Accessing the Damage Report Entry program
The program can be accessed by any of the following methods:
- Selecting Damage Report Entry from a menu.
To access the program from a menu, type DMGENT (RET) at any menu "OPTION:" field or the appropriate line number on the Damage Tracking Submenu off of the History/Maintenance menu.
- From the RA Open screen.
Select Subwindow "Z" for the Damage Report Entry screen.
- From the RA Close screen.
When bringing a contract up on the RA Close screen, a question is asked if damage occurred on the vehicle. By typing "Y" (Yes), the Damage Report Entry screen will be invoked.
The program is made up of the following two pages:
- Page 1 is used to record all the details of the accident/damage including witnesses, police reports and the initial description of the damage done to the vehicle.
- Page 2 is used to track the processing of the resulting damage claim including the accounting for extra charges that must be invoiced against the renter or refunds that must be issued.
Page 1 will display as shown below.
OPTION: ______________ DAMAGE REPORT ENTRY
1 RA# * Renter * Dmg Rpt*
2 Non-Rev# * Address * VIR Sta*
3 Unit # * City/St/Z */*/*
4 Accident DetailsN Reg# *
5 Customer Present* Open Date * Make *
6 Renter Driving? Y Open Loc * Model *
7 Driver Injured? N
8 3rd Party Invld?* Clos Date * Year 00
9 Admits Fault? * Clos Loc * Own Loc*
10 Damage Covered? Y Cvg Sold * Excess * Chg on RA N (Y/N)
11 Nature of Breach*
12 Renters Claim # *
13 Excess Charged *
14 Accident Desc *
15 Damage Code * 16 Type *
17 Damage Code * 18 Type *
19 Damage Code * 20 Type *
21 Damage Code * 22 Type *
23 Damage Code * 24 Type *
F1=SAVE F3=ERASE F6=SEARCH F8=NEXT PAGE F10=MAP N=NOTES
|
Recalling a previously saved damage report
The
Option
Field can be used to pull up a previously saved damage report. Type the
number sign (also called the pound sign) ( # ) followed by the damage
report number.
EXAMPLE: Type #12345 (RET)
Damage reports
can also be found by performing an F6 search. Search methods include:
- Vehicle number
- License plate number
- RA number
- Accident date
- Follow-up date
Searches can also be limited by Status.
Creating a new entry
If the program is called from the RA Open or RA Close screen, the details of the relevant contract will be automatically displayed in several fields on the screen. If called from the Damage Menu, there will not be data in any fields. Enter data as follows:
| 1. RA# |
If the program is called from the RA Open or RA Close screen, the RA number will automatically display in this field.
If
accessed from the menu and the damage occurred while the vehicle was on
rent, enter the contract number. An automatic search of the Vehicle
Damage File will take place. If unrepaired damages are found, the
damage report record will display in the search in the lower part of
the screen. Enter a line number to display the report data.
If the damage report does not apply to a RA, skip this field. EXAMPLE: Type T3001212 (RET) |
| DISPLAY ONLY FIELDS |
If a RA number was entered in Field 1, several fields in the center and
right hand columns will display pertinent information about the RA and
the vehicle. The data in these fields cannot be accessed from this
screen. |
| 2. NON-REV# |
If the damage occurred while the vehicle was on a non-rev movement,
enter the non-rev ticket number. Otherwise, skip this field.
EXAMPLE: Press (RET). |
| 3. UNIT # |
If a RA number was entered in Field #1 or a Non-Rev number was entered into Field #2, the unit number that is currently on that transaction will
automatically be entered in this field. If the damage should apply to
another vehicle that was on the transaction earlier (vehicle exchange), enter the unit number.
If no transaction number was entered in the first two fields (the damage was not related to a rental or non-rev), enter the
vehicle number involved. If the system is configured to access vehicles by their license number, enter the license plate number in this field.
If there is only one vehicle on file with the unit number entered,
all pertinent data relating to that vehicle will be loaded. If more than one vehicle is on file with the unit number
(multiple owners), the Vehicle File Search program will automatically be called
and all vehicles with a matching unit number will be displayed for
selection.
EXAMPLE: Type 592 (RET).
The following message may display:
VEHICLE HAS UNREPAIRED DAMAGES.
DO YOU WISH TO SEE EXISTING DAMAGE?
