1a. NON-REV #

If entering a Non-Rev Movement that was originally done manually that has a number assigned to it, enter up to 8 alphanumeric characters representing that number.

Or, leave this field blank and the system will automatically assign a number to the transaction (similar to the way a RA number is assigned in On Line RA Open.)

1b. STATUS

This is used to note the status of the transaction. The possible values are:

O =Open

C =Closed

V =Void

EXAMPLE: Press RET to accept "O"

USER NOTE: When batch entering a completed non-Revenue movement that was never opened on line, enter Status "C" in this field and fill out both the opening and closing fields. If the vehicle has since been re-rented, you will NOT be blocked from entering this record.

2a. DRIV#

The field "NONREV REQ CUST#" in the Edit Misc Control Fields (page 3, Field 34) is used to control whether or not a valid customer number is required in this field in order to process a Non Rev Movement entry.

If not required, this field can be left blank and a last and first name can be entered in the next fields. When this field is blank AND the Transport Vendor field is blank, a new customer record is created from the personal data entered (name and driver's license data.) The Customer Type is set to "NRV" on the new record.

If required, enter an existing customer number for the driver of the vehicle (or transport truck). Or use the F6 Search feature from the "OPTION" field to search for a valid customer record. When required, Non-Rev Movements update the “times rented” field in the customer record.

Customers with certain Customer Type Code logic cannot be used for a Non Rev. These are Customer Types with the following settings:

Special logic type = D (Dealer), I (Insurance), or W (wholesale).
Use as Bill-to = O (only) or B (both)
Vchr Cust Only = Y (yes)

If any of these are tried, the following message will display, and the customer record cannot be used for the Non Rev.

ILLEGAL CUSTOMER TYPE

EXAMPLE: Type /

2b. LNAME

Enter up to 12 alphanumeric characters for the driver's last name.

EXAMPLE: Type WHITE (RET)

This field is required for Hertz users.

2c. FNAME

If the Customer Number field was skipped, enter up to 18 alphanumeric characters for the driver's first name.

EXAMPLE: Type JAMES/

3a. DRIV LIC

Enter up to 20 alphanumeric characters for the driver's license number.

EXAMPLE: Type N6734567866/

This field is required for Hertz users and can be made required for others via a field in Edit NRV Control Record.

3b. ST

For drivers with a US or Canadian driver's license, enter the two character alpha code for the state or province that issued the license.

For drivers with licenses issued by other countries, enter the appropriate country code for the issuing country.

EXAMPLE: Type CA /

This field is required for Hertz users and can be made required for others via a field in Edit NRV Control Record.

3c. EXP

Using your selected date format, enter the exact date when this license will expire.

EXAMPLE: Type 102021 (RET)

This field is required for Hertz users and can be made required for others via a field in Edit NRV Control Record.

4a. TRANSPORT VENDOR #

In the case of a movement involving a transport company, enter the Accounts Payable Vendor Number for that company.

EXAMPLE: Type TRISTAT (RET).

User Tip: If more than one vehicle will be listed on the Non-Rev ticket (see group of fields below), a Vendor Number MUST be entered in this field.

NOTES: If an existing Customer record for the driver was entered into Field 2a and that driver has a Vendor Number loaded into its "Corp ID" field, that Vendor Number will be automatically loaded into this field.

When using the "F6" feature to search for vendors, only those vendors who have a vendor type of "SRV" or "DLR" will display. Vendors selected through searching by choice "D" (vendors) will be loaded into this field. Vendors selected through searching by choice "E" (service locations) will be loaded into Field 6.

For Hertz users, when a vendor number is entered in this field, the Driver number and name and the Fuel Tank Out/In fields are not accessible.

4b. FEE

Enter the amount of the transport fee that you will be charged by the vendor for this vehicle movement.

EXAMPLE: Type 250.00 (RET).

4c. NAME

After entering an existing Vendor Number in field 4a, the name of that vendor will display in this field. (This data in this field cannot be changed from this program.)

5a. OUT LOC

This field contains your terminal's default location. However, if your User Access record permits it, the field will accept:

• A location marked as a "valid renting location" in the Location File
• A location marked as a “non-rev location” in the Location File
• A foreign location code

Location codes meeting the above criteria are rejected under the following circumstances:

• The "Veh Cur Loc Block" field in the user's User Access record is set to block the use of a vehicle whose current location is not the out location.

