The primary reason for using the mouse in the Reservations form is to allow inspection of the data which sits behind the cells. A single-left-click displays the Allocation Summary form which consists of two sections: the top section displaying the number of vehicles in the group on the date selected, how many bookings exist for that group for that day, how many vehicles in the group have been allocated to those bookings; finally, it also displays the total number of vehicles in the group (this final value denotes the number of vehicles in the Marketing/CRM module that have the Available for hire flag set to Y - regardless of the associated dates).
The second, and lower, section displays the vehicles that make up the group and show the present status of each of those vehicles as of the date selected.
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Single-right-click in an individual cell within the form.
The Allocations Summary form is displayed when the Reservations option is selected from the VEHICLE RENTALS menu and a single-left-click of the mouse is used in any individual cell within the form.
This form is divided into five parts that are as follows:
In addition to displaying the form name the Title Bar displays the date and hire group of the selected cell.
The Allocations Summary dialogue box contains a number of group boxes displaying the following information:
Summary Group Box:
Displays a brief summary of the allocation details for the vehicle in the group which is as follows:
The total number of vehicles in the hire group on the selected cell date.
The total number of bookings that exist for the selected hire group on that date.
The number of vehicles in the group have been allocated to those bookings.
The total number of vehicles in the group. This final number denotes the number of vehicles in the Marketing/CRM module that have the Available for hire flag set to Y (regardless of the associated dates).
Selection:
Select either of the four radio buttons to display agreements due to start at the selected time (or All to display all agreements.
A.m.
P.m.
Full day
All
Sort by:
Select either of the four radio buttons to indicate in what order the agreements in the allocation summary form are to be sorted for display; by:
Agreement
Off-site Date/Time
On-site Date/Time
Registration number
Backwards: A checkbox which, if ticked, reverses the agreement sort order - displaying the most recent agreements first.
Agreements Allocation Grid:
All agreements meeting the Selection criteria are displayed within this grid.
The following fields are displayed for summary purposes:
Agreement: The agreement number.
Customer: The name of the customer associated with the agreement.
Loc: The Out Location of the vehicle on the agreement (i.e. which depot the vehicle is rented from).
Off-Site Date: The date the vehicle is recorded as leaving the rental depot (this is not necessarily the same as the invoicing start date).
Off tm: The time the vehicle is recorded as leaving the rental depot (this is not necessarily the same as the invoicing start time).
On-Site Date: The date the vehicle is recorded as returning to the rental depot (this is not necessarily the same as the invoicing finish date).
Off tm: The time the vehicle is recorded as returning to the rental depot (this is not necessarily the same as the invoicing finish time).
S: The current agreement status e.g. B (Booking), O (On Hire), etc.
Reg No: The registration number of the vehicle allocated to the agreement (if applicable).
Agreement Notes: Displays (if applicable) any notes currently held against the agreement that is currently selected in the grid.
Tip: A double-click of any agreement displayed within the grid opens that agreement so that it may be viewed or edited.
COMMAND BUTTONS:
OK: Carries out the required search or drill-down.
Cancel: Cancels the allocation drill-down function and returns to the Reservations form.
Help: Displays online context-sensitive help using the default browser.
