The Vehicle History File is used to maintain a history of every important event involving each vehicle. Each event is identified by a "Service Code" and becomes a record in the vehicle's history file. Some records are generated automatically while others are dependent upon data entered by users.
II. PROGRAMS THAT CREATE VEHICLE HISTORY
The chart below summarizes the programs within CARS+ that are involved in creating vehicle history records. Although codes 00 through 96 are discussed below, note that Service Codes can also be 2-character alpha or alphanumeric.
|
Service Code # |
Service Code Description |
Program |
Explanation |
|
00 |
Rental Agreement |
RA Open/ RA Close |
Every rental agreement automatically becomes a history record on the vehicle involved. When the RA opens, the record is incomplete. It is completed by the posting process. The data recorded includes odometer readings, date, number of rental days, RA #, and revenue earned. Vehicle exchanges are also noted. Edits to posted RAs update these records. |
|
01 - 10 |
Scheduled maintenance codes |
Vehicle Sundry Invoice Vendor Invoice Entry Vehicle History Update |
Any of these 3 programs can be used to record routine maintenance. |
|
11 - 89 |
Repair codes |
Vehicle Sundry Invoice Vendor Invoice Entry Vehicle History Update Damage Report Entry |
Any of the first 3 programs can be used to record vehicle history events such as repairs, and any other event you choose such as changing a license plate or adjusting the odometer reading. The Damage Entry screen is used to record damage to vehicles and simultaneously creates an incomplete Vehicle History record (which will need to be completed through the Vehicle Sundry Invoice program.) |
|
91 |
Parking or traffic ticket |
Ticket Processing |
During the process of researching a ticket, you are asked if the Vehicle History File should be updated. Answering "Y" automatically creates a history record written under code 91 on the vehicle involved. |
|
92 |
Damage |
Damage Entry |
Damage reports - estimate amount of damage is recorded. |
|
93 |
Non-Rev Movement |
Non-Rev Movement |
Each Non-Rev Ticket automatically creates a history record on the vehicle involved. Data includes the date, odometer readings, and Non-Rev number. (Service Code 93) |
|
94 |
Missing Miles/Kms |
Various |
CARS+ automatically tracks gaps in the odometer readings of vehicles. For example, assume a vehicle checks in on a Non-Rev ticket with an odometer reading of 6,150. The next movement is a rental showing an opening odometer reading of 6,180. A history record using Service Code 94 would automatically be written for that vehicle because of 30 missing miles on the odometer. |
|
95 |
Vehicle Sale |
Sell A Vehicle |
Whenever a vehicle is sold in CARS+, a Service Code 95 is automatically created for that vehicle. |
|
96 |
Car Wash |
Car Wash Entry |
If you track car washes and preps by employee, each car wash entry automatically records a Service Code 96 for that vehicle. |
| 97 |
Hold Code |
Applying hold codes |
Refer to the Hold Code section of the manual for details on this feature. |
| 98 |
Liability insurance |
||
| 99 |
Lot change records |
||
| X1 |
Location change records |
||
| X2 |
Depreciation records |
Vehicle Depreciation |
A 'real run' creates a record in the Vehicle History File. The amount of the depreciation is entered as the 'cost' for the history record. |
| X3 |
Lease Loan Payment records |
Lease Loan Payments |
A 'real run' creates a record in the Vehicle History File. The amount of the payment is entered as the 'cost' for the history record. |
| X4 |
Change in the level of the fuel tank when opening a RA or Non Rev. |
RA Open or Non Rev Movement |
|
| X5 |
Imported toll charges |
Import Toll Charges |
The import creates an open ticket. Toll Charge Processing closes the ticket. |
| X6 |
Alt ID# added for a vehicle transponder |
Vehicle Inventory Control |
Entering vehicle history records 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, or for the system to issue warnings when scheduled services are overdue, the data must be entered into the system.
III. SET UP OF SERVICE CODES 1 - 10
Codes 1 - 10 are reserved for maintenance that needs to be done on a schedule, such as doing an oil change every 3,000 miles or 90 days (whichever comes first.) To track the schedule and be warned when a service is due, the following needs to be done:
A. The Service Codes must be set up.
B. The Service Codes must be applied to the vehicle records.
C. Maintenance work performed on each vehicle must be entered into the system.
D. The warning field in Edit Locations must be turned on.
These steps are detailed below.
A. SET UP THE SERVICE CODES
Shown below is the Service Code File Update screen which is used to create Service Codes.
OPTION: __ SERVICE CODE FILE UPDATE
1 Service Code
2 Description
3 Cost 20 Hold Code2
4 Mileage 1 21 Hold Code2 Miles
5 Mileage 2 22 Hold Code2 SC
6 Mileage 3
7 Time 1
8 Time 2
9 Time 3
10 GL Acct
11 Rev Acct
12 Damage Display
13 Hold Code
14 Option Code
15 Option Action
16 Apply Once
17 X Coordinate
18 Y Coordinate
19 Car Graphic
1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6PRINT 7HELP 8
Fields 4 - 9 are available only for Service Codes 01 through 10 and are used to set up the frequencies at which maintenance should be performed. To allow for different types of vehicles requiring maintenance at different intervals, the fleet can be split into 3 groups, if necessary, with each group having a different elapsed time and mileage requirement.
Note that:
Mileage 1 and Time 1 go together and will be referred to as Interval 1. (Fields 4 and 7)
Mileage 2 and Time 2 go together and will be referred to as Interval 2. (Fields 5 and 8)
Likewise, Mileage 3 and Time 3 go together and will be referred to as Interval 3. (Fields 6 and 9)
EXAMPLE 1: Assume that oil changes should be performed as follows:
The screen below illustrates how to set up these intervals for Code 01, Oil Change:
- Cars - every 3,000 miles or every 90 days (whichever comes first)
- Vans - every 4,000 miles or every 120 days (whichever comes first)
- Trucks and shuttle bus - every 5,000 miles or every 180 days (whichever comes first)
OPTION: __ SERVICE CODE FILE UPDATE
1 Service Code 01
2 Description OIL CHANGE
3 Cost 20 Hold Code2
4 Mileage 1 3000 21 Hold Code2 Miles
5 Mileage 2 4000 22 Hold Code2 SC
6 Mileage 3 5000
7 Time 1 90
8 Time 2 120
9 Time 3 180
10 GL Acct
11 Rev Acct
12 Damage Display
13 Hold Code
14 Option Code
15 Option Action
16 Apply Once
17 X Coordinate
18 Y Coordinate
19 Car Graphic
1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6PRINT 7HELP 8
Interval 1 (Fields 4 and 7) is defined as every 3,000 miles and 90 days.
Interval 2 (Fields 5 and 8) is defined as every 4,000 miles and 120 days.
Interval 3 (Fields 6 and 9) is defined as every 5,000 miles and 180 days.
EXAMPLE 2: Assume ALL vehicles are scheduled for a brake inspection and tune up every 20,000 miles. The screen below illustrates how to set up this code.
OPTION: __ SERVICE CODE FILE UPDATE
1 Service Code 02
2 Description BRAKE INSPECTION & TUNE UP
3 Cost 20 Hold Code2
4 Mileage 1 20000 21 Hold Code2 Miles
5 Mileage 2 22 Hold Code2 SC
6 Mileage 3
7 Time 1
8 Time 2
9 Time 3
10 GL Acct
11 Rev Acct
12 Damage Display
13 Hold Code
14 Option Code
15 Option Action
16 Apply Once
17 X Coordinate
18 Y Coordinate
19 Car Graphic
1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6PRINT 7HELP 8
EXAMPLE 3: If a service is a one-time only, use Field 16 to designate it as such. Once it is recorded as having been done, the vehicle will not be reported as due for this service again.
OPTION: __ SERVICE CODE FILE UPDATE
1 Service Code 03
2 Description NEW VEHICLE INSPECTION
3 Cost 20 Hold Code2
4 Mileage 1 5000 21 Hold Code2 Miles
5 Mileage 2 22 Hold Code2 SC
6 Mileage 3
7 Time 1
8 Time 2
9 Time 3
10 GL Acct
11 Rev Acct
12 Damage Display
13 Hold Code
14 Option Code
15 Option Action
16 Apply Once Y
17 X Coordinate
18 Y Coordinate
19 Car Graphic
1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6PRINT 7HELP 8
EXAMPLE 4: Assume that the bus that shuttles people back and forth to the airport is required to have an inspection done every 180 days. The screen below shows how to set up this type of code.
OPTION: __ SERVICE CODE FILE UPDATE
1 Service Code 04
2 Description INSPECTION
3 Cost 20 Hold Code2
4 Mileage 1 21 Hold Code2 Miles
5 Mileage 2 22 Hold Code2 SC
6 Mileage 3
7 Time 1 170
8 Time 2
9 Time 3
10 GL Acct
11 Rev Acct
12 Damage Display
13 Hold Code
14 Option Code
15 Option Action
16 Apply Once
17 X Coordinate
18 Y Coordinate
19 Car Graphic
1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8
Note that Field 7 was set at 170 (shorter than the actual requirement of 180) in order to provide a few days of lead time to have the inspection done.
B. APPLY THE SERVICE CODES TO THE VEHICLE RECORD
The Service Codes can be set up before in-fleeting new vehicles, or they can be added after vehicles have already been in-fleeted.1. SETTING THE SERVICE CODES BEFORE VEHICLES ARE IN-FLEETED
Prior to in-fleeting new vehicles, set the Service Flags in the Model Code record in Edit Model Codes. Because all vehicles with the same model should have the same interval, setting the Service Flags in the model record will cause the Service Flags to be set correctly when new vehicles are in-fleeted.