This message appears if the vehicle has an existing unrepaired damage record. Enter:
Y = the damage information is displayed on the bottom half of the screen.
N = Do not show the damage; instead, continue with this report. User tip: If the "Ausie Rules" flag is not turned on in the Edit Damage Control Record, this field is required.
|
| 4. ACCIDENT DETAILS |
This field is used to call a pop-up window where accident details can be entered. These include the date/time of the accident, the address of the accident, the police officer information and witness information.
If a date is not entered in this window, the current date/time are used for the accident date/time.
Enter:
Y = A pop-up window will appear where accident details can be entered.
N = There are no details to enter.
EXAMPLE: Type Y (RET)
An example is
shown below.
OPTION: ______________ Accident Details
1 Date/Time */*
2 Address 1 *
3 Address 2 *
4 Police Name *
5 Police Badge# *
6 Police Station *
7 Police Rpt# *
8 Witnesses? *
9 Rental Violation *
10 Legal Violation *
|
When an existing damage report is brought to the screen, this field displays a "Y" if an accident date was previously entered in the pop-up window "Date/Time" field. If that field is blank, a "N" displays in this field.
|
ACCIDENT DETAILS POP-UP WINDOW FIELDS
1. DATE/TIME
|
Enter the date and time that the damage occurred. The date is a required field.
|
2. ADDRESS 1
|
Enter the street address where the damage occurred. This field accepts up to 30 alphanumeric characters.
EXAMPLE: Type CORNER OF GRAND AND 4TH STREET (RET)
|
3. ADDRESS 2
|
Enter the the locality (city, state/province, and postal code) of where the damage occurred. This field accepts up to 30 alphanumeric characters.
EXAMPLE: Type SANTA ANA, CALIF (RET)
|
4. POLICE NAME
|
If a police officer was called to the scene, enter up to 18 alphanumeric characters representing the officer's last name.
EXAMPLE: Type MURPHY (RET) |
5. POLICE BADGE#
|
Enter up to 10 alphanumeric characters for the officer's badge number.
EXAMPLE: Type 18881020 (RET)
|
6. POLICE STATION
|
Enter up to 20 alphanumeric characters for the police officer's station.
EXAMPLE: DOWNTOWN (RET)
|
7. POLICE RPT#
|
Enter up to 20 alphanumeric characters for the police report number.
EXAMPLE: 789456DM(RET)
|
8. WITNESSES
|
Indicate whether or not there were witnesses when the damage occurred. Enter:
Y = Yes
N = No
EXAMPLE: Type: Y (RET)
When
"Y" is entered in this field, a second pop-up window automatically displays so
that data about one or two witnesses can be entered. Customer records
are created for witnesses entered in this window. The customer type
assigned to them is specified in the Edit Damage Control
record. An example of a blank window is shown below. Enter data in
Fields 1 - 4 (W1) for the first witness. Enter data in Fields 5 - 8
(W2) for the second witness.
OPTION: ______________ WITNESS DATA ENTRY
1 W1 Last/First */*
2 W1 Address *
3 W1 City/St/Zip */*/*
4 W1 Phone *
W1 Cust# *
5 W2 Last/First */*
6 W2 Address *
7 W2 City/St/Zip */*/*
8 W2 Phone *
W2 Cust# *
|
On
a previously saved report, passing the cursor through this field will
cause the pop-up window to display if there is a "Y" in this field.
|
9. RENTAL VIOLATION
|
Enter up to 20 characters to note if there was a violation of the rental agreement terms.
EXAMPLE: Type RENTER WENT OFF ROAD (RET)
|
10. LEGAL VIOLATION
|
Enter up to 20 characters to note if there was a legal violation that caused the damage.
|
CONTINUATION OF DAMAGE REPORT ENTRY FIELDS
|
5. CUST PRESENT? |
Indicate whether or not the primary renting customer was present at the time of the accident/damage.
Y = Yes
N = No
EXAMPLE: Type: Y (RET)
User tip: If the "Ausie Rules" flag is turned on in the Edit Damage Control Record this field is required.
User tip: If the "Ausie Rules" flag is not turned on in the Edit Damage Control Record, the "Cust Present" and "3rd Party Invld" fields can be
configured as required fields. Contact Thermeon's Customer Support
Dept. and ask for "GVT record DMGENT67". |
6. RENTER DRIVING?
|
Indicate whether or not the primary renting customer was driving when the damage occurred.
