Examples of such movements are:
- Shuttling vehicles between locations.
- Assignment of a complimentary vehicle to an individual.
- Move vehicles to an off-site repair location.
To access the RV Non-Rev Entry program, type RVNRV (RET) at any menu "OPTION:" field or the appropriate line number on the Non-Rev Movement Sub-menu of the History/Maintenance Menu. The screen will then display:
| OPTION: ______________ RV NONREV ENTRY 1 Non-Rev# * 2 Driv#/Lname/Fname */*/* 3 Driv Lic/ST/Exp */*/* 4 Out Loc/Stat/Due Loc LAX/*/* 5 Out Date/Time/Empl 03-15-06/1300/* 6 Note * N-NOTES Veh#/Lic/OutOdom/Gen InOdom/Fuel/Gen 7 */*/*/* 8 */*/*/* 9 NR Status O 10 In Veh Status/In Loc */* 11 In Date/Time/Empl */*/* F1=SAVE F2=NEXT F3=ERASE F6=SEARCH ESC=EXIT |
Enter data as follows:
ENTERING A NEW NON-REV MOVEMENT
|
1. NON-REV # |
If entering a Non-Rev Movement that was originally done manually that has a number assigned to it, enter up to 8 alphanumeric characters representing that number. Or, leave this field blank and the system will automatically assign a number to the transaction (similar to the way a RA number is assigned in On Line RA Open.) |
|
2a. DRIV# |
A field in the Edit Miscellaneous Control Fields program is used to control whether or not a valid Customer Number is required in this field in order to process a Non Rev Movement entry. If required, enter an existing CARS+ Customer Number for the driver of the vehicle (or transport truck). Or use the F6 Search feature from the "OPTION" field to search for a valid Customer record. When required, Non-Rev Movements update the “times rented” field in the Customer record. When the Customer Number field is blank AND the Transport Vendor field is blank, a new Customer record is created from the personal data entered (name and driver's license data.) The Customer Type is set to "NRV" on the new record. EXAMPLE: Type / |
|
2b. LNAME |
Enter up to 12 alphanumeric characters for the driver's last name. EXAMPLE: Type WHITE (RET) This field is required for Hertz users. |
|
2c. FNAME |
If the Customer Number field was skipped, enter up to 18 alphanumeric characters for the driver's first name. EXAMPLE: Type JAMES/ |
|
3a. DRIV LIC |
Enter up to 20 alphanumeric characters for the driver's license number. EXAMPLE: Type N6734567866/ This field is required for Hertz users and can be made required for others via a field in Edit NRV Control Record. |
|
3b. ST |
For drivers with a US or Canadian driver's license, enter the two character alpha code for the state or province that issued the license. For drivers with licenses issued by other countries, enter the appropriate country code for the issuing country. EXAMPLE: Type CA / This field is required for Hertz users and can be made required for others via a field in Edit NRV Control Record. |
|
3c. EXP |
Using your selected date format, enter the exact date when this license will expire. EXAMPLE: Type 102008 (RET) This field is required for Hertz users and can be made required for others via a field in Edit NRV Control Record. |
| 4a. OUT LOC |
This display only field contains your terminal's default location. |
| 4b. STATUS |
Enter a Vehicle Status Code to indicate the status the vehicle is to be in while on this open Non-Rev ticket. Usually, this is a “not available” type of status. When using a “not available” type, the Planning Calendar sees the unit as “committed” through the due in date. When using an “available” type status, the Planning Calendar ignores the Non-Rev entry, and the vehicle will not be seen asa “committed” unit. The following status types are not allowed:
EXAMPLE: Type N (RET) User tip: Some Status Codes may be designated as ones where a NonRev does NOT update the vehicle status. That is, the unit remains in the status it was in prior to doing the NonRev. In this case, just skip this field. |
|
4c. DUE LOC |
Enter up to 6 alphanumeric characters to indicate the anticipated check-in location. (Refer to the location rules under Field 4a.) EXAMPLE: Type /SFO (RET). User Tip: Various blocks can be set up that prevent certain one way rentals in the Reservation and RA Open programs. For
example, a 15 passenger van (Vehicle Class FVAR) cannot be rented from
Location A to Location B if the destination location does not have that
class defined as one of the classes that it has within it's Class list. A field in Edit NRV Control Record can apply those same limitations to Non-Revs as well. |
|
5. OUT DATE/ |
Using your selected date and time format, enter the date and time (with a slash separating them) that the driver left with the car. These fields can be back dated for batch entries. However, a future date/time is not allowed. Then enter your employee code. EXAMPLE: Type 031508/1200/MMB (RET) User Tip: The ability to edit this an other fields on an existing Non-Rev ticket can be restricted to selected users. See the
chapter on Edit NRV Control Record for instructions. |
|
6. NOTE |
Enter up to 30 characters for any note or message to be printed on the Non-Rev Ticket. This is a required field. EXAMPLE: Type VEHICLE CHECKED BY STEVE (RET) |
|
7a. VEH# |
Enter up to 6 alphanumeric characters for the inventory number of the vehicle involved. EXAMPLE: Type 952100 / When a vehicle number is entered, one of the following messages may appear:
The message shown above will display if the vehicle is already on an open non-rev ticket.
