Vehicle Request

This activity allows you to create a vehicle request number for planning a trip. You can specify the numbering series for creating the vehicle request number. You can specify the Vehicle Request Date, Project OU, Project Code, From Location, To Location, Vehicle Type, Vehicle Quantity, Reference Document, Commodity Description, Weight, Volume and the Area details of the Vehicle for creating the Vehicle Request number. You can search and transfer the Vehicle Request number in bulk for further modification. You can “Save”, “Amend”, “Confirm”, “Short Close” and “Delete” the vehicle request number. You cannot modify the details for vehicles in the “Planned” status.

Select the “Vehicle Request” activity under the “Transport Request” business component.

The “Vehicle Request” page appears.

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

Enter the following details in the Search Criteria.

Vehicle Request No. From	The starting range of the vehicle request numbers from which you wish to retrieve the details.
Vehicle Request No. To	The ending range of the vehicle request numbers until which you wish to retrieve the details.
Status	Use the drop-down list box to select the status of the vehicle request for which you wish to retrieve the details. The combo is loaded with “All”, “Fresh”, “Deleted”, “Confirmed”, “Under Amendment”, “Short Closed”, "Partially Planned" and “Planned”. The system displays “All” by default on launch of the page.
From Location	The origin location from which you wish to retrieve the details.
To Location	The destination location until which you wish to retrieve the details.
Project Code	A unique code identifying the project for which you wish to retrieve the vehicle request number.
Required Date From	The starting date range of the vehicle requirement from which you wish to retrieve the details.
Required Date To	The ending date range of the vehicle requirement upto which you wish to retrieve the details.
Vehicle Type	Use the drop-down list box to select the vehicle type for which you wish to retrieve the details. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity.
Required Time From	The starting time range of the vehicle requirement from which you wish to retrieve the details.
Required Time To	The ending time range of the vehicle requirement until which you wish to retrieve the details.

Click the “Search” pushbutton.

Based on the search criteria, the system retrieves and displays the details in the “Vehicle Request List” multiline.

Vehicle Request No	A unique number identifying the vehicle request.
Vehicle Request Date	The date on which the vehicle was requested.
Project Code	A unique code identifying the project of the vehicle request number.
From Location	The origin location where the vehicle is required.
To Location	The destination location of the vehicle.
Vehicle Type	Indicates the vehicle type.
Vehicle Quantity	Number of vehicles required.
Reference Document	Any reference document pertaining to the request.

Enter the following details in the “Vehicle Request List” multiline.

Customer

The name of the customer.

The system retrieves and displays the details in the “Vehicle Request List” multiline.

Commodity Description	The detailed description of the commodity.
Weight (Tons)	The approximate weight (in Tons) of the commodity required to be loaded.
Volume	The approximate volume of the commodity.
Area	The approximate area of the commodity.
Required Date	The date on which the vehicle has to report at origin location.
Required Time	The time at which the vehicle has to report at origin location.
Remarks	Any remarks pertaining to the vehicle request details.
Status	The status of the request. The status can be “Fresh”, or “Deleted”, or “Confirmed”, or “Under Amendment”, or “Short Closed” or, "Partially Planned" or “Planned”.
Requestor	The name of the person who requested for the vehicle.
Created By	The login ID of the user who created the vehicle request details.
Created Date	The date on which the vehicle request details were created.
Modified By	The login ID of the user who last modified the vehicle request details.
Modified Date	The date on which the vehicle request details were last modified.

Click the “Transfer” pushbutton.

The system transfers the details to the “Vehicle Request Details” multiline.

Note: You have to select at least one row from the “Vehicle Request List” to transfer the details to “Vehicle Request Details” multiline.

Enter the following details in the “Vehicle Request Details” multiline.

Numbering Series	Use the drop-down list box to select the numbering type for creating the vehicle request number. The combo is loaded with the numbering series defined against the login OU for the Transaction – Vehicle Request.
Ref. Doc. No.	A unique number identifying the vehicle’s reference document.
Vehicle Request No.	A unique number identifying the vehicle request number.
Vehicle Request Date	The date on which the vehicle was requested.
Project OU	Use the drop-down list box to select the organization unit at which the project is created. The combo is loaded with all the organization units at which the project is created. The system displays blank by default on launch of the page.
Project Code	A unique code identifying the project of the vehicle request number. The project should be in “Approved” or “Under Amendment” status.
From Location	The starting location from where the trip is to originate. Mandatory.
To Location	The end location till where the vehicle is required. Mandatory.
Vehicle Type	Use the drop-down list box to select the vehicle type for which you wish to retrieve the details. The combo is loaded with all the values defined in the “Maintain Codes” activity. The system displays the code set as default in the “Maintain Codes” activity.
Vehicle Quantity	Number of vehicles required. Mandatory.
Reference Document	Any reference document pertaining to the request.
Customer	The name of the customer.
Requestor	The name of the person who requested for the vehicle.
Commodity Description	The detailed description of the commodity.
Weight (Tons)	The approximate weight (in Tons) of the commodity.
Volume	The approximate volume of the commodity.
Volume (UOM)	The unit of measurement of the volume. Mandatory when Volume is specified.
Area	The approximate area of the commodity.
Area (UOM)	The unit of measurement of the area. Mandatory when Area is specified.
Required Date	The date on which the vehicle has to report at origin location. Mandatory. This date should be less than the system date.
Required Time	The time at which the vehicle has to report at origin location. Mandatory.
Remarks	Any remarks pertaining to the vehicle request.

The system displays the details to the “Vehicle Request Details” multiline.

WorkFlow Status

The workFlow status of the vehicle request.

Note: This field is visible, if Workflow Parameter is set as Yes in the Company Parameter Setup component for Vehicle Request.

The system displays the details to the “Vehicle Request Details” multiline.

Status	The status of the vehicle request. The status can be “Fresh”, or “Deleted”, or “Confirmed”, or “Under Amendment”, or “Short Closed” or “Planned”.
Created By	The name of the person who created the vehicle request details.
Created Date	The date on which the vehicle request details were created.
Modified By	The login ID of the user who modified the vehicle request details.
Modified Date	The date on which the vehicle request details were last modified.

Note: Select the line in the Vehicle Request Details multiline, to Save or Amend or Confirm or Short Close or Delete the Vehicle Request number details.

Click the “Maintain” pushbutton.

The system generates the Vehicle Request number in “Fresh” status.

Note: The vehicle request number is generated even the “Vehicle Quantity” is blank.

Click the “Amend” pushbutton.

The system updates the Vehicle Request number to “Under Amendment” status.

Note: Only the “Confirmed” status of the Vehicle Request number can be amended.

Note: The vehicle request number is generated even the “Vehicle Quantity” is blank.

Click the “Confirm” pushbutton.

The system updates the Vehicle Request number to “Confirmed” status.

Note: Only the “Fresh” status of the Vehicle Request number can be “Confirmed”.

Click the “Short Close” pushbutton.

The system updates the Vehicle Request number to “Short Closed” status.

Note: Only the “Confirmed” status of the Vehicle Request number can be short closed.

Click the “Delete” pushbutton.

The system updates the Vehicle Request number status to “Deleted”.

Note: Only the “Fresh” status of the Vehicle Request number can be deleted.

Once a vehicle request is used in Planning, the status of the Vehicle Request gets updated to ‘Partially planned’. If all the quantities of the request are planned then the status of the vehicle request gets updated to ‘Planned’.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to specify notes details.