Checked Out Reservations

Summary/Use Case

Report Summary

This report is meant to give a look at the data for reservations that have at a check out date (could be currently checked out or the reservation could be completed). This has a total of cost, meters driven, and days rented (uses current day if reservation is marked as ‘Checked Out’).

Use Case

  • Monitor vehicles that are checked out and if they are past their estimated return date

  • Automate report to be emailed to motor pool administrator for tracking on vehicles that are not at the facility

Location: Where to Find it

Open RTA Web and Select Reports > RTA Standard Reports > Motor Pool > Checked Out Reservations

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Data Filter Prompts

You will be prompted for filtering of the Data to specify and narrow down the data that will be pulled. See Data Filter List Below for Options

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Data Filter List

Filter Name

Recommended Filter Condition(s)

Value (Options)

Value (Defaults)

Value (Notes)

Facility

Equal To

Not Equal To

Less Than

Less Than or Equal To

Greater Than

Greater Than or Equal To

Starts With

Not Starts With

Ends With

Does Not End With

Contains

Does Not Contain

Is Between

Is Not Between

Is One Of

Is Not One Of

1 - 99999

Between 1 and 99999

Based on what condition option you select you can Include individual Facility Number or Numbers, and Ranges.

Or

You can exclude individual Facility Number or Numbers, and Ranges.

Check Out Date

Greater Than or Equal To

Less Than or Equal To

Is Between

Any date range is acceptable

1/1/2023 12:00 am

Please be sure that the start time is 12:00am and the end time is 11:59pm if you want full 24 hour periods

Based on the condition, you can select a range of dates

Report Output and Data Elements

When the report runs, you will see the report is grouped/sorted by Facility > Vehicle > Reservation Number. The primary function of this report is to show when a checked-out vehicle is due back or how many days it went over. The line will be marked as red if the vehicle is overdue. The driver and renter names/departments are given in the event of needing to contact the reservation party.

Report Output:

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Report Data Elements List

Column Number

Column Title

Data Notes

1

Vehicle

This is the vehicle that is being used as a rental within the motor pool

2

Veh Facility

This is the facility that the vehicle is assigned to

3

Veh Dept

This is the department that the vehicle is assigned to

4

Veh Description

This is the year, make, and model of the reservation vehicle

5

Res #

This is the reservation number assigned by the system when the reservation was created

6

Renter Name (Dept)

This is the name of the person who created the reservation with their respective department in parenthesis

7

Driver Name (Dept)

This is the name of the person who was assigned to be the primary driver of the reservation with their respective department in parenthesis

8

Pick Up Location

This is the location from which the vehicle was picked up

9

Check Out Meter

This is the odometer reading when the vehicle was checked out

10

Check Out Date

This is the date and time when the vehicle was checked out

11

Planned Return Date

This is the data and time in which the vehicle is scheduled to be returned

12

Due for Return

This will either show the X number of “Days Until Return” or the X number of “Days Overdue”