1. VEHICLE #

ENTERING A NEW VEHICLE:

A. You assign unit numbers. You assign unit numbers as the records are entered. The default size for a unit # in CARS+ is up to 6 alphanumeric characters. It is possible to configure the system to allow for a unit number up to 10 alphanumeric characters. To increase the size of this field to more than 6 characters, please contact your Thermeon Customer Support representative and ask for this assistance.

Leading zeros do not need to be entered for alphanumeric numbers. Alpha and numeric characters can be mixed. If you wish, the leading characters can be used to designate vehicle class, model, year, etc. By numbering vehicles in this manner, a numerical vehicle list will group similar vehicles together.

EXAMPLE: Type C60183 (RET)

B. Automatic number assignment. As an alternative, your system can be configured to automatically assign sequential unit numbers. A field in the Edit Company File program is used to record the next unit number that is to be assigned. In order for this feature to work, contact Thermeon's Customer Support Dept and ask that GVT record "VEHNOASG" be set up.

This GVT record only prevents users from manually adding vehicle numbers in this field. Cars+ will auto assign the vehicle number at F1 save. (Users should press return and skip this field when this GVT record is in place.) This GVT record "VEHNOASG" does not work with any other Cars+ feature, including Import Vehicle File Records or Fast Infleeting.

Note: When a system is configured this way, you cannot manually assign vehicle numbers - the automatic assignment must be used. In addition, if the GVT record is set up and the field in the Company File "Next Vehicle #" is blank, users are prevented from adding new vehicles.

User tip: Cloning vehicle records, as outlined at the end of this chapter, is not allowed when automatic number assignment is turned on.

ACCESSING AN EXISTING RECORD:

A. By Vehicle Number. To access an existing vehicle record, enter the Vehicle Number in this field. If the vehicle number entered is already on file and a method of check digiting is being used, DO NOT enter the check digit. After entering a valid vehicle number:

If there is only one vehicle on file with the vehicle number entered, data for that vehicle will be displayed for inquiry or editing.

If more than one vehicle exists with the same unit number, the Vehicle File Search program will automatically be called and display all units on file with the matching unit number. Select the unit desired and data for that vehicle will be displayed for inquiry or editing.

If the number entered is not in the Inventory File and you wish to add the vehicle, press RET and continue adding data.

B. By License Number. A setting in in Edit Main Control Record on page 1, Field 37 (access by license number) allows an existing vehicle to be pulled up to this screen by skipping down to the "License" field and entering the vehicle's license plate number and pressing RETURN.

C. By Searching. Pressing function key F6 from the Option Field will call the Vehicle File Search in the lower half of the screen. This window allows the user to search for vehicles by Location, Class, Status, etc. Selecting the line number of a vehicle on this search screen will pull it up on the full Vehicle Inventory Control screen.

SCROLLING THROUGH VEHICLE RECORDS: Use the "Page Up" and "Page Down" keys to scroll through Vehicle records (backwards or forwards) one after the other. With the cursor at the main "OPTION" field, pressing "Page Down" will scroll forward to the next vehicle record, and pressing "Page Up" will scroll back to the previously numbered vehicle.

To skip to the first vehicle in the file, press the "Home" key. To skip to the last vehicle in the file, press the "End" key.

FOREIGN VEHICLES. Vehicles owned by other rental companies which are rented to your location should be entered into inventory.

Foreign vehicles are also entered into your inventory automatically when you use the Foreign RA Entry program.

CORRECTING VEHICLE NUMBERS. Vehicle records that are saved with incorrect vehicle numbers or those with numbers that must be changed CAN NOT be corrected using this program. Instead, use the program Change Vehicle Number located on the Fleet Menu.

2. LICENSE ENTITY

If the vehicles are licensed in more than one state, province, territory or country, etc., enter up to 2 alphanumeric characters to indicate the municipality that issued the license plate for this vehicle. This code must already exist in the Edit License Entities control file.

If all of your vehicles are licensed in the same place, you may skip this field.

EXAMPLE: Type CA (RET)

User tip: There is a setting that can require and or validate the use of any codes previously created in the Edit Vehicle Control Record.

Hertz User tip: For users with a location that is defined as a Hertz corporate location, this field is required. (Used in CARRENT White Feed.)

3. LICENSE

Enter up to 11 alphanumeric characters to indicate the license plate number. This is a required field. It is important that this be entered correctly because CARS+ can sort and display inventory by license number order and allows a search for a vehicle with a certain license number. This is quite helpful when handling traffic violations and abandoned vehicles. For new vehicles without a license number, enter temporary license characters.

EXAMPLE: Type 1FHM237 (RET)

DUPLICATE LICENSE PLATE NUMBERS: Because some rental operators switch the license plate from a sold vehicle to a newly purchase vehicle, the standard configuration of CARS+ does not prevent entering a license plate on more than one vehicle record. However, the system can be configured to prevent duplicate license plate numbers from being used. To have the system set up so that the same license plate number cannot be used on more than one vehicle, contact Thermeon's Customer Support Dept. and ask that GVT record "UNIQLIC#" be set up.

FOREIGN VEHICLES. When entering a foreign vehicle owned by someone else into your inventory, an asterisk "*" must be entered in the first position of the License Field, such as *1BWZ887. CARS+ uses the asterisk to identify vehicles belonging to other operators so that revenue splitting is handled properly.

EXAMPLE: Type *3ABC123 (RET)

Exception: For Hertz Canada Corporate users, the license field may be left blank upon in-fleeting a vehicle as long as the Current Status Field is set to "I". When editing an existing vehicle, the license plate field can be blank only when the Current Status Field is set to "I" and the In Service Date Field is blank. Otherwise, data must be entered in the license field. Vehicles with a blank License field cannot be rented in RA Open.

Hertz Australia: All spaces and characters other than numbers and letters are removed. If there are 6 remaining characters, a hyphen is inserted between the 3rd and 4th characters. If there are 7 remaining characters, a hyphen is inserted between the 4th and 5th characters. If the remaining characters are anything other than 6 or 7 in length, the data is erased and the following message displays:

INVALID NUMBER OF CHARACTERS IN REGO.

4a. YEAR MODEL

Enter 2 numeric characters to indicate the model year of the vehicle.

EXAMPLE: Type 08 (RET)

4b. PROD (YEAR)

Enter 2 numeric characters to indicate the production year of the vehicle. (This refers to the year the vehicle was actually manufactured.)

EXAMPLE: Type 08 (RET)

5. MODEL

Enter up to 8 alphanumeric characters to indicate the Model Code. This code must already exist for the model year in the Model Codes file.

A pop-up window (Shift/F7) is available to display the Model Codes on file for the model year entered in Field 4a. To activate the pop-up window, press (Shift/F7) while the cursor is in this field. To jump to codes that begin with a particular letter such as "T", type the letter.

EXAMPLE: Type TAURUS (RET)

6. MAKE

This is a display only field. After entering a valid Model Code in the previous field, the appropriate name of the manufacturer appears from the Model Code File.

7. CLASS

This field defaults to the value carried in the Model Code File. Press RET to accept this default value or enter up to 4 alphanumeric characters to indicate the appropriate vehicle class code. A corresponding class code must exist in the Class Code file before the code can be entered here

EXAMPLE: Press (RET)

User tip: As long as the current date is earlier than the in-service date, or the in-service date field is blank, the class can be edited. Once the current date is later than the in-service date, only those users with "ALL" access can change the class - however, that should be done with extreme caution. Changing the Class Code on a working unit may cause CARS+ reports to "go out of balance" and misreport the size of the fleet. If it is done, to change the class on an open RA for the vehicle, do the following: Bring up the RA on the RA Open screen, remove the vehicle (place an asterisk in the field), then enter the vehicle number and the new class will be loaded. Prior to changing the class, be sure to read the following WARNING.

WARNING: The recommended way to change the Class Code on a vehicle that is already in service is to contact Thermeon's Customer Support Dept. and ask them to do it. Support has access to a program that can change class codes AND update all related files (including the Planning Calendar). See the chapter on Change Class Codes for more on this topic..

8. TYPE

This field may have a default value from the Model Code File. Press RET to accept this value or enter up to 8 alphanumeric characters using short descriptions for vehicle type (CPE, 4DR, HTP, VAN, 2DR HB, NS, etc). Note: This field displays in the Vehicle Search on the RA Open screen.

User tip: There is a setting that can require and or validate the use of any codes previously created in the Edit Vehicle Control Record.

EXAMPLE: Type SED (RET)

9. 1ST TANK SIZE

Enter up to 5 numeric characters to indicate the fuel tank capacity (in gallons or liters). One decimal value is acceptable. (Although 2 decimal positions are shown, only 1 position is used at this time.) This field may have default data supplied by the Model Code File. This Field is required if CARS+ is to perform automatic fuel calculations.

For electric vehicles this should be set to the total number of Kilowatt hours the batteries can hold when fully charged.

If the vehicle has more than one fuel tank, enter the total capacity in this field.

EXAMPLE: Type 14.3 (RET)

User tip: When field 11 (below) is set to "E" for Electric Vehicle, this field changes to "Max KWhrs". For more information see the chapter in the manual Overview Electric Powered Vehicles.

10. 2ND TANK SIZE

Enter up to 5 numeric characters to indicate the fuel tank capacity (in gallons or liters). One decimal value is acceptable. (Although 2 decimal positions are shown, only 1 position is used at this time.)

EXAMPLE: Press (RET)

User tip: When field 11 (below) is set to "E" for Electric Vehicle, this field changes to "Not Used". For more information see the chapter in the manual Overview Electric Powered Vehicles.

11. FUEL TYPE

Enter a single alpha character to indicate the type of fuel used by this vehicle.Prices for various types of fuel, such as gasoline and diesel, are set up in the Edit Fuel Rates file.

This field may have default data supplied by the Model Code File. This Field is required if CARS+ is to perform automatic fuel calculations.

The following letters have special meanings in CARS+ and should not be used in this file:

N = used for trailers and any other rentable device that does not charge for fuel (fuel calculation is made inactive)
E = used for electric cars (fuel calculation replaced by battery meter reading)

Example: Type G_((RET).

12. EST MPG

Enter up to 5 numeric characters to indicate the estimated miles per gallon (or kilometers per liter) for this vehicle. One decimal value is acceptable. (Although 2 decimal positions are shown, only 1 position is used at this time.) This field may have default data supplied by the Model Code File. This field is required if CARS+ is to perform automatic fuel calculations.

EXAMPLE: Type 22.5 (RET)

13. PRICING
CODE

Enter up to 2 alphanumeric characters to indicate which pricing code applies to this vehicle. This field may have default data supplied by the Model Code File. The Pricing Code is a required field. This code is used to associate each vehicle with a specific set of coverage and option rates.

Depending on a setting in the field "Validate Pricing Codes" in Edit Misc. Control Fields, this code may need to have already been created using the Edit Pricing Code program.

Pricing Codes can be applied to transactions from a variety of places. For details, refer to the chapter Overview - How Option Prices Are Selected.

EXAMPLE: Type C (RET)

14. POST CODE

Enter 1 alphanumeric character to select which General Ledger posting table is to be used to process revenue generated by this vehicle. THIS CODE MUST FIRST BE DEFINED IN THE GL POSTING TABLES FILE. This field may have default data supplied by the Model Code File.

G/L Posting Codes can also be assigned by RA "Types" in the Edit Valid Types file. Posting codes assigned to RA Types take precedence over the posting code assigned in the Vehicle Inventory File.

EXAMPLE: Type C (RET)

15. COLOR

If you have set up Color Codes in the Edit Color Codes program, you must enter up to 8 alphanumeric characters to indicate a valid Color Code already on file.

A pop-up window (Shift/F7) is available to display the Color Codes on file. To activate the pop-up window, press (Shift/F7) while the cursor is in this field. To jump to codes that begin with a particular letter such as "S", type the letter.

If you do not have ANY Color Codes set up, enter up to 8 alphanumeric characters to indicate the vehicle's color. (No restrictions apply.)

EXAMPLE: Type SAND (RET)

User tip: There is a setting that can require and or validate the use of any codes previously created in the Edit Vehicle Control Record.

Hertz User Tip: Operations designated as Hertz Australia must enter a Color Code which cannot be longer than 3 characters. Color Code is not required for non-vehicle assets, however.

16. PURCHASE ODOM

Enter up to 6 numeric characters to indicate the odometer reading based on vehicle purchase date or delivery on your premises.

For those operators who rent trailers or bicycles which have no odometer, entering a value of "999999" in this field will turn off the mileage calculation on RAs for these specific units. (Odometer reading cannot be entered on RA Open.) If anything other than "999999" is entered in this field, an odometer reading must be entered on RA Close.

EXAMPLE: Type 100 (RET)

17. TAB #

Enter up to 8 alphanumeric characters to indicate the tab registration number. This is the number on the tab affixed to the license plate and is printed on a registration card.

EXAMPLE: Type 84676945 (RET)

18. MODEL OPTIONS

If options are defined for this model in the Edit Model Code program, the data will be automatically loaded into this field. Model Options can be defined as 2 character Vehicle Option codes or the data can be free form.

Regardless of the method used to define options for the Model Code, the data that is automatically loaded cannot be edited.However, additional data can be entered.

If Vehicle Option Codes are used, additional codes can be added to the data in this field. The codes are validated against the 2 character codes in the Vehicle Option Control File.

This field accepts a maximum of 20 alphanumeric characters.

EXAMPLE: Type CRUISE (RET)

19. VEHICLE OPTIONS

Enter descriptions for optional equipment for the vehicle, such as a sunroof. This field accepts up to 60 alphanumeric characters and is for information only. Data entered here does not appear on any of the CARS+ reports.