Y = Yes
N = No
EXAMPLE: Type: Y (RET)
When "N" is entered in this field, a pop-up window automatically
displays so that data can be entered for the other driver. An example is
shown below.
OPTION: ______________ OTHER DRIVER ENTRY
1 Last/First */*
2 Phone *
3 DOB *
4 DL #/St/Exp */*/*
Cust# *
|
On
a previously saved report, passing the cursor through this field will
cause the pop-up window to display if "N" was entered in the field.
User tip: If the "Ausie Rules" flag is turned on in the Edit Damage Control Record, this field is required. |
7. DRIVER INJURED?
|
Indicate whether or not the driver was injured when the damage occurred.
Y = Yes
N = No
EXAMPLE: Type: N (RET) |
|
8. 3rd PARTY INVLD? |
Indicate whether or not there was a third party involved in the accident.
Y = Yes
N = No
EXAMPLE: Type: Y (RET)
(On
a previously saved report, passing the cursor through this field will
cause the pop-up window to display if "Y" was entered in the field.)
When
"Y" is entered in this field, a pop-up window automatically displays so
that data can be entered for up to 5 additional parties. An example of a blank screen is shown below.
OPTION: ______________ 3RD PARTY DATA ENTRY
Last Name/First Name Phone/Inj/Ins Co/Hertz Veh
1 */* 2 */*/*/*
3 */* 4 */*/*/*
5 */* 6 */*/*/*
7 */* 8 */*/*/*
9 */* 10 */*/*/*
|
When the cursor is placed in a field, another pop-up window appears which provides fields for the additional party data. A completed window is shown below with comments following the screen illustration.
OPTION: ______________ 3RD PARTY DATA ENTRY
1 Last/First JOHNSON/REMY
2 Address 11 OAK DR
3 City/St/Zip SANTA ANA/CA/92705
4 DL #/St J456789/CA
5 DL Expire/DOB 05-02-12/05-02-81
6 Phone/Cell 714-555-1212/714-567-2323
7 Descr GRAY JEEP CHEROKEE
8 Ins Co AETNA
9 RegNo JEG102
10 3rd Party Injured? N
11 Rented Vehicle? *
Cust# *
Notes:
12 *
13 *
14 *
15 *
16 *
|
Most of the fields are self-explanatory. The following notes are provided for those that are not:
Field 7, "Descr" is for a description of the 3rd party's vehicle.
Field 8, "Ins Co" is provided for the 3rd party's insurance company data. Field 9, "RegNo" is for the 3rd party's vehicle license number.
Field 10, "3rd Party Injured" - indicate with a "Y" for yes or "N" for no.
Field 11, "Rented Vehicle?" - indicate with a "Y" for yes or "N" for no.
Fields 12 - 16, "Notes" - displays the first 5 lines of Notes attached to the 3rd party.
A
customer record is automatically created for the third party entered in
this window. The customer type assigned is specified in the Edit Damage Control record.
To access the 3rd party's details again, place the cursor in the appropriate field (such as Field 1), and press Shift/F7.
User tip: If the "Ausie Rules" flag is turned on in the Edit Damage Control Record, this field is required.
User tip: If the "Ausie Rules" flag is not turned on in the Edit Damage Control Record, the "Cust Present" and "3rd Party
Invld" fields can be configured as required fields. Contact Thermeon's
Customer Support Dept. and ask for "GVT record DMGENT67". |
| 9. ADMITS FAULT? |
Access is granted to this field only if a "Y" was entered in the "3rd
Party Involved" field. Indicate whether or not the 3rd party admits to being at fault.
Enter:
Y = Yes
N = No
EXAMPLE: Type: Y (RET)
When "Y" is entered in this field, a pop-up window automatically
displays so that data can be entered regarding the third party being at
fault. Each line will accept up to 60 characters. Data entered with
automatically wrap to the next line. An example of a completed window is shown below:
FAULT DESCRIPTION
1. MR JOHNSON ROLLED THROUGH THE STOP SIGN AND HIT THE RENTER'S
2. VEHICLE. MINOR DAMAGE TO PASSENGER SIDE.
3.
