Definition: A vehicle Status Code is a single character code used to indicate the status that a vehicle is presently in. Every vehicle in CARS+ is always in a current “status” such as on rent, available, sold, being shuttled, or repaired.

The program, Edit Vehicle Status Codes, is used to define the various status codes. For flexibility, you may create and use up to 52 different Status Codes (using each letter of the alphabet; uppercase and lowercase). Each code belongs to one of four predefined status types:

Available
Not Available
On Rent
Sold

For example, within the Available Type you might set up different codes such as:

parked on back lot
reserved
cleaning/prep in process
available on the ready line

Codes within the Not Available Type might include:

repair
grounded
wrecked
stolen
employee usage

Before Using This Program: Although not required before setting up records in this file, it is recommended that Service Codes (History/Maintenance Menu) be created.

To navigate through the records in this file, use:

To access the Edit Status Codes program, type EDITSTA (RET) at any menu "OPTION:" field or the appropriate line number on the Fleet Control File menu. The screen will then display:

OPTION: __ EDIT VEHICLE STATUS CODES

1 Status code
2 Description
3 Status type (A=available, N=not available, O=on rent, S=sold)
4 Note 1
5 Note 2
6 Note 3
7 Note 4
8 Security level
9 Security level in
10 Hist Svc Code
11 Correctable by Physical Inventory
12 Depreciation Flag
13 Thrifty Status Cd
14 Hertz Status Cd
15 Allow Open Trip Ticket?
16 Nonrev Status Update?
17 Down Days



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

Enter data as follows:

1. STATUS CODE

Enter a single alpha character , either uupercase or lowercase, to indicate the Status Code.The following codes (in uppercase letters) are preloaded on your system and cannot be edited:

A = Available vehicles (if you are using the Dispatch programs, this code is used for vehicles on the ready line)

O = On rent vehicles

S = Sold vehicles

EXAMPLE:Type E (RET)

2. DESCRIPTION

Enter up to 20 alphanumeric characters to describe this vehicle Status Code.

EXAMPLE:Type EMPLOYEE COMP USE (RET)

3. STATUS TYPE

Enter one of the following three status types (Status Type "O" can only be assigned to Status Code "O"):

A = Vehicles that can be rented, such as idle on the back lot, vehicles awaiting wash, on ready line, etc.

N = Vehicles that are NOT available for rental. To rent a vehicle whose Status Code belongs to this Type, you must first change the Status Code to that of an "A" Type. "N" Type vehicles might include, in-repair, lease grounded, etc.

S = Vehicles that are in various stages of being sold. Although Status Code "S" means sold, vehicles can be in various stages leading up to being sold. Such status could include, grounded for sale, on the used car sale lot, at the vehicle auction, etc.

Although depreciation and financing of vehicles in an "S" Type other than Status Code "S" continue, these vehicles will not appear on many of the vehicle reports. See the documentation on the individual reports for more information.

EXAMPLE: Type N (RET)

4. NOTE 1
5. NOTE 2
6. NOTE 3
7. NOTE 4

These last four fields allow you to enter 4 lines of up to 40 characters of additional descriptive information. Data entered here will be used as an internal memo for this record and will not print on any report.


EXAMPLE: NOTE: WE MAY CHANGE TO TYPE "A" (RET)

8. SECURITY LEVEL

This field provides the ability to restrict certain user levels from moving a vehicle out of a critical Vehicle Status Code. As an example moving a vehicle from a Sold, Stolen or Converted status code is normally protected because not all employees are authorized to do that.

Enter the lowest Menu Type Number (CARS+ Security) that an employee must have to change a vehicle FROM the Status Code in Field 1. See the Introduction to the Security Menu for more information on this feature.

Users who have been assigned a Menu Type with a lower priority level will receive the following message if they attempt to change a protected Status Code:

STATUS CHANGE NOT ALLOWED DUE TO SECURITY LEVEL

To allow all users to change vehicles from this status, leave this field blank by pressing RET.

EXAMPLE: Press (RET)
9. SECURITY LEVEL IN
 Similar to the field above, this field provides the ability to restrict users from moving a vehicle TO a critical Vehicle Status.

Enter the lowest Menu Type Number (CARS+ Security) that an employee must have to change a vehicle TO the Status Code in Field 1. See the Introduction to the Security Menu for more information on this feature.

Users who have been assigned a Menu Type with a lower priority level will receive the following message if they attempt to change a protected Status Code:

YOU DO NOT HAVE THE AUTHORITY TO PLACE A VEHICLE IN THIS STATUS

To allow all users to place vehicles into this status, leave this field blank by pressing RET.

EXAMPLE: Press (RET)

10. HIST SVC CODE

This field is used for Type "S" Status Codes. When changing the status of a vehicle to that of a Sold Type through the use of the Sell A Vehicle program, a record is also written to the Vehicle History File recording the event. Enter in this field the Service Code that should be used when writing the History Record.

Warning: If this field is left blank on a S type Status Code, the Sell A Vehicle program will NOT allow any vehicle to be marked as having been sold.

Note: If you "un-sell" a sold vehicle, a second Vehicle History record is written using this same Service Code to record that fact.

EXAMPLE: Type 95 (RET).

11. CORRECTABLE BY PHYSICAL INVENTORY

This field is referenced by the Physical Inventory Update program which has the capability to re-status vehicles. For each status code created here, define whether or not the Physical Inventory Update program is allowed to change the status of vehicle presently in this particular status.

Y = Yes, the status can be changed when running the Physical Inventory Update program

N = No, a vehicle in this status cannot have its status changed by the Physical Inventory Update program.

EXAMPLE: Type Y (RET)

12. DEPRECIATION FLAG

Indicate whether or not to include in the Vehicle Depreciation program vehicles which are presently in this status. (Regardless of what is entered here for status "S" [Sold], vehicles are not depreciated beyond the month in which they were sold.)

EXAMPLE: Type Y (RET)

13. THRIFTY STATUS CD

This field is devoted to Thrifty operations. Status codes in CARS+ are single character alpha codes such as "A" for Available and "O" for On Rent. Thrifty status codes are 2 character alpha codes such as "RR" for Available and "OR" for on Rent.

In order to transfer data correctly to Thrifty's Rate Management System, enter the Thrifty code to cross-reference the CARS+ Code in Field 1.

14. HERTZ STATUS CD

This field is devoted to Hertz operations making use of the CARRENT Trip Ticket program for Non-Rev Movements. In order to transfer data correctly to Hertz, enter the Hertz status code to cross-reference the CARS+ Code in Field 1.
15. ALLOW OPEN TRIP TICKET?
 This field is provided for users of the CARRENT Complete Trip Ticket program (the Hertz Canada version of Non-Rev Movement). Typically, the program both opens and closes a ticket in a single session. Use this field to designate a vehicle status code that, if used, will leave the ticket open. Enter:

Y =Yes. If this status code is used when creating a Trip Ticket, leave the ticket open.

N (or blank) =No. Close the Trip Ticket.

EXAMPLE: Type N (RET)
16. NONREV STATUS UPDATE?
 Use this field is provided for RV type installations only. It is used to prevent a vehicle in this status from having its status changed when it is on a NonRev ticket. That is, the status will not be changed when the NonRev is opened nor when it's closed. Enter:

Y (or blank) =Yes, update the vehicle status as usual when opening and closing a NonRev.

N =No. Do not change the status when opening and closing a NonRev. Leave the vehicle in this status.

EXAMPLE: Press (RET)
17. DOWN DAYS
 Rental Situation: When a vehicle returns from a rental, it is automatically assumed to be available for re-rental on the Planning Calendar. This is true regardless of the Vehicle Status the returning unit is placed in. For the Planning Calendar, units are rentable unless they are sold, reserved or are presently on an open RA or Non-Rev. So if the returning vehicle on a closing RA has body damage that requires immediate attention, to keep the unit from appearing available, this field causes the vehicle to automatically appear on a new open Non-Rev, thus keeping it off the Planning Calendar.

This field should only be used on Vehicle Status codes that are not available for rental. If there is a number entered in this field and a vehicle is placed into this status, a new Non-Rev ticket is automatically opened for the vehicle. The open date and time will be the system date and time that the Status Change was made. The return date and time will be the system date plus the number of days entered in this field. As a result, the availability of the vehicle will automatically be subtracted from the Planning Calendar for this period of time.

Enter into this field the average number of days that a vehicle is NOT available for rental whenever it is placed into this status. This return date can be later edited on the Non-Rev ticket through the program Non Rev Movement Entry once the actual down time is known.

Leave this field blank if the Status should NOT automatically create an open Non-Rev Ticket.

EXAMPLE: Type 7 (RET)

Non-Rev tickets will be created whenever this status code is used in the following programs:
  • When assigning the check-in status in on-line Close
  • When assigning the returning status to an exchanged vehicle in on-line Open
  • When changing the status in Vehicle History Update (only if the date of the history record is greater than the status date on the vehicle)
  • When assigning the check-in status when closing a Non-Rev ticket in Non-Rev Movement Entry

The screen will then display:

OPTION: __ EDIT VEHICLE STATUS CODES

1 Status code E
2 Description EMPLOYEE COMP USED
3 Status type N (A=available, N=not available, O=on rent, S=sold)
4 Note 1 NOTE: WE MAY CHANGE TO TYPE "A"
5 Note 2
6 Note 3
7 Note 4
8 Security level 19
9 Security level in
10 Hist Svc Code 89
11 Correctable by Physical Inventory Y
12 Depreciation Flag Y
13 Thrifty Status Cd
14 Hertz Status Cd
15 Allow Open Trip Ticket? N
16 Nonrev Status Update?
17 Down Days



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

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


SAMPLE STATUS CODES

Description                             Code    Type    Field 8         Field 9      Field 17
                                                        (From Status)   (To Status)
                                                            Needs Protection?)
Available                               A	A	NO               NO
Idle on back lot                        B       A       NO               NO
Converted                               C       N       YES              YES
Employee use                            E       N       NO               YES
Grounded due to lease restrictions      G       N       YES              NO  
Maintenance on site                     M       N       NO               NO
On rent                                 O       O       NO               NO
Repair at off site garage	        R       N       NO               NO            7   
Sold                                    S       S       YES              YES 
Transferred to used car sales dept.     T       S       YES              YES
Reserved for a specific reservation     r       A       NO               NO