EXAMPLE: Type: SUNROOF, CD (RET)

Note: When the GVT record "SECUREST" is set up, this field is not accessible. Options displaying in this field must be added through the use of the Vehicle History Update program.

20. VIN

Enter the vehicle's 17-character VIN number. The first 8 characters may default from the Model Codes File. The data entered into this field will be tested to see if it is a valid VIN number. If the data fails the test, the following message will appear:

INVALID CHARACTER IN VIN

Common VIN # entry errors are:

• Confusing the letters I and O with the numbers 1 and 0.
• Entering less than 17 characters.
• Transposing or repeating characters.

User tips:

• To disable the VIN # validation check, contact Thermeon Customer Support and ask that GVT record NOUSVIN be set up. With this in place, a full 17-character VIN number must still be entered. This only disables the North American check-digit logic. Anything less than 17 characters will display an error message: INVALID VIN LENGTH.
• To turn off the VIN logic check altogether, enter an asterisk "*" either before or after the number entered. This will allow a VIN of any length to be entered.

EXAMPLE: Type 1FTCR10TXKUC56872 (RET)

21. ENGINE BLK #

Enter up to 20 alphanumeric characters to indicate the engine block number.

EXAMPLE: Type AB1002S (RET)

22. SECURITY CODE

Enter up to 5 alphanumeric characters to indicate the security code for either this vehicle's door lock or radio.

EXAMPLE: Type 1234 (RET)

23. FLEET TYPE

If applicable, enter 1 alphanumeric character representing a Fleet Type Code. A corresponding code must exist in the Fleet Type Code file before the code can be entered here. (Fleet Type Codes are used to separate the fleet for the purposes of running reports.)

EXAMPLE: Type C (RET)

User tip: Once a vehicle has been added to the Vehicle Inventory File, the Fleet Type field is inaccessible. In order to change the Fleet Type on a unit, user's User Access record must be flagged for allowing edits to Fleet Type. Then an entry must be made through Vehicle History Update to document the change.

24. 2ND SECURITY CODE

Enter up to 20 alphanumeric characters to indicate another security code.

EXAMPLE: Type MMBJEG10200503 (RET)

25. NOTES

This 30-character field is usually used to record existing vehicle problems other than physical damage (see next field) or the name of the garage currently repairing the vehicle.Usually, this field is updated by the following programs:

• Vehicle History Update
• Vehicle Exchange
• Make Vehicle Available

Press RET to skip this field.

EXAMPLE: Type A-1 BODY SHOP FOR FENDER REP. (RET)

Additional notes (up to 540 characters) can be linked to any vehicle by use of the Notes Subwindow found in the RA Open and Reservations programs as well as through Hot Key Notes. This note will appear to the counter agent when attempting to rent the associated vehicle. For instructions on how to link notes to vehicles, see the General Data Entry Instructionchapter of the manual.

26. DAMAGE

Enter up to 29 alphanumeric characters to describe the existing vehicle damage. Remember that the Damage field on the RA Open, RA Close and Vehicle Exchange screens will be stored in this field. Erasing the damage field in these programs will also remove damage comments here. When the damage is corrected, you must delete the data in this field. Otherwise, the contents of this field will always appear on the out-damage field of new rental agreements. Press RET to skip the field.

EXAMPLE: Type DENT LEFT REAR FENDER (RET)

User Tip: In addition to this field to record damage, CARS+ provides a suite of programs for damage tracking. Refer to the Appendix chapter of the CARS+ Manual regarding Damage Tracking for more information.

27. SERVICE FLAGS

CARS+ can keep track of up to 10 different types of maintenance, or service acts that are performed on each vehicle.Services are each assigned a code number and are defined by the user through the Service Code program.

These 10 Service Codes can be set up with service periods based on elapsed time and elapsed mileage. When the Maintenance Warning Report is executed, the current odometer reading for each vehicle and current date are compared with maintenance records in the Vehicle History File. If the elapsed mileage or time have exceeded the specified service periods, a maintenance request is issued for the service code items that are due.

For each of these 10 service codes, your fleet can be divided into three maintenance schedules. For example, with oil changes, part of your fleet can be flagged to require service after 3000 miles or 120 days, which ever comes first. The remainder of your fleet could be set up at 5000 miles/180 days and 7500 miles/180 days. These elapsed periods are defined in the Service Code update program and are assigned flag numbers 1, 2 or 3. (Refer to the chapter of the manual titled Service Code File Update).

This field actually consists of ten single character fields which correspond to Service Codes 1 through 10. In each of these individual fields enter either "1", "2" or "3" to indicate the appropriate service interval "Flag" for this vehicle. If a particular service code is not used for this vehicle or is not defined in the Service Code File, enter a zero "0" for the flag number. Default Service Code Flags may be supplied by the Model Code File.

As an example, assume Service Code 1 is for an oil change. Different intervals are used for different types of vehicles such as:

Flag 1 = 3000 miles/120 days

Flag 2 = 5000/180

Flag 3 = 7500/180.

If the vehicle being entered should have its oil changed every 3000 miles, then a “1” should be placed in the first position. On the other hand, if it should have its oil changed every 5000 miles, then a "2" should be placed in the first position.

Further, Service Code 2 might be for tire rotation where all vehicles are to have tire rotations at 10,000 miles (Flag 1). So a "1" should be placed in the second position.

If no other services are scheduled, the field would look as follows:

EXAMPLE: Type 2100000000 (RET)

Note: There is a feature in Edit Misc. Control Files that can be used to set the odometer readings regardless of when the last service was done. For Example: A vehicle that is to have its oil changed every 10,000km will be due at 20,000km even if the last oil change was done as 12,000km.

28. OWNING CITY

Enter up to 6 alphanumeric characters to indicate the location code which represents the owner of the vehicle. The unit number and the owning city entered here make up the primary key of the Vehicle file.

For operations where vehicles float between locations, an owning city code must still be entered. It can be one of the renting locations, a location representing a fleet pool, or a location representing the administrative location.

EXAMPLE: Type TUS (RET)

After a vehicle has been saved, if an attempt is made to change the Owning Location on an existing vehicle record, the following question is asked:

ARE YOU CREATING A NEW VEHICLE WITH THE SAME UNIT #?

ENTER:

Y = YES. A new unit should be created with the same unit number but with a different Owning location. Answering "Y" clears all fields other than Vehicle Number and Owning Location so that data can be entered for the new vehicle.

N = NO. Change the owning location code on the existing vehicle.

FOREIGN VEHICLES. A vehicle which belongs to a foreign (non-owned) rental office should have an appropriate "Owning City Code" entered. In the case of nationwide rental organizations, this is usually the organization's defined number of the rental office. All foreign location codes MUST be first established in the Customer File.

(NAME)

The name of the owning city location is displayed here.

