Completed Reservations

Summary/Use Case

Report Summary

This report is meant to give a look at the data for reservations that have been completed (checked out and checked back in). This has a total of cost, meters driven, and days rented. Also contains option to view vehicle, facility, and report totals.

Use Case

  • See totals for mileage driven, days rented, and costs incurred over a specified date period

  • View high level usage of each vehicle’s life while in the motor pool

  • Justify motor pool assets through utilization of said assets

Location: Where to Find it

Open RTA Web and Select Reports > RTA Standard Reports > Motor Pool > Completed Reservations

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Data Parameter/Filter Prompts

Click the “Play” button to open the options and set your parameters and filters.

The first option that prompts will be: Include Group Level and Report Totals?. See Data Parameter List Below for Options.

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Data Parameter List

Parameter Name

Value (Options)

Value (Default)

Value (Notes)

Include Group Level and Report Totals

True or False

True

True = This will print all group and report totals

False = This will exclude totals and only provide lines for the reservations

The second option that prompts will be for the 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.

Include 0=Not Deleted Reservations and 1=Deleted Reservations

Is One Of

0 and/or 1

0 and 1

If 0 is selected then non-deleted reservations will be included in the report and if 1 is selected then deleted reservations will be included

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 Reservation Facility > Vehicle > Reservation Number. The primary function of this report is to show a summary of the completed transaction.

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

Res #

This is the reservation number of the vehicle

3

Deleted Reservation

This is a ‘Yes’ or ‘No’ flag of whether a transaction is one that has been deleted.

4

Pick Up Location

This is the location from which the vehicle was picked up at

5

Return Location

This is the location that the vehicle dropped off at

6

Check Out Meter

This is the odometer reading at the time of the reservation check out

7

Return Meter

This is the odometer reading at the time of the vehicle’s return

8

Check Out Date

This is the date and time at which the vehicle was checked out

9

Return Date

This is the date and time at which the vehicle was returned

10

Meter Driven

This is a calculation of the ‘Return Meter’ - ‘Check Out Meter’

11

Total Costs

This is a sum of the costs of the grouping (reservation, vehicle, and facility)

12

Days Rented

This is a calculation of ‘Return Date’ - ‘Check Out Date’