The Vehicle Prep Report is the reservation report that is designed to be used by the rental counter. Following are some of the many uses for this report.

Lot Report - This report can be given to your lot workers to inform them of the vehicles that must be made ready for today's reservations.

Shuttle Driver Report - Since the report is sorted by pickup date/time, your shuttle drivers can use it as an aid in making airport pickups.

Counter Report - Due to the simplicity of the report, some users prefer to use this report at the counter instead of the Reservation Manifest Report.

Hertz operations: Messages for Gold service reservations print on this report.

To access the Vehicle Prep Report program, type PREP (RET) at any menu "OPTION:" field or the appropriate line number on the Reservation menu. The screen will then display:

OPTION: __ VEHICLE PREP REPORT

1 Start Date 04-29-10
2 Start Time 0000
3 End Date 04-29-10
4 End Time 2359
5 Location TUS
6 Drawer ALL
7 Print Options Y
8 Detail/Summary D
9 Print/Display P Printer: /dev/tty
10 One-Ways Only? N
11 Assets only? N
12 Print Notes? N


1SAVE 2 3ERASE 4 5 6 7HELP 8

Enter Data As Follows:

1. START DATE

Using your selected date format, enter the Starting Pick-Up Date. Press RET to default to Today's Date.

EXAMPLE:Press (RET)

2. START TIME

Using your selected time format, enter the Starting Time. Press RET to default to 12:00 Midnight.

EXAMPLE:Type 8A(RET)

3. END DATE

Using your selected date format, enter the Ending Date. Press RET to default to Today's Date.

EXAMPLE:Press (RET)

4. END TIME

Using your selected time format, enter the Ending Time. Press RET to default to 11:59PM.

EXAMPLE:Type 1159P (RET)

5. LOCATION

Enter up to 6 alphanumeric characters to indicate the Customers Pick-Up Location.

Enter:

1. Up to 6 alphanumeric characters to select a single pick-up location.

2. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+".

3. Press RETURN to accept the default location.

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)

6. DRAWER

To limit the report to arrivals from selected airlines, enter up to 3 characters to indicate the Drawer Number whose assigned airlines your counter serves or press RET to default to all drawers at the requested location.

EXAMPLE:Press(RET)

7. PRINT OPTIONS

Enter 1 alpha character to select if optional items, such as child seats, ski racks, etc., which are part of the reservation should be printed on the report.

User tip: The “Due Rpt” field in the Edit Optional Items record controls which options will show on this report.

Press RET to default to Y.

N =No, optional items will not appear on the report.

Y =Yes, optional items will appear on the report.

EXAMPLE:Type Y(RET)

8. DETAIL/ SUMMARY

Enter 1 alpha character to select the report format.

D= Detailed Report

S= Summary Report

EXAMPLE:Type D (RET).

9. PRINT/ DISPLAY

P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers.

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. ONE-WAYS ONLY?

Enter:

Y = The report will be limited to one-way reservations. (Those reservations that have a return location that is different from the pickup location.)

N = The report will not be limited to one-ways.
11. ASSETS ONLY?

For reservations with non-vehicle assets, enter:

Y = List only those reservations with non-vehicle assets. (Note that Field 7, "Print Options" will automatically be changed to "Y".)

N = Do not limit the report based on non-vehicle assets.

EXAMPLE: Type N (RET)
12. PRINT NOTES?
 Enter:

Y = Include the first 2 lines of a Note on the Reservation (Notes Subwindow) as 2 additional lines of data.

N = Do not include the Notes.