The message shown above is used to prevent a vehicle from being on more than one transaction at a time (an Open RA or an open Non-Rev). A field in the Edit Miscellaneous Control File is used to turn on this feature. A field in the Location file or the Class Code File can be used to turn on a feature that tracks which vehicles are assigned to reservations. This feature also produces warnings when a conflict arises. Under this method whenever a vehicle is assigned to a Reservation, RA, or Non-Rev movement, the system performs a check of availability for that individual vehicle. If a conflict arises because the vehicle is already assigned to a reservation, the following message is displayed:
A field in the Edit Misc. Control Fields record can be used to block
the rental and non-rev movement of foreign vehicles when fleet pools are used. The setting blocks the use of
vehicles that have an owning location that does not belong to the same
fleet pool as the out or in location. When the
restriction is in place and an attempt is made to non-rev a foreign
vehicle, the unit number is removed from the field and the following
message displays: YOU CANNOT RENT A FOREIGN OWNED VEHICLE. HOLD CODES: If your system is configured to use Hold Codes (which control the ability to rent vehicles), a pop-up window will display all open Hold Codes applicable to the vehicle. The following prompt will appear:
User tip: For more information on the Hold Code messages, refer to the chapter of this manual titled Introduction to Hold Codes and Edit Hold Code Messages. User tip: The most recent Non-Rev Movement number is shown in a display field on page 2 of the Vehicle Inventory record. |
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7b. LIC |
This display only field will show the plate number of the vehicle entered in the previous field. |
|
7c. OUT ODOM |
Enter the current odometer reading of the vehicle at the time of check-out. When opening a new non-rev ticket, the default value displayed here is the current odometer reading from the vehicle record. EXAMPLE: Type 12000 / Note: When non-vehicle inventoried assets (such as GPS units) are entered on Non-Rev Movements, odometer readings are not required. |
| 7d. OUT GENERATOR READING |
Enter the check out meter reading for the power generator. EXAMPLE: Type 235 (RET) |
CLOSING A NON-REV MOVEMENT
Enter data in the following fields to close a Non-Rev Movement:
| 1. NON-REV # |
To retrieve Non-Rev Ticket to the screen in order to close it, either:
|
|
8a. IN ODOM |
When closing a non-rev ticket, enter the current closing
odometer reading for the vehicle. In the Edit Miscellaneous Control File is a field which defines the maximum number of miles that a vehicle can be expected to be driven per day. This logic is used to catch possible data entry errors. If the number of elapsed miles is greater than the amount entered in the field, the following message appears at the bottom of the screen:
Answer:
If the elapsed miles driven are more than twice that of the mileage per day allowance, the entry is rejected and the following message appears at the bottom of the screen:
|
| 8b. IN FUEL TANK READING |
Enter the check in fuel tank reading. Note, as there no charges on a non-rev, the check out tank level is not recorded. The check in tank level entered here will become the current tank level of the vehicle. EXAMPLE: Type 6 (RET) |
| 8c. IN GENERATOR READING |
Enter the check in meter reading for the power generator. The check in meter level entered here will become the current tank level of the vehicle. EXAMPLE: Type 235 (RET) |
| 9. NR STATUS |
This is used to note the status of the transaction. The possible values are:
EXAMPLE: Press RET to accept "C" |
| 10a. IN VEH STATUS |
Enter a single alpha character representing the Status Code the
vehicle should be placed in when the Non Rev Movement is closed. A
default status may appear in this field, or the field may be blank and,
thus, force the user to enter the status. (A field in the Edit Misc. Control Record can be used to force the entry of the status code when closing the Non-Rev Movement.) EXAMPLE: Type A (RET) User tip: Some Status Codes may be designated as ones where a NonRev does NOT update the vehicle status. That is, the unit remains in the status it was in prior to doing the NonRev. In this case, just skip this field. |