PARKED AT

This is a display field to indicate where the vehicle is parked. From various points in the system you may enter the location or stall where the vehicle is parked. This is valuable for large fleets when a particular vehicle must be found. Obviously, the PARKED AT notation is valid only with certain vehicle status codes, such as Available or Maintenance.

29. CURR STATUS

This field may only be accessed when initially entering a new vehicle. Enter any existing Status Code which has either an available or non-available Status Type.

A setting in the status record controls which users may place a vehicle into that status. Users who have been assigned a lower access level than the one required will receive the following message if they attempt to use a status that is protected:

YOU DO NOT HAVE THE AUTHORITY TO PLACE A VEHICLE IN THIS STATUS.

EXAMPLE: Type A (RET)

After initial entry, this field displays the vehicle's current status. To change the status code of an existing vehicle, use the Make Vehicle Available or the Vehicle History Update programs.

LAST TRANSMIT

This field is reserved for a particular CARS+ user and has no relevance for other users.

30. ALT ID#

31. PHONE ID

If the vehicle is installed with a built in cellular phone (this is not to be used for rental of hand held cellular phones), enter either the phone number of the phone or the phone's serial number. This field will accept up to 18 alphanumeric characters.

EXAMPLE: Press (RET).

PHONE CURR READING

This display only field shows the current meter reading of the installed cellular phone.

32a. NEVERLOST IND

This field is a display field (reserved for a particular CARS+ user) and is used to indicate if the unit has special equipment as defined in the Model Code record.

Y = Unit is equipped with Neverlost.

S = Unit is equipped with Sirius Radio.

B = Unit is equipped with both Neverlos and Sirius Radio.

N = Unit is not equipped with either.

33. KEY #

Enter up to 12 alphanumeric characters to indicate the vehicle key numbers. Use this free-form field to store one or more key identification numbers.

EXAMPLE: Type 34628/92442 (RET)

34. UNIT OWNED

This field is used only by corporate entities that have a CARS+ system that is shared with licensees. It is used in calculating the figures on the Licensee Royalty Report. All other users should skip this field.

FLEET MANAGEMENT VEHICLES CANNOT BE FLAGGED AS "OWNED".

This completes the first page of the vehicle record. If your employee code does not have access to the second page, press "F1" at "OPTION:" to save the record.

NOTE: Once a vehicle has been saved, users who have Manager privilege will see the Vehicle ID number displayed above field 1. Please refer to the section "What Makes a Vehicle Unique in CARS+" above for details.

If you have access to the second page, press the F8 key to display the second page.

Page 2 screen will then display:

1. CHECK DIGIT METHOD

In the Main Control Record you can define a check digit method that is used for all vehicles within the fleet. This field allows you to individually assign an alternate check digit method to selected vehicles. If you leave this field blank, the check digit method defined on the Main Control Record screen will apply to this vehicle.

To assign a check digit method, enter one of the following codes:

Blank = No check digit will be required when entering a Vehicle Number in the above programs.

L = When entering a Vehicle Number, you are required to enter the last character of the vehicle license number. As an example, Vehicle number 9045 would be entered as 90456 if its license # is 2FWQ156.

H = When entering a Vehicle Number, you are required to enter the standard Hertz check digit. As an example, Vehicle Number 718069-8 would be entered as 7180698.

D = The system will use the standard Mod-7 check digit logic to calculate a seventh character check digit. After storing a new vehicle, the calculated check digit will appear after the vehicle number on line One.

2. LIC. FLT LEASE FLAG

This field controls two unrelated features. Enter as follows:

L = This vehicle has been leased to a sub-licensee. The meaning of one field on Page 3 and many fields on page 4 are different for the meanings described in this chapter. Please go to the chapter Edit Leasing Codes for a further explanation and details about the fields whose meanings are changed.

C = This vehicle has not been leased to a sub-licensee. But when accessed through the Restricted Vehicle Inventory program, this vehicle record can be viewed but not edited. However, all fields will be accessible to edits when this vehicle is pulled up through the Vehicle Inventory Control program.

Blank = This vehicle is not leased to a sub-licensee nor is there any restriction on this vehicle in the program Restricted Vehicle Inventory.

EXAMPLE: Type C (RET)

3. ACQUISITION CODE

4. DEPR. STATUS CODE

This field is used just by Hertz users who will be feeding their fleet information to the Hertz CARRENT System. Enter a single character for a Hertz Depreciation Status Code that has been previously defined in the Hertz CARRENT Codes screen.

User tip: There is a setting that can require and or validate the use of any codes previously created in the Edit Vehicle Control Record.

5. HOLD CODE 1

If Hold Code logic is being used, use Shift/F7 to view the top six Hold Codes (sorted by priority) that apply to this vehicle.

Insurance Fields: There are 4 fields provided for entering the details of the insurance policy for the vehicle. When entering a new vehicle, entering data in all 4 of the fields causes a Vehicle History Record (Service Code 98) to be created. The fields are:

Insurance Co (Page 2)

Policy # (Page 2)

Ins Eff Date (Page 3) : Insurance Effective Date

Ins Expr Date (Page 3) : Insurance Expiration Date

Later edits to these fields will also cause Vehicle History Records to be created. This provides data which can be used to determine which insurance policy was in effect at any particular time. The policy effective date and expiration date are written as the History date and Close date respectively.

6. INSURANCE CO #

Enter an existing Vendor Number which represents the insurance company. Or press Shift/F7 to obtain a pop-up window listing only those vendors that are set up as Type "INS".

EXAMPLE: Type: ARI (RET)

The name of the Vendor displays on the next line.

7. POLICY #

Enter up to 25 alphanumeric characters representing the policy number for this vehicle.

EXAMPLE:Type 1JEG1888MB539 (RET)

8. PREMIUM

Enter the amount of the annual premium.

EXAMPLE: Type 989.00 (RET)

9. OPTION CODE

This field is used to designate a mandatory option for this vehicle. (For Hertz Canada it is Sirius Radio and it cannot be edited. Other users can access and edit this field.) By entering an Option Code in this field, you can configure your system to charge the option each time this vehicle is rented.

This field will fill in automatically from the "Inv Option" field of the Model Code record, if that field has been populated. If a particular option, such as a satellite radio is available only on selected vehicles of a particular model, then the field in the Model Code should be left blank and this field in the Inventory Control record should be filled in for those vehicles that have the option.

EXAMPLE: Type SIRUS (RET)

User tips:

In order for the option to be applied, a "Y" must be entered in the following field.

The option should be set up as a "dependent" type option in the Edit Optional Rates program.

For RV Users: This MUST be the Optional Item Code used for charging for generator hours used if Field 11 below is NOT zero and the next field MUST be set to "Y".

