The Hold Code logic can be used to refine and control the ability to rent vehicles beyond the controls imposed by the use of Vehicle Status Codes. Refer to the chapter of this manual titled Introduction to Hold Codes for an overview of how this logic works.

Use this program to create, maintain, and delete Vehicle Hold Codes.

To access the program, type EDITHOLD(RET) at any menu "OPTION:"field or the appropriate number on the Hold Codes Sub-Menu (History/Maintenance Menu). The screen will then display:

OPTION: EDIT VEHICLE HOLD CODES

1 Hold Code
2 Description
3 Hold Type
4 Hold Priority
5 Activate Level
6 Deactivate Level
7 Days Warning
8 Km Warning
9 Days Hard
10 Km Hard
11 Check-in status
12 Transmit Vehicle
13 Block Extensions
14 Hard Hold Code
15 Repair Required
16 Vehicle shuttled?
17 RLSGLD Override



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


Enter data as follows:

1. HOLD CODE

Enter a single alphanumeric character representing a Hold Code.

EXAMPLE: Type R (RET)

2. DESCRIPTION

Enter up to 40 alphanumeric characters to describe the code.

EXAMPLE: Type REGISTRATION RENEWAL (RET)

3. HOLD TYPE

Enter one of the following types:

H = hard hold (No rentals allowed; Non-Revs allowed with advisory warning)

W = Warning (Warning message appears on RA Open & Non-Rev screens)

G = Grounding (Grounding Date/Odometer control warning)

R = Registration (Tab Expiration date in Vehicle Record controls warning)

M = Maintenance (Service Code days or mi/kms control warning)

D = Damage (Vehicle History record will be created)

C = Vehicle Maintenance Certificate has expired

User Tip: Although there may be multiple Hold Codes with Types "H" and "W", set up only one Hold Code for each of the other Types.

EXAMPLE: Type R (RET)

4. HOLD PRIORITY

Enter up to 2 numeric characters to indicate the priority level of this Hold Code. Priority “1” is the highest priority and “99” is the lowest.

EXAMPLE: Type 2 (RET)

5. ACTIVATE LEVEL

This field defines which users can activate (apply) this Hold Code to vehicles and prevents unauthorized employees from doing so.

Hold Levels are specified for each Menu Type in the Select Items for Menus program on the Security Menu. (Each user is assigned a Menu Type in their Edit User Access record.)

The level entered here defines the minimum Hold Level required to apply this Hold Code to vehicles.

Hold Levels can range from 1 to 99 and work in a similar manner to Security Levels in CARS+. That is, the lower the number for the level, the more clearance the user has. Therefore, a Hold Level of 2 has more clearance than a Hold Level of 10.

Enter the minimum Hold Level that an employee must have to activate this Hold Code.

Users who have been assigned a Hold Level with less clearance will receive the following message if they attempt to apply this Hold Code:

YOU DO NOT HAVE AUTHORITY TO APPLY THIS HOLD CODE

To allow ALL users to apply this Hold Code, leave this field blank.

EXAMPLE: Type 10 (RET)

6. DEACTIVATE LEVEL

Similar to the field above, this defines the Hold Level needed to deactivate (remove) this Hold Code from vehicles.

Users who have been assigned a Hold Level with less clearance will receive the following message if they attempt to remove this Hold Code:

YOU DO NOT HAVE AUTHORITY TO REMOVE THIS HOLD CODE

To allow ALL users to remove this Hold Code, leave this field blank.

EXAMPLE: Type 10 (RET)

7. DAYS WARNING

For certain types of Hold Codes, the number of days before a scheduled event can be used to trigger a warning message on the RA Open and Non-Rev screens. A “warning” message is just that. The user is warned when selecting the vehicle and is given the option to continue.

(The “Days Hard” field below prohibits the vehicle from being selected. No option to continue is given.)

The “Days Warning” field applies to the following Hold Code types :

R – Registration. The return date on the RA or Non-Rev is compared to the Tag Expiration Date in the Vehicle record. If the difference between those days is less than the number of days warning entered here, the warning message appears.

G – Grounding. The Grounding Date in the Vehicle record is used for comparison.

M – Maintenance. The days until next service are negative.

C - Maintenance Certificate (days until the certificate will expire)

EXAMPLE: Type 14 (RET)

User tip: The warning message is created in the Edit Hold Message program.

8. KM WARNING

Similar to the field above, this field is used by certain types of Hold Codes to trigger a warning message on the RA Open and Non Rev screens which is based on the vehicle's odometer reading.

The “Km Warning” field applies to the following Hold Code types:

G – Grounding. The Grounding Odometer in the Vehicle record is used for comparison.

M – Maintenance. The kms/miles until next scheduled service are used for comparison.

If this field does not apply to the type of Hold Code entered, leave it blank.

EXAMPLE: Press (RET)

User tip: The warning message is created in the Edit Hold Message program.

9. DAYS HARD

For the same Hold Codes types that can generate warning messages based on “days” (see Field 7 above), a second level of days can be entered in the “Days Hard” field which blocks the vehicle from being placed on a RA or a Non Rev Movement. A unique message for this situation can display in RA Open or Non-Rev.

The “Days Hard” field applies to the following Hold Code types:

R - Registration. The return date on the RA is compared to the Tag Expiration Date in the Vehicle record. If the difference between those days is less than the number of days entered here, the vehicle is prohibited from being placed on a RA..

G - Grounding. The Grounding Date in the Vehicle record is used for comparison.

M - Maintenance. The days until the next scheduled service are used for comparison.

EXAMPLE: Type 7 (RET)

User tip: The message is created in the Edit Hold Code Messages program.

10. KM HARD

For the same Hold Codes types that can generate warning messages based on “kms/miles” (see Field 8 above), a second level of kms/miles can be entered in the “Km Hard” field which blocks the vehicle from being placed on a RA or a Non Rev Movement. A unique message for this situation also displays in RA Open or Non-Rev.

The “Km Hard” field applies to the following Hold Code types:

G – Grounding. The Grounding Odometer in the Vehicle record is used for comparison. If it is greater than the the vehicle's current odometer reading, the Hard message is displayed and the vehicle is prohibited from being placed on the transaction.

M – Maintenance. The kms/miles until next scheduled service are used for comparison.

If this field does not apply to the type of Hold Code entered, leave it blank.

EXAMPLE: Press (RET)

User tip: The warning message is created in the Edit Hold Code Messages program.

11. CHECK-IN STATUS

Vehicles on Rent or on a Non-Rev:

If this Hold Code should change the status of vehicle at the time of closing a RA, closing a Non-Rev Movement, or when a vehicle has been returned via an exchange, enter the appropriate Vehicle Status Code in this field.

Instead of the vehicle changing to the normal check-in status code specified in the Location file, the vehicle will be placed in the status entered here.

If multiple Hold Codes apply to the vehicle, the status code in the record of the highest priority Hold Code will be applied.

Vehicles in an Available type status:

If the vehicle is in an available type status, the status of the vehicle will be changed to the status in this field when this Hold Code is assigned to the unit. (The status is not changed on vehicles in a 'not-available' type status.)

EXAMPLE: Type H (RET)
12. TRANSMIT VEHICLE
 For Hertz Canada operations, this field is used to indicate if vehicles that have this Hold Code added or removed should be queued up for transmission to OKC via MQVEH.

EXAMPLE: Type N (RET)
13. BLOCK EXTENSIONS
 Hold code check is automatically done when opening a RA or Non-Rev Movement, doing a vehicle exchange, and when closing a RA or Non-Rev. This field is used to define if a Hold Code check should be made when extending a RA. Enter:
Y = Yes, block a RA from being extended if the vehicle has a hard Hold Code. The RA return date will revert to what it was, and the following message will display:
VEHICLE HAS A HOLD ON IT, RA CANNOT BE EXTENDED
N (or blank) = Hold Codes are not checked when extending a RA.
EXAMPLE: Type Y (RET)
14. HARD HOLD CODE
 This field is used by Hertz locations in North America that interface to CARRENT. For them, certain codes cannot be set up to be both a warning hold code and a hard hold code. Examples are preventative maintenance (PM) and grounding codes. This field is used to refer to a separate hard hold code (set up as a type "H".)

Preventative Maintenance: When the preventative maintenance is checked (either by vehicle activity or running the Maintenance Warning Hold Code Update), the warning code will be applied (and a history record created) as usual when the warning days and/or kms/miles are reached. When the 'Days Hard' or 'Kms Hard' are reached, the history record will be re-written with the hard code entered in this field. If there is no existing history record when the 'Days Hard' or 'Kms Hard' are reached, a history record will be created with the hard code entered in this field.

Grounding: The Grounding hold code (type "G") must have both the warning and hard settings. This field is used to refer to a separate hard hold code (set up as a type "H") that is used when the hard levels (days or odometer reading) are reached. If the grounding date/odometer settings in the Vehicle Inventory record are extended, the hold codes are changed from the hard code to the warning code if appropriate, or they are removed completely if extended beyond the warnings defined.
15. REPAIR REQUIRED
 This field is provided for repairs that are required by manufacturer safety recalls. When this field is set to "Y" and the hold code is removed, a Safety Repair Code must be entered. (Safety Repair Codes are set up in the Edit Repair Codes program. Enter:
Y = This code represents a safety repair stipulated in a manufacturer's recall.
N (or blank) = this is not a code referring to a safety recall.
EXAMPLE: Press (RET)
16. VEHICLE SHUTTLE?
 This field is used to allow a vehicle with a hard hold code to be used on a RA without the hold code being removed from the vehicle. When the RA closes, the vehicle will go back into the status specified in Field 11 (Check-in Status).

User tip: In order for the vehicle to be used on a RA, the rate on the RA must be one that is flagged as a 'shuttle' rate in Edit Rental Rules/Rates.

Enter:
Y = Yes, vehicles with this hold code can be used on a RA as long as the rate is a designated as a 'shuttle' rate.

N (or blank) = No. Vehicles with this hard hold code cannot be used on a RA regardless of the rate code.
EXAMPLE: Press (RET)
17. RLSGLD OVERRIDE
 This field is used to override the hold code for Gold Choice (when using the Exit Gate Gold Choice program.) Enter:
Y = Yes, vehicles with this hold code that are on a preprinted RA can be released through Gold Choice.

N (or blank) = No. Vehicles with this hold code that are on a preprinted RA cannot be released through Gold Choice.
EXAMPLE: Press (RET)

The screen will then display:

OPTION: EDIT VEHICLE HOLD CODES

1 Hold Code R
2 Description REGISTRATION RENEWAL
3 Hold Type R
4 Hold Priority 2
5 Activate Level 10
6 Deactivate Level 10
7 Days Warning 7
8 Km Warning
9 Days Hard 1
10 Km Hard
11 Check-in status H
12 Transmit Vehicle
13 Block Extensions Y
14 Hard Hold Code
15 Repair Required
16 Vehicle shuttle?
17 RLSGLD Override



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

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

Editing a Hold Cold

Enter the Hold Cold in Field 1, press (RET), and the record will display. After making the changes, press F1 at the "OPTION" field to save the changes.


Deleting a Hold Code (F4)

Enter the Hold Cold in Field 1, press (RET), and the record will display. Press F4 to delete the record.


Print a List of Hold Codes (F8)

To print a list of the Hold Codes on file, press F8 from the main "OPTION" field. It is a quick way to transfer to the Vehicle Hold Code Listing program.


EXAMPLE 2: GROUNDING

OPTION: EDIT VEHICLE HOLD CODES

1 Hold Code G
2 Description GROUNDING
3 Hold Type G
4 Hold Priority 7
5 Activate Level 15
6 Deactivate Level 10
7 Days Warning 15
8 Km Warning 1000
9 Days Hard 5
10 Km Hard 300
12 Transmit Vehicle
13 Block Extensions?
14 Hard Hold Code
15 Repair Required
17 RLSGLD Override




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


The following observations can be made in reference to the example above: