INTRODUCTION

Damage tracking is a suite of programs designed to record and track the resolution of accidents and damage done to the rental fleet.

The damage tracking programs allow the user to do the following:

• Enter minimum information about damages to a vehicle from Hand Held Close, RA Open, RA Close or by selecting Damage Report Entry from the menu. This step automatically creates a Vehicle History record and adds the customer's responsibility amount of the damage to the RA.
• Print a work order sticker.
• Complete the damage report info from the form the customer fills out regarding the damage.
• Open a Work Order which includes data on the vendor making the repair. This step automatically creates a Non-Rev Movement.
• When selecting a vehicle in RA Open or Make Vehicle Available or when closing a RA, view unrepaired damage.
• Close the Work Order, close the Non-Rev Movement and Vehicle History records.
• Vehicle Incident Report
• Track which damages have been repaired and which have not.
• Print a final letter to the renter either billing them for the balance due, refunding an overpayment, or simply closing the issue.

I. REQUIRED SET-UP STEPS

A. EDIT OPTIONAL ITEM

In order for a damage charge and/or a loss of use charge to be automatically added to a rental agreement when appropriate, an Option Code for the charge must be created in this file.

B. EDIT OPTION RATES

Once the Option Code is created (see above), it must be further defined in this file. Since the same Option Code is normally used for all locations, it can be created without a location code as shown below. The actual charge that will be added to the rental agreement will be computed from the entries made in the Damage Tracking screen. But because an option cannot be defined with a rate, enter $1.00 for the rate.

The damage option should be set up as being not automatically applied. Please refer to example below.

OPTION: __ Edit Option Rates Page 1/4 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date/Time Rate Rate Rate Rate 01 DMG 05-01-05 0000 1.000

OPTION: __ Edit Option Rates Page 2/4 # *Loc *Option Hourly Tx Cl At Tr TM Mx Pct Cvg Min # *Code *Code *Prv *Prc *Eff Date/Time Rate Fg Mt Ap On Ds Dy Bas Resp Age 01 DMG 05-01-05 0000 N F N

C. EDIT LOCATIONS

PAGE 3, Field 15, NO LDW RESP

Enter the maximum amount of the customer's responsibility for damage or loss if LDW is declined. This is used on the Damage Entry screen.

D. EDIT CUSTOMER TYPE CODES

In the full-screen version of the Damage Report, pop-up windows are available for entering information about individuals other than the renter that were involved in or witnessed the incident. Because customer records are created for these people, a unique Customer Type Code can be created to identify them.

E. EDIT DAMAGE CONTROL RECORD

This file is used to configure the Damage Entry logic. It is in this record that the full-screen version of the Damage Report is turned on with the "Apply Responsibility" field. Also, the Customer Type for third parties involved in the incident as well as witnesses is specified.

F. EDIT USER ACCESS FILE

The "Access Claim" field on page 3 of the User Access File grants or denies access to the second page of the full-screen Damage Report. The second page contains fields for the claim status, amount refunded or charged, and other pertinent data regarding the claim.

F. SERVICE CODE UPDATE

In order to create Vehicle History records from Damage Entries, Service Codes must be set up and configured for use in the Damage Entry screen. When the Damage Entry screen is accessed, these Service Codes are available in a pop-up window. The "Car Graphic" field in the Service Code record can be used to designate the code as one that displays for all vehicles or it can be limited to certain models. For example damage to tailgates or truck beds can be restricted to model codes for trucks.

When Damage Entries are saved, Vehicle History records are automatically created, and they are placed in an "incomplete" status. To complete the entry, data is entered through the Damage Work Entry program.

G. EDIT MODEL CODES

If desired, use the Damage Type field to restrict certain Service Codes (used in the Damage Entry screen) to particular models. For example, damage to tailgates or truck beds can be restricted to trucks, sliding doors to minivans, and soft tops to convertibles.

H. EDIT DAMAGE CODE RECORDS

Use this program to create damage code single character type codes are used to describe the type of damage to the vehicle, such as "D" for "dent", "S" for "scratch", "B" for "broken", "M""missing", etc. Using these single characters cuts down on the data entry as well as keeps it uniform.

J. EDIT CLAIM STATUS CODE RECORD

Use this program to create claim status codes such as:

Damage report is incomplete

Damage report is complete, but there is no work order

Damage report has not been checked

Each Damage Report always has a claim status assigned to it. This status is shown on the second page (Claim Data) of the Damage Report.

The Damage Summary Report can be run by Claim Status.

K. EDIT CLAIM CATEGORY

Use this program to create claim category codes that are used on the second page (Claim Data) of the Damage Report.

The Vehicle Incident Clearance Report can be run by claim category.

L. VENDOR MAINTENANCE

Use this program to set up "service" type vendors (type SRV) that are used in the Damage Work Entry (and Non-Rev Movement) programs.

M. EDIT PRINT LIBRARY

The logic provides for 3 damage correspondence letters (balance billed to renter, balance refunded to renter, simple closure of issue) in order to close the issue. Contact Thermeon's Customer Support Dept. regarding the letters.

N. EDIT LOCATIONS

PAGE 3, Field 17. DAMAGE OPTION CODE

Once the rest of the set up is complete, enter the Option Code defined in the Edit Option Codes file (see above) to add Damage and Loss of Use to a contract on a damage report at this Location.

It is the entry of the damage option code into this field that causes the question "Did damage occur on this vehicle?" to be asked automatically each time a contract opened at this location is brought up on the RA Open or RA Close screens. By entering the damage code here, the damage option (see Steps A and B above) will NOT appear in the Option Pop-Up window. Instead, the damage charge is added by entering details in the Damage Entry screen. When saved, the total charge to the customer that appears in the Damage Entry screen will be automatically applied to the RA using the Damage Option Code entered in the Location record.

