I. INTRODUCTION


This series of programs involved with tracking vehicle damage allow the user to do the following:

II. REQUIRED SET-UP STEPS

A. EDIT OPTION CODES

In order for a damage charge and/or a loss of use charge to be automatically added to a rental agreement when appropriate, an Option Code for the charge must be created in this file.

B. EDIT OPTIONAL ITEM RATES

Once the Option Code is created (see above), it must be further defined for each Location in this file. The actual charge that will be added to the rental agreement will be computed from the entries made in the Damage Tracking screen. But because an option cannot be defined with a rate, enter $1.00 for the rate.

The damage option should be set up as being not automatically applied. Please refer to sample set up shown below.


OPTION: __ Edit Option Rates Page 1/4
# *Loc *Option Primary Weekly Monthly Xday
# *Code *Code *Prv *Prc *Eff Date/Time Rate Rate Rate Rate
01 TUS DMG 05-01-02 0000 1.000


OPTION: __ Edit Option Rates Page 2/4
# *Loc *Option Hourly Tx Cl At Tr TM Mx Pct Cvg Min
# *Code *Code *Prv *Prc *Eff Date/Time Rate Fg Mt Ap On Ds Dy Bas Resp Age
01 TUS DMG 05-01-05 0000 N F N


C. EDIT LOCATIONS

PAGE 3, Field 16. DAMAGE OPTION CODE

Enter the Option Code defined in the Edit Option Codes file (see above) to add Damage and Loss of Use to a contract on a damage report at this Location.

It is the entry of the damage option code into this field that causes the question "Did damage occur on this vehicle?" to be asked automatically each time a contract is brought up on the RA Open and RA Close screens.

D. DAMAGE CODES

Damage codes are used in building a matrix of standard damage costs for specific vehicle models.

E. DAMAGE COST MATRIX

Once the Damage Codes are created, they are used to build a matrix of standard costs for damage and lost days which are Model and Year specific. This program is used to add, edit, or delete records in the matrix.

Note: The Damage Entry screen can be used without setting up Damage Codes and the Damage Cost Matrix. Instead, the cost must be determined and entered by the user.

F. DAMAGE CONTROL RECORD

This file provides fields for such things as a maximum amount that can be charged for damage by users at the rental counter and a structure for administrative fees.

G. EDIT USER ACCESS FILE

Page 2, Field 16 Damage Max Override

This field is used to grant or deny the ability to override the Maximum Damage amount that can be assessed by the Rental Counter on a RA. (The maximum amount is specified in the Damage Control File.) Enter:

Y = Yes, this user can exceed the defined maximum amount.

N = (or blank) No, this user cannot exceed the defined maximum amount.


III.RECORDING DAMAGE

The Damage Report Entry screen can be accessed in any of the following ways:

A. From the RA Open screen, Subwindow Z

B. From the RA Close screen. While bringing a RA to the screen, a question is asked if there is damage on the vehicle. Answering "Y" (Yes) invokes the Damage Report Entry screen. Or through Subwindow Z.

C. From the Damage Tracking sub-menu of the History/Maintenance Menu, select Damage Report Entry.

From any method chosen, the screen will then display:

OPTION: __ DAMAGE REPORT ENTRY
1 Veh# * 2 RA# * Damage Report *
License * 3 Non-Rev# * Repair Date *
Model * Open Date * Close Date *
Color * Open Loc * Close Loc * Pst *
Open Empl * Close Empl *
4 Damage Date * RA Status * Deductible *
5 Accident Rpt * LDW * Create Empl *
Renter/Driver * DL# *
Address * Ins Co *
City/St/Zip */*/* Claim# *
Phone * DOB/Age */* Adjustor *
DAMAGE DETAILS 6 Stolen Y/N * 7 Damage Covered ? *
8 Frnt/rear bumper * 14 Fender *
9 Hood/Trunk * 15 Qtr Panel *
10 Windshld/Windows * 16 Doors *
11 Truck Box/Bed * 17 Mirrors *
12 Wheels/Hub Caps * 18 Roof *
13 Interior * 19 Other *
CHARGES TO RENTER 20 Matrix Cost * 21 Appraisal Code * Date *
22 Lost Days * Avg Day Rate * Lost Days Chg *
Admin Fee * Subtotal * 23 Total Cust Chg *

F1=SAVE F2=NOTES F3=ERASE F6=SEARCH ESC=EXIT


Recalling a previously saved damage report

The Option Field can be used to pull up a previously saved damage report. To do this, enter the damage report number preceded by a pound sign "#".

EXAMPLE: Type #12345 (RET)

Damage reports can also be found by performing an F6 search from the subwindow.

Creating a new entry

If the program is called from the RA Open or RA Close screen, the details of the relevant contract will be automatically displayed in several fields on the screen.

Enter data as follows:

1. VEH#

Enter the vehicle number involved.

EXAMPLE: Type 592 (RET).

