Assign Assets to Vehicles

Use this program to:

Link non-vehicle assets, such as a GPS unit or a child seat, to the vehicle they have been placed in when it was prepped for rental. This may be in response to a reservation requesting the equipment, or can be done without a reservation. When the vehicle is used for RA, the option equipment charges will be automatically loaded on the RA.

The Asset Linking Report provides a list of assets that are assigned to available vehicles.

To access the Assign Assets to Vehicle program, type ASSIGN (RET) at any menu "OPTION:" field or the appropriate line number on the Dispatch menu. The screen will then display:

OPTION: __ ASSIGN ASSETS TO VEHICLES

1 VEHICLE#
MODEL
COLOR
2 RES # ASSET MODEL COLOR
3 ASSET1
4 ASSET2
5 ASSET3
6 ASSET4
7 ASSET5
8 ASSET6
EMPLOYEE
DATE
TIME

1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. VEHICLE #

To create a new record:

Enter up to 6 alphanumeric characters representing an available vehicle number. If the vehicle number entered is not in "A" status, the following message will display and the vehicle number will be removed from this field:

Its not in available status(D)

The letter in parentheses indicates the vehicle's current status. In the case above, status "D".

EXAMPLE: Type M1909 (RET)

To bring up an existing record:

Enter the vehicle number in Field 1, or press F2 to scroll through the records.

To delete a record:

Bring up the record and press "F4" with the cursor in the "OPTION" field.

2. RES #

To link the vehicle to a reservation, enter up to 6 alphanumeric characters representing an open reservation number. (Reservation must be in "O" status.) (Note, however, that a reservation is not required to link the equipment to the vehicle.)

If the Reservation already has a vehicle assigned to it through this program, the following message will display and the reservation number will be removed from the field:

Reservation is for vehicle YYY.

(Where YYY is the vehicle number linked to this reservation.)

EXAMPLE: Type: EB1920 (RET)

User tip: Vehicles can be assigned to reservations in another way. The vehicle is assigned by entering the unit number in the "Assign Vehicle" field in the Misc. subwindow of the reservation itself. CARS+ offers a feature that tracks vehicles assigned to reservations. It can be turned on in the Location record or in the Class Code record(s). If that feature is turned on and the vehicle number entered in Field 1 has already been assigned to another reservation by entering it directly in the Misc. subwindow of the reservation, the following question will display:

CHANGE WILL CONFLICT WITH RES ZZZ, DO IT ANYWAY?

(where ZZZ is the reservation number the vehicle is already assigned to.)

Enter "N" to leave the vehicle on the original reservation and, in addition, assign it to this reservation.

Enter "Y" to bring up the following question:

DO YOU WISH TO REMOVE VEHICLE EB1920 FROM RES ZZZ?

Enter "Y" to remove the vehicle from the original reservation.

Enter "N" to leave the vehicle on the original reservation and, in addition, assign it to this reservation.

3. - 8.

ASSET 1 - 6

The next 6 fields are used to enter asset unit numbers that are placed in the vehicle. Enter up to 6 alphanumeric characters representing an available asset number. If the asset is not in the available status, an advisory message will display and the asset number will be removed from this field.

EXAMPLE: Type SEAT01 (RET)

The screen will then display:

OPTION: __ ASSIGN ASSETS TO VEHICLES

1 VEHICLE# M1909 NBF107
MODEL CARAVAN
COLOR WHITE
2 RES # EB1920 ASSET MODEL COLOR
3 ASSET1 SEAT01SEAT BLUE
4 ASSET2 GPS001GPS GRAY
5 ASSET3
6 ASSET4
7 ASSET5
8 ASSET6
EMPLOYEE USER
DATE 09-02-09
TIME 0758

1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8DAMAGE

PRESS "F1" AT "OPTION:" TO SAVE.

When the record is saved, the following occurs:

If a reservation is involved, it is updated: The vehicle number in Field 1 is entered in the "Assign Veh. #" field of the reservation.

A record is written to a cross reference file linking the asset(s) to the vehicle.

When the vehicle is loaded on to the RA Open screen, the cross reference file is read. When one or more assets are found, the following message displays:

THIS VEHICLE HAS GPS, SEAT; RENT THESE? Y/N

Entering "Y" places the assets and their corresponding Option Codes on the RA. The cross reference records will be deleted when the RA is saved.

Entering "N" does not place the assets and Option Codes on the RA. The cross reference record is deleted.