The Fleet Comments Report is designed to inform a fleet manager when a vehicle needs further service. It can be set up on the Set Up Closing Processes screen (1-6-3) to print whenever a service comment is included on a fleet invoice. A separate report prints for each fleet, listing all the fleet vehicles for which a service comment was noted that day. For each vehicle, the information includes the following:
The report has both the fleet address and your return address so that it can be mailed directly to the fleet manager. It even has a pre-set notice to explain why you are sending the report.
This report cannot be accessed through a menu sequence. It is only available for the current day. You should set up this report on the Set Up Closing Processes screen (1-6-3) to print automatically at the end of each day.
| Callout | Item | Description |
|---|---|---|
| 1 | Store Address | Return address and phone number of your store. |
| 2 | Fleet Address | Mailing address of the fleet manager. |
| 3 | Date | Date of the report and the services listed. |
| 4 | Identification | Fleet identification number. |
| 5 | Notice | Notice explaining the report to the fleet manager. This message is part of your system setup and cannot be changed. |
| 6 | Vehicle Serviced and Comments | Information on the fleet vehicle service. This includes the vehicle ID, driver name, service date, odometer reading and services performed. It also reports comments noted during the service. |
This report is a valuable tool for fleet management because it allows you to inform the customer about vehicles that need service. To do this, you should set up the report to print at the end of each day. Mail each report that prints to the manager of that fleet.
You may want to keep a copy of this report as a marketing tool. You can use it to follow up on each mailing. By contacting the fleet manager and discussing the comments, you may bring in further business. For more detailed information about services performed, you can use the Reprint Invoice function (1-1-8-1). To get the most out of this report, you should encourage your employees to use the service comments option. You can send this in the mail along with the Fleet Management Report, another important report for fleets.
