| HISTORY/MAINTENANCE MENU 1. Vehicle History Update HISTUPD 2. Display Vehicle History HISTDISP 3. Vehicle History Report HISTRPT 4. Quick History Report QUICKHIS 5. Vehicle Maint Cost Report MNTRPT 6. Maintenance Warning Rpt WARNRPT 7. Vehicle Location Hist Rpt LOCRPT 8. Vehicle Location Trx Rpt VLORPT 9. Service Code File Update SCUPD 10. Service Code File Listing SCLIST 11. Ticket Processing Report TICKET 12. Car Wash Entry CARWASH 13. Vehicle Wash History Rpt WASH 14. Enter Refueling Data REFUEL 15. Refueling Report RFUELRPT 16. Preventative maintenance PM 16. Non-Rev Movement Sub-Menu NR 17. Damage Tracking Sub-Menu DAMAGE 18. Hold Code Sub-Menu HOLDCODE 19. Lost & Found Sub-Menu LOST |
| OPTION: _________ NON-REV MOVEMENT SUB-MENU 1. Non Revenue Movemnt Entry NONREV 2. On-Line Non Rev Display NRDISP 3. Non Revenue Movement Rpt NONRVRPT 4. Non Revenue Service Rpt NRSVCRPT 5. Simple Trip Ticket TRIP 6. Void Non Rev Movement VOIDNR 7. Vehicle Shuttle Movement SHUTTLE |
| OPTION: _________ DAMAGE TRACKING SUB-MENU 1. Damage Report Entry DMGENT 2. Quick Damage Entry QDMG 3. Damage Work Entry DMGWORK 4. Void Damage Report VOIDDMG 5. Current Damage Report CURDMG 6. Damage Tracking Report DMGRPT 7. Damage Variance Report DMGVAR 8. Veh. Incident Clrnc Rpt VICRPT 9. Damage Summary Report DMGSUM 10. Vehicle Damage Repair DMGRPR |
| OPTION: _________ HOLD CODE MENU 1. Update Vehicle Hold Code UPDHOLD 2. Mass Apply Hold Code APPLYHC 3. Vehicle Hold Report HOLDRPT 4. Maint. Warning HC Update HCMAINT 5. Hold Code Check Vehicles HCCHECK 6. Vehicle Repair Code Rpt REPRPT 7. Edit Vehicle Hold Codes EDITHOLD 8. Edit Hold Code Messages EDITHCM 9. Edit Repair Codes EDITRPC 10. Veh Hold Code Listing LISTHC 11. Veh Hold Code Msg List LISTMSG |
| OPTION: _________ LOST & FOUND SUB-MENU 1. Lost & Found Trckng Entry EDITLOST 2. Lost & Found Report LOSTRPT |
I. DEFINITION - VEHICLE HISTORY
The Vehicle History File is used to maintain a history of every important event involving each vehicle. Each event is identified by a numeric "service code" and becomes a record in the vehicle's history file. In general, these records are generated by one of following three types of programs:
A. Records generated automatically by RA Open and Close.
These include records created from rental agreements, vehicle exchanges, and any resulting missing mileage. Edits to posted RAs update these records.
B. Records generated from users making entries in programs other than RA Open and Close.
These include:
Non-Revenue Movements
Vehicle Sales
Car Washes
Parking Ticket Processing
C. Records generated by users in programs specifically designed to add records to Vehicle History.
These include:
Vehicle History Update
Vehicle Sundry Invoicing
Vendor Invoice Entry
Vehicle Depreciation
Lease Loan Payments
Except for the records that are generated automatically, maintaining vehicle history is an optional feature of CARS+. That is, the remainder of the programs within CARS+ are not dependent upon users entering vehicle history records. Obviously, however, in order to generate history reports, the data must be entered into the system.
II. SUMMARY OF VEHICLE HISTORY FEATURES
VEHICLE HISTORY UPDATE - This program allows the user to manually create maintenance and repair records where the service or repair was performed by in-house staff. Along with the appropriate service code that identifies what was done, the user is also able to change the vehicle's status, location, and odometer reading if necessary.
NOTE: For repairs performed by outside vendors, the Vendor Invoice Entry program and the Vehicle Sundry Invoicing program also add records to vehicle history. They are discussed in Section III of this chapter.
VEHICLE HISTORY REPORT - This report is designed to access both the automatic and manually entered history records by date, service code or vehicle number.
MAINTENANCE WARNING REPORT- CARS+ can keep track of 10 periodic maintenance items, such as oil changes, for each vehicle. This program produces a report listing those vehicles which are due to have routine service performed at a pre-set mileage or calendar time.
SERVICE CODE FILE UPDATE - This program is used to create the service codes that are used for making manual entries.
SERVICE CODE FILE LISTING - This report lists the service codes and their descriptions.
TICKET PROCESSING- This is a convenient and fast way to match tickets to the customer responsible for them By entering the vehicle license number and ticket date, the system will find and display the RA or Non-Rev record for the vehicle with the license plate referenced. Your system can be configured to perform the following functions:
a. Automatically update the customer's record noting that they had a ticket
b. Write a vehicle history record
c. Print a report of tickets researched
d. Print a letter to the renter
e. Print a letter to the issuing authority
f. Save the issuing authority as a vendor
g. Assess administrative processing fees to the renter
h. Charge either the Customer's Account or credit card for the ticket and administrative fees
NON REVENUE MOVEMENT - This program is used to log fleet use or movement not associated with a rental agreement.
