Vehicle History Report

As stated in the Vehicle History Update chapter, there are many types of records that are written to the Vehicle History File. Some are automatically written by the system. Others are entered by users. Refer to that chapter for details on the various types of records.

Use the Vehicle History Report to obtain a report on the history and usage of the units in fleet. By using the fields provided in various ways, a variety of reports can be obtained, such as:

A chronological history of a given inventory unit. By running the report for a single unit and including all dates and service codes, every event recorded on that unit is shown. The report will list each service and repair entered as well as other records generated automatically by CARS+ such as those for Non-Rev movements and missing miles. If requested, tread depth on the tires is also included. By changing which service codes are included, the list can include or exclude RAs.

A listing of every RA on a unit, whether a vehicle or non-vehicle asset. Service Code 00 (zero zero) is reserved for rental agreements. By limiting the report to Service Code 00 on a particular unit, a list of every RA on the unit can be obtained.

Notes about Rental Agreement history records:

The "Revenue" column shows the discounted time and mileage (kms). That is, the figure is the sum of Time, Miles(Kms), less Discounts, less Customer Service Adjustments.

If there was an exchange, the revenue is prorated to the various vehicles involved based on the length of time each vehicle was on the RA.

The "Gross" column shows the total charges on the RA (whether or not there was an exchange).

The revenue figures show only for RAs that have been posted.

When running in RV Mode, the 00 record (Rental Agreement) also includes the generator hours meter reading. For open RAs it is the opening reading. For closed RAs it is the closing reading.

A listing of every Non-Rev Movement on a unit. Service Code 93 is reserved for Non-Rev Movements.

A listing of selected service code activity. For example, a list of windshield and glass repair during the past year. As long as a service code has been created for that and the data has been entered correclty, the report willn provide a list of every entry made for glass repair during the requested time span. If repair costs were entered, they will be listed as well.

A listing of traffic tickets (Service Code 91).

A list of odometer adjustments/lost mileage (Service Code 94).

User tip:

Service Code 92 is a system generated code for a damage report. The amount of the estimate is recorded in the Service Code 92. When the individual repairs are entered under different damage codes, the actual charges are recorded. Therefore, when a history report is run for a range of codes, Service Code 92 is not included. The only way to obtain a report for Service Code 92 is to run the report for that single code (Start Code and End Code = 92).

Service Codes X2 and X3 are system generated codes processed when doing a 'real run' for depreciation and lease loan payments (respectively).

Service Code X4 is system generated when the fuel level in the vehicle is adjusted when opening a RA or NonRev. NOTE: As there is no field in the History record for previous fuel tank level and edited fuel tank level, the X4 record puts those two pieces of data in fields that are generally used by other Service Codes for different data. If you run this report for just Service Code X4, the report will make sense. But if you run the report for a range of Service Codes that includes X4 (such as 00 through ZZ) the X4 records may look confusing.

For a list of all reserved Service Code numbers, refer to the chapter Service Code File Update.

The Odometer/Fuel Change Report is limited to reporting (via email) edits to the odometer and fuel level readings (History codes 94 and X4). Refer to that chapter for details.

User tip: A search of the history file by RA number is available from the Vehicle History Update program. It finds all history records for the RA, including vehicles, non-vehicle assets, and exchanges.

To access the Vehicle History Report program, type HISTRPT (RET) at any menu "OPTION:" field or the appropriate line number on the History/Maintenance Menu. The screen will then display:

OPTION: __ VEHICLE HISTORY REPORT

1 Owning Location TUS
2 Start Vehicle FIRST
3 End Vehicle LAST
4 Start Date EARLIEST
5 End Date LATEST
6 Start Code 01
7 End Code 89
8 Report Sequence V (V=Veh#, S=Service Code, L=License)
9 Detail/Summary D
10 Print/Display P Printer: /dev/tty
11 Current Location TUS
12 Print History Notes Y/N? N
13 Include Tire Depth N
14 Sort order 1 1=earliest, 2=current
15 Include Phys Inventory N

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

Enter data as follows:

1. OWNING LOCATION	For the vehicle's owning location, enter Up to 6 alphanumeric characters to select a single location. 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 "+". "ALL" to include all locations. EXAMPLE: Type TUS (RET) User tip: If fleet pools are used this field defaults to the fleet pool location from the user's default location record.
2. START VEHICLE	Enter the unit number of the first vehicle or non-vehicle asset that should be included in the report. Press RET to default to the FIRST unit in the file. EXAMPLE: Type 14100 (RET)
3. END VEHICLE	Enter the unit number of the last vehicle or non-vehicle asset that should be included in the report. Press RET to default to the LAST unit in the file. If more than one vehicle exists with the same unit number, the Vehicle File Search program will automatically be called and display all units on file with the matching unit number. Select the unit desired. EXAMPLE: Type 14200 (RET)
4. START DATE	Using the selected date format, enter the Starting date. Press RET to default to "EARLIEST". EXAMPLE: Type 010116 (RET)
5. END DATE	Using the selected date format, enter the Ending date. Press RET to default to "LATEST". EXAMPLE: Type 033116 (RET) Vehicle History records with dates falling between the range entered will be eligible for the report.
6. START CODE	Enter up to 2 alphanumeric characters to indicate the Starting Service Code. Press RET to default to 00. EXAMPLE:Type 00 (RET)
7. END CODE	Enter up to 2 alphanumeric characters to indicate the Ending Service Code. Press RET to default to 89. EXAMPLE: Type 10 (RET) User tip: Although the above fields default to 01 through 89, keep in mind that RAs are code 00 (zero zero) and codes may also be alphanumeric. To include ALL codes, use "00" as the starting code and "ZZ" as the ending code.
8. REPORT SEQUENCE	Enter 1 alpha character to select how the data on the report should be sorted. V = Vehicle # S = Service Code EXAMPLE: Type V (RET)
9. DETAIL/ SUMMARY	Enter 1 alpha character to select the report format. D = Detailed Report. A line of the report will be devoted to each history record. S = Summary Report.Only totals will appear. EXAMPLE: Type D (RET)
10. 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 on how to assign printers and send reports as e-mails. D = Display this report on the terminal screen. See the General Data Entry Instructions Chapter on how to control screen display. EXAMPLE: Type D (RET)
11. CURRENT LOCATION	To limit the report to a particular location as it pertains to the vehicle's current location, enter Up to 6 alphanumeric characters to select a single location. 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 "+". "ALL" to include all locations. EXAMPLE: Type TUS (RET) User tip: This field defaults to the location in the restricted location field in the user’s User Access File record.
12. PRINT HISTORY NOTES Y/N	Indicate whether or not to include history notes entered on the selected history records. Y = Yes, include the history notes N = No, don't include the history notes. EXAMPLE: Type Y (RET) User tip: When a non-vehicle asset is exchanged, a note is written to the new unit's history record showing the previous asset number.
13. INCLUDE TIRE DEPTH?	Indicate whether or not to include the tread depth readings on the tires. Enter: Y = Yes, include the tire tread depth readings. N = No, don't include the tire tread depth readings. EXAMPLE: Type Y (RET)
14. SORT ORDER	Enter: 1 = Start with the earliest record and come forward 2 = Start with the most recent record and go backwards EXAMPLE: Type 1 (RET)
15. INCLUDE PHYSICAL INVENTORY	Each time a physical inventory is entered, the records are stored in the physical inventory file using the date, time, location, and status. These records (referred to as type '1' records) are created from the data entered in any of the physical inventory programs: Physical Inventory, Remote Physical Inventory, One Step Physical Inventory. Indicate whether or not the type 1 physical inventory records should be included in the report. Y = Yes, include the physical inventory records. They will be inserted chronologically. In place of the Service Code, the characters "PI" are used. N = No, don't include the physical inventory records. EXAMPLE: Type Y (RET)

The screen will then display:

OPTION: __ VEHICLE HISTORY REPORT

1 Owning Location TUS
2 Start Vehicle 14100
3 End Vehicle 14200
4 Start Date 01-01-16
5 End Date 03-31-16
6 Start Code 00
7 End Code 10
8 Report Sequence V (V=Veh#, S=Service Code, L=License)
9 Detail/Summary D
10 Print/Display D Printer: /dev/tty
11 Current Location TUS
12 Print History Notes Y/N? Y
13 Include Tire Depth Y
14 Sort order 1
15 Include Physical Inv Y

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

PRESS "F1" AT "OPTION:" TO BEGIN THE REPORT.

User tip Hertz operations: The Hertz vehicle check digit is included as an extra character on the vehicle number on this report.