This program is part of a suite of programs used to record and track vehicle damage. Refer to the Tracking Vehicle Damage Appendix for detailed instructions on how to set up this feature within CARS+.
Use this program to
This program can be accessed by any of the following three 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.
From any method chosen, the screen will then display:
| OPTION: __ DAMAGE REPORT ENTRY 1 Veh# * 2 RA# * Damage Report * License * 3 Non-Rev# * Repair Date * Model * Open Date * Close Date * Color * Open Loc * Close Loc * Pst * Open Empl * Close Empl * 4 Damage Date * RA Status * Deductible * 5 Accident Rpt * LDW * Create Empl * Renter/Driver * DL# * Address * Ins Co * City/St/Zip */*/* Claim# * Phone * DOB/Age */* Adjustor * DAMAGE DETAILS 6 Stolen Y/N * 7 Damage Covered ? * 8 Frnt/rear bumper * 14 Fender * 9 Hood/Trunk * 15 Qtr Panel * 10 Windshld/Windows * 16 Doors * 11 Truck Box/Bed * 17 Mirrors * 12 Wheels/Hub Caps * 18 Roof * 13 Interior * 19 Other * CHARGES TO RENTER 20 Matrix Cost * 21 Appraisal Code * Date * 22 Lost Days * Avg Day Rate * Lost Days Chg * Admin Fee * Subtotal * 23 Total Cust Chg * F1=SAVE F2=NOTES F3=ERASE F6=SEARCH ESC=EXIT |
Recalling a previously saved damage report
The Option Field can be used to pull up a previously saved damage report. To do this, enter the damage report number preceded by a pound sign "#".
EXAMPLE: Type #12345 (RET)
Damage reports can also be found by performing an F6 search from the subwindow.
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.
Enter data as follows:
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1. VEH# |
Enter the vehicle number involved. EXAMPLE:Type 592(RET). |
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2. RA# |
If the damage occurred while the vehicle was on rent, enter the contract number. Otherwise, skip this field. EXAMPLE:Type T3001212. |
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3. 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:Type NR1234 (RET). |
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DISPLAY ONLY FIELDS |
Several fields will display pertinent information if a Rental Agreement was referenced in Field #2. Remember that you can access only those fields that are numbered. The "display only" fields provide information found on the contract and cannot be changed from this screen. |
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4. DAMAGE DATE |
Enter the date that the damage occurred. EXAMPLE:Type012302(RET) |
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5. ACCIDENT RPT |
Enter up to 12 alphanumeric characters to indicate the number of the accident report. EXAMPLE:TypeAS01230 (RET) |
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6. STOLEN |
Indicate whether or not the vehicle was stolen. Y = Yes EXAMPLE:Type: N(RET) Note: This field is accessible only through the leasing program; not the rental program. |
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7. DAMAGE COVERED? |
Use this field to indicate whether or not the damage is covered by a coverage option the renter took such as LDW or a tire and windshield waiver. Enter: 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:TypeN(RET) |
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8.-19. |
Fields 8 - 19 are used to record a brief description of the damage incurred on various areas of the vehicle. Enter up to 20 alphanumeric characters in the appropriate fields.Field 8 is used for the example below. EXAMPLE: Type DENT ON FRONT RIGHT (RET) |
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20. MATRIX COST |
Enter the total estimated cost for the repairs using one of the following methods: a .Obtain a figure from an external source and manually enter it here; or b. Press Shift/F7 to access the damage cost pop-up window if a damage matrix has been created for the Model and Model Year of the vehicle involved. Note: The pop-up window functions when this screen is accessed from the RA Open and RA Close screen. It does not function from the program when called from the Damage Tracking Sub-Menu without a rental agreement. If the appraisal amount is not known, leave this field blank and make an entry in the next field. EXAMPLE:Type250.00 (RET) |
The Damage Cost pop-up window is illustrated below:
DAMAGE COSTS
Select Damage Sort Cost Lost Days
* FRONT BUMPER (REFINISH) FRONT END 135.00 1
* FRONT HEADLAMPS (L&R) EACH FRONT END 203.15 1
* WIPER BLADS (L&R) EACH FRONT END 12.50 1
* WIPER ARMS (L&R) EACH FRONT END 20.35 1
* MUD GUARD L & R SIDES 26.00 1
Use arrow keys to scroll up/down, ESC to exit with selections
If the damage that occurred to the vehicle is listed in the Damage Cost screen, select it by entering a "X" in the "Select" field. More than one cost can be selected. The total of all costs selected will be automatically entered in Field #21, Matrix Cost. In addition, the largest one of the lost days from the damages selected will be automatically entered in Field #23, Lost days.
If previous entries had already been stored in Fields 21 and 23, they will replaced by selections made from this pop-up window.
Items selected from this pop-up window are written as new lines to the Damage Notes record. The Note will include the description and amount along with the employee code, date and time of entry.
If an appropriate description and cost is not shown, you can choose not to select anything and press ESC to exit the pop-up window.
When a cost is entered on an entry either directly or through the use of the Damage Matrix pop-up window, the program checks the Appraisal Code field. If it blank, no message is displayed and the amount is accepted. If, however, the Appraisal Code field has "H" or "A" in it, the amount is not accepted and the following message will display:
REMOVE THE APPRAISAL CODE BEFORE ADDING COSTSWhen using this pop-up window on a previously saved damage entry that was saved with an appraisal code of "A" or "H" (see the explanation of Field # 22 below), the costs may be edited. In addition, when this pop-up window is called from RA Close for an unposted RA, the costs can also be edited. However, a selected item may not have its cost set to zero.