| 10b. IN LOCATION |
Enter the Location Code of the closing location that is accepting the unit on this ticket. EXAMPLE: Type SAN (RET) |
|
11. IN DATE/ TIME/ EMPLOYEE |
When opening a new Non-Rev Ticket, enter the expected check-in
date and time for the vehicle. Non-Rev Tickets that remain open beyond
the time in this field will be reported as over-due on the Non-Rev
Report and on the Vehicle Due In Report if Non-Revs are requested. This
is a required field. The maximum length for which a Non-Rev can be open is set in Edit NRV Control Record. EXAMPLE:Type 031608/1435 (RET) This Location field should be left blank when opening a transaction; it is used when closing the ticket. When closing it, it is permissible to enter a different return location than the one entered in the Due Location field. (Field 5b) When closing a Non-Rev Ticket, this field is used for the Employee Code of the user closing the ticket. When opening a ticket, this field is not accessible. |
Press "F1" at "OPTION:" to save the closed record and print the non-rev ticket.
USER TIPS about Closing a Non-Rev for a sold vehicle:
For most users, a vehicle cannot be sold while it is still on an open RA or open Non-Revenue Movement - the program Sell a Vehicle does not allow it. However, certain users have a situation where vehicles are sold in another system and that system interfaces the sold transactions into CARS+. This can create the circumstance where a vehicle is changed to sold status, yet it is still on an open Non-Rev ticket.
When the status of a vehicle is "S" (sold) when closing a Non-Rev, two things are verified in the system:
1. A check is made of the "Edit Non-Rev" field in the user's record in the Edit User Access File. If edits are allowed, the closing of the Non-Rev with the vehicle status "S" is allowed. If edits are not allowed, the following message will display:
VEHICLE HAS SINCE BEEN SOLD, MANAGER REQUIRED TO CLOSE NON-REV.
2. The closing date of the Non-Rev must not be later than the sale date. If the Non-Rev date is later, the following message will display:
VEHICLE WAS SOLD ON xxx. CORRECT NON-REV CLOSE DATE.
(where xxx is the sale date from the Vehicle Inventory record.)
When the Non-Rev is saved, the sold vehicle record is not updated in any way.
EDITING A NON-REV MOVEMENT
|
1. NON-REV # |
To bring the transaction up to the screen, enter up to 8 characters for the Non-Rev# desired. Or, the Non-Rev Ticket file can be searched by pressing F6 at the OPTION field. Only those users whose User Access File record allows edits to Non-Rev tickets are allowed to edit. If the flag in the Edit User Access file is set to prevent editing and the user attempts to edit a Non-Rev ticket, the following message will display:
The field in the Edit User Access file also controls the "out Location" of the Non-Rev Movement. When set to not allow edits, the out Location must be the user's default location. A field in the Edit Miscellaneous Control File record controls whether a valid customer record must be used to open a new Non Rev Movement (See field # 2). If set to require that, additional controls are imposed as well:
|
VOIDING A NON-REV MOVEMENT
To void a Non-Rev Ticket, bring the open ticket to the
screen. In field 9, Status, enter a "V" (Void). Enter the ending odometer reading on the vehicle as well as your
Employee Code. Then save the
transaction with "F1". Non-Revs can also be voided by using the Void Non_Revenue program
RE-OPENING A CLOSED NON-REV MOVEMENT
A closed Non-Rev may be re-opened by bringing the closed ticket to the screen and changing the status (field 1b) to "O" (Open). When this is done, the fields for Tank In (9b), In Odometer (10d, 11d, etc.) and In Veh Status (25a) will be cleared. When the record is saved, the vehicle records for the vehicle(s) on the Non-Rev ticket will be reset to the values that were in place when the ticket was opened. Specifically, the fields that will be reset are:
The Non-Rev File can be searched by: