This report may be configured to run automatically at night. Users interested in this feature should contact Thermeon's Customer Support Dept. for further information.
To access the Lost Mileage Report program, type MILE (RET) at any menu "OPTION" field or the appropriate line number on the Month End menu. The screen will then display:
| OPTION: __ LOST MILEAGE REPORT 1 Starting Vehicle FIRST 2 Ending Vehicle LAST 3 Start Date EARLIEST 4 Ending Date LATEST 5 Minimum Missing Miles 6 Owning Location ALL 7 Print/Display P 8 Current Location TUS 9 Customer # ALL 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. STARTING VEHICLE |
Enter the starting vehicle number to be included. Press RET to default to the FIRST Vehicle in your file. If there is only one vehicle on file with the unit number entered, all pertinent data relating to that vehicle will be loaded. If more than one vehicle is on file with the unit number (multiple owners), the Vehicle File Search program will automatically be called and all vehicles with a matching unit number will be displayed for selection. EXAMPLE: Type 14100 (RET) |
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2. ENDING VEHICLE |
Enter the ending vehicle number to be included. Press RET to default to the LAST Vehicle in your file. EXAMPLE: Type 14200 (RET) |
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3. START DATE |
Using your selected date format, enter the Starting date. Press RET to default to "EARLIEST". EXAMPLE: Press (RET) |
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4. END DATE |
Using your selected date format, enter the Ending date. Press RET to default to today's date (LATEST). EXAMPLE: Press (RET) |
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5. MINIMUM MISSING MILES |
Enter the minimum number of missing miles/kms that should be reported. Any records under this number will be ignored. User tip: Missing miles can be either positive or negative -- that is, the odometer can have been set either "forwards" or "backwards". The number of missing miles is converted to an "absolute value" (i.e., if negative, it is converted to positive) before being compared against the value in this field. Therefore, the report will include both positive and negative missing miles that exceed this value. If this field is left blank (the default value), all history records for the requested vehicle and date range will be reported. To list only those records with missing miles/kms, enter 1 or a greater number in this field. EXAMPLE: Type 25 (RET) |
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6. OWNING LOCATION |
Enter up to 6 alphanumeric characters to indicate the vehicle owning location. Press (RET) to include all owning locations. EXAMPLE: Type TUS (RET). |
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7. PRINT/ DISPLAY |
Enter:
EXAMPLE: Type D (RET) |
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8. CURRENT LOCATION |
To limit the report to vehicles at a particular location, enter up to 6 alphanumeric characters to indicate the vehicle's current location. Location Group codes are also accepted in this field. Press (RET) to include all owning locations. EXAMPLE: Type TUS (RET). |
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9. CUSTOMER # |
To determine lost mileage for a particular customer, enter up to 6 alphanumeric characters representing that customer's number. When run in this mode, the report will only display Service Code 00 records with the requested customer number. Since a Service Code 00 record is written for each rental agreement, this serves to filter the report to show only rental agreements where the requested customer was the driver. Otherwise, press (RET) to include all customers. EXAMPLE: Press (RET) User tip: This field was added to assist in identifying employees who are advancing the odometer ahead of the actual value when renting to certain customers (friends, other employees, etc.) thus saving the renter chargeable mileage when the rental closes. |
The screen will then display:
| OPTION: __ LOST MILEAGE REPORT 1 Starting Vehicle 14100 2 Ending Vehicle 14200 3 Start Date EARLIEST 4 Ending Date LATEST 5 Minimum Missing Miles 25 6 Owning Location TUS 7 Print/Display D 8 Current Location TUS 9 Customer # ALL 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.
HOW THIS PROGRAM WORKS
The program gathers data by reading all records in the Vehicle History File which fall into the vehicle number and date ranges selected. It then rejects any vehicles not matching the owning and current location criteria. The qualifying history records for each vehicle are examined in date and time order. For each record, the program compares the "In Odometer" field against the "Out Odometer" field of the next record (in date/time order). If the difference between the two is greater -- either positive or negative -- than the minimum missing miles specified, both history records will be reported and the difference between the two will be noted.
Since all vehicle history records for the qualifying vehicles are examined, the missing mile information is gathered from all CARS+ transactions, not just rental agreements. The report will include missing miles due to Non Revenue Movements, Car Wash Entry, Make Vehicle Available and any other transaction entered through Vehicle History Update.
User tip: As noted, this program uses the Vehicle History File as its data source. There are no restrictions on purging Vehicle History records; the Vehicle History File may be purged of records for vehicles which are still in the active fleet. It should be kept in mind that purging Vehicle History records will affect the vehicle number and/or date range for which this report is able to gather data.
NOTE: Some Vehicle History records are skipped over by this report because it does not make sense to include them in the lost mileage calculation. One example of this is Service Code 97 records created by the Hold Code logic. Of particular note are Service Code 94 records. These records are created by the RA Open program when the out odometer entered on the RA Open screen is advanced from the vehicle's current odometer reading by more than the amount specified for the opening location. This amount is specified by the field labeled "Odom Change Minimum" in the Edit Locations program. Service Code 94 records are not reported because the rental that caused the 94 record to be created is reported instead. Originally, the only report in CARS+ for missing mileage was to run a Vehicle History Report for Service Code 94. However, as noted here, the 94 records are created only when there is missing mileage at the time of opening a rental. The Lost Mileage Report has, for the most part, supplanted this method since, as noted above, it covers all potential sources of missing mileage. If a report of just the missing mileage due to odometer changes at the time of RA Open is desired, then the Vehicle History Report is the appropriate method to retrieve this data.
NOTES ON READING THE REPORT (Please read "How This Program Works" above prior to reading this section)
07-25-10 18:34:05 TEST /dev/pts/0 00 CARS+ RENT-A-CAR EMAIL Report #9034 Page 0001 |
➊ Explanation of selected column headings: