Cost Breakdown by Facility and Department

Summary/Use Case

Report Summary

This report provides a list of all the amounts of all of the costs that could be associated with a motor pool reservation. The report filters bring in vehicles that have filled in return date, meaning the vehicle reservation is completed and costs should be finalized, as well as pull in reservations that have been cancelled and have a cancellation fee.

Use Case

  • Calculate the motor pool costs/fees (by individual costs or total) per facility and/or department over a range of dates

  • Identify deleted transactions and if there were any costs associated with them

  • Use alongside billing for motor pool costs

Location: Where to Find it

Getting to this report is simple. Open RTA Web and Select Reports > RTA Standard Reports > Motor Pool > Cost Breakdown by Facility and Department

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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.

Return Date

Greater Than or Equal To

Less Than or Equal To

Is Between

Any date range is acceptable

1/1/2020 12:00 am through 6/30/2024 11:59pm

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

Include 0=Not Deleted Reservations and 1=Deleted Reservations

Is One Of

0 and 1

0 and 1

Include '0' value if you would like reservations that HAVE NOT BEEN deleted

Or

Include '1' value if you would like to see reservations that HAVE BEEN deleted

Report Output and Data Elements

When the report runs, you will see the report is grouped/sorted by Facility > Department > Vehicle > Reservation Number. The costs of individual reservations are given, as well as totals on the department and facility levels. Vehicle reservations that return a blank in the ‘Return Date’ field are cancellations and may have incurred a cancellation fee, if your organization charges for that.

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 assigned by the system when the reservation was created

3

Deleted Reservation

This field returns ‘Yes’ if it has been deleted and ‘No’ if it has not

4

Rate Description

This is the base charge rate that was assigned when the reservation was created

5

Return Date

This is the Date and Time the vehicle was returned, thus completing the transaction; may show blank if the reservation was cancelled

6

Mileage

This was the optional mileage cost that was input within the reservation

7

Fuel

This was the optional fuel cost that was input within the reservation

8

Cleaning

This was the optional cleaning fee that was input within the reservation

9

Reservation Class Rate

This was the base reservation rate that was assigned at the creation of the reservation

10

Late

This was the optional late fee that was input within the reservation

11

Cancellation

This was the optional cancellation fee that was given if your organization uses this option

12

Total

Total of all of the costs and fees on that row