4.
5. |
On
a previously saved report, passing the cursor through this field will
cause the pop-up window to display if "Y" was entered in the field.
|
| 10. DAMAGE COVERED? |
Based on whether or not LDW was accepted on the RA or included in the rate, this field will default to either "Y" or "N". If the default is "Y" and the damage is covered by some LDW like coverage that was on the rental, it may be changed to "N":
Y = Yes, the damage is covered. If a deductible applies and the damage is greater than the deductible, the customer will be limited to the amount of the deductible.
N = No, the damage is not covered. Therefore, the customer is responsible for all damage costs.
EXAMPLE: Type N (RET)
Three display fields continue this row to the right.
User tip: To change the default for this field to "N", contact Thermeon Customer Support to have GVT record "DMGCVDN" set up.
|
CVG SOLD
|
If a LDW type option was on the RA, the option code displays in this field.
|
EXCESS
|
This field displays the limit on the customer's responsibility.
|
CHG ON RA
|
This field displays whether or not there is already a damage charge on the RA.
|
11. NATURE OF BREACH
|
If coverage was sold and the 'Damage Covered' field is marked "N", data must be entered in this field to explain why the coverage was invalidated. Use up to 30 characters to explain the breach in coverage.
EXAMPLE: Type UNAUTHORIZED DRIVER (RET)
|
| 12. RENTER'S CLAIM # |
Enter up to 15 alphanumeric characters representing the renter's claim number.
EXAMPLE: Type CN1234 (RET)
|
| 13. EXCESS CHARGED |
The default amount for this field is the coverage responsibility that applies to the RA. This can be edited to a lower amount. The charge cannot be greater than the customer's coverage responsibility.
EXAMPLE: Type 120.00 (RET)
If a Damage Option Code is defined in Edit Misc Control Fields, and this Damage Report is linked to a rental agreement (Field 1):
If the RA is open, the amount entered here will automatically be applied to the rental agreement as an optional charge.
If the RA is closed and the Edit Damage Control Record allows damage charges to be added to Closed RAs, it will appear as an unposted additional charge. On saving the Damage Report, the system will call either Edit Closed RA or Edit Posted RA, so that this additional charge can be subject to any appropriate taxes. Therefore, the amount entered here should be the net damage charge as taxes and surcharges will be applied by the appropriate Close program.
|
14. ACCIDENT DESC
|
Press (RET) in this field causes a pop-up window to display where up to 9 lines of notes can be entered.
EXAMPLE: THIRD PARTY ROLLED THROUGH STOP SIGN; HIT FRONT PASSENGER SIDE; BROKE HEADLIGHT (RET)
Upon exiting the pop-up widow, the first 50 characters of notes will display in this field.
|
| 15. DAMAGE CODE |
Fields
15, 17, 19, 21, and 23 are used to record where the damage incurred on the vehicle. The terms shown are the
description field from Vehicle History Service Codes which are
configured to display on the Damage Entry screen. These Service Codes
can be configured to display for all vehicles or they can be set up to
apply only to certain Model Codes.
Press Shift/F7 to access a
pop-up window of the codes. Highlight the code and press (RET) to
select it. Press (RET) again to move the cursor to the description
field. To accept the existing description, press (RET) again. Or enter
up to 30 alphanumeric characters for a more detailed description by
typing over the existing one.
Each field that has data entered into it will create a unrepaired (not closed) Vehicle History Record .
EXAMPLE: Type FRONT PASSENGER FENDER (RET) |
16. TYPE
|
Fields
16, 18, 20, 22, and 24 are used to record a description of the damage
that incurred. The
single character entered in this field is a code for the type of damage
that occurred, such as: scratch, dent, broken, missing, etc. The codes entered here are validated against the Damage
Type Codes which are set up in the Edit Damage Codes Records program.
