Insurance replacement rentals present some unique challenges to the standard RA Open and Close programs.
- Usually insurance companies will agree to be responsible for only a portion of the charges on a replacement rental. As a result, the Direct Bill subwindow is inadequate because some of the charges are paid by the driver/renter. (The direct bill logic assumes all charges should be billed to the direct-bill customer.)
- Insurance companies also limit the number of days for which they can be invoiced. Therefore, days beyond the authorized period must be billed to the driver/renter.
- Extensions to the authorized rental period must be handled efficiently.
CARS+ procedures for replacement rentals are designed to meet these challenges. These same procedures can be used for body shop and garage replacement rentals. For the sake of brevity, this chapter will use insurance companies in all examples; but it should be understood that shop replacement rentals are handled in exactly the same way.
CARS+ provides four ways to do insurance replacement rentals and a comparsion of the methods is made in the chapter Overview - Insurance Replacement Summary.
This chapter covers insurance rentals done via vouchers that declare that the insurance company will pay a defined percent of all charges on the rental.
II. DEFINITION
IMPORTANT -- Unlike the other methods of doing insurance replacement rentals, the Percent of All Charges method does NOT create a voucher in the voucher file. Instead, a payment record is created with the insurance company as the FOP. This payment record will appear in the D Subwindow of RA Close. The lack of a voucher changes some of the procedures one might be used to when processing insurance replacement rental using the other methods which do use vouchers. Those changes are noted where appropriate in the instructions below.III. REQUIRED SET-UP STEPS
A. ADDING INSURANCE COMPANIES TO CUSTOMER FILE DIRECTLY.Because replacement
rentals involve transferring financial obligations from the driver/renter to
another party, each insurance company must have a record in the
Customer File. The following notes
are not an attempt to repeat all the information contained in the Customer File
Update chapter. Instead, only
those fields that must be handled uniquely for insurance companies will be
discussed.
CUSTOMER FILE UPDATE
Field: CUSTOMER NUMBER
As usual, when first entering data for the Insurance Company, leave this field blank. Upon saving use either the "F4" feature described in the Customer File Update Chapter to assign a unique code to the insurance company or use "F1" for the system to assign the next available number.
Field: CORP ID
For Hertz US licensees only, when setting up a State Farm Insurance customer record, enter the appropriate CDPID number in this field.
Field: CUST TYPE (CUSTOMER TYPE)
Use Edit Customer Type Codes to define the details for insurance replacement type companies. IT is recommended that the system be set up to validate Customer Type Codes. This is turned on the Edit Misc. Control Fields file in the field "Validate Cust Type".)
Enter a type code, such as 'INS' that is defined to act like an insurance type customer. This is required in order to use the company for an iInsurance voucher in the I subwindow.
For accounting purposes, insurance companies are treated the same as a B type FOP (obligation is transferred to the insurance company).
Note: Body shops and garages must be assigned a customer type that acts like an INS type if the insurance billing procedures are to apply to them. To calculate charges for these companies like insurance rentals but make them ineligible for insurance invoicing, use a customer type that is set up to act like a "DLR" type.)
Field: FOP CODE and NUMBER
For Hertz US licensees only, when setting up a State Farm Insurance customer record, enter the appropriate Hertz Credit Card data in these fields.
Field: RETAIL RATE PRODUCT
If there is a standard rate charged to the renter for insurance replacement rentals when this company is involved, enter the rate product code in this field. This rate code will be the default rate loaded into the Main Window of RA Open whenever this insurance company is used. This is the rate that will be charged to the renter.
Note that the Rate Code is limited to 5 characters.Field: VCHR RATE PRODUCT
This field is not used for this method. Since this method involves a split of all charges on the RA, there is no separate voucher rate.
Field: TAX CODE
This field is not used for this method. Since this method involves a split of all charges on the RA, tax will be included in this split.Field: INS METHOD
Enter the value "P" for Percentage Method. It is this setting that defines the company as a "percent of all charges" insurance company.
B. ADDING
AN INSURANCE COMPANY TO THE CUSTOMER FILE FROM RA OPEN SCREEN.
An insurance company may be created through the
"L" subwindow (Create Insur. Co.) on the Reservation, RA Open, or RA Close screen. BUT WARNING: if created, this way, the company will NOT be able to do the Percentage of Total Charges calculation.
C. LOCATION RECORD
A field in the Location record is used to indicate whether or
not rentals opening at the location should ignore or observe the tax
code EXM on the customer record for the authorizing party on an
insurance RA.
D. ADJUSTERS.
In order to obtain a report of the year-to-date revenue generated by each adjuster (the Adjuster Revenue Report), the following set up is required:
1. Add adjusters to the Customer File as "Adjusters".CUSTOMER FILE UPDATE
Field: CUSTOMER NUMBER
As usual, when first entering data for the Insurance Company, leave this field blank. Upon saving, use the "F4" feature, to create a unique customer number for each adjuster.
User Tip: One possible method uses the first four characters as an alphabetic code to represent the insurance company (3 characters), the city (1 character) and the last two characters as a numeric code for individual agents.
EXAMPLES:
Steve Adams working for AAA of Santa Ana = AAAS01
Linda Benson also at AAA of Santa Ana = AAAS03
James Worth working at AAA of Fullerton = AAAF12
Frank Kerns working at State Farm of Tustin = STFT02Fields: LAST NAME/FIRST NAME
Enter name of the insurance adjuster.
Field: CITY
Enter city where this adjuster's office is located.
Field: EMPLOYER NAME
In order to identify adjusters easily during an Adjuster search, enter the name of the insurance company represented by this Adjuster. Or, enter the name of the Insurance Company in abbreviated fashion followed by the Insurance Company's Customer Number.
EXAMPLE: STATE FARM STFT02
User tip: The first 18 characters of this field are displayed in the Adjuster Search.
User Tip: Adjusters in the Customer File can be searched from the Insurance subwindow by Employer Name - represented on the Search by "Company". Consistency in creating the adjuster customer records, in particular the 'Employer Name' field, can be very useful when searching for adjusters for a certain company.
Field: CUSTOMER TYPE
Enter a customer type code that is defined to act like an 'ADJ' type customer.
2. Turn on adjuster logic - Edit Miscellaneous Control File
Field: REQUIRE VALID ADJUSTER
Entering "Y" (Yes) in this field results in the entry of a valid adjuster code being required when creating Insurance vouchers.
A search for adjusters can be performed from the Adjuster Field of the Insurance subwindow.
If a valid adjuster is not required, the Adjuster's Name and Number is optional and any name entered into the Adjuster Field will be accepted. When "valid adjusters" are not required, revenue generated is not tracked by Adjuster and, therefore, the Adjuster Revenue Report is not meaningful.
E. INSURANCE RATES
No special rates are required to do the percentage method of insurance replacement rentals. Any retail or corporate rate can be used.
F. SET UP REPAIR GARAGES IN THE VENDOR FILE.
Creating and maintaining a data base of repair garages in the Vendor File is not required because CARS+ will accept any name in the Garage field in the Insurance Subwindow. However, to have a database of repair garages for quick reference in the Insurance Subwindow (using the Shift/F7 key), do the following:
Each garage must be added directly to the Vendor File through the use of the Vendor File Maintenance program on the Vendor Maintenance Menu. The minimum fields that must be completed are:
Field 1 - Vendor Number (A number must be assigned; CARS+ does not automatically assign numbers to Vendors)
Field 2 - Name
Field 5 - Address 3 (Enter the Phone Number that should display when repair garages are searched from the Insurance subwindow.)
Field 9 - Type (For repair garages, this field must be "GAR".)
G. RA NUMBERS
A separate range of Rental Agreement numbers for insurance logic RAs can be set up in Edit Next RA Ranges.
Hertz licensees in the US should enter the "N" series of numbers in this field or use the "Insurance RA Prefix" field in Edit Misc to replace the leading "L" character with a "N".
H. INCOMPLETE VOUCHERS
Since this method does not involve a voucher, the "Incomplete Voucher" feature does not apply.
I. INSURANCE
TYPE
A field on page 4 of the Edit Miscellaneous Control File is used to define whether not a transaction "type" is required when entering an insurance voucher. The type indicates if the party on the rental is the insured or a claimant against the insured.
Refer to the Edit Miscellaneous Control File chapter of the manual for more information.
A field on page 4, field 18 - Def Claim Type, of the Location record (Edit Locations) can be used to define a default claim type if desired.
Refer to the Edit Locations chapter of the manual for more information.
J. AUTH PAD
If the system is configured to add an auth pad to estimates on the RA Open screen, insurance and wholesale rentals can be made exempt from that feature. Field # 1 in the Edit Main Control Record is used to set up the exemption. If an auth. pad should be charged but should be a different amount than on retail rentals, an auth. pad option can be defined for this purpose. Refer to the "Echo Close" field in the Edit Optional Items chapter for more information.
K. PRIVILEGE CODES
A corporate ID number can be assigned to the insurance company by entering the number in Corp ID field in its Customer record. Privilege Codes can be attached to the corporate record. Some examples of Privilege Codes that can be set up for insurance rentals are:
| Privilege Code Field | Explanation |
|---|---|
| CC Not Required | If the insurance voucher covers all the rental days and the insurance rate is equal to the rental rate, then no credit card auth or deposit is required for the customer's portion of the rental in order to save the RA. |
| No charge DRIVR | No charge for additional drivers |
| No Option | Defining an option in this field will cause it's rate to be set to zero |
| Ins Upsell | Once the insurance voucher class has been entered, Upsell is
allowed on all transactions; not just those based on national
reservations. If the voucher class is changed to agree with the vehicle class in the main window, the upsell option is removed. If the voucher is removed from the RA, the upsell option is removed. |
When an insurance company with a Corporate ID is authorizing the insurance voucher, its CDPID is loaded automatically onto the RA, and all related privileges are applied to the RA.
Refer to the chapters titled Overview - Corporate Accounts and Edit Privilege Codes for more information.
Fields on page 2 of the User Access File record control whether or not the user can change the responsible party for items on an existing voucher. To have full authority to make the changes, set the fields on page 2 as follows:
Delete Taxes = E
Delete Mand Opts = Y
Delete Other Opts = Y
IV. COUNTER AGENT INSTRUCTIONS
Use the following instructions for insurance replacements.
A. RESERVATIONS
Insurance vouchers may be entered in the Reservations, RA Open, or RA Close programs. To access the Insurance Subwindow, type I (RET) at
the "OPTION:" field on
the Main Window of the Reservation screen. Before entering the
subwindow, the renting location, pick up date, and vehicle class must
have already been entered in the main window. An example of the
subwindow is shown below:
| OPTION: ____________ INSURANCE REPLACEMENTS 1 Code/Claim or PO# */* Ins Company * 2 Rate/Cls/Days/% */*/*/* 8 Policy Maxs */* 3 Insd Name/Policy#/ClaimTyp */*/* 4 Garage/Phone/Make */* 9 Loss Date/Adj# */* 5 Policy Info * 10 Day * 11 Week * 6 Adjuster * 12 Month * 13 XDay * 7 Repair Order# * |
Enter data as follows:
|
1a. CODE |
Enter the Customer Number of the insurance company authorizing
the voucher. To search the Customer File from this field, press Shift
F7. EXAMPLE: Type AAAS01 (/) The name of the insurance company will display in the field to the right. User tip: When the customer record for the insurance company is set up with a CDPID number, the CDPID is added to the RA. |
|
1b. CLAIM # OR PO# |
Enter up to 20 alphanumeric characters to indicate the claim number or purchase order number related to this rental. EXAMPLE: Type 87-748-DJ-070492 (RET) |
| 2a. RATE | For percentage based insurance companies, leave this field blank EXAMPLE: Type (RET) |
| 2b. CLASS | For percentage based insurance companies, leave this field blank EXAMPLE: Type (RET) |
| 2c. DAYS |
Enter the maximum number of days the insurance company has authorized. EXAMPLE: Type 5 (RET) WARNING: Unlike the other three types of insurance replacement methods, the calculation of percentage based insurance companies is NOT sensitive to this field. So for an example, if this rental went on for six days, even though a five day maximum was entered into this field, the insurance company would still be invoiced for 75% of all charges for the entire six day period. The maximum days entered here are used solely by the Insurance Follow-up Report as a warning for either getting an extension or closing the contract and opening a new one for the days beyond the voucher period. |
| 2d. % | Enter the percentage of the total RA charges that the insurance company is willing to pay for. EXAMPLE: Type 75 (RET) |
Upon pressing (RET),
the Insurance Option pop-up window will display automatically. An example is shown below:
| OPTION: I_____________ RESERVATIONS 1 Name(L/F/T) DONELLY/ELIZABETH 11 Conf# * 2 P-U Dat|------------------------------------------------------------| 3 Ret Dat|Select who pays for these items | 4 Airline| C=Cust I=Ins/Dlr *=No charge Damage Resp 1500 | 5 VhCls/R| Option C/I/* Rate Calc Qty Deductible | 6 FOP/#/E| MILE C | E/1 7 Home/Wo| UPGRADE * 1.000 /DAY | DB/Cust 8 Src/Ty/| LDW * 10.000 /DAY 1000 | Notes 9 Notes/O| LIS * 8.000 /DAY 800 | 10 Email | PEC * 10.000 /DAY | | PAI * 5.950 /DAY | OPTION: _| SEAT * 3.000 /DAY 100 | 1 Code/Cl| FPO * | 2 Rate/Cl| TAX I 6.800 PCT | 3 Insd Na| SURCHARGE I 1.500 /DAY | 4 Garage/| | 5 Policy | | 6 Adjuste| | * 7 Repair | Press Return Here to Accept Changes [ ] | * | | | (Down arrow for more Options) | | | -------------------------------------------------------------- |
On percentage type insurance rentals, this screen can be ignored
because by definition, the insurance company is paying a portion of all
rental charges.
|
3a. INSURED NAME |
Enter the insured's name or other reference to this insurance transaction. This field accepts up to 30 alphanumeric characters. EXAMPLE: Type JAMES DONELLY (RET) |
|
3b. POLICY# |
Enter up to 15 alphanumeric characters to indicate the policy number under which the claim is being made. EXAMPLE: Type 3646745722 (RET) |
|
3c. CLAIM TYPE |
Enter:
EXAMPLE: Type I: (RET) User tip: A field in the Edit Miscellaneous Control Fields program is used to define whether or not this is a required field. And a field in the Location record can be used to set a default entry for this field. |
|
4a. GARAGE |
Enter up to 20 alphanumeric characters to indicate the location at which the renter's vehicle is being repaired, or use the Shift F7 keys to access a search of repair garages already set up in the Vendor File. If a garage is selected using the search, the name and phone number from its Vendor record will be entered here. EXAMPLE: Type CENTRAL AUTO BODY (RET) |
|
4b. MAKE |
Enter up to 15 alphanumeric characters to indicate the make and/or model and year of the renter's vehicle that is being repaired. EXAMPLE: Type BLUE FORD FOCUS |
|
5. POLICY INFO |
Enter up to 20 alphanumeric characters regarding the limits or other information about the policy. EXAMPLE: Type 30 DAYS; $900 MAX |
|
6. ADJUSTER |
If the logic to validate adjusters is turned on, skip this field and use Field 9b to enter an Adjuster or search for an Adjuster. Once the adjuster number is entered in Field 9b, the name will fill into this field automatically. If the logic to validate adjusters is not turned on, enter up to 30 alphanumeric characters to indicate the name (or name and phone
number) of the adjuster authorizing the billing. The data entered in
this field will also display in Field 13, Contact, in the Main Window. New adjusters entered here are NOT added to the Customer File. To add an adjuster to the Customer File, use the Customer File Maintenance program. EXAMPLE: Type MARY SHAW |
|
7. REPAIR ORDER # |
If a Repair Order number applies to this contract, enter it in this field. EXAMPLE: Type 345678 (RET) |
| INS COMPANY | This field displays the name of the insurance company whose code was entered into Field 1a. |
|
8. POLICY MAXS |
An amount entered in this field represents the maximum dollar amount that will be charged to the insurance company. If the contract has charges beyond this amount, they will be the responsibility of the renter. EXAMPLE: Type 900 (RET) NOTES Since this calculation method does not use a voucher, the following accommodations must be made:
|
|
9a. LOSS DATE |
Using the selected date format, enter the date of loss. EXAMPLE: Type 041008 (RET) Note: The Date of Loss field can be designated a required field. If you wish to make it so, contact Thermeon's Customer Support Dept. |
|
9b. ADJUSTER # |
Enter the Adjuster’s number or use Shift/F7 to access a search of Adjusters set up in the Customer File. If an adjuster is selected using the search, the number will be entered here and the name of the Adjuster will be entered in Field 6. If the Adjuster does not have a record in the Customer File, a number cannot be entered in this field. Rather, the Adjuster needs to be added using the Customer File Maintenance program. If the "Require Adjuster Flag" is turned on in the Edit Misc. Control File, an existing number from an Adjuster-type customer in the Customer File must be used. Furthermore, if this field is skipped, upon pressing "F1" to save the reservation, the following message will display:
EXAMPLE: Type AAAF09 (RET) |
|
FIELDS |
These fields have no application for percentage based insurance companies. |
The completed subwindow will look like this:
| OPTION: ____________ INSURANCE VOUCHERS 1 Code/Claim or PO# AAAS01/87-748-DJ-0704 Ins Company AAA INSURANCE 2 Rate/Cls/Days/% */*/5/75 8 Policy Maxs 900 Insd Name/Policy# JAMES DONELLY/3646745722 4 Garage/Phone/Make CENTRAL AUTO BODY/BLUE FORD FOCUS 5 Policy Info * 9 Loss Date/Adj# 04-10-08/AAF09 6 Adjuster MARY SHAW 10 Day 30.00 11 Week * 7 Repair Order # 345678 12 Month * 12 Xday * |
MAIN WINDOW
|
5b. RATE |
Enter up to 12 characters representing the rental Rate Code that
will be used for the contract. A default customer rate from the insurance company's customer record may automatically display in this field. If the rate code was loaded from the insurance company's CDPID number, it is not editable. If an attempt is made to change the rate, the following message displays:
Use the following rules to select a proper rate code.
EXAMPLE: Type 1INS (RET) |
|
13. LOCAL CONTACT |
This is the same field as Field #6 in the Insurance Subwindow. The most recent entry in either of these fields replaces any previous entry. |
|
B. INSURANCE RESERVATIONS WITH INCOMPLETE INFORMATION. In the Insurance Subwindow all data fields on the
first two lines are required to enter a complete insurance voucher. If
some of the required information is missing, do not enter anything in the I
Subwindow. Instead, enter the available
information in the Main Window by using the following fields: |
|
|
9a. NOTES |
In the notes field enter any miscellaneous comments concerning the insurance company, rate, class limitations, etc. EXAMPLE: Type INS RTL; AAA; CLS CCAR (RET) |
|
13. CONTACT |
Enter up to 25 alphanumeric characters to indicate the phone number and name of the adjuster handling this claim. EXAMPLE: Type MARY SHAW 555-1111 (RET) |
If the above fields are not adequate, use the Notes Subwindow to enter additional information. See the chapter on General Data Entry Instructions for details on the Notes Subwindow.
Since this calculation method does not use a voucher, the incomplete voucher method is not supported.
C. OPENING
RENTAL AGREEMENTS.
Opening an insurance replacement rental is similar to creating a reservation for one and, thus, involves unique data entry to fields on both the Main Window and the Insurance Subwindow. In general, the instructions given above for Reservations for the I Subwindow and Main Window should be followed. Only the differences will be discussed here.
1. RA from a Reservation with an insurance voucher
If an insurance voucher was created as part of a reservation, when the reservation is pulled to the RA Open screen, the following message will display:
VCHR ON RES
Check the information on the voucher in the I Subwindow. If the information needs correcting, editing must be done through the Edit Voucher program.
2. Rental Agreement without an insurance voucher on a reservation.
Refer to the instructions earlier in this chapter on insurance vouchers on Reservations.
If a contract is opened as a retail RA and at a later time an attempt is made to add an insurance voucher to it, CARS+ prevents the addition of the voucher and the following message will display:
RA MUST BE VOIDED AND RA BATCH OPENED
This is done in order for a number from the insurance RA number range to be assigned to the contract.
D. SELLING "INSURANCE ONLY" OPTIONS ON RETAIL RA’S.
Some operations offer a low cost liability reduction coverage that is reserved for sale on insurance replacement rentals only. (in this chapter it is called “PDW”.) These types of options are defined in the Optional Items file by making use of the “INS ONLY” field. This works fine if there is an insurance voucher on the RA, because it is the insurance voucher that flags a RA as an “insurance logic” RA. The voucher shows that an insurance company or body shop has authorized the rental and they will pay for all of it or a portion of it.
Sometimes, however, instead of billing the insurance company directly, the renter pays for the RA and is then reimbursed by their insurance company. In this case, there is no insurance voucher on the RA to flag it as an “insurance logic” RA. Despite there being no insurance voucher, some operations view these rentals as part of their insurance replacement business and want to be able to offer the sale of typical “insurance” options. Therefore, an option can be defined as “an insurance rental option that is offered on a retail RA” by placing a “R” in the INS ONLY field of Edit Optional Items.
To sell these items, select them from the Option Pop-up window when it is called from the Main
“OPTION” field on the RA (not from the insurance subwindow). When the option, such as PDW is
selected, an additional pop-up window is displayed where data can be entered
for Insurance Company and Policy number. An example is shown below:
| ?Select options: Current Damage Resp 1500 ? C=Charge *?????????????????????????????????????????? Option C? THIS OPTION CAN BE SOLD ONLY TO ? uctible UPGRADE ? CUSTOMERS WHO WILL BE REIMBURSED BY ? LDW ? THEIR INSURANCE CO. FOR THE RENTAL. ? 500 LIS ? INSURANCE DATA BELOW IS REQUIRED. ? PEC ? ? PDW ?? SEAT ?Insurance Company ? GPS ?Policy # ? BOXES ? ? ?????????????????????????????????????????? Press Return Here to Accept Changes [ ] (Down arrow for more Options) |
The space at the top part
of the window is for wording of your choice (the wording shown above is just an example.) Contact Thermeon’s Customer Support Dept to have text set up.
|
INSURANCE COMPANY |
Enter up to 20 alphanumeric characters for the name of the insurance company. If space permits, enter the phone number also. EXAMPLE: Type ALLSTATE 800-1234 |
|
POLICY # |
Enter up to 15 alphanumeric characters for the policy number. EXAMPLE: Type MMBG1909EEB1220 |
If the window is exited without
entering data in both fields, the following message is displayed and the
selection of the option is cancelled.
REQUIRED INSURANCE DATA FOR THE RENTER IS MISSING. PRESS RETURN
In order to report the sales of options, use the Retail Insurance Option Report. It reports RAs that have options defined with “R” in the “INS ONLY” field. The report can be run by location, date, option, and employee code.
E. EXTENDING THE AUTHORIZED PERIOD OF THE RENTAL.
Since this method is a percent split of all charges on the RA, there are no authorized days and therefore no extensions. The only limit that can be imposed using this method is a maximum payment specified by the insurance company. Please refer to the instructions for using the "Policy Max" field of the I Subwindow above.
F. CLOSING RENTAL AGREEMENTS.
Insurance rentals are closed in much the same way as all other RAs. Unlike the other three insurance replacement methods, the amount to be charged to the Insurance Company under the "Percent of All Charges" methos will appear as a "partial payment" in the D Subwindow on these rentals.
In the example below, the vehicle was rented at a calendar day rate of 30.00/day (rate used in the main window on Open.) The rental spanned 3 calendar days, beginning March 30.
The insurance voucher is for 75% for up to 5 days.
Any Policy Maximum will appear in the associate Auth Amout field of the Insurance Company payment record.
OPTION: D________ BATCH RA CLOSE #S3711050
1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1
Total T&M 103.75 6 Notes *
Total Non-T&M 33.00 FOP MC XXXXXXXXXXXX7778 12-15
2 Discount * 7 Date/Time 04-01-10/1200
3 Tax/Surcharge 11.28 A-T&M Charges name:GORHAM
Subtotal-1 148.03 C-Option Charges date:03-30-12 1634
Less Dep/Reimb * D-Payments odom: 23700 8
Less Payments 148.03 E-Other Charges veh#:001816
4 Change Back * F-RA Open Bill-To:
Balance * O-Other Windows N-Notes
OPTION: __ PAYMENTS
Amount/FOP/#/Exp/Settled Auth#/Amt/PmtDate/Time/Drw
Curr Code/Frgn Amt
1 111.02/AAASO1/*/*/* 2 */*/*/*/*
3 */*
4 37.01/MC/XXXXXXXXXXXX7778/12-15/* 5 1234/100/*/*/*
6 */*
7 */*/*/*/* 8 */*/*/*/*
9 */*
10 */*/*/*/* 11 */*/*/*/*
12 */* F2 NEXT 4 F4 PREV 4
G. ERROR MESSAGES.
If a separate range of RA numbers for insurance rentals is designated fin the Edit Location File, the following message appears when, after opening and saving a non-insurance contract, an attempt Is made to add an insurance voucher to the RA.
RA MUST BE VOIDED AND NEW INS RENTAL BATCH OPENED
V. SUMMARY OF INCOMPLETE VOUCHER FEATURE
Since this calculation method does not use a voucher, the incomplete voucher method is not supported.
W. EDITING INSURANCE INFORMATION
Use the I Subwindow of the Reservations, RA Open or RA Close program to do the following:
- Edit non-voucher-specific information such as garage, make, model, etc.
VI. BACK OFFICE INSTRUCTIONS
A. Daily Business Report
1. Insurance Vouchers and the Operations DBR.
T&M charges billed to the insurance company are included with all other forms of T&M on the Operations DBR.
2. Insurance Vouchers and the Accounting DBR.
Charges billed to the Insurance Company also appear on the Accounting DBR; however, they are separated from other T&M revenue as follows:
Since the voucher is handled as a "Partial Payment" the revenue will appear in the various appropriate columns and the voucher will appear on the payment line and sub-totaled by insurance co. in the FOP summary section.
B. DBR Posting
Charges billed to the Insurcance Company will be posted to the appropriate customer account in the A/R Open Item File.
C. Invoicing Insurance Companies.
The Insurance Invoicing program prints a billing invoice for each insurance logic rental summarizing the rental charges and showing the claim number, policy number, renter information, etc.
One invoice is printed for each insurance rental. When a RA has multiple insurance vouchers for the same insurance company due to extensions, the invoice consolidates the vouchers on a single invoice. If the contract has insurance vouchers for different insurance companies, a separate voucher is printed for each company.
This report is used as a guide for requesting extensions from insurance companies on insurance replacement rentals. Insurance RAs with vouchers expiring between the date range selected are sorted by the insurance company and adjuster handling the claim. The report can include incomplete vouchers or be requested for only those RAs with incomplete vouchers.
WARNING: Since the voucher maximum days does not affect the calculation of the voucher value, of all types of insurance replacement rentals, percentage based companies are the ones whose rentals that extend beyond the voucher days need to be tracked. If the rental is going to extend beyond the voucher period and no extensions from the insurance company are issued:
Batch Close the original RA after the max days are reached
Batch Open a new RA without the insurance company for any days beyond the voucher period.
This report can be run in different modes:
Include insurance logic RAs
Exclude insurance logic RAS
List only insurance logic RAs
This report shows the volume of business for individual adjusters and insurance companies. The term "insurance companies" applies to any customer for which insurance logic is used. This can include dealerships and body shops in some cases.