Use this program to:
Defining codes – A Model Code is needed in order to in-fleet a
new vehicle into the Inventory File. (A Shift/F7 pop-up window can be used to access the Model Codes from
that program.) Model Codes are
also required when adding a foreign vehicle to the inventory through the
Foreign RA Entry program. Therefore, whenever a new model or new model year of
vehicle needs to be added to the fleet, a new record must first be created in this file.
Assume you had 2008 Escapes in the fleet using a Model Code of “ESCAPE”. Then you later bought 2009 Escapes. You could continue to use the same Model Code name (ESCAPE) but in order to enter them in the fleet with the 2009 model year, it is necessary to create a new record. Use the F4 key to clone a model code. Enter the Model Code and Model Year (Fields 1 and 2) in the new record.
Defining common data – By entering data that is standard to all vehicles of the same model, your data entry time is decreased when in-fleeting several vehicles of the same model. For example, things like the size of the gas tank, estimated mpg, number of doors, first part of the VIN, etc. are usually the same for each vehicle of a particular model.
Making global changes – Occasionally you may need to change a field in a model code that applies to all vehicles of that model. For example, the service schedule may need a change. Or perhaps the wrong size gas tank was entered when the model code was created. The change can be made here and then put in place by using the Set Model Codes program. This prevents you from having to make the change to each individual vehicle.
Before using this program data must be entered in the following Control Files:
To access the Edit Model Codes program, type EDITMDL (RET) at any menu "OPTION:" field or the appropriate line number on the Fleet Control Files Menu. The screen will then display:
| OPTION: EDIT MODEL CODES (Page 1 of 2) 1 Model 21 Tax Code 2 Year 00 22 Phone Incl 3 Description 4 Class 23 Annual Fee 5 Surcharge 24 Fuel Code 6 Doors 25 Fuel Card Rate 7 Make 26 Model Option 8 Type 27 Charge Option 9 Group 28 Alt. Model 10 Eng Size 29 RSA Warranty 11 Options 30 Damage Type 12 1st tank size 31 Inv Option 13 2nd tank size 32 Inv Opt Chg 14 Fuel type 33 Alt. Model2 15 Est MPG 34 Ground Odom 16 Pricing code 35 Carbon/Km 17 Post code 36 Car Graphic 18 Service flags 0000000000 19 VIN 1st 8 Mod Date Time 20 Replacement Cost Mod Employee 1SAVE 2NEXT 3ERASE 4CLONE 5BACKUP 6 7HELP 8 |
Enter data as follows:
|
1. MODEL |
Enter up to 8 alphanumeric characters to indicate a model of vehicle. EXAMPLE: Type ESCT (RET) |
|
2. YEAR |
Enter 2 numeric characters to indicate the year of this model of vehicle. EXAMPLE: Type 07 (RET) |
|
3. DESCRIPTION |
Enter up to 50 characters to describe this model. EXAMPLE: Type ESCORT (RET) |
|
4. CLASS |
Enter the correct Class Code for this model of vehicle. EXAMPLE: Type CCAR (RET) |
|
5. SURCHARGE |
This field is for Canadian users in the Province of Ontario. It is for the Tax For Fuel Conservation (TFFC tax). Using dollars and cents, enter the daily tax that should be applied to this vehicle. Precede any tax credit with a minus sign "-". EXAMPLE:Type -.53 (RET) User tip: An alternative TFFC rate for certain customers can be configured in your system through the use of a Privilege Code and a field in the Vehicle Class record. Refer to the chapter of the manual titled Edit Privilege Codes for more details. |
|
6. DOORS |
Enter the number of doors the vehicle has. EXAMPLE: Type 4 (RET) |
|
7. MAKE |
Enter up to 8 characters to indicate the manufacturer of the model. If Maker Codes are set up, the Make entered must already exist in the Maker Code file. For more information on Maker Codes, refer to the chapter Edit Maker Codes. EXAMPLE: Type FORD (RET) |
|
8. TYPE |
Enter up to 8 alphanumeric characters using shorthand descriptions for vehicle type (CPE, 4DR, HTP, VAN, 2DR H/B, etc). EXAMPLE: Type 4DOOR (RET) |
| 9. GROUP |
Reserved for a future release. |
|
10. ENG SIZE |
If desired, use this field to enter the engine size. It will accept up to 4 alphanumeric characters. EXAMPLE: Press (RET) |
|
11. OPTIONS |
Model Options can be entered in 2 ways: 1. Use the field as a "free-form" field and enter up to 20 alphanumeric characters to indicate any options that are common to this model of vehicle.This could include air conditioning, power windows, CD player, etc. EXAMPLE:Type SUNROOF, CUST WHEELS (RET) 2. Use 2 character codes that have been previously set up in the Edit Vehicle Options File. The codes can be entered one right after another. Or you can leave a blank space between them. Up to 20 characters (including spaces) can be entered. EXAMPLE 1: SR PW PD CD (RET) EXAMPLE 2: SRPWPDCD (RET) NOTE: If one or more codes have been set up in the Edit Vehicle Options File, this field will accept ONLY valid codes. |
