Use this program to set up and define the Service Codes that are used by various maintenance and damage programs.

Every record that is entered into the Vehicle History File must be identified with a Service Code. Some Service Codes are reserved for use by the system for history records that are automatically generated. The bulk of the codes, however, are available for definition and use for users. Service Codes fall into the following groupings:

1) Code 00 = Reserved for Rental Agreements which are automatically posted to the Vehicle History File.

2) Codes 01-10 = User defined scheduled routine maintenance tasks that are time and mileage sensitive, such as oil changes. These codes are used in generating the Maintenance Warning Report. A field in the Location record is used to turn on a "warning" feature on the RA Close program. If turned on, as each RA closes, the history record of the vehicle is examined to determine if a scheduled service is overdue. If it is, an advisory warning message is displayed on the RA Close screen. In addition, your system can be configured to print a Hold Ticket right after printing the RA so that the vehicle can be sent for maintenance prior to being rented again. A field in the Print Library record is used to turn on the Hold Ticket feature.

3) Codes 90-99 = Reserved by CARS+ for history records that are created for specific situations. Some of these records may be automatically written by CARS+ while others must be entered from the key board. Examples of system Service Codes are:

90 = On Loan at Other Rental Operation.
91 = Traffic Tickets.
92 = Damage records
93 = Non-Rev Movement
94 = Change in odometer reading (lost mileage).
95 = Reserved (formerly used for recording the sale of a vehicle. The code used for selling a vehicle is now entered in the Vehicle Status Code record)
96 = Car Wash record
97 = Hold Codes
98 = Vehicle insurance information

99 = Lot record

The Service Codes above can only be setup, changed or deleted by a user signed on to the system with employee code "CARS".

4) Codes starting with X, Y, or Z = These codes are also reserved for records that are automatically created and should not be used for other purposes. Existing codes within this reserved range are:

X1 = vehicle location check. In order to track all transactions and movements of vehicles, the following programs write a vehicle location record to the history file using history code X1:

Foreign RA Entry
Hertz One-Way RA Close
Hertz Merge One-Way RAs
Make Vehicle Available
Car Wash Entry
Edit Exchange
Physical Inventory Update
Non-Rev Movement (if returning location is changed at close)
Preventative Maintenance Update

X2 = Depreciation. When a 'real run' is processed, it creates a record in the Vehicle History File using Service Code X2. The amount of the depreciation is entered as the 'cost' for the history record.

X3 = Lease Loan Payment. When a 'real run' is processed, it creates a 'X3" record in the Vehicle History File. The amount of the payment is entered as the 'cost' for the history record.

X4 = Change in the level of the fuel tank when opening a RA or a Non-Rev.

X5 = Import Toll charges creates open tickets; Toll Charge Processing closes them.

X6 = When the system is configured for transponders in vehicles in order to track toll charges, an "X6" history record is created when an Alt ID# is added, modified, or removed from a vehicle record. (The Alt ID# field is used for the transponder unit number.)

X7 = Import electric vehicle battery charge record

5) Codes 11-89 & all other alphanumeric codes = Any other user defined service or repairs such as:

transmission repair

air conditioning repair

engine repair

brake repair/replace

glass replacement

body work

interior repairs

topping off fluids

tire and wheel replacement

User Tip: Service Codes for the procedures shown below will need to be set up. Thermeon recommends using the service codes noted below, however if that code is already in use for another procedure, any code in the 11 - 89 range or an alphanumeric code will suffice.

Odometer Adjustment - 88

Remember, a Vehicle History Report can be printed for one or more of these Service Codes. Using this feature, vehicles with recurring problems such as radiator fluid leaks can be identified and dealt with.