• If the vehicle's Current Location does not match the Out Loc. entered here and its status date and time is not greater than the Out date/Time in Field 6, the following error will display on the screen:

VEHICLE IS NOT AT THE OPENING LOCATION.

Press RET to accept the default location.

This field is not accessible when closing the ticket.

5b. DUE LOC

Enter up to 6 alphanumeric characters to indicate the anticipated check-in location. (Refer to the location rules under Field 5a.)

EXAMPLE: Type /SFO (RET).

User Tip: Various blocks can be set up that prevent certain one way rentals in the Reservation and RA Open programs. For example, a 15 passenger van (Vehicle Class FVAR) cannot be rented from Location A to Location B if the destination location does not have that class defined as one of the classes that it has within it's Class list. A field in Edit NRV Control Record can apply those same limitations to Non-Revs as well.

6. OFFSITE LOC/ NAME

If the vehicle is being shuttled to an off site service location (garage, body shop, etc) enter the service provider's Vendor Number in this field. The name of the off site service location will be displayed in the second field and is also written into the vehicle's Notes Field. As a result, it will print on the Vehicle Status Report.

Press Shift F7 to invoke a pop-up window of vendors. Or use the F6/Search feature from the "OPTION" field to find a vendor.

Note: When using the "F6" feature to search for vendors, only those vendors who have a vendor type of "SRV" or "DLR" will display on the Non-Rev screen. Vendors selected through searching by choice "D" (vendors) will be loaded into Field 4, Transport Vendor. Vendors selected through searching by choice "E" (service locations) will be loaded into this field.

EXAMPLE: Type SFO0001 (RET)

7. OUT DATE/
TIME/EMPL

Using your selected date and time format, enter the date and time (with a slash separating them) that the driver left with the car. These fields can be back dated for batch entries. However, a future date/time is not allowed.

Then enter your employee code.

EXAMPLE: Type 011516/1200/MMB (RET)

User Tip: The ability to edit this an other fields on an existing Non-Rev ticket can be restricted to selected users. See the chapter on Edit NRV Control Record for instructions.

8a. REASON CD

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.

8b. ST (VEHICLE STATUS)

Enter a Vehicle Status Code to indicate the status the vehicle is to be in while on this open Non-Rev ticket. Usually, this is a “not available” type of status.

When using a “not available” type, the Planning Calendar sees the unit as “committed” through the due in date.

When using an “available” type status, the Planning Calendar ignores the Non-Rev entry, and the vehicle will not be seen asa “committed” unit.

The following status types are not allowed:

O (On-Rent) - only the RA Open programs can place a vehicle in this status

S (Sold Types) - vehicles must be sold via the Sell A Vehicle program.

A default status may appear in this field.

EXAMPLE: Type N (RET)

If a Status Code is indicated on the Reason Code record, the vehicle will be placed into that Status Code.

Note: This field is not accessible for Hertz Australia users.

8c. DESC

This field displays the description of the Reason Code.

9a. TANK OUT/IN

Once a vehicle is entered in Field 10, this field will default to the most recent tank level entered for that vehicle. This field can then be edited if necessary.

If multiple vehicles are entered, this field will default to the tank level for the first vehicle; it is information only and cannot be edited. When multiple vehicles are entered, it assumed they are being moving via a truck or trailer. Therefore, the level of the fuel tank would not change.

Electric Vehicles: Use /Shift/F7 (slash and Shift F7) to enter the closing battery level for electric vehicles.

LINES 10 THROUGH 23

The next 14 lines are used to indicate the vehicles that are part of this non-rev movement. For non-rev movements just involving one vehicle, use Field 10 only.

User tip: The additional lines are for use when a transport truck is moving more than one vehicle and are accessible ONLY when a vendor number is entered in Field 4. If moving more than one vehicle on a single Non-Rev ticket is not required the fields for additional vehicles can be "turned off" by a configuration field in Edit Non Rev Control Record.

VEH#

Enter the inventory number of the vehicle involved.

EXAMPLE: Type 952100 /

If there is only one vehicle on file with the unit number entered, all pertinent data relating to that vehicle will be loaded.