Hertz Canada Users: When a "Model Option" has been specified in the Model Code and another Option is entered in this field, the following question will display:

DOES THIS UNIT HAVE BOTH NEVERLOST AND SIRIUS RADIO? Y/N

10. CHARGE OPTION

This field is used in conjunction with the preceding field. Enter:

Y = Yes, the option entered in the field above should be charged on every rental of this vehicle.

N = No, the option entered in the field above should NOT be charged on rentals of this vehicle. However, if a customer upgrades to this vehicle, the option should be charged in addition to the upsell charge.

Blank = The option code entered in the field above will be ignored.

This field will fill in automatically from the "Inv Option" field of the Model Code record.

EXAMPLE: Type Y (RET)

N= No do not include this vehicle in the Roadside Assistance Download
Blank = Yes, this vehicle will be included in the Roadside Assistance Download.

CURR ODOM

This "display only" field indicates the current odometer reading which is the last value entered. Note that the date of this entry is recorded in the next field. The odometer value can come from:

• Final check-in and rental agreement closure.
• Vehicle exchange.
• An adjusting maintenance or repair record.

CAUTION: Sometimes the displayed odometer value does not match the actual value. This can result from a data entry error or can indicate the vehicle was moved without a corresponding record being entered into the Vehicle History File (giving the reason and to maintain accuracy, the correct odometer reading will automati­cally appear when opening the next rental agreement). However, if an incorrect value is corrected, an odometer update record is written into the Vehicle History File.

CURR DATE

This field displays the date the current odometer field was last reset.

CURR TIME

This field displays the time the current odometer field was last reset.

CURR LOC

CARS+ tracks and displays the current location of the vehicle as determined by RA Open, RA Close, Vehicle Exchange, or Non-Rev Movement, and History File Update. When entering a new vehicle, this field defaults to the data entry terminal's location. In order to change the location of a vehicle, use the Vehicle History Update program.

LAST RA #

This field displays the most recent RA # involving this vehicle. When the current status code above is "0", this RA is open and using this vehicle.

CREATE DATE

This field displays the date when the vehicle record was created.

CREATE TIME

This field displays the time when the vehicle record was created.

CREATE EMPLOYEE

This field displays the employee code of the user who created the vehicle record.

LAST MOD DATE

This field displays the date when the vehicle record was last directly modified. The fact that the vehicle Status changes from "A" to "O" when it is rented, does not count as a direct modification. Direct modification involves changes made through this program and changes made through the Excel Spreadsheet Merge and Sell a Vehicle programs.

LAST MODE TIME

This field displays the time when the vehicle record was modified.

LAST MOD EMPL

This field displays the employee code of the user who last modified the vehicle record.

TIMES RENTED/ EXCH

These fields display the number of times the vehicle has been rented and the number of times it had exchanges. These fields are updated from posted RAs.

There are several fields on this page used for entering dates that may affect whether or not a vehicle is “rentable”. For example, if the insurance coverage on the vehicle has expired, you may want to block it from being rented under any circumstance.However, if the grounding date has been reached, you may want to block most users from renting the vehicle -- yet allow certain other users to rent it at their discretion after having been warned that it’s beyond its grounding date.

Dates can be entered to track the following items:

Maintenance Certification Expiration
Tourist Certification Expiration
Tab Expiration
Insurance Policy Expiration
Grounding Date

Once the dates are entered, a corresponding field is provided to check each date. You are allowed the flexibility to control which of the following actions should apply when the date is reached:

Warn all users that the date has been reached, yet allow them to rent the vehicle; or
Block all users from renting the vehicle; or
Warn some users, yet allow them to rent the vehicle, and block other users from renting the vehicle.

Location Record – The fields in the Location apply globally to all vehicles owned by the Location.

Vehicle Record – The fields in the vehicle record take precedence over the global setting in the Location record. That is, if the Location record is set to “block” the rental of vehicles with expired maintenance certificates, the Maintenance Expiration Check field in the vehicle record can be set to a “warning” and that would override the block from the Location record.

User Access File Record – Finally, the fields in an individual’s User Access Record take precedence over both the global setting in the Location Record and the setting in the vehicle’s record. Even if the Location and/or Vehicle record is set up to “Block” a vehicle from being rented when it reaches one of the controlled dates, the User Access Record can be set so that the individual user can override the block.

User tip: The settings in the User Access File are critical to the way these features work. Please refer to the details in the chapter titled Edit User Access File.

1. MAINT CERT EXPR DATE

For vehicles operating in areas where a road-worthy maintenance certificate is required, enter the expiration date of the certificate.

EXAMPLE: Type 033109 (RET)

WARNING!! Entering a date in this field turns on a feature affected by the next field as well as fields in the Location record and the User Access File. Please read the WARNING in the next field.

User tip: This date is shown on the Vehicle Date Expiration Report.

2. MAINT EXPR CHECK

The date in the above field will be checked when the vehicle is selected for a RA. If the setting for this vehicle should be an exception to the global setting in the Location record, enter one of the following:

W = Warn that the date is exceeded; but allow the rental to continue.

B = Block the use of the vehicle on a RA once the date is exceeded. A field in the User Access File can allow individuals to override this setting.

Blank = Accept the global setting in the Location record.

WARNING: If a date has been entered in the field above, and the Expiration Check field in the Location record, the Vehicle record, and the User Access Record are left blank, the vehicle will be blocked from being used on a RA if the date is exceeded.

EXAMPLE: Press (RET)

3. TOURIST CERT EXPR DATE

For vehicles operating in areas where a tourist certificate is required, enter the expiration date of the certificate.

EXAMPLE: Type 123108 (RET)

WARNING!! Entering a date in this field turns on a feature affected by the next field as well as fields in the Location record and the User Access File. Please read the WARNING in the next field.

User tip: This date is shown on the Vehicle Date Expiration Report.

4. TOURIST EXPR CHECK

The date in the above field will be checked when the vehicle is selected for a RA. If the setting for this vehicle should be an exception to the global setting in the Location record, enter one of the following:

W = Warn that the date is exceeded; but allow the rental to continue.

B = Block the use of the vehicle on a RA once the date is exceeded. A field in the User Access File can allow individuals to override this setting.

Blank = Accept the global setting in the Location record.

WARNING: If a date has been entered in the field above, and the Expiration Check field in the Location record, the Vehicle record, and the User Access Record are left blank, the vehicle will be blocked from being used on a RA if the date is exceeded.

EXAMPLE: Press (RET)

5. TAB EXPR DATE

Enter the date that the tab (or license) will expire.

EXAMPLE: Type 033109 (RET)

Note: This date is shown on the Vehicle Date Expiration Report.

User tip: There is an option to restrict this field to any users in the Edit User Access File, on page 1, Fleet Access, using option "T".

6. TAB EXPR CHECK

The date in the above field will be checked when the vehicle is selected for a RA. If the setting for this vehicle should be an exception to the global setting in the Location record, enter one of the following:

W = Warn that the date is exceeded; but allow the rental to continue.

B = Block the use of the vehicle on a RA once the date is exceeded. A field in the User Access File can allow individuals to override this setting.