II. RECORDING DAMAGE

The Damage Report Entry program can be accessed by any of the following methods:

1. 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.
2. From the RA Open screen.
   
   Select Subwindow "Z" for the Damage Report Entry screen.
3. 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.

Refer to the chapter on Damage Report Entry for detailed instructions on the use of the program.

Once a Damage Report record is started, it can be edited when additional information becomes available. One of the features of the Damage Report Entry screen is the ability to print a form that can be given to the renter for completion. All data entered into the screen will appear on the form along with literals and blanks for all fields that were left blank.

The Damage Report Entry program is made up of two screens:

• Page 1 is for entering the details of the accident/damage itself, including: date/time/location, witnesses, police reports, third parties and the actual damage description.
• Page 2 is used to track the processing of the resulting damage claim and the eventual invoicing of the renter for the repair costs or refund on any damage charge from his RA.
• Access to Page 2 can be limited by user account.

An abbreviated version of the program, Quick Damage Entry, is also available. This program is formatted to fit on the typical hand held device. Any report started on this screen must be completed by the full Damage Report Entry screen.

The program, Void Damage Report is used to cancel a damage report that was started by either the Damage Report Entry or Quick Damage Entry programs.

III. CHARGING THE CUSTOMER'S RESPONSIBILITY AMOUNT

A. At the Time of Open

The customer's responsibility amount as set by the level of LDW purchased (or a percentage of it) and can be set up so that it is automatically added as a separate option charge when opening the RA. To do this, the following is required:

1. Set up an Option Code for the responsibility.

2. Set up the Option in Edit Optional Rate. No amount needs to be entered. In the Auto Apply field enter "O" (option is auto applied when opening a RA - not on reservations.)

3. In Edit Misc. Control File, there are 2 fields (Page 6 Fields 25 and 26) used to turn on this feature: One for the Option Code and the other for a percentage. If a percentage is entered, the amount of the option charge will be the customer's LDW responsibility amount multiplied by the percentage. If there is no percentage, the full amount of the customers' responsibility will be the amount for the option. Additionally a maximum charge can be set (page 8, Field 15) in the "Resp Option Max" field.

4. A responsibility amount field in Edit Locations can be used if the percentage should be different from that in Edit Misc. The percentage in Edit Locations takes precedence.

5. A Privilege Code can be set up to exempt the responsibility amount being applied to RAs. Use the "Exempt Option" field.

When closing the RA or editing a closed or posted RA:

• If there is no damage report, the responsibility amount option will be removed from the RA.
• If there is a damage report and the customer's charge is zero, the charge remains on the RA.
• If there is a damage report and it has a change, the responsibility option will be removed from the RA and the damage charge will be applied to the RA as usual.

B. At the Time of Close

If the LDW responsibility amount is not added to the rental agreement at the time of originally opening the contract, it will be added to the contract at the time of close if on the Damage Entry screen the user answers "Y" to the question Charge on RA?.

In either case, when processing the Damage Claim (page 2 of Damage Report Entry) the renter will either be refunded the difference between the charge on the RA and the total claim cost if they were over charged or invoiced for the difference if the repair was more expensive.

IV. RECORDING THE REPAIR OF DAMAGE

Damage Work Entry - This program is used to:

• Record vehicle repairs by opening and closing a Damage Repair Purchase Order (open on page 1, close on page 2)
• Open and close a Non-Rev Movement to account for the vehicle while it's being repaired (which also updates the Vehicle Inventory record and the Planning Calendar)
• Close the Vehicle History records for the damage reported once the repairs are done.
• The total repair costs associated with the PO are automatically transferred to Page 2 of Damage report Entry so as to do the accounting for the damage claim.

Refer to the chapter on Damage Work Entry for detailed instructions.

Vehicle Damage Repair - This alternate program can also be used to record the repairs done to the damage associated with a Damage Report. This program:

• Does not open and close a Purchase Order.
• Does not open and close a Non-rev record
• Closes the Vehicle History records that were opened when the Damage report was created.
• Does not interface the repair costs into page 2 of the Damage Report Entry screen.

V. REPORTS

The following supporting reports are used in Damage Tracking:

A. Vehicle Incident Clearance Report

• Obtain a listing of damage reports that are incomplete, complete, or unreported (no RA # or Non-Rev # associated with the damage report).
• Obtain a listing of damage reports by claim type.

B. Damage Summary Report

Use this program to obtain listings of damages. Some of the choices include:

• List of damages for a single vehicle or all vehicles.
• List of damages by date range, report number, or location.
• List of damages by status (complete, incomplete, unreported, or all)
• List of damages assigned to 3rd parties
• List of damages by claim status or accident category

This report can be run in detail or summary format.

C. Current Damage Report

Use this program to print a complete list of all un-repaired damages on file for a specific vehicle.

D. Non Revenue Service Report

To follow up on vehicles out for repair, use this report to obtain a listing of open Non-Revenue Movements by:

• service location (vendor)
• number of days the Non Rev has been open
• responsible rental location

VI. PRINTING A CLOSURE LETTER

Depending on the final outcome of the damage report and claim data entered, one of the following 3 letters can be printed for the customer:

a. balance due from the customer

b. refund sent to the customer

c. letter informing the customer that the issue is closed (with neither a balance due or refund due)

VII. SEARCHING THE DAMAGE REPORT FILE

Multiple 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

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)