|
12. 1ST TANK SIZE |
Enter up to 5 numeric characters to indicate the size in gallons of the vehicle fuel tank or tanks. One decimal value is acceptable. (Although 2 decimal positions are shown, only 1 position is used at this time.) This Field is required if CARS+ is to perform automatic fuel calculations. Note: This field changes to "Max KWhrs" when fuel type "E" is used for Electric Vehicles. This should be set to the total number of Kilowatt hours the battery can hold. This field is required if CARS+ is to perform automatic recharging calculations. EXAMPLE: Type 11.9 (RET) Note: This field is required unless fuel type "N" is listed in field 14. Fuel type "N" is for trailers and bicycles or any other rentable device that does not require fuel. (fuel calculation is made inactive) |
|
13. 2ND TANK SIZE |
At this time, CARS+ only makes use of a single vehicle fuel tank when calculating refueling charges. This field is reserved for a future enhancement. |
|
14. FUEL TYPE |
Enter a single alpha character to indicate the type of fuel used by this vehicle. Prices for various types of fuel, such as gasoline and diesel, are set up in the Edit Fuel Rates file. For Electric vehicles this field must be set to "E" (for Electric). Note that when this "E" "Fuel Type" is used that the below fields 12 and 15 change to coincide with the differences from charging to refuel the vehicle with fuel, to allow to charge to recharge the electric battery. See the Overview Chapter - Electric Powered Vehicles, for more information. EXAMPLE: Type G (RET) User tip: The letter "N" has a predetermined meaning of "No Fuel" in CARS+. When a "N" is entered here, data is not required in the tank capacity and estimated miles per gallon (kms per liter) fields. The fuel calculation on RAs for vehicles with this fuel type is also turned off, although odometer readings can still be entered. Typical applications for Fuel Type "N" are for trailer rentals or bicycle rentals. |
|
15. EST MPG |
Enter up to 5 numeric characters to indicate the estimated miles per gallon (kms per liter) for this vehicle. One decimal value is acceptable. (Although 2 decimal positions are shown, only 1 position is used at this time.) This field is required if CARS+ is to perform automatic fuel calculations. Note: This field changes to "KM/Chg when fuel type "E" is used for Electric Vehicles. Enter the estimated number of miles per KW hour. This field is required if CARS+ is to perform automatic recharging calculations. EXAMPLE: Type 22.5 (RET) Note: This field is required unless fuel type "N" is listed in field 14. Fuel type "N" is for trailers and bicycles or any other rentable device that does not require fuel. (fuel calculation is made inactive) |
|
16. PRICING CODE |
Enter up to 2 alphanumeric characters to select a pricing code. This code is used to associate each vehicle with a specific set of coverage and option rates. Depending on a setting in the field "Validate Pricing Codes" in Edit Misc. Control Fields, this code may need to have already been created using the Edit Pricing Code program. Pricing Codes can be applied to transactions from a variety of places. For details, refer to the chapter Overview - How Option Prices Are Selected.EXAMPLE: Type C (RET) |
|
17. POST CODE |
Enter 1 alphanumeric character to select which General Ledger posting table is to be used in processing revenue generated by this vehicle. This code must already have been created using the Edit Posting Codes program. EXAMPLE: Type C (RET) |
|
18. SERVICE |
CARS+ can keep track of up to 80 different types of maintenance, or service acts that are performed on each vehicle. Services are each assigned a code number and are defined by the user through the Service Code program. The first 10 Service Codes can be set up with service periods based on elapsed time and elapsed mileage. When the Maintenance Warning Report is executed, the current odometer for each vehicle and current date are compared with maintenance records in the Vehicle History File. If the elapsed mileage or time have exceeded the specified service periods, a maintenance request is issued for the service code items that are due. For each of these 10 service codes, your fleet can be divided into three maintenance schedules. For example, with oil changes, part of your