Enter the vehicle number or the license plate number.

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.

Press Shift F7 to access the Vehicle File Search.

EXAMPLE: Type 262 (RET)

User tip - Check digits: If your system is set to require a vehicle check digit, enter the check digit the unit number. The check digit will be one of the following:

1. For Hertz licensees, the last character of the vehicle number is the standard Hertz check digit.

2. For all other users, the check digit is the last character of the vehicle license number. After the check digit is entered and used to validate the vehicle number, it is automatically erased off the screen.

After a valid vehicle record is brought up, the following data is displayed to the right on the data entry fields:

Field 1 - License Plate number

Field 2 - Model year and Model description

Field 3 - Color

Field 6 - Current odometer reading and date

2. DATE

Using your selected date format, enter the date of event. This date should correspond to the date the odometer reading was taken. Press RET to default to today's date.

EXAMPLE: Type 032716 (RET)

Using your selected time format, enter the time of the event. Press RET to default to the current time.

EXAMPLE: Type 0930 (RET)

4. SERVICE CODE

Enter up to 2 alphanumeric characters to indicate the service code which describes the event being recorded.

Pressing Shift/F7 from this field will invoke a pop-up window listing the Service Codes on file.

EXAMPLE: Type 01 (RET)

User tip: A list of service codes can be printed using the Service Code File Listing program.

If you attempt to use a Service Code that adds or removes a Vehicle Option Code and you are not authorized to do so, the following message will display:

YOU ARE NOT AUTHORIZED TO USE THIS SERVICE CODE

(Authorized users for this type of update are defined in the GVT record SECUREST which Thermeon's Customer Support Dept. must set up.)

5. OPEN SERVICE TICKET

This field is used to indicate if the item being entered is a pending service item and, thus, should create an "Open" Service Ticket."

Refer to the section of this chapter titled "Service Tickets" for more a detailed explanation.

6. START ODOMETER

Enter up to 6 numeric characters to indicate the odometer reading which existed at the time of the event you are recording. When the vehicle number is entered, the current odometer reading and date recorded are displayed. You may be entering a reading less than the displayed value if the event you are recording occurred in the past. In this case, DO NOT update the odometer reading when you encounter the "UPDATE ODOMETER?" question in Field 15.

EXAMPLE: Type 7261 (RET)

7. END ODOMETER

If the event caused the odometer reading to change, enter up to 6 numeric characters to indicate the ending odometer reading. If the odometer was not changed, enter the same reading in this field that is in the previous (Start Odometer) field.

EXAMPLE: Type 7262 (RET)

8.DESCRIPTION

When selecting a service code number, the related description is automatically displayed. Press RET to accept the default description. You may replace the default description if needed.

EXAMPLE: Type OIL CHANGE (RET)

User tip: For service done by an outside vendor, you may want to use the Vendor Invoice Entry program instead of this one. It will allow you to retrieve the transaction by Vendor Invoice number in the future and it will create history records as well.

9. AMOUNT 1

Enter up to 8 digits in front of the decimal point and 2 digits after it to indicate labor costs. A default value may already be displayed from the Service Code File. If so, this amount does not represent the actual cost but a standard labor cost developed from past experience. The default value may be erased or replaced if needed.

EXAMPLE: Type 25.00 (RET)

Note: "Amount 1" may be used for labor cost and "Amount 2" used for parts cost. However, you may choose to use both fields, one field only, or leave both blank.

10. AMOUNT 2

Enter an amount to indicate the parts cost. Press RET to skip field.

EXAMPLE: Press (RET)

11. CREDIT AMT 1

This field is used to enter an amount reimbursed by the insurance company for repair costs that will be credited against the Amount 1 field above.

12. CREDIT AMT 2

This field is used to enter an amount reimbursed by the insurance company for repair costs that will be credited against the Amount 2 field above.

13. NET COST

This field displays the net total of amounts entered in the 4 fields above.

The above costs are for reference purposes only, and at your option may refer to standard or actual internal costs or costs paid for outside services. These entries do not interface with Accounts Payable or the General Ledger module.

