The Inactive Vehicle List prints as part of the process that removes old vehicles from your system. At each quarterly and yearly close, vehicles that have not been serviced for the period you specified in the Center Control File (1-6-1-1) are identified as inactive. Their records are deleted from the system. This report prints a list of vehicles that have just been deleted. Information on each vehicle includes the following:
This list can be set up to print automatically during the quarterly and yearly closing processes on screen 5 of the Center Control File (1-6-1-1). You must have a number entered in the Inactive Vehicles field. In addition, you need to have a Y in the List? field to print the report.
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This report can be unusually large, depending on the number of customers in your system. This is especially true if a lot of one-time customers come through your store. Besides taking a long time to generate, it also requires a lot of paper and a lot of disk space. |
If you set up this report to run, you should do the following before you begin each quarterly or yearly close.
| Callout | Item | Description |
|---|---|---|
| 1 | ID | Vehicle ID assigned to the vehicle. If your store uses a state code, it also appears in this field (for example, OR-ABC123). |
| 2 | Name/Address | Name, address and phone number of the customer. |
| 3 | Charge ID | Number of the fleet account with which this vehicle is associated. |
| 4 | License | License number of the vehicle. (This is also the vehicle ID unless you are using an alternate ID.) |
| 5 | Fleet ID | Fleet identification number. |
| 6 | Last Oil | The item number of the oil used for the vehicle during the last service. |
| 7 | (Qty) | Quantity. The number of quarts of oil used during the last service. |
| 8 | Service History | The last four services performed on the vehicle, starting with the most recent. The date, odometer reading and services are listed. |
You can use the information on this report in a target marketing effort to bring former customers back to your store. It gives you specific information about each vehicle and owner that can help you select potential return customers from the list. For example, look for customers with local ZIP/postal codes to receive marketing materials. Many of the deleted customers may have addresses that are out of the local area, and may not need to be contacted. You may want to file the report in order to retain one record of deleted customer information.
 Note: |
If you choose to run this report, you should carefully follow the instructions in the Printing the Report section. |
A Vehicle History Report (1-4-4) can provide much of the same information as this report. However, the information is not available after the close during which this report prints. The ZIP/Postal Code Analysis Report (Marketing Menu-3) shows which ZIP/postal codes are most frequent in your customer base. This information can help you identify customers who are likely to return to your store.