EXAMPLE: Type N (RET)

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








04-24-XX 09:20:02 ANNE   /dev/tty01  00                  CARS+ RENT-A-CAR                            Report #0682   Page 0001
 
                                              V E H I C L E   P R E P   R E P O R T
 
SELECTIONS----------
Date/Time range:    04-24-XX at 0000  to 04-24-XX at 2359
Location:           TUS
--------------------------------------------------------------------------------------------------------------------------------
Date  Time  Class  Name               Res#  Flght/Gate TY  Options                 Return Date/Time/Loc/Org  Vehicle
--------------------------------------------------------------------------------------------------------------------------------
04-24 0745  SCAR   R GORHAM           135120           L                             04-24 1930  TUS
04-24 0800  ECAR   B BARTON           134742                                         04-29 1130  TUS
04-24 0815  CCAR   T GODA             135119                                         04-30 0915  TUS
04-24 1000  CCAR   C LUSSIER          134876               CHILD SEAT                04-25 1000  TUS ➊
04-24 1130  CCAR   R HOPPER           135121               REMOVE 3RD SEAT           04-02 1730  TUS          4M1005
04-24 1450  ICAR   C LANDRY           135112                                         04-30 0730  TUS
04-24 1800  MVAR   G MILLS            135103           V                             05-12 0830  KCI ➋
04-24 1830  ICAR   L LAMPERT          135085                                         04-26 1830  TUS
      *Location  TUS
 
     8 RECORDS REPORTED

_____________________________________________________________________________________________________________________________________________

NOTES – VEHICLE PREP REPORT, PAGE 1

This report lists vehicle class needs based on reservations for the requested location and date/time range. It is used by the lot service agents who clean and prepare the vehicles for rental. By providing them with a list of anticipated reservations for the next day and present day, they will know what classes and the Type of vehicles are needed to fill reservations throughout the day.

➊ Comments written in the "Options" field of the Res. screen are shown in the Options column.

➋ The return location is shown in order for one-way rentals to be noted. For those operations using shared logic, the return location’s posting organization customer number is shown after the return location code.

On the fifth reservation, the one for Hopper, a specific vehicle has already been assigned to the reservation. As a result, the unit number appears in the final column (#4M1005). For operations that access vehicle by their license plate number, the plate number will appear there instead.






04-24-XX 09:20:02 ANNE   /dev/tty01  00                  CARS+ RENT-A-CAR                            Report #0682   Page 0002
 
                                              V E H I C L E   P R E P   R E P O R T
SELECTIONS----------
Date/Time range:    04-24-XX at 0000  to 04-24-XX at 2359
Location:           TUS
---------------------------------------------------------------------------------------------------------------------------------
SUMMARY BY CLASS
---------------------------------------------------------------------------------------------------------------------------------
 
4M1005    1
CCAR      2
ECAR      1
ICAR      2
MVAR      1
SCAR      1

NOTES – VEHICLE PREP REPORT, PAGE 2 (Summary by Class)

This summary page shows the total of each class of vehicle needed to fill the reservations shown on page 1. The vehicle counts for the classes do not include reservations with assigned vehicles. These reflect the count of unassigned reservations. Using the example above, there are a total of three CCAR reservations, one with assigned vehicle #4M1005 and two unassigned.




04-24-XX 09:20:02 ANNE   /dev/tty01  00                  CARS+ RENT-A-CAR                           Report #0682   Page 0003
 
                                              V E H I C L E   P R E P   R E P O R T
 
--------------------------------------------------------------------------------------------------------------------------------
SUMMARY BY TIME PERIODS FROM 04-24-XX TO 04-25-XX
Cls     0000 0700 0800 1000 1200 1400 1600 1900 2200 2359 0000 0700 0800 1000 1200 1400 1600 1900 2200 2359  TOT
--------------------------------------------------------------------------------------------------------------------------------
 
CCAR                 1              1                                                                          2
ECAR                 1                                                                                         1
ICAR                      1              1                                                                     2
MVAR                      1              1                                                                     2
SCAR            1                                                                                              1
TOTAL           1    2    2         1    2                                                                     8
 
-End of report –

NOTES – VEHICLE PREP REPORT, PAGE 3 (Summary by Time Period)

Across the top from left to right the day has been divided into sections called “time periods”. The classes of vehicles needed are listed down the left side. This forms a matrix showing the number needed of each class for each time period in order to fill all reservations.

Note: This section can only display a maximum of two days. If the report is run for a period longer than two days, this section will show the first two days of the reporting period. The header line of this section shows which dates are being reported. The totals in this section reflect these two days only.