Vehicle Issue and Returns {FVTO-3}

This option is used to record both the issuing of a vehicle to the driver and the recording of a completed trip. Only vehicles that have not been returned will be displayed in this option. Returned vehicles can be queried in {FVTO-4}.

To issue or return a vehicle the user must query a booking by using the booking number, the vehicle number or the number of the person who made the booking or who willbe driving the vehicle. The system displays the booking information including: the booking dates, destination, note, driver and the next service kilometers.The next service kilometers is a control field for vehicle maintenance service purposes: it triggers the display of a message when the vehicle is due for service.

To issue a vehicle, the user should query and <COMMIT> the booking.

A vehicle cannot be is issued to a person without it having been booked previously: bookings are entered under option {FVTO-1}.All the relevant information from the booking will be displayed and can be updated if required.

The issue of the vehicle will be blocked if the blocking indicator is (Y)es in option {FVTM-1} where kilometers for blocking of booking have been reached.

To return a vehicle, the user should enter the odometer reading and <COMMIT> the vehicle booking.

When this record is <COMMIT>ted, the previously calculated commitment will be canceled and the actual cost of the trip will be debited against the relevant debit GLA. The Cost Centre of this vehicle {FVTM-3} and its default account {FVTM-1} will be credited. The transactions are posted to the General Ledger using the system cycle of PM subsystem.

If a booking needs to be canceled, use menu option {FVTO-1} and answer Yes to the field CANCEL RESERVATION.

NOTE: Only vehicles that have not been returned will be displayed in this option. Returned vehicles can be queried in {FVTO-4}.

Fields in the option:

Block 1: Vehicle Issues and Returns

The booking record is queried by using the booking number, the vehicle number or the number (personnel or student) of the person who made the booking or who will be driving the vehicle.

Example:

Block 1: Page 2

Field	Type & Length	Description
From Period Date	DD-MON-YYYY	The date on which the vehicle was issued.
From Period HHMM	HHMM	The time at which the vehicle was issued.
To Period	DD-MON-YYYY	The date on which the vehicle was returned.
To Period HHMM	HHMM	The time at which the vehicle was returned.
Odometer	N7	The start odometer reading will be displayed if the vehicle has been issued and the previous trip with the same vehicle has already been entered. No deletes will be allowed in respect of records that already have a start odometer reading.
End Odometer	N7	To return a vehicle, the end odometer reading must be entered. On commting the end odometer reading: the cost of the trip will be calculated, the commitment raised in respect of the booking will be canceled and the actual cost of the trip will be debited against the relevant expense GLA. No updates will be allowed once the end odometer reading has been entered. The only way to correct the kilometer reading is by using option {FVTO-4} below.

Example:

Processing Rules
	No special processing rules.

Date	System Version	By Whom	Job	Description
11-Mar-2007	v01.0.0.0	Amanda Nell	t134294	New manual format.
19-Jan-2009	v01.0.0.1	Marchand Hildebrand	T152121	System Owner Proof Read
04-Jun-2009	v01.0.0.2	Charlene van der Schyff	t158350	Edit language obtained from proof read language Juliet Gillies.