2. RA#

If the damage occurred while the vehicle was on rent, enter the contract number. Otherwise, skip this field.

EXAMPLE: Type T3001212.

3. NON-REV#

If the damage occurred while the vehicle was on a non-rev movement, enter the non-rev ticket number. Otherwise, skip this field.

EXAMPLE: Type NR1234 (RET).

DISPLAY ONLY FIELDS

Several fields will display pertinent information if a Rental Agreement was referenced in Field #2. Remember that you can access only those fields that are numbered. The "display only" fields provide information found on the contract and cannot be changed from this screen.

4. DAMAGE DATE

Enter the date that the damage occurred.

EXAMPLE: Type 012302 (RET)

5. ACCIDENT RPT

Enter up to 12 alphanumeric characters to indicate the number of the accident report.

EXAMPLE: Type AS01230 (RET)

6. STOLEN

Indicate whether or not the vehicle was stolen.

Y = Yes
N = No

EXAMPLE: Type: N (RET)

Note: This field is accessible only through the leasing program; not the rental program.

7. DAMAGE COVERED?

Use this field to indicate whether or not the damage is covered by a coverage option the renter took such as LDW or a tire and windshield waiver.

Enter:

Y Yes, the damage is covered. If a deductible applies and the damage is greater than the deductible, the customer will be limited to the amount of the deductible.

N No, the damage is not covered. Therefore, the customer is responsible for all damage costs.

EXAMPLE: Type N (RET)

8.- 19.

Fields 8 - 19 are used to record a brief description of the damage incurred on various areas of the vehicle.

Enter up to 20 alphanumeric characters in the appropriate fields. Field 8 is used for the example below.

EXAMPLE: Type DENT ON FRONT RIGHT (RET)

Note: Fields 20 - 24, the "Charges to Renter" section, are accessible only if a RA number was entered in Field #2. If the RA # field is blank, there cannot be any charges to a customer.

20. MATRIX COST

Enter the total estimated cost for the repairs using one of the following methods:

a.Obtain a figure from an external source and manually enter it here; or

b.Press Shift/F7 to access the damage cost pop-up window if a damage matrix has been created for the Model and Model Year of the vehicle involved.

Note: The pop-up window functions from the RA Open and RA Close screen. It does not function from the program when called from the Damage Tracking Sub-Menu.

If the appraisal amount is not known, leave this field blank and make an entry in the next field.

EXAMPLE: Type 250.00 (RET)

The Damage Cost pop-up window is illustrated below:


DAMAGE COSTS
Select Damage Sort Cost Lost Days
* FRONT BUMPER (REFINISH) FRONT END 135.00 1
* FRONT HEADLAMPS (L&R) EACH FRONT END 203.15 1
* WIPER BLADS (L&R) EACH FRONT END 12.50 1
* WIPER ARMS (L&R) EACH FRONT END 20.35 1
* MUD GUARD L & R SIDES 26.00 1


Use arrow keys to scroll up/down ESC to exit with selections

If the damage that occurred to the vehicle is listed in the Damage Cost screen, select it by entering a "X" in the "Select" field. More than one cost can be selected. The total of all costs selected will be automatically entered in Field #21, Matrix Cost. In addition, the largest one of the lost days from the damages selected will be automatically entered in Field #23, Lost days.

If previous entries had already been stored in Fields 21 and 23, they will be replaced by selections made from this pop-up window.

Items selected from this pop-up window are written as new lines to the Damage Notes record. The Note will include the description and amount along with the employee code, date and time of entry.

If an appropriate description and cost is not shown, you can choose not to select anything and press ESC to exit the pop-up window.

When using this pop-up window on a previously saved damage entry that was saved with an appraisal code of "A" or "H" (see the explanation of Field # 22 below), the costs may be edited. In addition, when this pop-up window is called from RA Close for an unposted RA, the costs can also be edited. However, a selected item may not have its cost set to zero.

21. APPRAISAL CODE

If a matrix cost was entered in Field 21, leave this field blank. Otherwise, indicate.

H = Headquarters is responsible for completing this report

Upon press (RET), a pop-up window will appear allowing the entry of a one-line note regarding the appraisal that needs to be completed.

A = Appraisal needed.

This will caused the "prevent close" flag on the contract to be set to "A" when the damage report is saved. The contract cannot be closed.

The Prevent Close field is set to "A", it is not accessible on RA Open. No manual changes are allowed - the change must be done in the Damage Entry screen.

When resaving a damage record where this field was "A" and it has been changed to "H" or removed altogether because a charge has been added, the "prevent close" flag on the contract will be cleared automatically.

EXAMPLE: Press (RET)

22. LOST DAYS

Enter the number of anticipated days (up to 3 characters) that this unit will be out of service in order to have the damage repaired.

EXAMPLE: Type 4 (RET)

AVG DAY RATE

If this damage report is associated with a rental agreement, the average daily rate is displayed here. It is calculated by CARS+ by dividing the contract's estimated time revenue by the number of days on the contract.

