Damage Work Entry

Use this program to:

Record vehicle repairs by opening and closing a Damage Work Entry (open on page 1, close on page 2)
Open and close a Non-Rev Movement to account for the vehicle while it's being repaired (which also updates the Vehicle Inventory record and the Planning Calendar)
Close the Vehicle History record for the damage reported.

A field in the Damage Control Record controls the number of Non-Rev Movements that are created when a Damage Work Entry is opened a closed. The choices for that field are:

1 = When a Damage Work Entry is opened, a corresponding Non-Rev is opened and remains in "O" (open) status until the Damage Work Entry is closed. The Non-Rev uses the out date, time, location from the open Work Entry screen, and the vehicle record is updated accordingly.
When the Damage Work Entry is closed, the Non-Rev is also closed using the in date, time, odometer, and location from the close Work Entry screen, and the vehicle record is updated accordingly.

2 = When a Damage Work Entry is opened, a corresponding Non-Rev is opened and closed. The due date and time used are the In Date and Time. The vehicle file is updated with a due in date/time and the odometer is set to the out odometer reading plus 1. Note that this date may likely be a future date.
When the Damage Work Entry is closed, a second Non-Rev is opened and closed. The second Non-Rev is closed using the in date, time, odometer, and location from the Work Entry, and the vehicle record is updated accordingly.

EXAMPLE: Type 1 (RET)

To access the Damage Work Entry program, type DMGWORK(RET) at any menu "OPTION:"field or the appropriate line number on the Damage Tracking Submenu. The screen will then display Page 1 which is used to open new work orders:

OPTION: ______________ DAMAGE WORK ENTRY
1 PO#/Stat*/* Veh# * License *
2 Loc out * 3 Out Date* 4 Out Tim* 5 Out Odom*
6 Loc Due * 7 Due Date* 8 Due Tim* 9 Chg Loc*
10 Reason Code * Non-Rev# *
11 Vendor 1 */* 12 Rep. Amt *
13 Vendor 2 */* 14 Rep. Amt2 *
15 Vendor 3 */* 16 Rep. Amt3 *
17 Vendor 4 */* 18 Rep. Amt4 *
19 Vendor 5 */* 20 Rep. Amt5 *
21 Vendor 6 */* 22 Rep. Amt6 *
23 Vendor 7 */* 24 Rep. Amt7 *
25 Vendor 8 */* 26 Rep. Amt8 *
27 Vendor 9 */* 28 Rep. Amt9 *
29 Vendor 10 */* 30 Rep. Amt10 *

F1=SAVE F3=ERASE F6=SEARCH F8=SCREEN SHIFT

Enter data as follows:

1a. PO #	Enter the Damage Report number or use the F6 Search feature to find it. EXAMPLE: Type 44 (RET)
VEH #	The vehicle inventory number displays in this field.
LICENSE	The vehicle license number displays in this field.
1b. STAT	This field is used to indicate the current status of the Work Entry. Enter: O = Open. When creating a new work order that should be open, enter "O". C = Closed. Enter "C" to indicate that the work order is resolved and can be closed. EXAMPLE: Type O (RET) User tip: Note that marking all items on page 2 as having been repaired does NOT automatically change the status of the work entry. The status must be manually changed in this field to "C" when all repairs are resolved.
2.LOC OUT	Enter up to 6 alphanumeric characters to indicate the out Location. EXAMPLE: Type TUS (RET)
3. OUT DATE	Using the selected date format, enter the out Date. EXAMPLE:Type 072109 (RET)
4. OUT TIME	Using your selected time format, enter the out Time. EXAMPLE: Type 1200 (RET)
5. OUT ODOM	Enter the out odometer reading. EXAMPLE: Type 8005 (RET)
6. LOC DUE	Enter up to 6 alphanumeric characters to indicate the anticipated check-in location. EXAMPLE: Type TUS (RET)
7. DUE DATE	Using the selected date format, enter the due in Date. EXAMPLE:Type 072309 (RET)
8. DUE TIME	Using your selected time format, enter the due in Time. EXAMPLE: Type 1600 (RET)
9. CHG LOC	Enter the location that should be charged for incurring this expense. The Vehicle Cost Maintenance Report has a selection for charge location. It can be limited to those transactions for a particular location charged with service and repair costs. EXAMPLE: Type TUS (RET)
10. REASON CODE	If Non-Rev Reason Codes are used, enter a 2 character code. Press Shift/F7 to bring up a pop-up window listing of the existing reason codes. EXAMPLE: Type WR(RET) Note: For Hertz Australia users, this field is required if data has not been entered in the Off Site Service Location field above or if no Vendor Record has been entered or the Vendor entered does not have a reason code. If the Vendor Record has a reason code attached to it, it will automatically load in this field and cannot be edited. If a reason code is not indicated in the Vendor record, enter a valid one in this field. (NonRev Reason Codes are set up through the Edit NonRev Reason Codes program on the Rental Control Files Menu.) If a Status Code is indicated on the Reason Code record, the vehicle will be placed into that Status Code. However, a setting in the status record controls which users may place a vehicle into that status. Users who have been assigned a lower access level than the one required will receive the following message if they attempt to use a status that is protected: YOU DO NOT HAVE THE AUTHORITY TO PLACE A VEHICLE IN THIS STATUS.
NON-REV #	Once the Work Entry is saved, this field will display the Non-Rev Movement number that was created as a result.
11. VENDOR 1	Enter up to 8 alphanumeric characters representing the Vendor number of the vendor doing the repair. The entry in the "Vendor 1" record will be recorded in the Non-Rev Movement as the Offsite Service Location. The vendor name is written to the vehicle inventory record Notes field and shows on the Vehicle Status Report. After entering a vendor number, the first 15 characters of the vendor's name will appear in a display only field after the slash "/". EXAMPLE: Type JOES (RET)
12 - 30.	Enter other vendors and amounts as appropriate in the remaining fields.

The screen will then display:

OPTION: ______________ DAMAGE WORK ENTRY
1 PO#/Stat44/O Veh# 001888 License 102088
2 Loc out TUS 3 Out Date07-22-09 4 Out Tim1200 5 Out Odom8005
6 Loc Due TUS 7 Due Date07-23-09 8 Due Tim1800 9 Chg Loc TUS
10 Reason Code 1 Non-Rev# *
11 Vendor 1 JOES/JOES BODY SHOP 12 Rep. Amt *
13 Vendor 2 00000113/BIG O TIRES 14 Rep. Amt2 *
15 Vendor 3 */* 16 Rep. Amt3 *
17 Vendor 4 */* 18 Rep. Amt4 *
19 Vendor 5 */* 20 Rep. Amt5 *
21 Vendor 6 */* 22 Rep. Amt6 *
23 Vendor 7 */* 24 Rep. Amt7 *
25 Vendor 8 */* 26 Rep. Amt8 *
27 Vendor 9 */* 28 Rep. Amt9 *
29 Vendor 10 */* 30 Rep. Amt10 *

F1=SAVE F3=ERASE F6=SEARCH F8=SCREEN SHIFT

When the record is saved by pressing "F1" at the "OPTION" , in addition to saving the Damage Work Entry, the following occurs:

Create a Non-Rev Movement record and ask if it should be printed
Adjust the Planning Calendar
Update the Vehicle Inventory record
Create a Vehicle History record
Ask if a damage sticker should be printed

PAGE 2 - CLOSING A WORK ORDER

Bring up the Work Order by entering the number in Field 1 on the first page. If all damages have been repaired, enter "C in Field 1b to indicate the work order should be closed when saving it.

Press F8 to go to the second (Closing page).

The screen will then display:

OPTION: ______________ CLOSE WORK ORDER Page 2
PO#/ST 44/C Vehicle001888 License102088
1 Loc in * 2 In Date * 3 In Time* 4 In Odom *
5 Repair all * Non-RevN021

OPTION: DAMAGE DETAILS Page:01 F2/F4=Scroll

SC/Description/Dmg#/Repaired
1 D1/FRONT PASSENGER FENDER/44/*
2 D2/RIGHT HEADLIGHT BROKEN/44/*
3
4
5
6
7
8
9
10
F1=SAVE F3=ERASE F6=SEARCH F8=SCREEN SHIFT D=Details

Enter data as follows:

1. LOC IN	Enter the location where the vehicle is being returned to. EXAMPLE: Type TUS (RET)
2. IN DATE	Enter the date when the vehicle is returned to the fleet. EXAMPLE: Type 072409 (RET)
3. IN TIME	Enter the time when the vehicle is returned to the fleet. EXAMPLE: Type 0800 (RET)
4. IN ODOM	Enter the current odometer reading when the vehicle is returned to the fleet. EXAMPLE: Type 8020 (RET)
5. REPAIR ALL	If there are multiple damage records, indicate if all damages were repaired by entering "Y". If not, mark each repaired record with a "Y". For those marked with a "Y", the corresponding Vehicle History records will be updated using the closing date, time, and odometer reading. The vendor name will be written to the Vehicle History record as a Note. If there is a Damage Hold Code (Service Code 97) that matches the history record, it will be closed as well. EXAMPLE: Type Y (RET)
DAMAGE DETAILS	Mark each repaired record with a "Y". For those marked with a "Y", the corresponding Vehicle History records will be updated using the closing date, time, and odometer reading. The vendor name will be written to the Vehicle History record as a Note. If there is a Damage Hold Code (Service Code 97) that matches the history record, it will be closed as well.

User tip: Note that marking all items on page 2 as having been repaired does NOT automatically change the status of the work entry. The status must be manually changed to "C" on page 1 when all repairs are resolved.

Press "F1" at the "OPTION" to save the record.