This program is part of a suite of programs used by Hertz Canada to record and track vehicle damage. Refer to the Appendix on Overview - Damage Tracking - Hertz Canada Version for detailed instructions on how to set up this feature within CARS+.


Use this program to track damage by obtaining a report of repaired and/or unrepaired vehicle damages. Parameters such as date range, customer, vehicle number, or location can be selected.

Voided Damage Reports are ignored by this program.

To access the Damage Tracking Report program, type DMGRPT (RET) at any menu "OPTION:" field or the appropriate line number on the Hertz Canada Damage Menu. The screen will then display:

OPTION: __ DAMAGE TRACKING REPORT

1 Start Date 04-12-08
2 End Date 04-12-08
3 Location ALL
4 Location Type 1 (1=TrxOpen 2=TrxClose 3=VehCurr 4=VehOwner 5=ClaimLoc)
5 Type 3 (1=Assoc. w/RA 2=Unassoc. 3=Both)
6 Repaired? 3 (1=Open Only 2=Repaired Only 3=Both)
7 Appraisal Cost 7 (1=W/Matrix Cost 2=W/Non-Matrix Costs
3=W/Matrix Cost and Non-Matrix Costs
4=All records without costs 5=Waiting Appraisal
6=Sent to headquarters 7=All Damage Records)

8 Zero Deduct N
9 Renter Cust# ALL
10 Vehicle Status R
11 Sort Order R (L=Loc/Date R=Dmg Rpt# V=Veh#/Date C=Renter/Date)
12 Detail/Summary D
13 Print/Display P
14 Dmg Description N
15 Start Veh # FIRST
16 End Veh # LAST
17 Claim Empl ALL
1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. START DATE

Using your selected date and time formats, enter the starting date for the report. This date refers to the date when the damage entry was originally entered into CARS+.

EXAMPLE: Type 040108 (RET).

2. END DATE

Using your selected date and time formats, enter the ending date for the report. Like the above field, this date refers to the date when the damage entry was originally entered into CARS+.

EXAMPLE: Type 041208 (RET).

3. LOCATION

Enter:

  1. Enter up to 6 alphanumeric characters to select a single location.
  2. A Group Name representing several locations. (Group Names always begin with a plus sign "+".) In addition, for this report, a Location Group will trigger "subtotal roll-ups" (if the group contains groups within groups, subtotals will print for each group level). For more information on this feature, refer to the section on Subtotal Roll-Ups at the end of the Edit Group Names chapter.
  3. Press RETURN to default to ALL locations.

EXAMPLE: Press (RET)

4. LOCATION TYPE

If a location code is entered in Field 3, you can define that location further by using this field. Enter:

1 = Opening location. Limits the report to damage reports made on RAs or Non-Revs opened at the location entered in Field 3.

2 = Closing location. Limits the report to damage reports made on RAs or Non-Revs closed at the location entered in Field 3.

3 = Current location. Limits the report to vehicles presently at the location entered in Field 3.

4 = Owning Location. Limits the report to vehicles owned by the location entered in Field 3.

5 = Claim Location. Limits the report to Damage Claims that are the responsibility of the location entered in Field 3.

EXAMPLE: Type 1 (RET)

5. TYPE

Enter:

1 = Report only those damage records associated with a rental agreement.

2 = Report only those damage records NOT associated with a rental agreement.

3 = Include all damage records whether or not they are associated with a rental agreement.

EXAMPLE: Type 1 (RET)

6. REPAIRED?

Enter:

1 = Report only those damage records still open (unrepaired). That is, they are still incomplete records in the Vehicle History File. Since these records are incomplete, the damage amount is only an estimate.

2 = Report only those damage records that are marked as having been repaired.

3 = Include all damage records whether or not they have been marked as repaired.

EXAMPLE: Type 3 (RET)

User Tip: Realize that damage charges may change over time. When the record is still open, the amount is just an estimate. Even after the repairs are done, the amount can still be edited. Therefore, the report can be run with the same parameters at different times and the results may vary.

To track damage revenue, use any or a combination of the following:

Accounting DBR

Revenue Analysis Report

Option Revenue Report

7. APPRAISAL COST

Enter:

1 = Damage amount from Matrix Cost (pop-up window for damage was used)

2 = Damage amount not from Matrix Cost (pop-up window was not used)

3 = All records with damage amounts whether or not the pop-up window was used.