NON REVENUE MOVEMENT REPORT - This report is designed to list Non-Revenue movements and may be requested by date range, and status of the transaction (open or closed). It can be limited to a particular location.
CAR WASH ENTRY - This program is use to enter vehicle cleaning and prep by lot personnel. Each entry creates a vehicle history record.
VEHICLE WASH HISTORY REPORT - This report is designed to list the car wash entry records by date range and can also be run for records generated by a particular employee.
ENTER REFUELING DATA - This program is used to enter data on fueling vehicles used in chauffeur rentals where fuel is included in the rental. Used to track fuel usage by vehicle.
REFUELING REPORT - This report is used to track entries made in Enter Refueling Data program.
PREVENTATIVE MAINTENANCE - This program is a cut down version of the Vehicle History Update screen and is used for recording the fact that a Preventative Maintenance act was done.
DAMAGE TRACKING SUBMENU - The programs in this sub menu are addressed at the end of this chapter.
HOLD CODE SUBMENU - The programs in this sub menu are addressed at the end of this chapter.
LOST & FOUND SUBMENU - The programs in this sub menu are addressed at the end of this chapter.
III. VENDOR INVOICE ENTRY & VEHICLE SUNDRY INVOICING
In an effort to streamline the data entry process, two multi-purpose programs are available for entering data that affect vehicle history as well as other parts of the system. These two programs are found on the Invoicing Sub-Menu of the Rental Accounting Menu. They are:
VENDOR INVOICE ENTRY - This program is used to enter Vendor Invoices and their corresponding Vehicle History Records at the same time. By entering vendor invoices in this program, it is possible to recall the invoice to the screen by the invoice number or through the F6 search routine by Vehicle number or Service Code.
If multiple repairs and/or services were done to the vehicle, this program can be used as an alternative to the Vehicle History Update program. Up to 5 Vehicle History records can be entered from this single screen. For example, if a vehicle had a tune up, alignment, oil change, brake job, and tire rotation, all 5 events could be recorded under separate service codes from this screen (rather than requiring 5 separate entries in Vehicle History Update.)
NOTE: Although Vehicle History records are generated, this program does not allow you to:
Update the vehicle odometer reading
Change the vehicle's status
Change the vehicle's location
If any of those transactions need to be entered, after entering the invoice use one of the following programs:
Vehicle History Update
Non-Revenue Movement
Make Vehicle Available
VEHICLE SUNDRY INVOICING - This program can be used to:
Prepare and print an invoice to bill a customer for vehicle oriented charges.
Post the invoice against the customer's account in Accounts Receivable.
Write history records in the Vehicle History File.
Recall a previously saved invoice and edit unposted invoices.
IV. HINTS AND WARNINGS
By using:
- Vehicle History Update
- Vendor Invoicing
- Vehicle Sundry Invoicing
in the appropriate circumstances, you can implement a system that is the most efficient for your organization.
Vendor Invoice Entry serves the dual purpose of entering detailed information from a vendor's invoice which can be recalled later while at the same time writing up to 5 history records from the same screen.
Vehicle Sundry Invoicing allows you to enter the vendor invoice, bill a customer's account, and write history records from the same screen.
CAUTION: If a history record is written from either of these invoice programs, do no duplicate it by making a manual entry through Vehicle History Update.
CAUTION: If you have already billed the customer through the Damage Entry screen on the Rental Agreement for damage on a vehicle, do not duplicate it by billing the customer again in Vehicle Sundry Invoicing.
V. SETTING UP THE VEHICLE HISTORY FEATURE
As stated earlier, many of the records that are written to the vehicle history file are generated automatically by other programs within CARS+. The following is a list of steps required in order for users to enter vehicle history records directly through either the Vehicle History Update Program, the Vehicle Sundry Invoice program, or the Vendor Invoicing program.
A. SERVICE CODES. All programs which generate history records depend upon service codes. Each record in the vehicle history file has a 2 digit numeric service code defining what it is that occurred. It might be a RA, a non-rev movement, an oil change, a transmission repair, or the sale of a vehicle. Service Codes 1 - 10 are allotted for repetitive types of maintenance that need to be done on a schedule, such as doing an oil change very 3000 miles or 90 days, whichever comes first. Your CARS+ system can be configured to automatically display a warning message on the RA Close screen when the maintenance is due. Service Codes 11 - 89 may be set up for any type of repair or other event that you wish to track.
B. VENDORS. In order to use the Vendor Invoice entry program, vendors who repair your vehicles will need to be set up in the Vendor File Maintenance program.
C. INVOICE NUMBER RANGE. This program allows you to create a range of invoice numbers that will be used by the Vehicle Sundry Invoice program.
D. G/L ACCOUNTS. General Ledger accounts must be set up in order to take advantage of the feature in Vehicle Sundry Invoicing that posts entries to the customer's account in the A/R module.
IV. DAMAGE TRACKING SUB MENU
This series of programs involves recording vehicle damages, reports, and recording repairs.
There are 2 options for how damage is recorded and tracked. The system can be configured to use either method:
"Split Screen Method"
"Full Screen Method"
Each method offers unique features, however, the following features are included in each method:
The steps required to set up Damage Tracking are detailed in the chapter of this manual titled: Appendix - Damage Tracking. Please refer to that chapter for details.
Hold Code logic further refines and controls the ability to re-rent a vehicle in the future. Refer to the chapter of this manual titled Introduction to Hold Codes for an overview of Hold Code logic.
The Lost and Found logic is used to track personal items that are found in rental vehicles so that they can be returned to their owner. Records can be created and edited. A lost ticket can be printed. And a report is available.