Initially, Field 18 has 10 zeros in it with each zero representing one of the Service Codes 1 - 10. The first zero represents Service Code 1, the second one Service Code 2, and so on. Enter which of the interval levels apply to the model.
Example 1: Below shows settings for a compact car (Interval 1 for the first 3 Service Codes.)
OPTION: __ EDIT MODEL CODES
(Page 1 of 2)
1 Model MAZDA 3 21 Tax Code
2 Year 17 22 Phone Incl
3 Description MAZDA 3
4 Class CCAR 23 Annual Fee
5 Surcharge 24 Fuel Code
6 Doors 25 Fuel Card Rate
7 Make MAZDA 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 15.00 31 Inv Option
13 2nd tank size 32 Inv Opt Chg
14 Fuel type U 33 Alt. Model2
15 Est MPG 20.00 34 Ground Odom
16 Pricing code 1 35 Carbon/Km
17 Post code 1 36 Car Graphic
18 Service flags 1110000000
19 VIN 1st 8 Mod Date Time
20 Replacement Cost Mod Employee
1 2 3ERASE 4 5BACKUP 6 7HELP 8
1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8
Example 2: Below shows settings for a minivan (Interval 2 for the oil change [Service Code 1] and interval 1 for codes 2 and 3.)
OPTION: __ EDIT MODEL CODES
(Page 1 of 2)
1 Model GRCARVN 21 Tax Code
2 Year 17 22 Phone Incl
3 Description GRAND CARAVAN
4 Class MVAR 23 Annual Fee
5 Surcharge 24 Fuel Code
6 Doors 25 Fuel Card Rate
7 Make DODGE 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 20.00 31 Inv Option
13 2nd tank size 32 Inv Opt Chg
14 Fuel type U 33 Alt. Model2
15 Est MPG 20.00 34 Ground Odom
16 Pricing code 2 35 Carbon/Km
17 Post code 1 36 Car Graphic
18 Service flags 2110000000
19 VIN 1st 8 Mod Date Time
20 Replacement Cost Mod Employee
1 2 3ERASE 4 5BACKUP 6 7HELP 8
1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8
Example 3: Below shows settings for a shuttle bus (Interval 3 for the oil change [Service Code 1] and interval 1 for codes 2, 3, and 4.)
OPTION: __ EDIT MODEL CODES
(Page 1 of 2)
1 Model STAR ALL 21 Tax Code
2 Year 17 22 Phone Incl
3 Description STARCRAFT BUS
4 Class BUS 23 Annual Fee
5 Surcharge 24 Fuel Code
6 Doors 25 Fuel Card Rate
7 Make STARCRAFT 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 55.00 31 Inv Option
13 2nd tank size 32 Inv Opt Chg
14 Fuel type U 33 Alt. Model2
15 Est MPG 12.00 34 Ground Odom
16 Pricing code 1 35 Carbon/Km
17 Post code 1 36 Car Graphic
18 Service flags 311100000
19 VIN 1st 8 Mod Date Time
20 Replacement Cost Mod Employee
1 2 3ERASE 4 5BACKUP 6 7HELP 8
1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8
2. SETTING THE SERVICE CODES AFTER VEHICLES HAVE ALREADY BEEN IN-FLEETEDJust as there are many ways to add vehicle records to CARS+, there are several ways to enter the appropriate Service Code intervals on vehicle records. Any of the following can be used.C. ENTER MAINTENANCE WORK PERFORMED ON EACH VEHICLE
a. Individual Vehicle
Bring up the vehicle record in Vehicle Inventory Control. Initially, Field 27 has 10 zeros in it with each zero representing one of the Service Codes 1 - 10. The first zero represents Service Code 1, the second one Service Code 2, and so on. Enter which of the interval levels apply to the vehicle.
OPTION: __ VEHICLE INVENTORY CONTROL
(Page 1 of 4)
1 Vehicle # 003002 20 VIN *VIN3002
2 License Entity 21 Engine Blk #
3 License LIC3002 22 Security Code 23 Fleet Type
4 Year Model/Prod 17/17 24 2nd Security Code
5 Model CARAVAN 25 Notes
6 Make DODGE 26 Damage
7 Class MVAR 27 Service Flags 211000000
8 Type MINIVAN 28 Owning City TUS
9 1st tank size 20.00 (Name) TUSTIN
10 2nd tank size Parked at
11 Fuel type U 29 Curr status A AVAILABLE
12 Est MPG 20.00 Last Transmit
13 Pricing Code 1 30 Alt ID #
14 Post Code 1 31 Phone ID
15 Color GRAY Phone Curr Reading
16 Purchase odom 11 32 Neverlost Ind N
17 Tab # 33 Key #
18 Model Options 34 Unit Owned
19 Veh Options
Last Physical Inv 35 Lot No
1SAVE 2NEXT 3ERASE 4PREV REC 5BACKUP 6SEARCH 7 8NXT PAGE
1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8
b. Update by Model Codes
Enter the correct Service Flags in the Model Code record. Then use Set Model Codes to update the Service Flags on all vehicles with that Model Code.
