Vehicle Reservations {FVTO-1}


Before NEW AND CURRENT users of vehicle reservation system can use the system the following must be adhered to.


In all cases, the codes that will be used throughout this system must have been defined in the codes structure menu {FVTC}.  The maintenance aspects covered by the maintenance menu {FVTM} must have been completed.

For CURRENT USERS of the system, all vehicles issued must be returned prior to the use of this version of the vehicle reservation.

Bookings for vehicles are entered in this menu option.  Any changes to a booking can be performed using option {FVTO-2}, provided the vehicle is not issued.  If a booking must be cancelled, the specific record can be deleted on this screen if the booking was not issued or returned.  This action will also reverse the commitment raised against the GLA when the booking was made.  A warning for the service of the vehicle being booked will be displayed if warning kilometres have been reached.  Blocking of the booking may take place and displayed as such if the blocking indicator is “yes”.  Now vehicles can also be booked for a service at the Workshop.  Accidents, Traffic Offences, Toll Fee and Overnight Reservations can also be recorded.  Vehicles can also be booked for Outside Reservations

All changes made to bookings are written to a log file.  The log file can be printed using option {FVTMR1-8}.  When this program is executed a menu is displayed.  Choose option 4 on that menu to print the changes to vehicle bookings.
 

Fields in the option:

Block 1:  Vehicle Booking

Processing Rules for this Block (delete if not applicable).


Field Type
&
Length		 Description
Booking N7      This field is a display field that shows a booking made by the central booking system when a vehicle is booked from menu {BOPS-1}.
Vehicle Booking no N9 This is generated by this system using the menu {FCSM-3} where automatic numbers are generated.
Booking by  A30   The person who made the booking is identified here.  Use the drop down list to select the person type.  Valid person types are Personnel, Student and Other.
Person Number N9    Enter the person’s number or select from the list of values for a valid person number. The title, initials and surname will be displayed.
Requestor Details            This button is used to view the details of the requestor. Click on the button and the information listed below will be displayed. Page down or Page up will return to the booking screen. A photo button is also available to verify the person
  • Person Number
  • Person Names
  • Home Address
  • Home telephone number
  • Office telephone number
  • Office number
  • Appointment type
  • Preferred language
  • Primary Department
Official Driver A1 Click which category of driver is required
Driver  A30 Use the drop down list to select the person type.  Valid person types are Personnel, Student and Others.
Person Number  N9 Enter the person’s number or select from the list of values for a valid person number. The title, initials and surname will be displayed.
          The system will validate that a vehicle has not been issued to the same driver during the same periods as entered above.
Driver Details         This button is used to view the details of the requestor. Click on the button and the information listed below will be displayed. Page down or Page up will return to the booking screen. A photo button is also available to verify the person.
  • Person Number
  • Person Names
  • Home Address
  • Home telephone number
  • Office telephone number
  • Office number
  • Appointment type
  • Preferred language
  • Primary Department
Period Start DD-MON-YYYY, HH:MM The date and time of the start of the booking is entered.  The system will display the day of the week.
Period End DD-MON-YYYY, HH:MM The date and time of end of the booking is entered. The system will display the day of the week.
When these dates and times are entered the system will, on selection of a vehicle, validate that there are no overlapping bookings: on <LIST> show only the available vehicles between these dates.
Destination A30 This optional field can be used to indicate the city or town to which this trip is being planned.
General Notes A100 Enter any General Notes.
Supervisor A30 Use the drop down list to select the person type.  Valid person types are Personnel, Student and Other.
Person Number  N9 Enter the person’s number or select from the list of values for a valid person number. The title, initials and surname will be displayed.

Example:

Example of fvto-1b1

 

Block 1:  Page 2

Field Type
&
Length		 Description
Vehicle Use A1 Is the vehicle required a Department or a Pool Vehicle.  Click the required field.  If Department is selected, a department will be required.  A list of values is available.
Department  N4 Enter the department to which the vehicle belongs.
Campus N2 Enter the Campus, or select from the campus the vehicle from the list of values. 
Tow Bar Required A1 Click Yes or No.  The default is No.  This assists in selecting vehicles that have towbars.  If Yes is selected, then the Trailer must be booked as well.
Trailer Registration No.  A11 If the previous field is a Yes, then enter the registration number of the trailer.
Number of Passengers N4 Enter the number of passengers who will be travelling in this Vehicle
Asset Type N5 Enter asset type or use the list of values to select a valid asset type. This will provide a list of all valid asset types
Vehicle No A11 Enter the Vehicle Registration number or select from the list of values  The List will display all Vehicles linked to the abovementioned Campus
Estimated km N5 The estimated distance to be travelled is entered here.  The estimated cost of the trip is calculated and displayed.  This amount will be recorded as a commitment against the debit GLA until such time as the actual kilometres travelled are recorded
Cost N17.2 This is calculated by the system based on the rates for the vehicle.
Job Number  N8 If the vehicle is used for a specific job created in the Job Costing System, enter the job number here. The vehicle cost will be reflected on the reports in the Job Costing System
Debit GLA A6, A8 The account to be debited is recorded here.  The description will be displayed.
Credit GLA A6, A8 The account to be credited is recorded here.  The description will be displayed.  The system will default the credit GLA from {FVTM-3}(Cost Centre) and {FVTM-1}(Account).  The GLA field is can be updated before an issue can be made.
GLA Department Display the department of the DEBIT GLA entered.
Ref. Number A10 This optional field can be used to record a reference number of the requesting department.
Cancel Reservation A1 Enter Y/N  If Yes the system will cancel the booking as well as the order on {FPMO-1}.  The booking can be cancelled if not returned already.

Example:

Example of fvto-1b1p2

 

Block 2:  Vehicle Booking Rates

This page displays the charge out rates of a vehicle and the trailer as defined in {FVTM-3}


Field Type
&
Length		 Description
Kilometre Rate N4.2 This is the rate that is charged per kilometre and is set up as {FVTM-3}.
Hourly Rate N4.2 The rate charged per hour.
Daily Rate N4.2 The rate that can be charged per day.  Also defined in {FVTM-3}.
Start Time Hourly Rate A4 (HHMM) Enter the time from which the hourly rate must start.
End Time hourly rate A4 (HHMM) Enter the time at which it must end.
Bill Saturday? A1 Enter Y/N.
Bill Sunday? A1 Enter Y/N.
Bill for Holidays? A1 Enter Y/N.
Bill for Overnight? A1 Enter Y/N.
Next Service N9 Will display the kilometre reading at which the next service is due.


Example:

Example of ...

 


Processing
Rules		  
  No special processing rules.

See Also:


History Of Changes

Date System Version By Whom Job Description
24-Mar-2007 v01.0.0.0 Amanda Nell t134291 New manual format.
19-JAn-2009 v01.0.0.1 Marchand Hildebrand t152121 Proof Read System Owner
04-Jun-2009 v01.0.0.2 Charlene van der Schyff t158350 Edit language obtained from proof read language Juliet Gillies.