EXAMPLE: Type D (RET)
User tip: If the "Ausie Rules" flag is turned on in the Edit Damage Control Record, this field is required.
|
An example of a completed screen is illustrated below:
OPTION: ______________ DAMAGE REPORT ENTRY
1 RA# A0001310 Renter LAMPERT Dmg Rpt44
2 Non-Rev# * Address 12 SHADYWOOD VIR StaC
3 Unit # 001888 City/St/Z ANY/SC/29077
4 Accident DetailsY Reg# 102088
5 Customer PresentY Open Date 04-15-09 Make DODGE
6 Renter Driving? Y Open Loc TUS Model CARAVAN
7 Driver Injured? N
8 3rd Party Invld?Y Clos Date 07-21-09 Year 07
9 Admits Fault? Y Clos Loc TUS Own LocTUS
10 Damage Covered? N Cvg Sold * Excess 1500 Chg on RA Y (Y/N)
11 Nature of Breach*
12 Renters Claim # CN1234
13 Excess Charged 150.00
14 Accident Desc *
15 Damage Code D1 FRONT PASSENGER FENDER 16 Type D DENT
17 Damage Code * 18 Type *
19 Damage Code * 20 Type *
21 Damage Code * 22 Type *
23 Damage Code * 24 Type *
F1=SAVE F3=ERASE F6=SEARCH F8=NEXT PAGE F10=MAP N=NOTES
|
PRESS "F1" AT "OPTION" TO SAVE. A Damage Report number will be assigned sequentially upon saving the entry.
To scroll to the second page, press the "F8" key from the "OPTION" field.
Note that the "Access Claim" field in the user's record in the User Access File controls access to page 2. It can be set so that the user has:
- Access to page 2 and is able to edit the data on page 2
- Access to page 2 but is not able to edit the data on page 2
- No access to page 2
An illustration of page 2 is shown below:
OPTION: ______________ DAMAGE ENTRY - CLAIM INFO
Claim Status 0/* Our Repair Costs *
Damage#/Rpt status */* 9 Misc Costs *
Work Order Status * 10 Third Party Costs *
1 Report Checked * 11 Third Pty Recovery *
2 External Claim * 12 Goodwill Ded *
3 External Closed * Final Liability *
4 External Type * Excess Charged RA *
5 Accident Category */* Charge/Refund Due *
6 Follow-up Date * 13 Amount Refunded *
7 Claim Loc/Empl */* 14 Amount Charged *
8 Maximum Liability * Amount Outstanding *
|
The left column (Column One) is used to track the steps that have been made in processing and closing the claim associated with the accident/damage described on Page 1
The right column (Column Two) behaves much like an adding machine tape and is used to track the total charges associated with the claim. A claim is closed when the Amount Outstanding at the bottom of the column appears as zero.
The bottom half of the screen is the standard Notes subwindow and is used for dated free text comments that can be made during the "life" of the claim.
Enter data as follows:
|
COLUMN ONE
|
|
CLAIM STATUS
|
When
the "Ausie Rules" flag is turned on in the Edit Damage Control Record, this field displays the current status of the claim on saved reports.
In order to progress to the next higher claim level, the requirements
for the previous level(s) have to be met. For example, a
claim cannot go to status '4' without having the "Report Checked" field
set to "Y".
0 = The damage report status is U (unreported). Refer to the Damage Report Status field below.
1 = The damage report status is I (incomplete).
2 = The damage report status is C (complete) but there is not a work order for the damage report.
3 = The damage report status is C, there is a work order, but the Damage Report field "Report Checked" is not Y.
4 = The External Claim field is set to "Y", but the External Closed field is not set to "Y".
5 = There is a positive amount in the Damage Report field "Amount Outstanding" (the renter owes for damage charges).
6 = There is a negative amount in the Damage Report field "Amount Outstanding" (the renter overpaid for damage charges).
7 = All of the above criteria are met.
User tip: After data is entered on this page, the claim status is re-evaluated whenever the cursor is returned to the Option field. |
DAMAGE #
|
This is the Damage Report number carried over from page 1.
|
REPORT STATUS
|
For a saved report, this field displays its status:
U = unreported. (There is not a RA number nor a Non-Rev number associated with the report.)
I =
Incomplete. The following fields are blank: Damage Date, Driver
Injured, Accident Description, Damage Covered. It's indicated that
there was a witness, but the customer number field in the witness
pop-up window is blank. It's indicated that a 3rd party was involved,
but the customer number field in the 3rd party pop-up window is blank.
It's indicated that there was a different driver, but the customer
number field in the other driver pop-up window is blank.