To access the Service Code File Update program, type SCUPD (RET) at any menu "OPTION:" field or the appropriate line number on the Fleet Controls File Menu. The screen will then display:

OPTION: __ SERVICE CODE FILE UPDATE 1 Service Code 2 Description 3 Cost 20 Hold Code2 4 Mileage 1 21 Hold Code2 Miles 5 Mileage 2 23 Hold Code2 SC 6 Mileage 3 7 Time 1 8 Time 2 9 Time 3 10 GL Acct 11 Rev Acct 12 Damage Display 13 Hold Code 14 Option Code 15 Option Action 16 Apply Once 17 X Coordinate 18 Y Coordinate 19 Car Graphic 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Enter data as follows:

1. SERVICE CODE	Enter up to 2 alphanumeric characters to indicate the Service Code Number. If this code is already in the Service Code File, CARS+ displays data from the record. If the code is not in the file, a warning message displays at the bottom of the screen, "RECORD NOT FOUND". To add a new record, press (RET) and continue entering data in the remaining fields. The new record is placed in the file when you return to "OPTION:" and press "F1" to save all data. EXAMPLE: Type 1 (RET)
2. DESCRIPTION	Enter up to 35 alphanumeric characters to describe the Service Code Number. EXAMPLE: Type OIL CHANGE, LUBE, FILTER (RET)
3. COST	Enter up to 8 digits in front of the decimal point and 2 digits after to indicate the cost of labour described. This is meant to be a standard cost assigned to the particular task. It is for reference purposes only and is not used in the accounting system of CARS+. However, standard labour costs are totaled when running the Vehicle History Report. This field is optional. EXAMPLE: Type 23.00 (RET)

The following 6 fields are available only for Service Codes 01 through 10 and are used to set up the frequencies at which these services should be performed. To accommodate the likelihood of different types of vehicles requiring these services at different intervals, the fleet can be split into 3 groups with each group having a different elapsed time and mileage requirement.

For example, assume that and oil change should be performed as follows:

Cars		every 3,000 miles or every 90 days (whichever comes first)
Vans		every 4,000 miles or every 90 days (whichever comes first)
Trucks		every 5,000 miles or every 90 days (whichever comes first)

To set up the different intervals mentioned, the screen would look like this:

OPTION: __ SERVICE CODE FILE UPDATE 1 Service Code 1 2 Description OIL CHANGE, LUBE, FILTER 3 Cost 23.00 20 Hold Code2 4 Mileage 1 3000 21 Hold Code2 Miles 5 Mileage 2 4000 23 Hold Code2 SC 6 Mileage 3 5000 7 Time 1 90 8 Time 2 90 9 Time 3 90 10 GL Acct 11 Rev Acct 12 Damage Display 13 Hold Code 14 Option Code 15 Option Action 16 Apply Once 17 X Coordinate 18 Y Coordinate 19 Car Graphic 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

If, on the other hand, ALL vehicles are scheduled for a brake inspection and tune up every 20,000, the screen would look like this:

OPTION: __ SERVICE CODE FILE UPDATE 1 Service Code 2 2 Description BRAKE INSPECTION & TUNE UP 3 Cost 20 Hold Code2 4 Mileage 1 20000 21 Hold Code2 Miles 5 Mileage 2 23 Hold Code2 SC 6 Mileage 3 7 Time 1 8 Time 2 9 Time 3 10 GL Acct 11 Rev Acct 12 Damage Display 13 Hold Code 14 Option Code 15 Option Action 16 Apply Once 17 X Coordinate 18 Y Coordinate 19 Car Graphic 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

The different levels of service (whether the vehicle falls into leve1 1 of 3,000 miles or level 2 of 4,000 miles etc) is specified in a field in the Model Code record and on the Vehicle Inventory record when the vehicle is in-fleeted.

NOTE ABOUT AN ALTERNATE METHOD:

The mileage/kms frequency entered in Fields 4 - 6 usually refers to the miles/kms between services. That is, if the vehicle is supposed to have an oil change (Service Code 1) every 10,000 kms and the last one was done at 12,000 it would be due again at 22,000.

There is an alternate method available which uses set odometer readings -- regardless of when the service was last done. For example, a vehicle that is to have its oil changed every 10,000 kms will be due at 20,000, 30,000 etc. So the unit that had the oil change at 12,000 kms would be due again at 20,000. This feature is turned on in Edit Misc. Control Files, page 8, Field 12 "Maint Service 2".

Additionally, under the alternate logic, when a vehicle is in-fleeted with a purchase odometer reading that is greater than the set readings entered here, Vehicle History records are automatically created for each frequency that should have been performed up to that reading. This logic applies when the vehicle is in-fleeted using Vehicle Inventory Control and Import Vehicle Data. As an example, if the vehicle was purchased with 18,000 kms and the service is supposed to be done every 10,000 kms, a history code is created for the 10,000 km service.

User tip: Caution should be used when converting to this method. The system counts the number of service transactions in the vehicle’s history records to calculate when the service should be done next. It does this by taking the count and adding 1 and multiplying by the distance interval. Example: for a service desired every 15,000 mi/kms: If a vehicle had 4 records the math would be 5 * 15000 = 75,000 for when the next maintenance should be done. If the vehicle had its most recent service at 70,000 or 80,000, the resulting math will still show next service at 75,000 because of the count. Therefore, when converting to this method, be aware that data clean up may need to be done first.

4. MILEAGE 1	Enter up to 5 numeric characters to indicate the elapsed Miles/Kms between servicing vehicles in group 1. EXAMPLE: Type 3000 (RET)
5. MILEAGE 2	Enter up to 5 numeric characters to indicate the elapsed Miles/Kms between servicing vehicles in group 2. EXAMPLE: Type 4000 (RET)
6. MILEAGE 3	Enter up to 5 numeric characters to indicate the elapsed Miles/Kms between servicing vehicles in group 3. EXAMPLE: Type 5000 (RET)
7. TIME 1	Enter up to 4 numeric characters to indicate the elapsed Days between servicing vehicles in group 1. EXAMPLE: Type 90 (RET)
8. TIME 2	Enter up to 4 numeric characters to indicate the elapsed Days between servicing vehicles in group 2. EXAMPLE: Type 120 (RET)
9. TIME 3	Enter up to 4 numeric characters to indicate the elapsed Days between servicing vehicles in group 3. EXAMPLE: Type 120 (RET)
10. GL ACCNT	The Vendor Invoice program allows you to enter up to 5 services and/or repairs performed by the same vendor on the same vehicle all on one screen. The invoice entry also creates Vehicle History Records. That program uses the G/L account number entered here as the default expense account for Vehicle History Records created under this Service Code. For a specific CARS+ user, the entry can be posted to their Accounts Payable system. For all other CARS+ users, the G/L account entered here is informational only. Enter up to 4 numeric characters representing the G/L expense account number that should be used by the Vendor Invoice Entry program when entering vendor invoices related to this Service Code. EXAMPLE: Type 5570 (RET)
11. REV ACCT	The Vehicle Sundry Invoice program allows you to enter an invoice from a vendor for vehicle repairs, create a Vehicle History Record, and create an invoice charging a customer's account all on the same screen. This G/L revenue account is used by that program. When an invoice record for the customer is created and this Service Code is designated for the Vehicle History Record, the accounting entry will debit Accounts Receivable and credit this revenue account. Enter up to 4 numeric characters representing a General Ledger revenue account number that will be used by the Vehicle Sundry Invoice program for billing customers for repairs related to this Service Code. EXAMPLE: Type 4900 (RET)
12. DAMAGE DISPLAY	This field is used to indicate whether or not this Service Code will display as a choice in the damage detail subwindow of the Damage Entry screen. Service Codes selected from the subwindow automatically create Vehicle History records. This field also can work in conjunction with the Damage Type field in the Model Code record. Enter: Y = Yes, this Service Code should be listed in the Damage Entry program for ALL vehicles. N = No, this Service Code should not be listed in the Damage Entry program. ANY OTHER CHARACTER = Entering any character other than "Y" or "N" means that the Service Code will display in the Damage Entry program but only for those vehicles who have a matching Damage Type code in the the Model Code file. For example, assume that on the Model Codes for pick up trucks, the Damage Type "T" was entered. By creating Service Codes for items unique to truck damage (such as tailgate damage or truck bed damage,) those Service Codes will display in theDamage Entry program only for the pick up trucks (or any vehicle with a Model Code showing Damage Type "T".) For all other vehicles, these choices would NOT be shown in the Damage Entry screen. Likewise, codes can be entered for other specialty vehicles like convertibles, SUVs, minivans, full size vans, and 4 wheel drive vehicles. Refer to the following table for examples of this feature. EXAMPLE: Type N (RET)

Service Code	SC Description		Dmg Display	Model	Dmg Type
1	Lube, oil, filter		N
2	Rotate Tires		N
D1	Tire-wheel dmg		Y
D2	Mirror dmg		Y
D3	Glass dmg		Y
T1	Tailgate dmg		T	05 F150 05 SIERRA	T
T2	Bed damage		T	05 F150 05 SIERRA	T
V1	Sliding door		V	06 CARAVAN 05 SIENNA	V
V2	Rear door		V	06 CARAVAN 05 SIENNA	V

Observations:

1. Service Codes 1 and 2 for routine scheduled maintenance will not appear in the Damage Entry screen.

2. Service Codes D1, D2, and D3 will appear in the Damage Entry screen for all vehicles.

3. Service Codes T1 and T2 will appear in the Damage Entry screen (in addition to D1 - D3) for any model that has Damage Type "T" in its record such as the F150 and the Sierra pick up trucks.

4. Similar to the trucks. the Caravan and Sienna minivan also have unique Service Codes set up for damage.

13. HOLD CODE	If the Service Code being entered is for a preventative maintenance task (Service Codes 01 through 10) and if Hold Codes are used, enter a single alphanumeric character representing the Hold Code for this preventative maintenance task. When the maintenance warning logic detects that a unit is due for this service, the Hold Code defined here will be placed on the vehicle via a Service Code 97 record. Once the service is done and the system is informed of that fact, the Hold Code will drop off the vehicle and off of the Vehicle Hold Code Report.. EXAMPLE: Type M (RET) Refer to the chapter of this manual titled Introduction to Hold Codes for an overview of the Hold Code logic. The Hold Code entered here MUST be defines as a Type "M" Hold Code in the Edit Hold Code program.
14. OPTION CODE	In the vehicle file record there is a field for optional equipment codes for features that can be added to or removed from a vehicle such as snow tires. To add or remove such a piece of equipment from a vehicle and record the history of that change, enter up to 2 alphanumeric characters representing the optional equipment in this field. For Hertz users, this code must already exist in the Vehicle Option Code control file. EXAMPLE: Type SN (RET) User tip: Note To allow only authorized users to use a Service Code with a Vehicle Option Code entered in this field in the Vehicle History Update program, the GVT record "SECUREST" must be set up by Thermeon's Customer Support Dept. It is entries made in the GVT record that define which users are authorized to add and remove vehicle options in this manner. Refer to the chapter Overview - Snow Tires for details. Vehicle Options added in this manner by Vehicle History Update are added to the Vehicle Inventory Record. In addition, a message can display on the RA Open screen advising that the vehicle has this equipment.
15. OPTION ACTION	This field is used in conjunction with the one directly above. Enter: A = to add the option to the vehicle R = to remove the option from the vehicle.. EXAMPLE: Type A (RET)
16. APPLY ONCE	Use this field to designate a service as "one time only". Therefore, once it is recorded, the vehicle will not be reported as due for this service. Y =Yes, this is a one-time only service. N (or blank)=This is not a one-time service.It should be performed at the intervals entered in Field 4 - 9. EXAMPLE: Type N (RET)
17. X COORDINATE	This field along with the following two fields is used to record the X/Y Coordinates of a damage oriented Service Code so that an indicator can print on a wire frame graphic on a printed rental agreement and other documents with such a graphic. The coordinates are unique for each graphic (Field 19). So for an example if there is a different graphic for a passenger car than a truck, there will need to be two Service Codes for "Fender Damage": one with the passenger car graphic code in Field 19 and the corresponding X/Y coordinates in fields 17 and 18 and a second Service Code for fender damage on trucks. The coordinates begin with (0,0) as the bottom left corner of the graphic. They are measured in 1/72nds of an inch. The X coordinate is the horizontal measurement. Enter the number of 72nds of an inch. EXAMPLE; Type 72 (RET)
18. Y COORDINATE	The Y coordinate is the vertical measurement. Enter the number of 72nds of an inch. EXAMPLE: Type 144 (RET) User Tip: the coordinate (72,144) illustrated above, would cause a indication to print on the D1 graphic one inch to the right of the lower left corner of the graphic and 2 inches up from the bottom.
19. CAR GRAPHIC	This field is used in the full-screen version of the Damage logic. Only those Service Codes that have this field set to zero or have a code that matches the entry in the vehicle's Model Code Car Graphic field are displayed in the Damage Entry screen. EXAMPLE: Type D1 (RET)
	The following three fields are only active on records for Service Codes 01-10. As described earlier, Service Codes 01 through 10 are for regular, scheduled, preventative service, such as oil changes, tire rotations, etc. Many manufacturers recommend that within the schedule of regular service, a major service be done at longer interval such as 30,000 miles. These fields allow the system to report that when at 30,000 miles a vehicle is flagged for an oil change, the unit should also have the 30,000 mile service done at the same time. Why not use one of the Service Codes 01-10 for this regular service? That certainly can be done. The advantage of using the fields below is the vehicle is only pulled for this major service when it is also pulled for a routine service. For example if oil changes are to be done every 7,000 miles, units will be pulled at 28,000 miles for an oil change then 2,000 miles later, they will be pulled again for the 30,000 mile major service. By using the fields below the vehicle will be flagged for both an oil change and the 30,000 mile service when it hits 35,000 miles. Both services can be done at the same time.
20. HOLD CODE2	If the Service Code being entered is for a preventative maintenance task (Service Codes 01 through 10) and if Hold Codes are used, enter a single alphanumeric character representing the Hold Code for the major maintenance task to be done at the same time as the Service defined in Field 1. When the maintenance warning logic detects that a unit is due for this service, the Hold Code defined here will be placed on the vehicle via a Service Code 97 record. Once the service is done and the system is informed of that fact, the Hold Code will drop off the vehicle and off of the Vehicle Hold Code Report. EXAMPLE: Type F (RET) Refer to the chapter of this manual titled Introduction to Hold Codes for an overview of the Hold Code logic.
21. HOLD CODE2 MILES	Enter in miles (or kilometers) the interval in which this major service is to be done. EXAMPLE: Type 30000 (RET)
22. HOLD CODE2 SC	Enter the Service Code that should be used to record the fact that the major maintenance has been done (this code must be set up previously in this file before it can be entered here). EXAMPLE: Type A5 (RET)

