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Fleet Management Report- Summary

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The Fleet Management Report is a statement of services performed for a fleet customer. It has both the fleet address and your return address so you can send it to the fleet manager, as well as use it for your own information. This report is not designed to be used as a billing tool. The top section of the report indicates the dates covered on the report, as well as the date the report was created.

The fleet vehicle number, vehicle type, and driver’s name are shown, along with the following for each visit:

  • Date of service
  • Odometer reading
  • Services performed
  • Store number
  • Invoice number
  • Total invoiced amount for services performed, and cash (if paid at time of service) and/or charge amounts

The last four lines near the bottom of the report show the following items:

  • Total number of vehicles in the fleet
  • Number of vehicles serviced in the date range
  • Percentage of fleet vehicles serviced in the date range
  • Number of vehicles serviced more than once

The bottom of the report shows any vehicles not serviced during the time period for which the report was run. It shows the following information:

  • License and vehicle type
  • Last service date
  • Odometer
  • Store number of the last store where the vehicle was serviced

All of this information helps you or the fleet manager track vehicles needing service, services performed at your store, and the account charges.

The last section for each fleet is a legend of the most common abbreviations of service codes listed in the Service column. This helps the fleet manager determine the service codes listed in the report.

For information about the detailed version of this report, go to the Fleet Management Report – Detailed article.

Printing the Report

Use the following steps to print a Fleet Management Report:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Customer Service Menu (4).
  3. Select Fleet Management Report (3) to receive the Fleet Management Report Control screen.
Note: This screen can also be access from the Marketing Menu (2-5).
  1. Use the following field definitions to create a report according to your needs. These definitions will help you decide how to fill in the parameters on this screen.
Field Definition
Fleet ID Charge customer identification number or range of numbers. Leave blank for all.
Fleet Type Type an L for local fleets or an N for national fleets in both fields. Leave blank for both fleet types.
Summary Only This field appears for reports with both detailed and summary versions. Enter Y to print the summary report. We recommend printing a summary report under normal conditions.
Duplex This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. Duplex mode enables printing on both sides of the paper.

Note: This will only function on printers that support Duplex mode.
Landscape This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. It prints horizontally on the paper.
Number of Printed Lines per Page This value tells the computer how many lines to print on each page of the report. A typical 11-inch page can contain up to 66 lines, but this field defaults to 60 to allow three-line margins at the top and bottom of the page.

If you type 0 (zero) in this field, the report header does not print and the form feeds do not work.
Total Number of Lines per Page This field indicates the length of the paper in the printer. A typical 11-inch page contains 66 lines. Your system interprets a 0 or 66 in this field to mean that standard 11-inch paper is loaded in the printer. Because a 66 causes a form feed to take more time, accepting the default, 0, is recommended.
Print Report To This field tells the computer where to send the report. The following list contains the different selections available for this field.

  • 0 Printer – Sends report to the terminal’s default report printer immediately. (Default)
  • 1 Screen – Provides an on-screen view of a report. This can be used as a preview before you print it or when a hard copy of the report is not needed. The function keys at the bottom of the on-screen version allow you to move around to view the entire report.
  • 2 Disk file – Useful when you want an electronic copy of the report. If you select this option, you receive a prompt to enter the name of the report file. The file that is created can be copied to a USB drive or viewed later. This option is for advanced computer users.
    • If you use this option, we suggest you precede your report name with /tmp/. For example, at the prompt to enter the report name for a customer list, you might type /tmp/custlist. This is a good storage directory for temporary files.
Command Line Options The line at the bottom of the screen contains commands to print the report and to save or change the report settings.

  • Save – Press [F4] to save the current settings for the report. This is useful if a report is generated repeatedly with the same options. Do not save date selections because they may not be useful in the future.
  • Start – Press [F7] to submit the report to print on the printer, on the screen, or in a disk file. (Reports print in the order they are submitted.)
  • Again – Press [F9] to return to the top of the screen. This allows you to change any of the information you have entered on the screen before you submit the report.
  1. Press [F7] to receive the following screen.

  1. Type the starting and ending date for which you want the report to cover. (If you leave these fields blank, the report defaults to a 125-day range.) In the Include Service Code Legend field, type Y or N to indicate whether you want to include a legend at the end of each fleet report that shows a list of commonly used service codes. Press [Enter] to start the report. When the processing is complete, you return to the Customer Service menu.

You can also set up this report on the Set Up Closing Processes screen (1-6-3) to print automatically during closing processes.

Note: For a vehicle to be included on this report, the vehicle record must include a charge ID number. These can be input when you enter a new vehicle or added to a vehicle record on the Maintain Vehicle History screen.

Report Contents

Callout Item Description
1 Today’s Date Date report was created.
Date Range Range of dates for the report information.
2 Store Address Your store name and address.
3 Fleet ID Fleet identification number.
4 Fleet Type Type of fleet. Shows L for local fleets or an N for national fleets.
5 Fleet Address Mailing address of the fleet.
6 License/ID License number (and state code if used) and alternate vehicle ID (if used) of each fleet vehicle.
7 Vehicle Type/ Driver’s Name/Info Shows vehicle type of fleet vehicle, as well as name of the driver who brought the fleet vehicle in for the last service.
8 Fleet Vehicle No. Vehicle ID assigned to the vehicle by the fleet manager.
9 Date Date of service, with the most recent service listed first.
10 Odometer Odometer reading at the time of service.
11 Services Service codes of the services performed. Can display up to 12.
12 Store Number Number of the store that serviced the fleet vehicle.
13 Invoice Number Invoice number of the service
14 Cash Amt Amount of the invoice paid at the time of service. Payment at time of service could be cash, check, credit card, gift certificate or traveler’s check.
15 Charge Amt Amount of the invoice billed to a fleet account.
16 Invoice Amt Total amount of the invoice.
17 Total Charge Amt Total dollar amount billed to a fleet account on all invoices.
18 Total Cash Amt Total dollar amount on all invoices paid at time of service.
19 Total Invoice Amt Total dollar amount of charges on all invoices.
20 Total Vehicles for this Fleet Number of vehicles attached to this fleet as of the date this report was run.
Total Serviced in this Time Period Number of vehicles serviced during the time period of the report.
Percent of Vehicles for this Fleet Percent of the total vehicles in this fleet serviced during the time period of the report.

Percent of Vehicles for this Fleet = (Total Serviced in this Time Period ÷ Total Vehicles for this Fleet) * 100
No. of Vehicles with Multiple Visits Number of vehicles that made more than one visit during the time period of the report.

 
21 Fleet Vehicles Not Serviced During This Time Period Shows the license, vehicle type, last service date, odometer for any fleet vehicles not serviced during the specified time period. For each vehicle not serviced, this report also shows the store number at which the vehicle was last serviced.
22 Legend Shows most common abbreviations of service codes listed in the Service column.

Recommendations for Using This Report

This report can be provided as a service to the fleet customer. The report is full of information that can be helpful to the fleet manager, such as the driver of each vehicle serviced and the services performed on each vehicle. You can also use this report to help yourself keep track of sales and services for each fleet. It also shows you if there were any fleet vehicles that were not serviced during the specified time period. This can aid you in marketing and customer service efforts and can serve as a reminder to fleet managers if certain vehicles are not coming in for service on a regular basis. To help you with your marketing efforts, you should run the report regularly for every fleet you serve.

The fleet-specific information is a useful feature of the fleet setup. You can request information for each fleet that will be helpful to you or the customer. For example, you can require an authorization number for each vehicle serviced. The detailed report is the best one to use if you want to print such information. Otherwise, the summary report can be used.

Beyond the Basics

This report can help you to identify inactive fleets so that you can direct your marketing and customer service efforts. You may also notice that only a few of a fleet’s vehicles are receiving regular service. This might prompt you to call the fleet manager to make sure that person is aware of the situation.

The Fleet Comments Report is another fleet management report that can be used for your own information or sent to the fleet customer. It contains service comments noted for vehicles in the fleet. You may want to send both these reports at the same time.