C = complete |
| WORK ORDER STATUS |
If a Work Order has been created for this Damage Report, the Work Order's status is displayed in this field. |
|
1. REPORT CHECKED
|
This
field is accessible for complete reports only. (Damage Report Status
"C" - see field below.) Indicate whether or not a staff member has
read and checked this damage report.
Y = Yes
N = No
EXAMPLE: Type: N (RET) |
|
2. EXTERNAL CLAIM
|
When
the "Ausie Rules" flag is turned on in the Edit Misc. Control Fields
record, access to this field is granted when the Claim Status is 3 or
more. This field defaults to "Y" in any of the following circumstances:
- There is a Renter Claim # (page 1)
- The driver injured field is set to "Y" (page 1)
- 3rd Party Injured field is set to "Y" (3rd Party pop-up window)
- Damage Covered field is not set to "Y" (page 1)
Indicate whether or not there is a claim filed with an insurance company.
Y = Yes
N = No
EXAMPLE: Type: N (RET)
|
|
3. EXTERNAL CLOSED
|
This field is accessible only when the External Claim field is set to "Y". Indicate if the external claim is closed.
Y = Yes
N = No
EXAMPLE: Press (RET)
|
4. EXTERNAL TYPE
|
Enter
up to 12 alphanumeric characters for the external claim type. This
field is accessible only when the "External Claim" field is set to "Y".
EXAMPLE: Press (RET) |
| 5. ACCIDENT CATEGORY |
Enter up to 3 characters for an appropriate Claim Category Code to indicate the general direction that the processing of this claim is taking. Press Shift/F7 to access a pop-up window list of the Claim Category list. These records are created in the Edit Claim Category Codes program. After entry of a valid code, the code description will appear in the second field.
EXAMPLE: Type 1 (RET)
|
6. FOLLOW-UP DATE
|
Enter the next date into the future when this claim should be looked at again for some follow-up. Examples are; renter's personal auto insurance promises a report by the 15th or Third party promised payment by the 20th. Entering
a date in this field brings up a pop-up window of the next 5 available
lines in the Notes record for the details of this follow-up event. Data must be entered in the first line. The
data will automatically wrap around to the next line when appropriate.
Remove this date after the follow-up event has occurred and the results have been recorded in the Notes subwindow.
|
| 7a. CLAIM LOCATION |
Enter the Location Code of the location that will be held responsible to tracking this claim until it is closed. |
| 7b. CLAIM EMPLOYEE |
Enter the Employee Code of the individual who will be held responsible to tracking this claim until it is closed. |
| 8. MAXIMUM LIABILITY |
If the damage is covered, (Page 1, Field 10 Damage Covered = Y), the amount of the edited damage responsibility (Field 13 on Page 1) displays here.
If the damage is not covered, it displays the repair costs plus third party costs and third party recovery.
|
|
COLUMN TWO
|
| OUR REPAIR COSTS |
The total repair costs associated with the work order matching this damage report displays here. |
| 9. MISC COSTS |
Enter the amount of any other costs associated with this damage report that are not included in the Work Order repair costs. This could include any "loss of use" charge that is to be applied.
EXAMPLE: Type 100.00 (RET)
|
| 10. 3RD PARTY COSTS |
Enter any third party costs that are owed and thus need to be included in this claim. |
| 11. 3RD PTY RECOVERY |
Enter any third party recovery costs received for this claim that will reduce the amount owed by the renter. |
| 12. GOODWILL DED |
An amount entered in this field is deducted from the damage charged to the renter.
For example, the renter may have been charged $400 for the damage. If the
repair cost came to $410, to avoid charging the renter for the $10
balance, enter $10 in this field as a "goodwill" reduction you are
extending to the renter.
|
| FINAL LIABILITY |
This is the lesser of the Maximum Liability or our costs less the adjustments above. |
EXCESS CHARGED RA
|
This
field displays the amount of damage/responsibility that was charged on the rental agreement at the time of close.
|
CHARGE/REFUND DUE
|
This field displays the final claim liability, either positive or negative. It is calculated by subtracting the Excess Charged RA from the Final Liability.
If this amount is positive, the renter owes you money for this claim. Either enter this amount in field 14 below to invoice the renter for the amount or enter this amount in field 12 above to write the amount owed off.
If this amount is negative, you owe the renter this amount as a refund for over charging for the damage on the RA. Enter this amount in Field 13 to refund the amount to the renter.
|
13. AMOUNT REFUNDED
|
If the customer was charged more than the repair costs, enter the amount to be refunded to the customer.
If the Edit Damage Control Record allows damage refunds to be added to RAs, it will appear as an unposted negative charge. On saving the Damage Report, the system will call
either Edit Closed RA or Edit Posted RA, so that this additional charge
can be subject to any appropriate taxes. Therefore, the amount entered
here should be the net damage refund as taxes and surcharges will be
applied by the appropriate Close program.
|
14. AMOUNT CHARGED
|
If the repair costs were more than the initial charge to the customer, enter the balance charged to the customer.
If the Edit Damage Control Record allows additional damage charges to be added to
RAs, it will appear as an unposted additional charge. On saving the Damage Report, the system will call
either Edit Closed RA or Edit Posted RA, so that this additional charge
can be subject to any appropriate taxes. Therefore, the amount entered
here should be the net damage refund as taxes and surcharges will be
applied by the appropriate Close program.
|
AMOUNT OUTSTANDING
|
Any balance due from or owed to the customer. The goal of a completed claim is to bring this amount to zero (see the notes on the field Charge/Refund Due above).
|
|
|
NOTES
|
The
Notes subwindow always displays on the lower part of the screen on page
2. New entries can be added, but existing entries cannot be deleted or
edited.
User tip: When the data on page 2 is edited, an
automatic entry is made on the Damage Note. The data recorded is the
field name, old value, new value, employee code, data and time of the
edit, thus a complete audit trail is maintained.
|
PRESS "F1" AT "OPTION" TO SAVE.
PRINT OUTPUT FROM THE DAMAGE REPORT ENTRY PROGRAM
The following can be configured to print under the conditions noted when the F1 Save key is pressed:
QUESTION
|
DESCRIPTION
|
PRINTED WHEN...
|
PRINT CURRENT DAMAGE REPORT?
|
Answering "Y" will print the Vehicle Accident Report if a program has been indicated in field 26 of the Print Library. This form will print all of the fields on page 1 of the Damage Report Entry screen with blanks for the fields that have been left blank. This is to be given to the renter so that he can complete the report and return it for later data entry.
If the GVT "BOOTRPT" is in place rather than printing the Vehicle Accident Report, the program will print the Boot Report - a listing of all known un-repaired damages for the vehicle.
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The Report Status = "I" (incomplete)
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PRINT DAMAGE STICKER?
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Answering "Y" will print the Damage Sticker if a program has
been indicated in field 28 of the Print Library. This form will print the description of all of the NEW damages that were reported on Page 1 of Damage Report Entry. It is meant to be placed in a visible place within the vehicle to indicate that the unit needs inspection and perhaps should be pulled for the active fleet.
This "sticker" can also be printed from the Damage Work Entry program as well.
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The Claim Status is 1 or 2
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PRINT ACCIDENT LETTER?
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Answering "Y" will print a letter to the renter if a program has
been indicated in field 27 of the Print Library.
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The Customer Present field on page 1 (Field 5) = "N"
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DO YOU WISH TO PRINT A DAMAGE LETTER?
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Answering "Y" will print a letter to the renter announcing the total of all additional damage related charges that are being invoiced at the close of the claim.
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The Amount Charged field on page 2 is not blank.
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PRINT FINAL CORRESPONDENCE LETTER?
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Answering "Y" will print a letter to the renter announcing that the damage claim has now been closed. |
The Claim Status is 5 or higher
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SEARCHING THE DAMAGE REPORT FILE
Mulitple methods can be used to search the Damage Report File:
OPTION: _ DAMAGE REPORT SEARCH
F1=VEH # F2=LIC # F3=RA # F4=Accident Date F5=Followup Date F6=Status
VEH#/LIC# Dmg Rpt# Dmg Date Repair Date RA# Cost Status
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F1 = by vehicle number
F2 = by the vehicle's license plate number
F3 = by RA number
F4 = by the accident date.
F5 = by the follow up date
F6
= filter (limit) the search to those damage reports in a particular
status. Enter: U = unreported (no RA or Non-Rev; I = incomplete; C =
complete)
NOTE: Cars+ keeps a record of the Date, and Time this record was last modified as well as the user that made the modification. A report for this can be requested by the Thermeon Support Staff.
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