When a vehicle number is entered, one of the following messages may appear:

VEHICLE IS ON NON-REV STATUS ALREADY; USE IT ANYWAY?

The message shown above will display if the vehicle is already on an open non-rev ticket.

VEHICLE IS ON OPEN TRNX xxx.YOU MUST CLOSE THIS FIRST.

(where "xxx" is a RA number or a Non-Rev number.)

The message shown above is used to prevent a vehicle from being on more than one transaction at a time (an Open RA or an open Non-Rev). A field in the Edit Miscellaneous Control File is used to turn on this feature.

VEHICLE IS GROUNDED. USE ANYWAY? Y/N

The message shown displays if the vehicle is grounded. Enter Y to use it; enter N to remove it.

A field in the Location file or the Class Code File can be used to turn on a feature that tracks which vehicles are assigned to reservations. This feature also produces warnings when a conflict arises. Under this method whenever a vehicle is assigned to a Reservation, RA, or Non-Rev movement, the system performs a check of availability for that individual vehicle. If a conflict arises because the vehicle is already assigned to a reservation, the following message is displayed:

THIS VEHICLE IS ALREADY ON RES xxxxxx, USE IT ANYWAY?

(where "xxxxxx" is the Reservation number.) Answering:

N = Clears the field in the current transaction so that another vehicle number can be entered.

Y = Causes the following message to display:

DO YOU WISH TO REMOVE yyyyyy FROM RES xxxxxx?

(where "yyyyyy" is the Vehicle number and "xxxxxx" is the Reservation number.)

N = Clears the field in the current transaction so that another vehicle number can be entered.

Y = Removes the vehicle from the Reservation it was assigned to.The vehicle number is then accepted on the current transaction.

VEHICLE IS ON RA zzzzzzzz, USE IT ANYWAY?

("zzzzzzzz" is the RA number.)

N = Clears the field in the current transaction so that another vehicle number can be entered.

Y = The vehicle number is accepted on the current transaction. This will mark the RA as questionable.

A field in the Edit Misc. Control Fields record can be used to block the rental and non-rev movement of foreign vehicles when fleet pools are used. The setting blocks the use of vehicles that have an owning location that does not belong to the same fleet pool as the out or in location. When the restriction is in place and an attempt is made to non-rev a foreign vehicle, the unit number is removed from the field and the following message displays:

YOU CANNOT RENT A FOREIGN OWNED VEHICLE.

Hertz mode: If the unit number entered is a non-vehicle asset, the following message will display and the unit number will be cleared:

VEHICLE NOT FOUND

HOLD CODES:

If your system is configured to use Hold Codes (which control the ability to rent vehicles), a pop-up window will display all open Hold Codes applicable to the vehicle. The following prompt will appear:

USE THE VEHICLE? Y/N

Y = The vehicle will remain on the Non-Rev entry.

N = The vehicle will be removed from the Non-Rev entry.

User tip: For more information on the Hold Code messages, refer to the chapter of this manual titled Introduction to Hold Codes and Edit Hold Code Messages.

User tip: The most recent Non-Rev Movement number is shown in a display field on page 2 of the Vehicle Inventory record.

LIC

This display only field will show the plate number of the vehicle entered in the previous field.

OUT ODOM

Enter the current odometer reading of the vehicle at the time of check-out. When opening a new non-rev ticket, the default value displayed here is the current odometer reading from the vehicle record.

EXAMPLE: Type 12000 /

Note: When non-vehicle inventoried assets (such as GPS units) are entered on Non-Rev Movements, odometer readings are not required.

IN ODOM

This field is used when closing a non-rev ticket.

24. RETRN DATE/ TIME/ LOC

When opening a new Non-Rev Ticket, enter the expected check-in date and time for the vehicle. Non-Rev Tickets that remain open beyond the time in this field will be reported as over-due on the Non-Rev Report and on the Vehicle Due In Report if Non-Revs are requested. This is a required field. The maximum length for which a Non-Rev can be open is set in Edit NRV Control Record.

EXAMPLE:Type 011617/1435 (RET)

This Location field should be left blank when opening a transaction; it is used when closing the ticket. When closing it, it is permissible to enter a different return location than the one entered in the Due Location field. (Field 5b)

25a. IN VEH
STATUS

The data group in Field 25 is used to enter vehicle status at time of check in. This can be set to any status other than "O" or "S". When opening a ticket, skip this field.