Blank = Accept the global setting in the Location record.

EXAMPLE: Press (RET)

7. GROUNDING DATE

Using the selected date format, enter the date this vehicle should be grounded.

This field may fill in automatically. When in-fleeting new vehicles and the Model Code indicates a number of "grounding days", that number of days is added to the vehicle's purchase date with the result being automatically entered in the Grounding Date field of the vehicle record.

For example, an inventory record for a vehicle purchased March 1 with a Model Code that has 180 in this Grounding Days field would cause the Grounding Date to be set to August 28.

For Hertz users the Grounding Date will be updated from the Model Code only for those vehicles with an Acquisition Code that requires grounding. Foreign owned vehicles are not assigned a default grounding date.

User tip: A field in the Edit Misc. Control Fields record can be used to turn on a feature where the grounding date is used by the planning calendar (Class Availability) to mark the unit's exit from the available fleet. If used, the vehicle drops off the fleet the day before its grounding date.

EXAMPLE: Type 022809 (RET)

NOTE: For vehicles that are leased to a sub-licensee, this field is NOT the Grounding Date but rather the Lease Termination Date. See the chapter on Edit Lease Codes for more information.

NOTE: Users can be blocked from accessing this field. This is done in the user's access record in the Edit User Access program on the Security Menu.

8. GROUNDING CHECK

The date in the above field will be checked when the vehicle is selected for a RA. If the setting for this vehicle should be an exception to the global setting in the Location record, enter one of the following:

W = Warn that the date is exceeded; but allow the rental to continue.

B = Block the use of the vehicle on a RA once the date is exceeded. A field in the User Access File can allow individuals to override this setting.

O = This setting is used to prevent vehicles from being rented to other locations. Vehicles with grounding dates are blocked from one-way rentals (even if the rental is due to return before the grounding date.) Use this field to block individual vehicles from being rented one-way. Note this setting is also available in the Location record (page 4, field 28) which prevents all vehicles at that location with a grounding date from being used on a one-way rental. Note that this logic does not apply to vehicles that have only a grounding odometer. This logic applies to vehicles assigned in RA Open; not vehicles assigned to reservations.

Blank = Accept the global setting in the Location record.

EXAMPLE: Press (RET)

9. INS EFF DATE

If the vehicle has an individual insurance policy, enter the date the policy becomes effective.

EXAMPLE: Type 033108 (RET)

10. INS EXPR DATE

If the vehicle has an individual insurance policy, enter the date the policy expires.

EXAMPLE: Type 033109 (RET)

WARNING!! Entering a date in this field turns on a feature affected by the next field as well as fields in the Location record and the User Access File. Please read the WARNING in the next field.

User tip: This date is shown on the Vehicle Date Expiration Report.

11. INS EXPR CHECK

The date in the above field will be checked when the vehicle is selected for a RA. If the setting for this vehicle should be an exception to the global setting in the Location record, enter one of the following:

W = Warn that the date is exceeded; but allow the rental to continue.

B = Block the use of the vehicle on a RA once the date is exceeded. A field in the User Access File can allow individuals to override this setting.

Blank = Accept the global setting in the Location record.

WARNING: If a date has been entered in the field above, and the Expiration Check field in the Location record, the Vehicle record, and the User Access Record are left blank, the vehicle will be blocked from being used on a RA if the date is exceeded.

EXAMPLE: Press (RET)

12. GROUNDING ODOM

Enter up to 6 numeric characters to specify a maximum odometer limit for this vehicle. Once the current odometer of this vehicle reaches or exceeds this limit, the vehicle can be blocked from further rentals. In the case of leased vehicles it is suggested that you enter an odometer limit at least 1000 miles below the lease's specified mileage limit.

This field may fill in automatically. When in-fleeting new vehicles and the Model Code indicates a grounding odometer, it is automatically entered in this field.

For Hertz users the Grounding Odometer will be updated from the Model Code only for those vehicles with an Acquisition Code that requires grounding. Foreign owned vehicles are not assigned a default grounding odometer.

EXAMPLE: Type 18000 (RET)

User tip: A field in the Edit User Access controls which users can bypass the grounding odometer restriction when renting a vehicle.

13. PURCHASE DATE

Using your selected date format, enter the vehicle purchase date.

EXAMPLE: Type 033108 (RET)

User tip: If entering a vehicle prior to delivery, enter the actual purchase date in this field. Then enter the anticipated delivery date in the "In Service Date" field. When doing this, it is recommended that you use a "not-available" type status in Field 30 in order for the Vehicle Status Rpt. to be accurate. When a Purchase Date or In Service Date is a future date, the "current date" on page 2 of this record will be set to the actual date that the vehicle record is added to the system.

14. IN-SERVICE DATE

Enter the date this vehicle was placed in service or will be placed in service. This date is used in calculating utilization and is observed by the planning calendar.

To pre-load vehicles before they are physically at the rental location, leave this field blank. When this field is blank, the vehicle is ignored by the planning calendar. (The Recalculate Class Needs program on the Planning Menu ignores vehicles with a blank in-service date.) The vehicle is also ignored by the Fleet Availability Report until the in-service date is met.

The first time the vehicle is used in one of the following programs, the In-Service Date field is automatically set to the start date of the transaction. The programs are:

• RA Open or Batch RA Open (exception - if the opening date of the RA is earlier than the existing in-service date, the in-service date is reset to the opening date of the RA.)
• Make Vehicle Available
• Car Wash Entry

When one of these programs sets the in-service date, the next time that Recalculate Class Needs is run the vehicle will be counted on the planning calendar.

EXAMPLE: Press (RET)

15. ELIGIBLE DATE

For vehicles purchased under a manufacturer buy back program, enter the date when this vehicle first becomes eligible for repurchasing by the manufacturer. Vehicles may be selected by this date on the Vehicle Turnback Report.

Note: This field works in conjunction with fields 9 – 11 on pg. 4.

User tip: A field in the Edit Misc. Control Fields record can be used to turn on a feature where the eligible date is used by the planning calendar (Class Availability) to mark the unit's exit from the available fleet. If used, the vehicle drops off the fleet the day before its grounding date.

Using this field will apply a caret (^) with the Vehicle Status Report to advise that the vehicle is now eligible for turn back if the date listed here is less than the date of report or today's date.

EXAMPLE: Type 122008 (RET)

16. WARRANTY DATE

Using your selected date format, enter the date that the new vehicle warranty expires. This field is for information purposes only and does not appear on any CARS+ reports.

EXAMPLE: Type: 040109 (RET)

17. MSO DATE

This field is reserved for a particular CARS+ user. Other users should skip this field.

18. CCADD DATE

This field is reserved for a particular CARS+ user. Other users should skip this field.

User tip: There is a setting that can require an entry be made in this field in the Edit Vehicle Control Record.

1. LOAN TYPE

This field is reserved for a future enhancement.