4 = All records without damage costs

5 = Those records waiting for appraisal (Appraisal code on Damage Entry screen is "A".)

6 = Those records forwarded to headquarters (Appraisal code on Damage Entry screen is "H".)

7 = All damage records that meet other selection criteria will be reported.

EXAMPLE: Type 7 (RET)

8. ZERO DEDUCT

Enter:

Y = Yes. Only those damage records associated with contracts that have a zero deductible LDW will be reported.

N = No. All damage records that meet other selection criteria will be reported.

EXAMPLE: Press (RET)

9. RENTER CUST #

If the report should be limited to only one customer, enter the customer number in this field. Otherwise, press (RET) to default to ALL customers.

EXAMPLE: Press (RET)

10. VEHICLE STATUS

To limit the report to those vehicles at a particular status, enter a single status code here. Otherwise, leave the field blank to include all vehicles regardless of status.

EXAMPLE: R Press (RET)

11. SORT ORDER

This field determines in what order the information on the report should be listed:

L = First by Location and then chronologically by date

R = Numerically by Damage Report number.

V = First by Vehicle number and then chronologically by date.

C = First by renter Customer number and then chronologically by date.

EXAMPLE: Type V (RET)

12. DETAIL/ SUMMARY

Enter 1 alpha character to select the report format:

D = Detailed Report

S = Summary Report

EXAMPLE: Type D (RET)

13. PRINT/ DISPLAY

Enter:

P = Print a hard copy to your assigned printer.

D = Display the report to the screen.

EXAMPLE: Type P (RET)

14. DMG DESCRIPTION

Enter:

Y = Yes, include the damage descriptions. Under each damage report listed, each damage description for the damage entry will be shown in detail.

N = No, don't include the damage descriptions.

EXAMPLE: Type Y (RET)
15. START VEHICLE #
 Enter the unit number of the first vehicle whose damage Reports are to be selected or press RET to default to the first vehicle on file.
16. END VEHICLE NUMBER
 Enter the unit number of the last vehicle whose damage Reports are to be selected or press RET to default to the last vehicle on file.
17. CLAIM EMPLOYEE
 This field applies only to the full-screen version of Damage Entry.
Enter the Employee Code of one individual who is responsible for claims to restrict the report to just Damage Reports assigned this that employee or press RET to default to all employees.

The screen will then display:

OPTION: __ DAMAGE TRACKING REPORT

1 Start Date 04-01-08
2 End Date 04-12-08
3 Location ALL
4 Location Type 1 (1=TrxOpen 2=TrxClose 3=VehCurr 4=VehOwner 5=ClaimLoc)
5 Type 1 (1=Assoc. w/RA 2=Unassoc. 3=Both)
6 Repaired? 3 (1=Open Only 2=Repaired Only 3=Both)
7 Appraisal Cost 7 (1=W/Matrix Cost 2=W/Non-Matrix Costs
3=W/Matrix Cost and Non-Matrix Costs
4=All records without costs 5=Waiting Appraisal
6=Sent to headquarters 7=All Damage Records)

8 Zero Deduct N
9 Renter Cust# ALL
10 Vehicle Status R
11 Sort Order V (L=Loc/Date R=Dmg Rpt# V=Veh#/Date C=Renter/Date)
12 Detail/Summary D
13 Print/Display P
14 Dmg Description Y
15 Start Veh# 530023
16 End Veh# 530050
17 Claim Empl ALL
1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

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

Notes about the report:

Records that are entered without a RA number attached to them have the words "NON-REV" in the RA Number column.

An asterisk (*) prints after the damage estimate amount if the amount was obtained from the Damage Matrix pop-up window.

If the Damage Appraisal Code field on the Damage Entry screen was left blank, the letter "M" prints in the Damage Appraisal Code Column.

If the Damage Appraisal Code was "H", a second line of data will print showing the Damage Appraisal Note, if any.

A column on the right hand side of the report between the Renter name and the Create Employee shows the Y/N entry from the "Customer Present" field from the Damage Report.

The "CrEmpl" column shows the Employee Code for the employee who entered the Damage Record. An asterisk (*) after the code notes that this is a not a counter oriented employee (as designated in the employee's User Access File.)