Motor Pool Reservation

The Motor Pool Reservation frame allows you to create reservation tickets to request the use of a Motor Pool unit. Once created the reservation is submitted for approval and assignment.

 

Create

 

To create a new reservation, click on the New Ticket button. Then enter the Pickup Location, Date and Time.

 

Next, enter the Return Location and estimated date and time. Then enter a Rental Class under the Equipment Detail section. The two required fields in the Requester Detail section are the Reserved for employee number and the Account No.  

 

Add any other information as necessary and when finished click the 'Save' button at the top of the frame. The system will generate the new ticket number. Once the reservation is approved a confirmation code will be assigned to your reservation.

 

To create a reservation by duplicating an existing one, enter the current MP Ticket No. Then use the ... button next to Attach on the menu.  A new ticket will be created and you may modify it as needed.  Click on save when you are done.

 

Delete

 

To delete a reservation enter the MP Ticket number and press tab. Once the data loads, click the 'Delete' button (Red x) at the top of the frame. You will be asked to confirm the action, click 'Delete' again to confirm.

 

For more information please see the Motor Pool Guide.

 

See also Motor Pool Manager.

 

System Flags

 

1191 – Use Account Number for Motor Pool? (Y/N) - Use acct. # for motor pool flag asks if you want an account number enforced when using motor pool units. The default value is N.

 

1196 – Maximum Number of Hours in a Half-Day for Motor Pool Rentals - The Motor Pool Module provides for the billing of motor pool units based on the amount of time the vehicle is in use. The module flag "Maximum number of hours in a half day for motor pool rentals" allows the user to define the exact number of hours in a half day within the frame Motor Pool Completion process. The Maximum Number of hours in a half day will be used to calculate the total charges for the ticket. If your rental day is to be calculated on a twenty-four hour clock, your half day might be 12 hours.

 

2017 – Motor Pool Renters must have Valid Employee Numbers? (Y/N) - Validate renters as valid employee numbers? The flag will ensure that all renters in the motor pool in the "rented by" fields are valid employees. The default is "N".

 

2022 – Is Meter Update Mandatory when Completing a Motor Pool Ticket? (Y/N) - Meter reading required when updating motor pool ticket? This flag will require that any updates to a motor pool ticket be accompanied by a current meter reading. To maintain more current meter readings, the default for this is "Y".

 

2070 – Allow Motor Pool Tickets on Units not in the Fleet? (Y/N) - If this system flag is set to "Y", then the user can create free-form unit numbers that are not real M5 units during the motor pool pickup process. These units are temporary units and are not retained after the motor pool ticket is closed.

 

5143 – Require All Motor Pool Reservations to be Approved? (Y/N) - Setting this flag to "Y" will require that all Motor Pool reservations be approved for employees that require an approval.

 

5220 – Motor Pool Destination Field is Required? (Y/N) – When this flag is set to ‘Y’, the Destination field will be required on Motor Pool Tickets.

 

5221 – Motor Pool Reason is Required? (Y/N) – When this flag is set to ‘Y’, the Reason field will be required on Motor Pool tickets.

 

5222 – Motor Pool Default Application User Employee as the Renter? (Y/N) - When this flag is set to "Y" the renter field on motor pool tickets will be defaulted to the employee number associated with the application user.

 

5309 – Require Motor Pool Reservation Approval by Pickup Location? (Y/N) - Setting this flag to ‘Y’ will require that all Motor Pool reservations be approved by the pickup location approver. The department associated with the location will have a list of employees specified on the motor pool tab that can approve.

 

5358 – Motor Pool Default Return Date from Estimated Return Date? (Y/N) - When this flag is set to "Y" the return date from the reservation will be defaulted into the return date on the pickup/return frame.

 

5366 - Motor Pool Daily Rate Calculation Method - If set to "1", the system will function as it currently does, that is, daily rate will be based on calendar date. The full daily rate will be charged for each day in which the vehicle was utilized. If set to "2", daily rate will be based on a 24 hour time frame calculated between the actual pick-up day/time and actual return day/time. For example, if a vehicle was picked up at 3:00pm on Monday and returned the following day at 10:00am, option "1" would charge for two days and option "2" would charge for one day. This system flag only applies when the Billing Method is set to Daily.

 

Role Privileges

 

MP ADJUSTMENT - Allows the user to make changes to a completed motor pool ticket including charges.

 

MP-MANAGER - If the user is granted this, they will be able to see all motor reservation that need to be approved.

 

MP-RESV-APPROVAL - If the user is granted this, they will be allowed to approve those motor pool reservations for their subordinates.

 

MP-RESV-ENTRY - If the user is granted this, then they are allowed to create motor pool reservations.

 

Last Updated: 03/27/2017

 

 

 

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

 

Additional training and technical documents on this subject may be available in the Resource Files area.