2. LOAN AMOUNT

Enter up to 8 numeric characters to indicate total amount borrowed, if any, to finance this vehicle. Normally these funds would be furnished by the legal owner shown below. The amount entered should include principal plus interest for entire loan period. Press RET to skip this field.

EXAMPLE: Type 17100.00 (RET)

3. LOAN DATE

Using your selected date format, enter the date the loan went into effect. Press RET to skip this field.

EXAMPLE: Type 033108 (RET)

4. LOAN RATE

For informational purposes only, enter the loan percentage rate. This field will accept up to 2 characters before the decimal point and up to 3 characters after it. This amount is not used in any calculation in CARS+.

EXAMPLE: Type 4.75 (RET)

5. MONTHLY PMT

Enter up to 6 numeric characters to indicate the amount of the monthly loan payment. Monthly payment should include principal plus interest. Normally this would be paid to legal owner shown below. Press RET to skip this field.

6. LAST PMT DATE

When the Lease/Loan Payments program is executed, this field is updated by CARS+ to indicate the date of the last payment made. You should not have to enter data into this field from the keyboard.

7. BALANCE DUE

When the Lease/Loan Payments program is executed, the monthly payment is automatically subtracted from this field thus giving a revised balance due. For new vehicles, enter the current balance due which will normally be equal to the Loan Amount.

8. PAYMENTS MADE

When the Lease/Loan Payments program is executed, this number is increased by one, thus showing total number of pay­ments made to date. You should not have to edit this field. For new vehicles, enter the total number of pay­ments that have been made to date, if any.

Fields 9 through 11 and field 15, pg. 3 apply to vehicles that have been purchased under a manufacturer guaranteed buy-back program.

9. BUY BACK

Enter:

Y=Yes, this vehicle was purchased under a manufacturer guaranteed buy back program. A "yes" answer causes data in Fields 10, 11, and 12, to appear on various Fleet reports as noted elsewhere in this manual.

N=No, this vehicle is not part of a manufacturer guaranteed buy back program.

For Hertz users, this field may fill in automatically when in-fleeting new vehicles. That happens if the Model Code has grounding days set up and the vehicle's Acquisition Code is "Y".

EXAMPLE: Type Y (RET)

10. ICD DATE

For vehicles purchased under a manufacturer buy back program, enter the interest commencement date. This date will appear on the Vehicles Purchased Report and the Lease/Loan Report.

EXAMPLE: Type 040108 (RET)

11. ACCEPTED DATE

For vehicles purchased under a manufacturer buy back program, enter the date when this vehicle was accepted by the manufacturer (or auction) for repurchase. Note, this is NOT the sales date. This is the date the vehicle was turned over to the manufacturer or auction. Vehicles which have an Accepted Date but no Sold Date appear on the Vehicles Sold Report but are not included in any subtotal or averages.

When a date is entered in this field, the following message displays:

ENTER N-TYPE STATUS CODE OR SPACE TO ABORT

Vehicles with an Accepted Date must be in a not-available type Status. If you have entered the date in this field in error, press the space bar to abort the entry.

User tip: Vehicles flagged for the Daily depreciation method, stop being depreciated according to the accepted date. Vehicles flagged for the Monthly depreciation method stop being depreciated at their sale date.

12. LEGAL OWNER

Enter up to 8 alphanumeric characters to indicate the vendor number of the legal owner. This vendor number must have already been set up in the Vendor File. Leading zeroes must be entered for all numeric entries. Press RET to skip this field. It is advisable to have all legal owners in the Vendor File because the loan payment report program sorts vehicles by legal owner. An invalid number results in a warning message at the bottom of the screen, VENDOR RECORD NOT FOUND.

EXAMPLE: Type FORDCR (RET)

13. LOAN TERM DATE

Enter the termination date of the loan or lease.

EXAMPLE: Type 04-01-12 (RET)

14. LEASE NUMBER

If the vehicle is being leased, use this field to enter the Lease Number.

15. LEASE TAX/MONTH

Use this field to enter the amount per month of the lease payment that is tax.

16. RESIDUAL VALUE

Enter the residual value expected at the end of the lease.

17. PURCHASE DEALER

This field is used to indicate the vendor number of the dealer where the vehicle was purchased. The dealer must be set up in the Vendor File prior to entering the code here.

Note: Due to space limitations, vendor numbers used in this field are limited to 6 characters (instead of the normal 8 characters.)

18. INVOICE NO.

Enter up to 15 alphanumeric characters representing the invoice number of the vehicle. This field is for information purposes only and does not appear on any CARS+ reports.

EXAMPLE: Type PR59234300 (RET)

19. REPLACEMENT COST

The rental agreement print program can be configured in such a way that the renter's responsibility for damage can be calculated based on the capital cost of the vehicle (Field 24 on Page 4) or on the replacement cost (this field). Entering a replacement cost in this field will take precedence over the capital cost.

EXAMPLE: Type 18500 (RET)

User tip: Most RA print programs in CARS+ are not configured to do this calculation. Adding this feature to an existing RA print program is a chargeable enhancement.

This field defaults to the value carried from the Model Code File. If no value is in the Model Code File, you may enter in dollars and cents, any prepaid license fees that were made at the time of purchase. Note: The contents of this field can be prorated to a daily charge and automatically applied to rental agreements See the chapter on Edit Optional Charge Codes and the chapter on Edit Miscellaneous Control Fields for detailed instructions.

EXAMPLE: Type 56.89 (RET)

NOTE: The next three fields are display only except that access is granted to only those vehicles whose current status code is "S" (sold). Sales of a vehicles are recorded in the Sell A Vehicle program. Data entered on that screen will display in Fields 21 - 23 here.

21. SALE DATE

This field displays the sale date entered in the "Sell a Vehicle" program.

22. SALE PRICE

This field displays the amount received from selling this vehicle which is entered through the "Sell a Vehicle" program.

After a vehicle has been sold, the Net Gain or Net Loss amount will appear to the right (based on Current Value).

23. SOLD TO

This field displays the name of the party that purchased the vehicle.

THE NEXT SERIES OF Fields pertain to vehicle depreciation. Refer to the chapter: Vehicle Depreciation for more information.

Note that a discussion of the vehicle depreciation logic is included: User Guide to Lease/Loan Payments and Depreciation.

24. CAPITAL COST

Enter up to 9 numeric characters (7 before the decimal point and 2 after) to indicate the value of the vehicle as capitalized in your accounting records. For new vehicles, this is always the original value.

EXAMPLE: Type 18000.00 (RET)

25. CURRENT VALUE

Enter up to 9 numeric characters (7 before the decimal point and 2 after) to indicate the cur­rent depreciated value of the vehicle. When the vehicle is first capitalized, you must enter the full value as shown in the previous field. At the end of each month, the computer will reduce this value by the amount of depreciation in Depreciation Amount field.