fleet can be flagged to require service after 3000 miles or 120 days, which ever comes first. The remainder of your fleet could be set up at 5000 miles/180 days and 7500 miles/180 days. These elapsed periods are defined in the Service Code update program and are assigned flag numbers 1, 2 or 3 (see chapter on Service Codes). Field 17 consists of ten single character fields which correspond to Service Codes 1 through 10. In each of these individual fields enter either "1", "2" or "3" to indicate the appropriate service interval "Flag" for this vehicle. If a particular service code is not used for this vehicle or is not defined in the Service Code File, enter a zero "0" for the flag number. As an example, Service Code 1 is for oil change with the intervals:
If the vehicle being entered is have its oil changed every 5000 miles, then a 2 should be placed in the first position of Field 17. EXAMPLE: Type 2000000000 (RET) |
|
19. VIN 1ST 8 |
Generally, the first eight characters of the manufacturer's Vehicle Identification Number (VIN) are the same for all vehicles of the same model and body type. This field allows you to enter these characters into the Model Table so that only the remaining characters need to be added when in-fleeting a new unit. EXAMPLE: Type 3FAPP13J (RET) |
|
20. REPLACEMENT |
There is a field in the Vehicle Inventory record for "Replacement Cost". The rental agreement print program can be configured in such a way that the renter's responsibility for damage can be calculated based on the capital cost of the vehicle or on the replacement cost. When a replacement cost is entered, it takes precedence over the capital cost. Enter the replacement cost for this model code. EXAMPLE: Type 18500 (RET) User tip: Most RA print programs in CARS+ are not configured show this amount. Adding this feature to an existing RA print program is a chargeable enhancement that can be arranged by contacting Thermeon's Customer Support Dept. |
|
21. TAX CODE |
If tax codes vary by type of vehicle, the following set up is required: 1. The appropriate tax code must be set up in the Edit Tax Code File. 2. Enter the tax code file in this field. 3. The use of the tax code must be turned on in the location record in Edit Locations in the field "Use Model Tax Code." If sales tax does not differ by type of vehicle or class, then leave this field blank. EXAMPLE: Type (RET) |
|
22. PHONE INCL |
This field indicates whether this model can come with an installed cellular phone.
EXAMPLE: Type N (RET). |
|
23. ANNUAL FEE |
Enter an amount that reflects the model’s “Prepaid Fees”. This refers to the "Prepaid Fees" field on page 4 of the Vehicle Inventory File. This amount, when divided by 365 days, can be applied to each contract as an automatic daily charge. See the notes on this feature in the Edit Misc. Control Fields chapter and the Edit Optional Charge Codes chapter. EXAMPLE: Press(RET) Note that when foreign vehicles are entered into your fleet with this model, this field will be entered automatically on the Vehicle Inventory Record. |
|
24. FUEL CODE |
Due to the fact that the level of fuel actually remaining in the fuel tank on check-in often times does not correspond to the reading of the tank level, Fuel Adjustment Codes can be created to modify the fuel calculation on the RA Close screen. In this field enter the Fuel Adjustment Code that applies to this Model. See the chapter on Edit Fuel Adjustment Codes for more information. EXAMPLE: Type: E1 (RET) User Tip: Fuel Adjustment Codes in the Customer record take precedence over those in the Model Code File. |
|
25. FUEL CARD RATE |
For those operators who supply the renter with a company owned fuel charge card at the time of rental, enter rate per mile/km used to calculate the fuel charge. EXAMPLE: Type .12 (RET) |
|
26. MODEL OPTION |
This field is used to designate a mandatory option for this model code. By entering an Option Code in this field, you can configure your system to charge the option each time a vehicle of this model is rented. EXAMPLE: Type NVL (RET) User Tips: In order for the option to be applied, a "Y" must be entered in the following field. The option should be set up as a "dependent" type option in the Edit Optional Rates program. |
|
27. CHARGE OPTION |
This field is used in conjunction with the preceding field. Enter:
EXAMPLE: Type Y (RET) |
|
28. ALT. MODEL |
Reserved for a particular CARS+ User. All other users should skip this field. |
|
29. RSA WARRANTY |
This field is reserved for Roadside Assistance warranty information for Hertz Australia. All other users should skip this field. Hertz Australia users should enter a single character representing a valid Warranty Code. (Warranty Codes are created in the Edit Warranty Codes program located on the Fleet Control Files Menu. ) Examples:
EXAMPLE: Type Y (RET) Refer to the chapter titled:Appendix - Hertz Australia Roadside Assistancefor more information. |
|
30. DAMAGE TYPE |
This field can be used to identify a certain set of History Service Codes for damage that apply to particular models of vehicles. For example, damage Service Codes can be created only for trucks (tailgate or truck bed damage), convertibles (fabric top), or minivans (sliding side doors). When the single character code used in the "Damage Display" field on the Service Codes matches the entry in the Damage Type field of the Model Code, those Service Codes are restricted to only the Model Codes set up with a matching character Enter a single alphanumeric character which identifies the set of Service Codes that applies to vehicles with this Model Code. EXAMPLE: Type C (RET) |
|
31. INV OPTION |
This field is used to designate a second mandatory option for this model code. By entering an Option Code in this field, you can configure your system to charge the option each time a vehicle of this model is rented. Note: This field and the following field are duplicated in the Vehicle Inventory record, whereas the "Model Option" fields above are not. Therefore, if an option is not present on all vehicles of a certain model, it is this field that should be use so that it can be overridden on the selected vehicle records. If the option is available on only a few vehicles of a particular model, leave this field blank and enter the option directly on the vehicle record. EXAMPLE:Type SIRUS (RET) User tips: In order for the option to be applied, a "Y" must be entered in the following field. The option should be set up as a "dependent" type option in the Edit Optional Rates program. |
|
32. INV OPT CHG |
This field is used in conjunction with the preceding field.Enter:
EXAMPLE: Type Y (RET) |
|
33. ALT MODEL 2 |
Reserved for a particular CARS+ User. All other users should skip this field. |
|
34. GROUND ODOM |
A field is provided in the Vehicle Inventory record for a Grounding Odometer. Making an entry in this field causes a grounding odometer limit to be automatically loaded on page 2 of the inventory record when in-fleeting vehicles of this model. If Maker Codes are set up, data may be entered automatically in this field from the Maker Code record. EXAMPLE: Type 22000 (RET) |
|
35. CARBON/KM |
This field is provided for those customers who need to calculate the approximate carbon emissions that were released by the rental and print it on the RA. Enter the grams per mi/km rate of carbon emissions for this model (4 numbers before and 2 after the decimal point). EXAMPLE: Type 215.50 (RET) |
| 36. CAR GRAPHIC |
This field is for those operations that use a postscript RA print program that prints a "wire frame" graphic of the vehicle on the RA so that damage can be indicated. Enter up to 2 alphanumeric characters for the appropriate record in the car graphic file that should print on the RA for vehicles of this model. The RA print program controls the size and position of the graphic and adds the damage indicators as the RA prints. (The car graphic file is named "raprtps/htzaus-graphic-xx.ps" where xx is the code.) This field is referred to by the full-screen version of the Damage Entry logic. Refer to the chapter Overview - Damage Tracking for more details. |
|
MOD DATE |
This field displays the date when this record was last modified. |
|
MOD TIME |
This field displays the time when this record was last modified. |
|
MOD EMPLOYEE |
This field displays the employee code of the user who last modified this record. |
The screen will then display:
| OPTION: EDIT MODEL CODES (Page 1 of 2) 1 Model ESCT 21 Tax Code 2 Year 07 22 Phone Incl N 3 Description ESCORT 4 Class B 23 Annual Fee 5 Surcharge -.53 24 Fuel Code E1 6 Doors 4 25 Fuel Card Rate .12 7 Make FORD 26 Model Option NVL 8 Type 4DOOR 27 Charge Option Y 9 Group 28 Alt. Model 10 Style 29 RSA Warranty Y 11 Options SUNROOF,CUST WHEELS 30 Damage Type C 12 1st tank size 11.9 31 Inv Option SIRUS 13 2nd tank size 32 Inv Opt Chg Y 14 Fuel type G 33 Alt. Model2 15 Est MPG 22.5 34 Ground Odom 22000 16 Pricing code C 35 Carbon/Km 215.50 17 Post Code C 36 Car Graphic 18 Service flags 2000000000 19 VIN 1st 8 3FAPP13FJ Mod Date Time 20 Replacement Mod Employee 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8 |
Press F8 to go to the next page.
Page 2 screen will then display:
| OPTION: __ EDIT MODEL CODES Model/Yr ESCT 07 (Page 2 of 2) 1 Grounding Days 12 Feature 1 2 Gross Weight 13 Feature 2 3 Foreign Mdl 14 Feature 3 4 Exempt CDPID 15 Feature 4 5 Exempt Incl Rates 16 Feature 5 6 Exempt Vouchers 17 Feature 6 7 Exempt 1 Way 18 Feature 7 8 Block 1 Way Close 19 Feature 8 9 Block Exchange 20 Feature 9 10 Req Manager Open 21 Feature 10 11 Req Manager Close 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8NTX PAGE |
| 1. GROUNDING DAYS |
A field is provided in the Vehicle Inventory record for a Grounding Date. When in-fleeting new vehicles and the Model Code has a number in this field, this number of days is added to the purchase date with the result being automatically entered in the Grounding Date field of the vehicle record. For example, an inventory record for a vehicle purchased March 1 with a Model Code that has 180 in this field would cause its Grounding Date to be set to August 28. If Maker Codes are set up, data may be entered automatically in this field from the Maker Code record. EXAMPLE: Type 180 (RET) |
| 2. GROSS WEIGHT |
Enter the weight of the vehicle. EXAMPLE: Type 3515 (RET) |
| 3. FOREIGN MDL |
This field is provided for an import program used by Hertz Canada which imports a text file of US owned vehicles into their CARS+ system. If the model code was created by the import program, a "Y" will be in this field. |
| 4. EXEMPT CDPID |
Is this Model Code exempt from CDPID? If a "Y" is entered this Model Code will be exempt from CDPID rates and rules. N (or Blank) = this model is not exempt. EXAMPLE: Type (RET) |
| 5. EXEMPT INCL RATES |
Is this Model Code exempt from Inclusive Rates? If a "Y" is entered this Model Code will be exempt from Inclusive rates. N (or Blank) = this model is not exempt. EXAMPLE: Type (RET) |
| 6. EXEMPT VOUCHERS |
Is this Model Type exempt from vouchers? If a "Y" is entered this Model Code will be exempt from vouchers. N (or Blank) = this model is not exempt. EXAMPLE: Type(RET) |
| 7. EXEMPT 1 WAY CLOSE |
Is this Model Type exempt from one way at close? If a "Y" is entered this Model Code will be exempt from 1 way at RA Close. N (or Blank) = this model is not exempt. EXAMPLE: Type(RET) |
| 8. BLOCK 1 WAY CLOSE |
Should this Model Code be blocked for one ways at RA close? If a "Y" is entered this Model Code will be blocked at RA Close. N (or Blank) = this model is not exempt. EXAMPLE: Type (RET) |
| 9. BLOCK EXCHANGE |
Should this Model Code be blocked for any exchanges? If a "Y" is entered this Model Code will be blocked for exchanges. N (or Blank) = this model is not exempt. EXAMPLE: Type(RET) |
| 10 REQ MANAGER OPEN |
Will this Model Code require a manager at RA Open? If a "Y" is entered this Model Code will require a manager at RA Open. N (or Blank) = this model is not exempt. EXAMPLE: Type(RET) |
| 11 REQ MANAGER CLOSE |
Will this Model Code Require a Manager at RA Close? If a "Y" is entered this Model Code will require a manager at RA Close. N (or Blank) = this model is not exempt. EXAMPLE: Type(RET) |
| 12 FEATURE 1 |
Fields 12 -21 are part of the vehicle feature code logic. If the
codes are already set up, they will be listed. If not set up, the
screen will look like the one shown above.
|
| 13 FEATURE 2 |
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| 14 FEATURE 3 |
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| 15 FEATURE 4 |
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| 16 FEATURE 5 |
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| 17 FEATURE 6 |
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| 18 FEATURE 7 |
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| 19 FEATURE 8 |
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| 20 FEATURE 9 |
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| 21 FEATURE 10 |
PRESS "F1" AT "OPTION:" TO SAVE THE RECORD