclude E)xclude T)hese only
at foreign loc
14. Fleet Type D
15. Only Vehicles with option ST
16. Include Assets N
17. Summary Layout A/B A
18. Status Page Breaks Y
19. Calc Days Since Last RA N
1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.

NOTE: Fields 4 and 9

When the user is restricted to a single location or location group in their User Access record, these 2 fields must work together.
When the code entered in Field 4 is for a location or group that is allowed, anything can be entered in Field 9. That is, a user can include on the report all vehicles that are at his location regardless of who owns them.

If the code entered in Field 4 includes a location outside of the restricted one(s), then Field 9 will accept a response of only "1". That is, a user can include on the report all of his vehicles regardless of where they are.

TIPS ON USING VEHICLE STATUS REPORT

The following suggestions will increase the value of this report.

For those operations using the Planning Calendar and Non-Rev Movement:

When taking a vehicle to an off site garage for repair, open a Non-Rev Ticket which will do the following;

Change the Current Status to a code that represents non-rev status.
This will change the current odometer date.
In the Notes field of the Non-Rev Ticket, enter the name of the garage or any other explanatory notes such as the problem with the vehicle. Although that note will not display on the Vehicle Status Report, it will display on the Non-Rev Report.

The Vehicle Status Report will report how long that vehicle has been on a Non-Rev Ticket and tracing vehicles is a relatively easy task.
When shuttling a vehicle to a new location, open a Non-Rev ticket documenting the movement. When the receiving location closes the Non-Rev, it will reset the current odometer date so that the elapsed time will begin at zero for the new location.
When assigning a vehicle to an employee for personal use, enter a Non-Rev Ticket which will change the vehicle's status to non-rev.

For those operations NOT using the Planning Calendar:

1. When taking a vehicle to an off site garage for repair, enter a history record into the Vehicle History File which will do the following;

Change the Current Status to a code that represents off-site repairs.
Answer "Y" to update the odometer even if the odometer did not change, this will change the current odometer date.
In the Notes field, enter the name of the garage and any other explanatory notes such as the problem with the vehicle.

The Vehicle Status Report will then report how long that vehicle has been in the shop and tracing vehicles will be easy.
When shuttling a vehicle to a new location, enter a history record or non-rev movement documenting the movement. This will reset the current odometer date so that the elapsed time will begin at zero for the new location.
When assigning a vehicle to an employee for personal use, enter a history record changing the status to a code that represents "employee use" and enter the employee's name in the Notes field.

For ALL operations:

For a list of all your vehicles that are currently at foreign locations, use the default values for all fields except Fields 13 and 10. In Field 13 enter "T" and sort the report using the "LOCATION" option.
This report can be run for cars only, trucks only, rental fleet only, or leasing fleet only by making use of the Fleet Type Code feature. Then use Field # 14 to restrict the report to that Fleet Type Code only.

Hertz Canada Corporate - In the O (on rent) status section, the return location, return date and time are shown in last columns of the report.
Notes column:
For vehicles on a Non-Rev Movement, the data in the Notes column is from Non-Rev Notes. If not on a Non-Rev, the data is from the Vehicle Notes field.