Edit Exchange Records

Use this program to:

Edit data previously entered in the Vehicle Exchange subwindow of RA Open.
Delete the last exchange on a RA if it was done in error (Refer to the section at the end of this chapter.)

To access the Edit Exchange Records program, type EDTEXCH (RET) at any menu "OPTION:" field or the appropriate line number on the RA Edit Submenu. The screen will then display:

OPTION: __ EDIT EXCHANGE RECORDS

1 RA number Veh # In
2 Exchange # Status In
3 Exch Date Stall Number
4 Exch Time Veh Notes
5 Exch Location Prev Date Out
6 Fuel Chg Prev Time Out
7 Misc Chg
8 Prev Odom Out Vehicle Out
9 Odom In Exch Employee
10 Odom Out Exch Ra Number
11 Prev Tank Out CVG Code
12 Tank In Duplicate Flag
13 Tank Out Posted Flag
14 Prev Damage Out
15 Damage In
16 Damage Out
17 Type Code

18 T&M In 19 LDW In 20 Rev Loc In
21 T&M Out 22 LDW Out 23 Rev Loc Out

1SAVE 2NEXT 3ERASE 4PREV/DEL 5BACKUP 6 7HELP 8

The fields numbered 1-16 are editable. (Fields 17 -23 are for the use of a specific CARS+ user.) The fields on the right are display only. Enter data as follows:

1. RA NUMBER	Enter up to 8 alphanumeric characters representing the contract number. A field in the Edit Miscellaneous Control Fields File controls whether or not a new contract number is issued when a vehicle exchange is done. If this feature is turned on, the previous contract is in the VOID-X status. Therefore, it is the new RA number that must be entered in order to edit the exchange information. EXAMPLE: Type S3705923 (RET)
2. EXCHANGE #	Enter the number of the exchange. For example, if it is the first exchange on the contract, enter "1". If it is the second exchange on the contract, enter "2". If the "Use new RA#" feature is turned on, then "1" is the only number entered here. EXAMPLE: Type 1 (RET). After pressing (RET), the data from the vehicle exchange will display.
3. EXCH DATE	To edit the date of the exchange, enter a new date in this field.
4. EXCH TIME	To edit the time of the exchange, enter a new time in this field.
5. EXCH LOCATION	To edit the location where the exchange took place, enter the correct location in this field.
6. FUEL CHG	To edit the fuel charge on the vehicle that was returned, enter the correct charge in this field. User tip: Changing the level of fuel does NOT automatically create, remove, or change the fuel charge. If the amount of the fuel charge has to be changed, the correct amount must be manually entered (or removed) from this field.
7. MISC CHG	To edit a miscellaneous charge at the time the vehicle was returned, enter the correct amount in this field.
8. PREV ODOM OUT	This field displays and is used to edit the odometer reading on the returned vehicle at the time it was originally rented.
9. ODOM IN	This field displays and is used to edit the odometer reading on the returned vehicle at the time of the exchange.
10. ODOM OUT	This field displays and is used to edit the odometer reading of the new vehicle placed on rent as a result of the exchange.
11. PREV TANK OUT	This field displays and is used to edit the fuel tank reading on the returned vehicle at the time it was originally rented. User tip: Changing the level of fuel does NOT automatically create, remove, or change the fuel charge. If the amount of the fuel charge has to be changed, the correct amount must be manually entered in the Fuel Charge field above.
12. TANK IN	This field displays and is used to edit the fuel tank reading on the returned vehicle at the time of the exchange. User tip: Changing the level of fuel does NOT automatically create, remove, or change the fuel charge. If the amount of the fuel charge has to be changed, the correct amount must be manually entered in the Fuel Charge field above.
13. TANK OUT	This field displays and is used to edit the fuel tank reading of the new vehicle placed on rent as a result of the exchange. User tip: Changing the level of fuel does NOT automatically create, remove, or change the fuel charge. If the amount of the fuel charge has to be changed, the correct amount must be manually entered in the Fuel Charge field above.
14. PREV DAMGE OUT	This field displays and is used to edit the damage field of the returned vehicle at the time it was originally rented.
15. DAMAGE IN	This field displays and is used to edit the damage field of the returned vehicle at the of the exchange.
16. DAMAGE OUT	This field displays and is used to edit the damage field of the new vehicle placed on rent as a result of the exchange.
17. TYPE CODE	This field is reserved for a future enhancement.

NOTE: The following Field, 18 -23, are for a specific CARS+ user. WARNING: All other users must skip these fields and leave them blank.

18. T&M IN	See "NOTE" above.
19. LDW IN	See "NOTE" above.
20. REV LOC IN	See "NOTE" above.
21. T&M OUT	See "NOTE" above.
22. LDW OUT	See "NOTE" above.
23. REV LOC OUT	See "NOTE" above.

PRESS "F1" AT "OPTION" TO SAVE.

DELETING AN EXCHANGE

Occasionally a vehicle exchange is entered on the wrong RA and, therefore, needs to be deleted. This program will allow only the most recent exchange to be deleted. When an exchange is deleted, the exchange data is removed from the RA and the Vehicle History File, and the Vehicle Inventory records for both vehicles involved are reset.

CAUTION: Deleting an exchange should be done with great care! Be sure this is what you want to do!

Bring up the exchange record as instructed above.

Press "F4" at the "OPTION" field. The following question will display:

DELETE RECORD='D' OR READ PREVIOUS='P'?

Enter:

D = delete the record

P = bring up the previous record in the exchange file.

When "D" is entered and the exchange is not the most recent exchange on the RA, the following message will display and the exchange record will not be deleted:

CAN ONLY DELETE LAST EXCHANGE RECORD

Otherwise, the following question will be asked:

ARE YOU SURE? (Y/N)

Enter "Y" to continue, or "N" to stop the deletion.