c. Use Export Vehicle Records to csv to get a dump of all vehicle records into a spreadsheet. On the spreadsheet, update the Service Flags as appropriate. Then use Import Vehicle File Records to update the vehicle records from the spreadsheet.
When work such as oil changes and inspections are performed, they must be entered via one of the following programs:
User tip: In order for a warning message to be generated for maintenance that is due when closing a RA, the most recent services must be entered on the vehicle. The system logic compares the last service performed to the interval required and warns when a service is overdue (mileage or days).
D. TURN ON THE WARNING MESSAGE
Your system can be configured to automatically display a warning message on the RA Close screen if the vehicle being returned is due for maintenance. This is done in the Edit Location control file.T
Edit Locations:
Page 2, Field 11: Warn for Maint at CloseCAUTION ABOUT TURNING ON THIS FEATURE: Prior to turning on this warning message, it is recommended that the most recent maintenance records be entered on each vehicle in the fleet for those items set up under Service Codes 1 - 10. That way, the warning message is as accurate as possible. If you were to turn on the warning message without entering previous maintenance records, it is likely that the message will display on many, if not all, RAs as they are closing. This is because there is no record in CARS+ of the maintenance ever being performed. In the case of Example 1 (the oil change), it would mean that any car in the fleet for more than 90 days or with 3,000 miles or more on the odometer would prompt the warning message. When a warning message is displayed with every transaction, it tends to become a nuisance that is ignored rather than a warning that should be taken seriously.Enter a "Y" in this field so that the vehicle history file will be checked when closing a RA to see if the vehicle is due for routine maintenance. If maintenance is needed, a message will display to alert the rental agent. The status of the vehicle can be changed in sub-window G.
Likewise, when the Maintenance Warning Report is run, all vehicles will be listed unless the most recent maintenance records have been entered.
Handheld Terminals: For those operators using Handheld Terminals for checkins, when a vehicle needs service, the prompt: "PRINT HOLD TICKET?" will display. If the user answers "Y" (yes), the handheld terminal prints out a ticket. This ticket, typically left under a windshield wiper, informs service personnel that the vehicle is due for maintenance.
E. MAINTENANCE WARNING REPORT
Use this program to:
- Produce a report listing those vehicles which are due to have routine service.
- Produce a report listing those vehicles which have Open Service tickets.
Maintenance Warning Reports can be produced for:
- All vehicles in the fleet or a specific range of vehicle inventory numbers
- A certain vehicle class or make
- A current location and/or owning location
- A current status
- A single service code or a range of codes
For Service Codes that are strictly time based, the report can be run in a mode where a future date is entered and work due as of that date will be listed.
Whether not the warning flag is turned on in the Edit Location File, the Maintenance Warning Report can be run at any time to obtain a report of vehicles needing service. It examines the Vehicle File for those vehicles that have data entered in the Service Flags field. For those vehicles, the Vehicle History file is examined for records with Service Codes 1 - 10. Vehicles listed on the report as needing service are those where the specified mileage or time has elapsed since the previous entry against that code.
For example, assume a Service Code 1 (Oil Change) Vehicle History record exists for a vehicle when the odometer reads 3,150 miles. When the report is run, the current reading on the vehicle is 6430. Because more than 3000 miles have accumulated since the last oil change, the vehicle would be listed on the Maintenance Warning Report.
These codes may be set up for any type of repair or other event that you wish to track. Such things as transmission repair, air conditioning repair, and glass replacement may be included. A sample list is shown here:
Service Code Description
11 TIRE REPAIR/REPLACE
12 HUBCAP
13 WHEEL
21 ELECTRICAL REPAIR
22 AIR COND REPAIR
23 TRANSMISSION REPAIR
24 ENGINE REPAIR
25 COOLING SSYTEM/RADIATOR REPAIR
26 BRAKE REPAIR
28 MISC REPAIR
31 WINDSHIELD REPAIR OR REPLACE
32 GLASS REPAIR OR REPLACE
41 ADD OIL
42 ADD COOLANT
43 ADD TRANS FLUID
44 ADD BREAKE FLUID
51 ODOMETER ADJUSTMENT
52 CHANGE LICENSE PLATE
53 CHANGE VEHICLE STATUSVehicle History records can be created for these service codes using the following programs: