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When a vehicle gets damaged, you can record the damage sustained to a vehicle under the Damage Management submenu in Vehicle Maintenance. Here you can also update and view previously entered damage records.
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To Add a Damage Record
1. Click Vehicle Maintenance.
2. Click Damage Management.
3. Enter the registration/fleet number of the vehicle or the reservation number. Then select the "View" button. This will then display the relevant vehicle where you can add the damage caused to the vehicle. Click on "Add Damage". (see Fig. 1).
Please note, all the other fields above the res# or rego# are only there to filter down your search.
You must fill in either the registration/fleet number of the vehicle or the reservation number to add a damage record.
Fig. 1. Enter the Registration/Fleet Number or Reservation Number
4. On the New Vehicle Damage page (see Fig. 2):
A. If the damage occurred while a customer was driving the vehicle, enter the reservation number for the vehicle when the accident occurred. The vehicle ID will show by default.
B. The Damage Area, Type and Date are all mandatory fields which need to be filled out. The Damage Area and Damage Type drop down options can be added through: Damage Area; Damage Type.
You are also required to fill out whether the vehicle has been repaired or not. This process is usually when you update the damage record, which is explained further down in this article.
Some fields on the page are optional. However, we recommend that you enter as much information as possible so that you'll have a complete record of the damage sustained.
Fig. 2. Enter the Details on the New Damage Record Page
NOTE: For information on each field found on the New Damage Record Page, see Table .
5. Click Submit to save your changes. Once you submitted, you will then be able to view the damage record you have just added under the Damage Management Tab.
To view damage records and images or update, delete and even add another damage record to a vehicle, the process is the same as adding a new record: Enter the registration/fleet number of the vehicle or the reservation number. Then select the "View" button. This will then display the relevant vehicle where you can view, update an existing damage record already associated with a particular vehicle and delete damage records. Here you can also add a new damage record caused to the vehicle. (see Fig. 3).
Fig. 3. View, Update, Add and Delete Damage Records
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Field Descriptions
Table: Field Descriptions for the New Damage Record Page
| Name |
Required (Yes/No) |
Description |
| Reservation Number |
No (But recommended) |
The reservation number to which the damage record is to be added |
| Damage Location |
No |
The location where the damage was sustained |
Damage Area
|
Yes |
The area where the vehicle sustained damage |
| Damage Type |
Yes |
The damage type. The values shown on the list are defined under the Damage Type tab of the Damage Management submenu. |
| Damage Date |
Yes |
The date when the vehicle sustained damage |
| Cost of Repair |
No |
The cost for repairing the damage |
| Amount Recovered |
No |
The amount recovered from the vehicle's insurer |
| Repaired |
Yes |
Set to No by default. Set this to Yes once the damage has been repaired. |
| Claim No. |
No |
The insurance claim number. This is typically provided by the insurer. |
| PO No. |
No |
The purchase order number for the vehicle's repairs |
| Service No. |
No |
The service no. that the repair shop assigns to the vehicle |
| Vendor |
No |
The vendor or the name of the repair shop that will repair the vehicle |
| Description |
No |
Free-form text field where you can enter all information related to the damage sustained and the repairs to be performed on the vehicle |
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