EXAMPLE: Type 18000.00 (RET)

26. DEPR TYPE

Enter one of the following:

M = This vehicle will be depreciated on a monthly calculation basis.

D = This vehicle will be depreciated on a Daily calculation basis.

EXAMPLE: Type M (RET).

Note: "Last Run" feature in the Vehicle Depreciation program is not available for those users who chose "daily" depreciation.

27. DEPR CODE

Enter 1 alphanumeric code to assign a depreciation group to this vehicle. This code allows you to run separate depreciation schedules on various vehicles in your fleet. Depreciation codes can relate to leased or purchased vehicles, financing vendor, etc.

This field is optional.If all vehicles will be depreciated the same way and all at the same time, skip this field.

EXAMPLE: Type 3 (RET)

28. DEPR
PERCENT

29. DEPR
AMOUNT

Enter a percentage or up to 7 numeric characters (5 before the decimal point and 2 after) for an amount to indicate the monthly depreciation. These two fields are mutually dependent in that data entered into one will cause an adjustment to the other.

For vehicles depreciated on a MONTHLY calculation:

Depreciation percent is the MONTHLY percentage of the Capital Cost that will be subtracted to obtain Current Value. When you enter a percentage here, the dollar depreciation amount will display in the next field.Conversely, if you enter a dollar amount, the related percentage is computed and displayed.

EXAMPLE: Type 2.30 (RET).
EXAMPLE: Type 414.00 (RET)

For vehicles depreciated on a Daily calculation:

Enter the daily depreciation amount. This field will accept up to 2 characters to the left of the decimal and four characters to the right (the field accepts fractional cents.)

EXAMPLE: Type 7.275 (seven dollars, twenty seven and a half cents per day) (RET)

(The percent field is not accessible on vehicles with a daily depreciation.)

30. LAST DEPR

When the depreciation program is executed, the current date is automatically inserted here. You should not have to enter data in this field. Press RET to skip field.

31. DEPR COUNT

Each time the current value is depreciated, this counter is raised by one.In this way you will always know the number of times the monthly depreciation has been taken. You should not have to edit this field. When adding a new vehicle, enter the number of times you have depreciated to date.

32. DEPR START DATE

The Vehicle Purchase Date from page 1 will fill in automatically in this field. If you want to accept it, simply press (RET). Otherwise, using your selected date format, enter the date of the first day this vehicle is to be depreciated.

For vehicles depreciated using the Monthly method, this date takes precedence over the Purchase date. Therefore, if the Purchase Date is Jan. 6, and the Depreciation Start Date is February 15, the vehicle will not be eligible for depreciation in January. February will be the first month in which depreciation could be calculated.

For vehicles depreciated using the Daily method, this is the first inclusive day of depreciation.

EXAMPLE: Press (RET)

33. MISC CODE

This 1 character alphanumeric field is accessible with the CARS+ Report Writer. This data currently does not appear on any CARS+ reports.

34. MISC AMT

This amount field can be used to store any other dollar amount not specified elsewhere on this screen. As an example, purchase incentive bonus can be entered here. The field will accept any number up to 9999.99. Like the other Miscellaneous field, this data currently does not appear on any CARS+ reports but is accessible with the CARS+ Report Writer.

35. GST ON PURCHASE

If needed, record the amount of GST (federal tax) paid on the vehicle when purchased.

36. TAX ON PURCHASE

If needed, record the amount of sales tax (such as a state or provincial tax) paid on the vehicle when purchased.37

37. GST ON SALE

If needed, record the amount of GST (federal tax) on the vehicle when it was sold. At this time there is not a corresponding field in the Sell A Vehicle program. Therefore, when a vehicle is sold, it is necessary to enter this figure in addition to using the "Sell A Vehicle" program.

For CARS+ users in Ireland: The VRT tax is paid at the time of buying the vehicle. If a partial refund is made at the time of the sale and entered in the Enter VRT Batch program, the refunded amount will show in this field and the receipt number displays to the right.

38. TAX ON SALE

If needed, record the amount of sales tax on the vehicle when it was sold. At this time there is not a corresponding field in the Sell A Vehicle program. Therefore, when a vehicle is sold, it is necessary to enter this figure in addition to using the "Sell A Vehicle" program.

39. BATCH NO.

To keep track of vehicle sales by applying batch numbers, enter up to 6 characters representing the batch number that includes this vehicle.

EXAMPLE:Type 1909(RET)

40. TAX REFUND DUE

For certain CARS+ users, a special control file can be set up to enter tax refund percentages. If set up, the calculated tax refund due will display in this field (and cannot be edited).

42. CASHBACK

This field is used to record rebates on vehicles.

1-10 FEATURE

Refer to the chapter Overview - Vehicle Features for set up instructions and a guide on how to use this logic.

11.

MODEL DESC

This field is used for a specific client.

Enter up to 60 characters that represents this model's description.

EXAMPLE: Press (RET)

ENTERING A NEW GROUP OF VEHICLES - CLONING RECORDS

Frequently, many of the vehicles purchased in a group have similar charac­teristics. This means many data fields will contain the same information for each vehicle. You may carry data forward from vehicle to vehicle dur­ing data entry and greatly reduce entry labor.

User tip: Cloning vehicle records is not allowed when automatic number assignment is turned on.

Follow these Steps.

1. Enter the first vehicle in a series of similar vehicles, completing all pertinent data fields. Save the record by pressing "F1" when the cursor is at the "OPTION:" field.
2. Pull the new record back up on the Vehicle Inventory Control screen.
3. Drop down to Field 1, press "F3" to erase the vehicle number. Then erase all fields with data you do not want to carry forward to the next new vehicle.
4. Return to the "OPTION:" field and press "F3" again. This sequence tells CARS+ to remember all of the data left on Page 1 and Page 2 of the Vehicle Inventory Control screens.
5. Drop back down to Field 1 and enter the next vehicle's stock number. Fill in all other fields that are unique to this vehicle.
6. Return to the "OPTION" field and save the new vehicle by pressing "F1".
7. Steps 4 and 5 can be repeated for all new similar vehicles. To stop this cloning feature you must exit the Vehicle Inventory Control program.

CHANGING VEHICLE UNIT NUMBERS

If you want to change the vehicle # of a vehicle already in the Inventory file, you must use the Change Vehicle Number program on the Fleet Menu. This program permits the change in the Inventory file and then substitutes the new number in any affected records in the RA and Vehicle History files.

SELLING A VEHICLE

Vehicles cannot be deleted out of the Vehicle File. Instead, they are sold and later purged. Vehicles are sold by using the Sell A Vehicle program on the Fleet Menu.

Because CARS+ uses interdependent files (see the introduction to purging), sold vehicles cannot be purged off the system until all rental agreements referencing these vehicles have first been purged. The fact that most users keep at least 12 months of closed RAs means that sold vehicles remain in the vehicle file for at least 12 months. Most fleet reports ignore sold vehicles.