Lease Company Booking Export
Introduction
This report lists a lease company’s bookings in a spreadsheet file and emails that file to the people named for the company.
It was first set up for Fleet Operations. The same report can be set up for any lease company.
There is no download button in ViSN. People receive the file by email. A copy is also kept in storage.
Purpose
Give the lease company a list of its bookings. Each row shows the customer user, the vehicle, the dates, the work asked for, and the decline reason when one is saved.
File format
Comma separated values - *.csv
File name
Digital_Innk_Savi_for_Fleet_Operations_Limited_Booking_Report.csv
The file name stays the same each time the report runs, and it is the same file name for every lease company.
The first row is the column names. Each row after that is one booking at one supplier. If the same booking was sent to more than one supplier, it can appear more than once. Rows are listed with the highest booking number first.
If a value is not available, that cell is left blank. A few columns always have a value. Those are called out in the table below.
If a value contains a comma, that value is wrapped in quotes so the columns stay in the right place.
Fields
| Column | Name in the file | What it shows | Example |
|---|---|---|---|
| A | Booking Reference | The enquiry number | 15652 |
| B | Operator Name | First name and last name of the customer user saved on the booking | Jane Smith |
| C | Booking Date | The date the booking was created, shown in UK time. Date only, in the form dd/MM/yyyy. Left blank when the created date is missing. | 28/10/2026 |
| D | Job Date | The appointment date and time, in the form dd/MM/yyyy HH:mm. Left blank when no appointment time can be read. See Job Date below. | 30/10/2026 08:30 |
| E | Site Name | Supplier name | Grand Repair |
| F | Preference | Always blank. The column is kept so the file layout stays the same. | |
| G | Status | A short status name, for example Accepted or Checked-in by garage. If there is no short name, the status is shown as it is stored. | Checked-in by garage |
| H | Registration/Fleet ID | Vehicle registration | AB12CDE |
| I | Make | Vehicle make | Ford |
| J | Model | Vehicle model | Focus |
| K | Odo Reading | Mileage from the supplier bid. If the bid has no mileage, the current mileage saved on the booking is used. | 45210 |
| L | Asset ID | Always blank. The column is kept so the file layout stays the same. | |
| M | Service Required | Y if Service is the main job, or it was also selected as extra work. Otherwise N. | Y |
| N | Work Requested | Comments saved for the additional work on the booking | Please check brakes |
| O | Mot Requested | Y if MOT is the main job, or it was also selected as extra work. Otherwise N. | N |
| P | Tyres Requested | Y if Tyres is the main job, or it was also selected as extra work. Otherwise N. | N |
| Q | CustomerAccountNumber | Customer account number saved on the vehicle | ACC1001 |
| R | Driver Name | Name of the driver | Alex Brown |
| S | Customer Name | Customer name saved on the vehicle | Next Fleet Services |
| T | Delivery Collection | Y if Collection And Delivery was selected. Otherwise N. | Y |
| U | Relief Vehicle | Y if a hire vehicle has been recorded on the booking. Otherwise N. | N |
| V | Earliest Booking Date | The appointment date only, without the time, in the form dd/MM/yyyy. See Earliest Booking Date below. | 30/10/2026 |
| W | Booking Response Time Minutes | The supplier response time, counted in business minutes. Shows 0 when it has not been recorded. | 45 |
| X | Turndown Reason | The decline reason saved on the booking. Left blank when no reason is saved. | No capacity |
| Y | Turndown Reason Text | The same decline reason as column X. | No capacity |
Service, MOT, and Tyres
Columns M, O, and P use the same rule.
The answer is Y when that work is the main job on the booking, or it is saved as selected extra work. Otherwise the answer is N.
Extra work counts only when it is marked as selected. These three columns are never blank.
Job Date
Job Date is the appointment, with the time.
The report uses the first of these that includes a time:
- The appointment chosen on the job progress
- The selected appointment date together with its time
- The appointment label
- The full appointment date and time
- For a manual vehicle-off-road booking, the first preferred date and time
Example: 30/10/2026 08:30
If none of these has a time, Job Date is left blank. A date on its own is not enough for this column.
Earliest Booking Date
Earliest Booking Date is the appointment date only. It does not include the time.
The report uses the first of these that is a date:
- The appointment chosen on the job progress
- The date taken from the full appointment
- The selected appointment date
- For a manual vehicle-off-road booking, the first preferred date
Example: 30/10/2026
This date can be filled even when Job Date is blank, because Job Date needs a time and this column does not.
File delivery
The file is emailed to one or more addresses. The title is the lease company name followed by “Booking Report”.
A copy is also saved in these two places. The month is the full name in lower case, for example november.
{folder}/{year}/{month}/{day}/{file name}
{folder}/{file name}
The folder is lease-company-booking-exports unless another folder is set. A later run on the same day replaces that day’s file and the latest file. If there are no bookings, the file contains the column names only.
The schedule needs the lease company, its name, the storage location, and at least one email address. If one of these is missing, no file is sent.
These can be left out:
- Support email. If left out,
partnersupport@digitalinnk.comis used. - Number of previous hours. A number greater than zero includes only bookings created in that time. If it is left blank, every booking for the lease company is included.
Status: Draft
Category: Protected
Authored By: Sanjay Thakur
Related: VN-28755, VN-29217, VN-29218, VN-29219, VN-29223, VN-29404