RTA Web - Motor Pool Reservation Overview

This document will walk you thorough the various sections of the Motor Pool Reservation File which can be accessed by:

Click on Reservations under Motor Pool in the main menu
Clicking on an existing reservation from the search list

The reservation file is comprised of multiple panels and tabs.

Two action buttons exist at the top of the reservation.

Cancel Reservation = Any open reservation can be flagged as “Canceled”
New Reservation = Leave the current reservation and set up a new reservation without navigating back to the search list
Delete = Delete the current reservation being viewed. THIS CANNOT BE UNDONE.
Send as Email = Creates an email file containing a link to the page. This fill will open in the users local email reader where it can be sent to a recipient..

PDF = Generates a PDF of the reservation .
- From here, it can be printed, copied, downloaded, or emailed.
- Copy Link: Allows the user to copy the web address to the clipboard. The link can be shared by pasting it into any document. Anyone with the link will be directed to this WO Preview screen and able to view the invoice detail.
- Download: Downloads the previewed document to a local station.
- Attach to Email: Creates an email file containing a link to the page. This fill will open in the users local email reader where it can be sent to a recipient.
- Print: Connects to local network printer setup.

Primary Information Panel

The image that displays of the vehicle will pull in if the asset file has a profile picture with it. One can be added if there is not one already there.

The following fields are available in the primary panel of the reservation and some are editable.

Click to expand and view the table of fields

Field	Purpose	Editable
Vehicle	Asset Number, Year, Make, and Model assigned to the Motor Pool Vehicle as well as the current Odometer of the Asset	Only at creation of the reservation
Reservation Status	Current status of the reservation	Yes by clicking on the item or by adding actual checkout and check in information to the reservation
Planned Check Out	Lists the date the renter/driver is planning to check out the asset	Yes if changing to a later date and time by clicking on the pencil icon
Planned Return	Lists the date the renter/driver is planning to return the vehicle	Yes if changing to a later date and time by clicking on the pencil icon
Check Out	Action button to input actual check out data	Yes by clicking the link
Return	Action button to input actual return data (only visible after the checkout has occurred and been entered)	Yes by clicking the link
Total Days	Will tally after the return and show total days between checkout and return	No
Total Miles	Will tally after the return and show total miles between checkout and return	No
Renter Name	Name of the renter	Yes by clicking on the name and editing
Renter Department	Department associated with the renter	Yes by clicking on the department and choosing a new one
Renter Phone Number	Phone number for renter	Yes by clicking in the field and making edits
Renter Email	Email for the renter	Yes by clicking in the field and making edits
Payment Type	Type of payment used for rental if applicable	Yes by clicking in the field and selecting the appropriate option
Driver Name	Driver’s Name	Yes by clicking in the field and making edits
Driver Department	Department associated with the driver	Yes by clicking on the department and choosing a new one
Driver Phone	Phone number for the driver	Yes by clicking in the field and making edits
Driver Email	Email for the driver	Yes by clicking in the field and making edits
Diver’s License Number	License number issued to the driver	Yes by clicking in the field and making edits

Check Out Tab

Populates with information input into the system when using the Check Out Link Button in the Primary Panel such as the following:

Meter Reading for the unit at the time of check out (This pulls in from the asset file and can be updated here if necessary)
Fuel Gauge reading at the time of check out
Condition of the vehicle at checkout

An attachment such as a picture can be added at check out as well if necessary.

Return Tab

Populates with information input into the system when using the Return Link Button in the Primary Panel such as the following:

Meter Reading for the unit at the time of return (This pulls in from the asset file and should be updated here upon return)
Fuel Gauge reading at the time of return
Condition of the vehicle at return

An attachment such as a picture can be added at return as well if necessary.

Cost Tab

Pulls in some existing information such as:

Total Days = duration of the rental
Total Meter = number of miles travelled between checkout and return
Rate = the rate selected for the rental
Rate Amount = dollar amount for the reservation rate
Cost = Total cost based on reservation rate
Payment Type if it was input at another stage of the reservation or can be edited here

Other items can be added for the reservation on this tab such as:

Damage/Abuse = free form notes area to note any damage to the vehicle
Other = free form notes to notate anything more
Payment Number = related to payment type and able to list the GL Code, Check Number, or PO # that was used as the Payment type. (Not able to input a card number if card type is chosen for security purposes)

Notes Tab