Batch Incident Entry

Use this program to:

Reverse a previously saved Incident Entry.
Correct a previously saved Incident Entry for hours.
Create an Incident Entry on a reservation.
Entry Create an Incident Entry record where there was no rental agreement or reservation involved.
Create an Incident Entry on a RA where the amount needs to exceed the limit set for the type of incident.

RESTRICTIONS to this Program: Some operations may wish to limit the ability of some employees to make edits to posted RAs through this program. The field "Restrict EDITCLOS" in the User Access File controls this ability. If this field is set properly, creating or editing incident records on posted RAs will not be allowed. This field controls other features as well. Please refer to the manual chapter Edit User Access File for complete details.

To access the Batch Incident Entry program, type BCHINC (RET) at any menu "OPTION:" field or the appropriate line number on the Incident Entry sub-menu of the Daily Procedures menu. The screen will then display:

OPTION: __ BATCH INCIDENT ENTRY
1 RA No 5 Reason 10 Loc TUS
2 Res No 6 Action Veh
3 Last Name 7 Satisf Cert#
4 First Name 8 Amount CDPID
11 Comments: 9 Total . Empl

1SAVE 2SELECT 3ERASE 4 5BACKUP 6SEARCH 7 8MORE

In general, data is entered in the same manner as the regular Incident Entry screen. Refer to the manual chapter Overview - Incident Entry for details. The exceptions are noted below.

TO REVERSE A PREVIOUSLY ENTERED INCIDENT ENTRY

Incident Entry records cannot be deleted. In order to "cancel" an Incident Entry, a new entry must be made to reverse the original record. This is done by creating a record identical to the original, but with a negative amount. When the Incident Entry program is called from RA Open or RA Close, negative amounts are not allowed. Therefore, the Batch Incident Entry program must be used to do reversing entries.

Proceed as usual except use the minus sign before or after the amount entered in Field 8.

NOTE: Incident Entry records created using Action Code 6 (negotiated total) can also be reversed but require a little more thought.

It is recommended that the discussion on Field 9 in the chapter Overview - Incident Entry be reviewed.
Use the program Print Charge Records to find the exact amount of the CS Adj that was written as a result of the original total adjustment.
Then on this screen enter a new Action 2 record and enter the CS Adj amount in Field 8 with a negative sign as described above.

TO CORRECT A PREVIOUSLY ENTERED INCIDENT ENTRY FOR HOURS

A problem code can be created which adjusts the extra hours charged at Close. (The problem code is set up with "H" the "Action" field.) If the Incident Entry to take off hours needs to be corrected, use Batch Incident Entry to create a new entry.

Example: At Close, 2 hours should have been removed, but 20 hours were removed.

Solution: In Batch Incident Entry, made an entry using the same HOURS problem code and enter -18 in the Hours field. This will make the hour adjustment net out to 2 hours.

TO RECORD AN INCIDENT ENTRY ON A RESERVATION

Enter data as follows:

1. RA NO	To enter an incident on a reservation, enter: 99999999 as the RA number. This will allow you to proceed to field 2. EXAMPLE: Type 99999999 (RET).
2. RES NO	Enter up to 6 alphanumeric characters representing the reservation number. EXAMPLE: Type 3188 (RET)
6. ACTION	Because a RA is not involved, the choices for this field are limited to: 1 = No Action 3 = Customer Service Certificate - Discount on future rental 4 = Customer Service Certificate - Upgrade on future rental User tip: In order to issue a certificate on a Reservation, the "Issue Certificate" field in the user's record in the User Access File must have a "2" or "3". If that is not present, choices 3 and 4 in this field are not allowed.
10. LOCATION	This field defaults to the user's current location, but may be edited.
TO RECORD AN INCIDENT ENTRY WITHOUT A RA OR A RESERVATION On occasion, it is necessary to enter an incident related to neither a RA nor a reservation. Enter data as follows:
1. RA NO	To enter an incident that has no rental agreement involved, enter: 99999999 as the RA number. This will allow you to proceed. EXAMPLE: Type 99999999 (RET).
2. RES NO	Because there is no reservation involved, leave this field blank by pressing (RET).
3. LAST NAME	Enter up to 18 characters for the individual's last name. EXAMPLE: Type: WEATHERSBY (RET)
4. FIRST NAME	Enter up to 12 characters for the individual's first name. EXAMPLE: Type: MATTHEW (RET) Proceed through the remainder of the fields as usual.
6. ACTION	Because a RA is not involved, the choices for this field are limited to: 1 = No Action 3 = Customer Service Certificate - Discount on future rental 4 = Customer Service Certificate - Upgrade on future rental User tip: In order to issue a certificate without a RA or Reservation, the "Issue Certificate" field in the user's record in the User Access File must have a "3". If that is not present, choices 3 and4 in this field are not allowed.
10. LOCATION	This field defaults to the user's current location, but may be edited.

TO RECORD AN INCIDENT ON A RA THAT EXCEEDS THE MAXIMUM AMOUNT ALLOWED

On occasion an adjustment must be greater than the maximum allowed on the problem code. A field in Edit Misc. Control Fields (page 6, Field 29) can be used to give Batch Incident Entry an extra feature. If turned on, Batch Incident Entry can be used to:

enter an incident on a RA.
enter an incident where the amount of the entry exceeds the maximum amount set on the Problem Code.

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

NOTE: There is a feature that logs any Incident Entry Overrides. See the Manager Override Report for more information.