INTRODUCTION

This program is designed to be used exclusively by Hertz Canada Corp.

This method allows the user to do the following:

• Enter detailed information about damages to a vehicle from the RA Open screen, RA Close screen, or from a menu item.
• When selecting a vehicle in RA Open or Make Vehicle Available or when closing a RA, view unrepaired damage.
• Automatically add a damage charge and loss of use charge to the rental agreement when applicable.
• Track which damages have been repaired and which have not.
• Create a matrix of standard damage costs specific to vehicle model and model year.
• Create Vehicle History records regarding the damage.

I. 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 in this file. Since the same Option Code is normally used for all locations, it can be created without a location code as shown below. 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 example 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 DMG 05-01-05 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 DMG 05-01-05 0000 N F N

C. EDIT LOCATIONS

PAGE 3, Field 15, NO LDW RESP

Enter the maximum amount of the customer's responsibility for damage or loss if LDW is declined. This is used on the Damage Entry screen.

PAGE 3, Field 17. DAMAGE OPTION CODE

Once the rest of the set up is complete, 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 opened at this location is brought up on the RA Open or RA Close screens. And by entering the damage code here, the damage option (see Steps A and B above) will NOT appear in the Option Pop-Up window. Instead, the damage charge is added by entering details in the Damage Entry screen. When saved, the total charge to the customer that appears in the Damage Entry screen will be automatically applied to the RA using the Damage Option Code entered in the Location record.

D. EDIT DAMAGE MATRIX CODES

When data is entered in the Damage Entry screen, the cost to repair the damage can be entered by different methods. The cost, as determined by the user, can be entered manually by simply typing an amount directly in the Matrix Cost field. The alternative method is select the pertinent damage items from a pop up window. When items from the pop-up window are selected, the associate costs (previously entered in the Damage Cost Matrix file) are loaded.

Use this program to build the codes for the matrix.

E. EDIT DAMAGE MATRIX COSTS

Once the Damage Codes are created, they are used to build a matrix of standard costs for damage and lost days. These costs can be generalized for all vehicles, or they can be specific to location, model, or model year, and effective date. Use this program is to add, edit, or delete the records in the cost matrix.

Note: The Damage Entry screen can be used without setting up Damage Codes and the Damage Cost Matrix. When the matrix is not used, the cost must be determined and entered by the user.

F. SERVICE CODE UPDATE

In order to create Vehicle History records from Damage Entries, Service Codes must be set up and configured for use in the Damage Entry screen. When the Damage Entry screen is accessed, these Service Codes will display on the lower half of the screen. When a Service Code is created, a field is used to flag whether or not the Service Code pertains to Damage Entry. If it does, you can then designate whether it will display as a choice for Damage Entries for all vehicles or if it should be limited to certain models. Restricting the Service Codes to certain models is done by entering a Damage Type code in the Service Code record that corresponds to the Damage Type Code entered in the Model Code record. When Damage Entries are saved, Vehicle History records are automatically created, and they are placed in an "incomplete" status. To complete the entry, data is entered through the Vehicle Sundry Invoice program.

User tip: Service Code 92 is a system generated code for a damage report. The amount of the estimate is recorded in the Service Code 92. When the individual repairs are entered under different damage codes, the actual charges are recorded. Therefore, when a history report is run for a range of codes, Service Code 92 is not included. The only way to obtain a report for Service Code 92 is to run the report for that single code (Start Code and End Code = 92).

G. EDIT MODEL CODES

Use the Damage Type field to restrict certain Service Codes (used in the Damage Entry screen) to particular models. For example, you could restrict damage to tailgates or truck beds to pick up trucks, sliding doors to minivans, and cloth tops to convertibles.

H. EDIT DAMAGE CONTROL

This file is used to configure the Damage Entry logic for your operation. Choices made here include the basis for calculating the charge for lost days and whether or not certain fields in the Damage Entry screen are editable.

I. GVT RECORD

In order to print the Current Damage Report when saving a damage entry, ask Thermeon's Customer Support Dept. to set up the GVT record "BOOTRPT".

II. 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.

From the RA Close screen, Subwindow Z

C. From the Damage Report Entry program on the Damage Tracking menu (a sub-menu of the History/Maintenance Menu).

Refer to the chapter on Damage Entry for detailed instructions.

III. CHARGING THE CUSTOMER'S RESPONSIBILITY AMOUNT AT OPEN

The customer's responsibility amount (or a percentage of it) can be set up so that it is automatically added as a separate option charge when opening the RA. To do this, the following is required:

A. Set up an Option Code for the responsibility.

B. Set up the Option in Edit Optional Rate. No amount needs to be entered. In the Auto Apply field enter "O" (option is auto applied when opening a RA - not on reservations.)

C. In Edit Misc. Control File, there are 2 fields used to turn on this feature: One for the Option Code and the other for a percentage. If a percentage is entered, the amount of the option charge will be the customer's LDW responsibility amount multiplied by the percentage. If there is no percentage, the full amount of the customers' responsibility will be the amount for the option.

D. A Privilege Code can be set up to exempt the responsibility amount being applied to RAs. Use the "Exempt Option" field.

E. RAs with a direct bill are exempt from this logic.

When closing the RA or editing a closed or posted RA:

• If there is no damage report, the responsibility amount option will be removed from the RA.
• If there is a damage report and the customer's charge is zero, the charge remains on the RA.
• If there is a damage report and it has a change, the responsibility option will be removed from the RA and the damage charge will be applied to the RA as usual.

IV. CURRENT DAMAGE REPORT

The Current Damage Report is a report of unrepaired damages that currently exist on a particular vehicle. (Unrepaired damage records are those where the close date of the history record is blank.)

This report can be run from the menu (Damage Tracking Menu) or if a GVT record is set up (refer to Set up Steps earlier in this chapter) , the following prompt will appear on the Damage Entry screen after saving a Damage Report:

"PRINT CURRENT DAMAGE REPORT? Y/N

V. RECORDING REPAIRS

When a Damage Report is saved, Vehicle History records are simultaneously created. However, they are incomplete. Once the damage has been repaired, use one of the following programs to enter the repair and complete the Vehicle History record:

Vehicle Damage Repair: (Damage Tracking submenu; shortcut: DMGRPR)

When the vehicle number is entered, all unrepaired vehicle history records are displayed. Simply enter the repair information for each item (date, vendor, cost, etc.)

Vehicle Sundry Invoice: (Invoicing Programs submenu; shortcut: VEHINV)

Damages are shown by damage report. In addition to recording the damage repair, the customer can be invoiced if appropriate.

Refer to the chapter Vehicle Damage Repair or Vehicle Sundry Invoicing for detailed instructions.

VI. DAMAGE TRACKING REPORT

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

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

VII. VIEW EXISTING DAMAGE

When a vehicle has unrepaired damages, the damage can viewed from the following programs:

RA Open

RA Close

Make Vehicle Available

Damage Entry Report

The following messages will display:

VEHICLE HAS UN-REPAIRED DAMAGES.

DO YOU WISH TO SEE EXISTING DAMAGE?

By answering "Y", the existing damage can be viewed. A subwindow displays a brief listing of the damage. (This is not the Damage Report.)

VIII. VIEW DAMAGE REPORT

To view a Damage Report, bring up the RA is Edit Closed RA. Or, use the Damage Report Entry screen to recall the Damage Report.

IX. VOIDING DAMAGE REPORTS

Damage Reports can be voided by using the Void Damage Report program. Voiding a Damage Reports does the following:

Reduces the Damage Option Charge on the RA by the value of the Damage Report voided. If the RA is closed, the Edit Close program is called automatically to force a recalculation of charges.

Changes the status of the Damage Report to "Void".

Deletes the associated Vehicle History records, if unrepaired.

Causes the reports that reference Damage Reports, such as the Damage Tracking Report and the Damage Variance Report, to ignore voided Damage Reports.