25b. EMPL

When closing a Non-Rev Ticket, this field is used for the Employee Code of the user closing the ticket. When opening a ticket, this field is not accessible.

26. NOTE

Enter up to 30 characters for any note or message to be printed on the Non-Rev Ticket.

EXAMPLE: Type VEHICLE CHECKED BY STEVE (RET)

1a. NON-REV #

To retrieve Non-Rev Ticket to the screen in order to close it, either:

• Enter up to 8 alphanumeric characters for the Non-Rev Ticket number or
• Use the F6 Search feature to select the Non-Rev Ticket.

User tip: If firewalls are turned on via the posting company number in the Location record, restrictions apply to Non-Revs. If an attempt is made to bring up a Non-Rev that is not part of your operation, the following message will display:

RESTRICTED PICK-UP LOCATION; OPERATION NOT PERMITTED

1b. TICKET STATUS

Enter “C” (closed) to indicate the ticket is closing.

FIELDS 5 - 9a

These fields are not accessible when closing a ticket.

FIELDS 10 -23

IN ODOM

When closing a non-rev ticket, the closing odometer reading must be at increased by at least 1. If the same amount as the Out Odometer is entered in In Odometer, the following message displays and the entry is removed.

MILES TOO LOW

In the Edit Miscellaneous Control File is a field which defines the maximum number of miles that a vehicle can be expected to be driven per day. This logic is used to catch possible data entry errors. If the number of elapsed miles is greater than the amount entered in the field, the following message appears at the bottom of the screen:

MILEAGE SEEMS EXCESSIVE OK TO CONTINUE? Y/N

Enter:

Y = YES. The odometer reading just entered is correct.

N = NO. An error was made. Correct either the closing and/or opening odometer reading.

If the elapsed miles driven are more than twice that of the mileage per day allowance, the entry is rejected and the following message appears at the bottom of the screen:

ODOMETER CANNOT EXCEED TWICE THE DAILY MAXIMUM

24. RETURN DATE/ TIME/LOC

Separating each piece of data with slashes, use the selected date and time formats to enter the date and time that the vehicle arrived at the check-in location. Enter up to 6 characters to indicate the actual location where this vehicle checked in.

EXAMPLE: Type 011617/1435/SFO (RET)

25a. IN-VEH STAT

Enter a single alpha character representing the Status Code the vehicle should be placed in when the Non Rev Movement is closed. A default status may appear in this field, or the field may be blank and, thus, force the user to enter the status. (A field in the Edit Misc. Control Record can be used to force the entry of the status code when closing the Non-Rev Movement.)

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.

EXAMPLE: Type A (RET)

NOTE: Through the program Edit NRV Control Record, it is possible to configure the program so that the closing agent is prevented from assigning the returning vehicle an Available type Status Code. That is, like rental agreements, the vehicle cannot be made available but rather must go through so process of preparation (cleaning, refueling, etc.) before it can be made available.

25b. EMPL

Enter your employee code.

26. NOTE

Enter up to 30 characters for any note or message to be printed on the Non-Rev Ticket such as the reason for the NonRev.

EXAMPLE: Type MECHANICAL REPAIR (RET)

1a. NON-REV #

To bring the transaction up to the screen, enter up to 8 characters for the Non-Rev# desired. Or, the Non-Rev Ticket file can be searched by pressing F6 at the OPTION field.

Only those users whose User Access File record allows edits to Non-Rev tickets are allowed to edit.

If the flag in the Edit User Access file is set to prevent editing and the user attempts to edit a Non-Rev ticket, the following message will display:

YOU DO NOT HAVE THE AUTHORITY TO EDIT NON-REVS.

The field in the Edit User Access file also controls the "out Location" of the Non-Rev Movement. When set to not allow edits, the out Location must be the user's default location.

A field in the Edit Miscellaneous Control File record controls whether a valid customer record must be used to open a new Non Rev Movement (See field # 2). If set to require that, additional controls are imposed as well:

• Once opened, the Customer number on the Non Rev cannot be changed.
• Vehicles cannot be added to or changed on a Non-Rev ticket