The screen will then display:

OPTION: __ SERVICE CODE FILE UPDATE 1 Service Code 02 2 Description OIL CHANGE & FILTER 3 Cost 23.00 20 Hold Code2 F 4 Mileage 1 3000 21 Hold Code2 Miles 30000 5 Mileage 2 4000 23 Hold Code2 SC A5 6 Mileage 3 5000 7 Time 1 90 8 Time 2 120 9 Time 3 180 10 GL Acct 5570 11 Rev Acct 4900 12 Damage Display N 13 Hold Code M 14 Option Code 15 Option Action 16 Apply Once N 17 X Coordinate 18 Y Coordinate 19 Car Graphic 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:"TO SAVE THE RECORD.

NOTES ON ELAPSED MILEAGE AND TIME

Service Codes 01 through 10 permit entry of up to three service periods based on elapsed mileage or elapsed time, whichever is exceeded first. For example, engine oil should be changed every 3000 miles or 90 days, whichever comes first. CARS+ allows you to establish up to 3 combinations of mileage and time for each service code. Each Vehicle Inventory Record carries a table identifying which of the three maintenance periods to use for every service code. When a vehicle is checked by the Maintenance Warning Report, CARS+ scans the History File for the last service date and odometer reading for each service code. When the elapsed mileage or time exceeds the value indicated in the Service Code File, a service request will display on the Maintenance Warning Report. In addition, your system can be configured to display a message on the RA Close screen (when a vehicle is checking in) that notifies you that the vehicle needs service. And if it does, your system can be configured to print a Hold Ticket to send the vehicle for maintenance instead of re-renting it immediately.