1. VEHICLE #

A. You assign unit numbers. You assign unit numbers as the records are entered. In this case, enter up to 6 alphanumeric characters in this field to indicate the vehicle inventory number. You do not need to enter leading zeros for alphanumeric numbers. Alpha and numeric characters can be mixed. If you wish, the leading characters can be used to designate vehicle class, model, year, etc. By numbering vehicles in this manner, a numerical vehicle list will group similar vehicles together.

EXAMPLE: Type C60183 (RET)

B. Automatic number assignment. As an alternative, your system can be configured to automatically assign sequential unit numbers. A field in the Edit Company File program is used to record the next unit number that is to be assigned. In order for this feature to work, contact Thermeon's Customer Support Dept and ask that GVT record "VEHNOASG" be set up.

Note: When a system is configured this way, you cannot manually assign vehicle numbers - the automatic assignment must be used. In addition, if the GVT record is set up and the field in the Company File is blank, users are prevented from adding new vehicles.

2. LICENSE

Enter up to 11 alphanumeric characters to indicate the license plate number. For new vehicles without a license number, enter a single temporary character.

EXAMPLE: Type 1FHM237 (RET)

DUPLICATE LICENSE PLATE NUMBERS: Because some rental operators switch the license plate from a sold vehicle to a newly purchase vehicle, the standard configuration of CARS+ does not prevent you from entering the same license plate number on more than one vehicle record. However, your system can be configured to prevent duplicate license plate numbers from being used. To have your system set up this way, contact Thermeon's Customer Support Dept. and ask that GVT record "UNIQLIC#" be set up.

Hertz Australia: All spaces and characters other than numbers and letters are removed. If there are 6 remaining characters, a hyphen is inserted between the 3rd and 4th characters. If there are 7 remaining characters, a hyphen is inserted between the 4th and 5th characters. If the remaining characters are anything other than 6 or 7 in length, the data is erased and the following message displays: INVALID NUMBER OF CHARACTERS IN REGO.

3. OWN LOC

Enter up to 6 alphanumeric characters to indicate the owning location code of the vehicle. For operations where vehicles float between locations, an owning city code must still be entered. It can be one of the renting locations or a location representing a fleet pool or the administrative location.

EXAMPLE: Type TUS (RET)

4. TAB EXPIRE

Using your selected date format, enter the tab or license expiration date.

EXAMPLE: Type 043007 (RET)

5. STATE CODE

If the vehicles are licensed in more than one state, province, territory or country, etc., enter up to 2 alphanumeric characters to indicate the municipality that issued the license plate for this vehicle. Data entered in this field will populate the "License Entity" field in the Vehicle Inventory record. This code must already exist in the Edit License Entities control file.

EXAMPLE: TypeCA (RET)

6. COLOR

If you have set up Color Codes in the Edit Color Codes program, you must enter up to 8 alphanumeric characters to indicate a valid Color Code already on file.

If you do not have ANY Color Codes set up, enter up to 8 alphanumeric characters to indicate the vehicle's color. (No restrictions apply.)

EXAMPLE: Type SAND (RET)

Hertz User Tip: Operations designated as Hertz Australia must enter a Color Code which cannot be longer than 3 characters.

7. ACQUISITION CODE

This field is required for Hertz operations that transfer data to CARRENT. The code must already exist in the CARRENT control file.

EXAMPLE: Type 84676945 (RET)

8. PURCHASE DATE

Using your selected date format, enter the vehicle purchase date. To help with the accuracy of the date, dates more than 7 days in the past or more than 1 day in the future are not accepted. If it is necessary to use a date outside of this range, use the Vehicle Inventory Control program.

EXAMPLE: Type 011107 (RET)

User tip: The In-Service Date on the vehicle record will be also be set to this date.

9. PURCHASE ODOM

Enter up to 6 numeric characters to indicate the odometer reading at the time of purchase.

EXAMPLE: Type 111 (RET)

10. MODEL YEAR

Enter 2 numeric characters to indicate the model year of the vehicle.

EXAMPLE: Type 07 (RET)

11. MODEL CODE

Enter up to 8 alphanumeric characters to indicate the Model Code. This code must already exist for the model year in the Model Codes file.

A pop-up window (using Shift/F7) is available to display the Model Codes on file for the model year entered in Field 4a. To jump to codes that begin with a particular letter such as "T", type the letter.

EXAMPLE: Type CARAVAN (RET)

User tip: In order to use a Model Code, the following fields in the Model record must have data:

Class

Pricing Code

Posting Code

Fuel Type

TankSize

If dats is missing from any of those fields, the Model Code is rejected and the following message displays:

THIS MODEL CODE IS INCOMPLETE, IT CANNOT BE USED.

12. MODEL PROD. YR

Enter 2 numeric characters to indicate the production year of the vehicle. (This refers to the year the vehicle was actually manufactured.)

EXAMPLE: Type 06 (RET)

13. SECURITY CODE

Enter up to 5 alphanumeric characters to indicate the security code for either this vehicle's door lock or radio.

EXAMPLE: Type 1234 (RET)

14. VIN

Enter the vehicle's 17-character VIN number. The first 8 characters may default from the Model Codes File. The data entered into this field will be tested to see if it is a valid VIN number. If the data fails the test, the following message will appear;

CK DIGIT ERROR ON VIN

Common VIN # entry errors are:

1. Confusing the letters I and O with the numbers 1 and 0.
2. Entering less than 17 characters.
3. Transposing or repeating characters.

To disable the VIN # validation check, enter an asterisk "*" either before or after the number entered.

To turn off the VIN logic check altogether, contact Thermeon’s Customer Support Dept.

EXAMPLE: Type 1FTCR10TXKUC56872 (RET)

15. KEY #

Enter up to 12 alphanumeric characters to indicate the vehicle key numbers. Use this free-form field to store one or more key identification numbers.

EXAMPLE: Type 34628/92442 (RET)

16. TURN BACK ODOM

The odometer reading entered here will be loaded into the "Grounding Odometer" field of the vehicle record. This field may already have data supplied from the Model Code record.

EXAMPLE: Type 30000 (RET)

17. TURN BACK DATE

The date entered here will be loaded into the "Grounding Date" field of the vehicle record.

EXAMPLE: Type 101007

18. ELIGIBLE DATE

Hertz operations: The date entered here will be loaded into the "Eligible Date" field of the vehicle record. (For vehicles purchased under a manufacturer buy back program, enter the date when this vehicle first becomes eligible for repurchasing by the manufacturer.)

EXAMPLE: Type 081507

19. FLEET TYPE

If fleet types are used, enter 1 alphanumeric character representing a Fleet Type Code. A corresponding code must exist in the Fleet Type Code file before the code can be entered here.

EXAMPLE: Type M (RET)

20. IN-SERVICE DATE

Enter the date this vehicle was placed in service. This date is used in calculating utilization.

To pre-load vehicles before they are physically at the rental location, leave this field blank. When this field is blank, the vehicle is ignored by the planning calendar. (The Recalculate Class Needs program on the Planning Menu ignores vehicles with a blank in-service date.) The first time the vehicle is used in one of the following programs, the In-Service Date field is automatically set to the start date of the transaction. The programs are:

• RA Open
• Non-Revenue Movement
• Make Vehicle Available
• Car Wash Entry
• Physical Inventory
• Vehicle History Update

The next time that Recalculate Class Needs is run, the vehicle will be counted on the planning calendar.

EXAMPLE: Press (RET)