LOST DAYS CHG

If this damage report is associated with a rental agreement, the lost days charge is displayed here. It is calculated in two steps. First, the Average Daily Rate (displayed in the previous field) is multiplied by 80 percent. Next, the result is multiplied by the number of lost days entered in Field 23.

ADMIN FEE

A field in the Edit Damage Control record is used to specify if an Administrative Fee is applicable to a Damage entry. If such a fee applies, it is displayed in this field and is added into the total charge to the customer along with the matrix cost and the lost days cost.

SUBTOTAL

This field displays the total of the estimated repair cost from Field 21 and the Lost Days Charge.

24. TOTAL CUST CHG

This field defaults to the system's calculation of the customer's cost which is assumed to be the lesser of the subtotal displayed in the previous field or the LDW responsibility level if LDW was taken. This field may be manually edited.

A typical completed screen is illustrated below:


OPTION: _____________ DAMAGE REPORT ENTRY
1 Veh# 000592 2 RA# T3001212 Damage Report 2
License 200ATD NM 3 Non-Rev# * Repair Date *
Model SUNBIRD Open Date 01-10-02 Close Date 01-15-02
Color WHITE Open Loc TUS Close Loc TUS Pst N
Open Empl AMG Close Empl *
4 Damage Date 01-23-02 RA Status O Posted N
5 Accident Rpt AS01203 LDW 5.00 Deductible 1000
Renter/Driver SEBESTYEN PAMELA Create Empl AMG
Address 12 MAITLAND Ins Co *
City/St/Zip TAMPA/FL/33777 Claim# *
Phone 800-555-1212 DOB/Age 01-01-50/52 Adjustor *
DAMAGE DETAILS 6 Stolen Y/N N 7 Damage Covered ? N
8 Frnt/rear bumper DENT 14 Fender *
9 Hood/Trunk DENT 15 Qtr Panel *
10 Windshld/Windows * 16 Doors *
11 Truck Box/Bed * 17 Mirrors *
12 Wheels/Hub Caps * 18 Roof *
13 Interior * 19 Other HEADLIGHT
CHARGES TO RENTER 20 Matrix Cost 400.00 21 Appraisal Code * Date *
22 Lost Days 6 Avg Day Rate 32.00 Lost Days Chg 192.00
Admin Fee 50.00 Subtotal 642.00 24 Total Cust Chg 642.00
F1=SAVE F2=NOTES F3=ERASE F6=SEARCH ESC=EXIT

PRESS "F1" AT "OPTION" TO SAVE. A Damage Report number will be assigned sequentially upon saving the entry.

In order to save a damage entry report, there must be one of the following:

a. The renter has no responsibility because they took coverage which covers the amount of the damage. In this case ONLY, can the Total Customer charge, Field 24, be blank.

b. An amount is entered in Field 20, Matrix Cost, which carries forward to Total Customer Charge.

c. An entry is made in Field 21 (Appraisal Code) meaning that the report needs more information before the RA can be closed.

Adding the damage charge to the RA

If the system is configured for it, the amount shown in Field 24, Total Customer Charge, will be automatically added to the contract under an Option Code specified for "damage". Once the damage charge is added automatically to a contract, it cannot be manually removed or manually edited. To remove or edit it, changes must be done through the Damage Entry subwindow.

Notes Subwindow

The Notes Subwindow can be accessed by pressing F2 at the Main "Option" field.

Editing previously saved Damage Entries

Any changes to previously saved damage records will be written to a log file. The user making the changes is required to enter their user name and password in order to log the change.

When resaving a damage record where Field 21, Appraisal Code, is "A" and it has been changed to "H" or removed altogether because a charge has been added, the "prevent close" flag on the contract will be cleared.

If a Damage Report for a closed RA has an amount in the total Customer Charge field and Appraisal Code "H" is entered in Field 21 the Total Customer charge will be set to zero and the damage charge will be removed from the contract. Upon saving the Damage Report, the closed contract will be invoked automatically in order to recalculate the charges on the RA.

When using the Damage Cost pop-up window on a previously saved damage entry that was saved with an appraisal code of "A" or "H" (Field # 21), the costs may be edited. In addition, when the Damage Cost pop-up window is called from RA Close for an unposted RA, the costs can also be edited. However, a selected item may not have its cost set to zero.

IV. RECORDING REPAIRS

Once a Damage Report has been made, the repair of that damage should be entered through the Damage Repair Entry screen. It can be accessed from the Damage Tracking Sub-menu of the History/Maintenance Menu.

Refer to the Chapter on Damage Repair Entry for detailed instructions for data entry on this screen.

V. DAMAGE TRACKING REPORT

A report is available to show repaired and/or unrepaired vehicle damages by parameters such as date ranges, customer number, and location. It can be accessed from the Damage Tracking Sub-menu of the History/Maintenance Menu.

Refer to the Chapter on the Damage Tracking Report for detailed instructions concerning the report.