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21. APPRAISAL CODE |
If a matrix cost was entered in Field 21, leave this field blank. Otherwise, indicate. H = Headquarters is responsible for completing this
report
A = Appraisal needed.
When "H" or "A" is placed in this field, the following message will display: ALL COST FIELDS WILL BE SET TO ZERO FOR LATER APPRAISAL, OK? Y =Yes.As a result, the following fields will be set to zero:
N =No. The letter entered in this field will be removed. When resaving a damage record where this field was "A" and it has been changed to "H" or removed altogether because a charge has been added, the "prevent close" flag on the contract will be cleared automatically. EXAMPLE: Press (RET) |
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22. LOST DAYS |
Enter the number of anticipated days (up to 3 characters) that this unit will be out of service in order to have the damage repaired. EXAMPLE:Type4 (RET) |
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AVG DAY RATE |
If this damage report is associated with a rental agreement, the average daily rate is displayed here.It is calculated by CARS+ by dividing the contract's estimated time revenue by the number of days on the contract. |
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LOST DAYS CHG |
If this damage report is associated with a rental agreement, the lost days charge is displayed here. It is calculated in two steps. First, the Average Daily Rate (displayed in the previous field) is multiplied by 80 percent. Next, the result is multiplied by the number of lost days entered in Field 23. |
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ADMIN FEE |
A field in the Edit Damage Control record is used to specify if an Administrative Fee is applicable to a Damage entry. If such a fee applies, it is displayed in this field and is added into the total charge to the customer along with the matrix cost and the lost days cost. |
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SUBTOTAL |
This field displays the total of the estimated repair cost from Field 21 and the Lost Days Charge. |
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24. TOTAL CUST CHG |
This field defaults to the system's calculation of the customer's cost which is assumed to be the lesser of the subtotal displayed in the previous field or the LDW responsibility level if LDW was taken. This field may be manually edited. |
A typical completed screen is illustrated below:
| OPTION: 2_____________ DAMAGE REPORT ENTRY 1 Veh# 000592 2 RA# T3001212 Damage Report 2 License 200ATD NM 3 Non-Rev# * Repair Date * Model SUNBIRD Open Date 01-10-02 Close Date 01-15-02 Color WHITE Open Loc FAR01 Close Loc FAR01 Pst N Open Empl AMG Close Empl * 4 Damage Date 01-23-02 RA Status O Posted N 5 Accident Rpt AS01203 LDW 5.00 Deductible 1000 Renter/Driver SEBESTYENPAMELA Create Empl AMG Address 12 MAITLAND Ins Co * City/St/Zip TAMPA/FL/33777 Claim# * Phone 800-555-1212 DOB/Age 01-01-50/52 Adjustor * DAMAGE DETAILS 6 Stolen Y/N N 7 Damage Covered ? N 8 Frnt/rear bumper DENT 14 Fender * 9 Hood/Trunk DENT 15 Qtr Panel * 10 Windshld/Windows * 16 Doors * 11 Truck Box/Bed * 17 Mirrors * 12 Wheels/Hub Caps * 18 Roof * 13 Interior * 19 Other HEADLIGHT CHARGES TO RENTER 20 Matrix Cost 400.00 21 Appraisal Code * Date * 22 Lost Days 6 Avg Day Rate 32.00 Lost Days Chg 192.00 Admin Fee 50.00 Subtotal 642.00 24 Total Cust Chg 642.00 F1=SAVE F2=NOTES F3=ERASE F6=SEARCH ESC=EXIT |
PRESS "F1" AT "OPTION" TO SAVE.A Damage Report number will be assigned sequentially upon saving the entry.
In order to save a damage entry report, there must be one of the following:
a. The renter has no responsibility because they took coverage which covers the amount of the damage.In this case ONLY, can the Total Customer charge, Field 24, be blank.
b. An amount is entered in Field 20, Matrix Cost, which carries forward to Total Customer Charge.
c. An entry is made in Field 21 (Appraisal Code) meaning that the report needs more information before the RA can be closed.
A field in the Damage Control record is used to specify the maximum amount that can be assessed for damage on a RA at the rental counter. If the total charge to the customer exceeds the maximum specified, the following warning will display, the customer charge will be changed to zero, and the appraisal code will be set to "H".
DAMAGE CHARGES EXCEEDS xxx , MUST BE HANDLED BY HCM.
(Where xxx is the maximum amount specified in the Damage Control record.)
An exception to the maximum amount may be allowed for certain users by utilizing a field in the Edit User Access File. A field there allows the user to exceed the designated maximum amount.
User tip: On State Farm RAs, you may be blocked from entering a damage charge that is passed back to the RA. Instead, the Appraisal Code field will automatically be set to "H". (This is controlled by CDPID on the RA matching an entryin the GVT record "STFRMCDP".)
F2 Notes feature:
Damage notes do NOT cause the Notes subwindow to blink on the RA Open or Close screens. To see damage notes, you must either pull up the Damage record and press "F2" to see the note or use the Hot Key notes feature.