14. RA NUMBER

If this entry in some way references a contract, enter up to 8 characters representing a RA number. (The RA is not altered whatsoever by this reference to it.)

EXAMPLE: Type SN001256 (RET)

Note: The data entered in this field is not validated against the RA file. That is, it will accept any data entered - whether or not the RA number actually exists.

15. UPDATE ODOM

Enter 1 alpha character to select whether or not to update the odometer. Press RET to default to Y.

Y = Yes update the odometer reading and date in the Vehicle Inventory File using data from Fields 2, 3, and 6.

N = DO NOT update the odometer and date in the Inventory File. This is the value that should be used when entering historical rather than current transactions.

If the current status of the vehicle is On-Rent, a "Yes" answer (using a date more recent than the opening date of the RA) means that this history transaction is more recent than the rental and, in fact, the vehicle is quite probably no longer on-rent but in your possession. The following are the consequences of answering Yes:

1. The related RA will be flagged as questionable.
2. The Return Date/Time of the RA will be changed to this transaction date. This will cause the RA to appear as overdue.
3. Because the vehicle odometer is changed, the odometer date and time are also changed in the vehicle record. As a result, on the On-Rent section of the Vehicle Status Report, the date and time shown will be the date/time of this transaction --not the date/time the RA opened.

EXAMPLE: Type N (RET)

User tip: In summary, if the history record being entered is current and represents what actually exists on the odometer, you should update the odometer. If the vehicle has been driven since the event you are recording, then DO NOT update the odometer.

16. VEHICLE STATUS

Enter 1 alpha character to change the vehicle's current status code. Press RET to default to the code already displayed.

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

This program cannot be used to:

1. Place a vehicle on rent. Therefore, the status code cannot be changed to Code "O". For vehicles on a non-revenue ticket, some other Status Code must be used.
2. Change a vehicle Status to "S", Sold or "S" Type (Vehicles that are in various stages of being sold.) To sell a vehicle or to use a "S" type status, use the Sell A Vehicle program on the Fleet Menu.

EXAMPLE: Type B (RET)

17. CURR LOCATION

Enter up to 6 alphanumeric characters to indicate the current location of the vehicle. This field is updated ONLY when the Update Odom field is answered Y. The current location actually reflects the rental office currently responsible for the vehicle.

EXAMPLE: Type DIS (RET)

18. CHARGE LOCATION

Enter the location that should be charged for incurring this expense.

The Vehicle Cost Maintenance Report has a selection for charge location. It can be limited to those transactions for a particular location charged with service and repair costs.

For a certain CARS+ user who posts Vendor Invoices into their accounting system, enter the location that should be charged with this expense. If the operation uses profit centers, the profit center number from the Location File will be used along with the G/L Expense account(s) shown below in posting to the accounting files.

EXAMPLE: Type TUS (RET)

19. VEHICLE NOTES

Enter up to 30 alphanumeric characters for any notes that should be entered on he Vehicle record about services rendered or reminders of future services which should be rendered. The note entered here will be placed in the vehicle record in the Vehicle Inventory File and will print in the Vehicle Status Report. Press RET to skip field.

EXAMPLE: Type NEEDS ALIGNMENT (RET)

20. HISTORY NOTE

Enter up to 50 characters for a note on this vehicle history record. Notes made in this field can be printed on the Vehicle History Report.

EXAMPLE: Type WORK DONE BY JASON (RET)

21. PARKING STALL

Enter up to 6 alphanumeric characters to indicate the Parking Stall. Note that the stall number must already exist in the Stall Number File. For more information, refer to the chapter Edit Stall Numbers. Press RET to skip field.

EXAMPLE: Type L22 (RET)

22. STALL LOT#

For operations that have more than 1 parking lot for available cars, enter the Lot Number in which the parking stall in the above field is located.Enter up to 2 alphanumeric characters representing the Lot Number.

EXAMPLE: Type W1 (RET)

23. FLEET TYPE

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, an entry must be made through Vehicle History Update to document the change.

There are 2 limitations to making this change:

1. The vehicle's status must be "A" (available) and
2. The user's record in the User Access File must be flagged to allow this edit.(See page 2, Field # 12,of the record in the User Access File .)

EXAMPLE: Type C (RET)

24. CLOSE DATE

This field is used to close an open service ticket. See the section below on "Opening and Closing Service Tickets".

25. CLOSE TIME

This field is used to close an open service ticket. See the section below on "Opening and Closing Service Tickets".

The next five fields are used to record the tire tread depth. Anytime a vehicle is serviced, or anytime a history record is entered, the readings can be entered. When a vehicle is involved in an accident, having recorded the tread depth on tires on a regular basis may be instrumental in proving that your organization takes the maintenance of its vehicles seriously.

Tire tread depth may also be entered in the Vehicle Sundry Invoice and the Vendor Invoice Entry programs.

Note: These fields are required for Hertz Australia when making an entry of a service using codes 1-10.

26. RF TREAD DEPTH

Enter the tread depth of the right front tire.

27. LF TREAD DEPTH

Enter the tread depth of the left front tire.

28. RR TREAD DEPTH

Enter the tread depth of the right rear tire.

29. LR TREAD DEPTH

Enter the tread depth of the left rear tire.

30. SP TREAD DEPTH

Enter the tread depth of the spare tire.

31. PO NO

If this record involves a purchase order, enter up to 5 characters representing the purchase order number.

EXAMPLE: Type 50209 (RET)

User tip: History records can be searched by the P. O. number.

Enter data as usual in Fields 1 - 4.

5. OPEN SERVICE
TICKET

Enter:

Y = Yes, this entry is for a pending service item and, thus, should create an "Open" Service Ticket.

When "Y" is entered in this field, the only other fields accessible (other than 1 -5) is the“Description” field, which will accept up to 50 characters, "Vehicle Notes", "History Note" and the Tire "Tread Depths".

The date/time entered on the transaction are saved to the History Record as the "Start Date/Time".

Recalling an Open Service Ticket to the screen:

To recall an Open Ticket to the screen, use the F6 Search feature to find it and select it.

Closing a Service Ticket:

Recall the Open Ticket to the screen using the F6 Search feature. Enter data as follows:

Enter the closing date for the Service Ticket. This will become the end date on the Vehicle History record.

Enter the closing time for the Service Ticket. This will become the end time on the Vehicle History record.

User tip: Open Service Tickets can also be closed by using the Vehicle Sundry Invoice program.

SEARCHING THE HISTORY FILE

Press F6 to search the history file. The search screen will display as follows:

Select:

F1 - search by vehicle number

F2 - search by service code or by service code and vehicle number

F3 - search by license plate number

F4 - limit the search by status (Open, Closed, or All history records)

F5 - search by the P.O. (Purchase Order number).

F6 - change the display so that the search begins with the most recent record and goes back to the oldest record. (Default is to begin with the oldest record and come forward to the most recent.)

F7 - search by RA number. All records associated with a RA are listed which includes vehicle and non-vehicle assets as well as each unit on the RA if there were exchanges.

IMPORTANCE OF THE HISTORY FILE

It is very important to understand the control which the History File can give you. However, it is up to you to keep the data current and complete. When you send a vehicle out for repair, a Non-Rev Movement should be entered to account for the vehicle's whereabouts. Enter a vehicle history record, including the cost of the repair, when it is returned. Thus, all movement of your vehicles and repairs performed will be recorded and the current odometer reading will be correct when the next rental is made. In fact, if the odometer reading provided by CARS+ at RA Opening time is incorrect, this means the vehicle has been driven since the last rental and no record of the event (history record, Non-Rev movement, or RA) was entered. Or it may mean that an incorrect odometer was used on the last check-in or history record.

A final word about the use of service codes. You will find that the Vehicle History Report gives you the power to list all records for a given vehicle or to list all records for a selected service code. For example, if there is a service code for adding oil at times other than oil changes, listing all these records will quickly flag a vehicle which must be repaired or should be sold. This is why we suggest an initial set of service codes which cover most of the items of interest to rent-a-car operators.