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Car!nk, Inc.

User Guide

an ADP company

10200 Sunset Drive, Miami, FL 33173 Tel: (305) 630-1700 Fax: (305) 630-1701

Vehicle Loaner Application

CVLA

October 2008

Vehicle Loaner Application (CVLA) User Guide

Notes

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revision date: 23 Oct 2008

October 2008 ADP, Inc.

Table of Contents

Introduction ................................................................................................................... 1

Overview ....................................................................................................................................................... 1 Vehicle Loaner Application and ADP w.e.b.Suite .................................................................................... 1 Previous Versions of Vehicle Loaner Application .................................................................................... 1 Navigation ..................................................................................................................................................... 1

Accessing CVLA............................................................................................................ 2

CVLA in Advanced Elite ................................................................................................................................ 2 The Car!nk (CI) Menu .............................................................................................................................. 2 CVLA in w.e.b.Suite ...................................................................................................................................... 3 Vehicle Loaner Application Menu ................................................................................................................. 4

Creating Loan Reservations and Transactions .......................................................... 5

Reserving a Vehicle for a Customer ............................................................................................................. 5 Auto Check-In .......................................................................................................................................... 7 Using the Calendar Feature ..................................................................................................................... 9 Selecting a Repair Order and Customer................................................................................................ 10 Making General Reservations ..................................................................................................................... 12 Searching for Customer Names ............................................................................................................ 13 Reserving an Unspecified Vehicle .............................................................................................................. 13 The Reservation/Loan Summary Screen .................................................................................................... 14 Loaning Out a Vehicle (Immediate/Walk-in) ............................................................................................... 15 Creating a Loan Transaction from the Service Repair Order (RO) or Appointments (A) Screens ............. 19

Changing a Reservation ............................................................................................. 21

Converting a Reservation to a Loan ........................................................................................................... 21 Displaying Loan/Reservation Transactions for a Vehicle ........................................................................... 22 Voiding a Reservation or Loan .................................................................................................................... 22

Checking Vehicles In from Loans .............................................................................. 23

Additional Check-in Features ...................................................................................................................... 24 Adding Damage Notations .......................................................................................................................... 24

Finding Loaner Vehicles by Attribute ........................................................................ 26

The Unit Inquiry Screen .............................................................................................................................. 26 Using the Unit Inquiry Search Results ........................................................................................................ 28 'Warning' Information ............................................................................................................................. 29 Selecting a Unit in the Results List ........................................................................................................ 29 Updating a Vehicle Record .................................................................................................................... 29 Reserving a Unit .................................................................................................................................... 30 Checking in a Loaned Unit ..................................................................................................................... 32

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Vehicle Loaner Application (CVLA) User Guide

Loaning Out an Available Unit ............................................................................................................... 33 Loaning Out a Unit that is Already Reserved......................................................................................... 35

Generating Reports ..................................................................................................... 38

Defining Report Contents ............................................................................................................................ 39 Changing the Sort Order ........................................................................................................................ 39 About Credit Card Data and Printed Reports ........................................................................................ 40 Example Report: Customer History ............................................................................................................ 41 Example Report: Loaner Unit History ......................................................................................................... 42 Example Report: Units by Alternate ID ....................................................................................................... 43 Example Report: Units by Service Advisor ................................................................................................. 43 Example Report: VLA Utilization ................................................................................................................. 44 How the Utilization Report Columns are Tabulated ............................................................................... 46 Example Report: Loaners by Repair Order................................................................................................. 47 Example Report: Vehicle Loaner Tax ......................................................................................................... 48

Setting Up Your Vehicle Loaner Application ............................................................ 50

Setting Up the Dealer/Service Interface ...................................................................................................... 50 Turning the Service/CVLA Interface On or Off............................................................................................ 57 Synchronizing the Service Application with CVLA ...................................................................................... 57 Open Reservations and Appointments .................................................................................................. 57 Open Transactions with Repair Orders ................................................................................................. 58 Setting Up Loaner Stores ............................................................................................................................ 59 Setting Up Vehicle Makes ........................................................................................................................... 60 Setting Up Vehicle Models .......................................................................................................................... 61 Setting Up Vehicle Unit Classes ................................................................................................................. 61 Setting Up Vehicle Body Styles .................................................................................................................. 62 Setting Up Vehicle Color Names ................................................................................................................ 63 Setting Up Unit Status Codes ..................................................................................................................... 63 Recommended Status Codes ................................................................................................................ 64 Setting Up Loaner Stalls or Lot Locations ................................................................................................... 64 Setting Up Customer Codes ....................................................................................................................... 64 Setting Up Application Passwords .............................................................................................................. 65 Interfacing CVLA and Report Generator ..................................................................................................... 66

Managing the Loaner Vehicle Fleet ........................................................................... 67

Adding a New Vehicle ................................................................................................................................. 67 Updating a Vehicle Record ......................................................................................................................... 69 Deactivating a Loaner Vehicle .................................................................................................................... 71 Reactivating an Inactive Vehicle ............................................................................................................ 72 Reviewing Vehicle Damage Records .................................................................................................... 73

Building/Rebuilding Cross-Reference Files .............................................................. 74

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Introduction

Introduction

The Vehicle Loaner Application (CVLA) application helps you manage and deploy your set of loaner vehicles. You can use CVLA to reserve vehicles by request, loan them out to Service customers, and produce management reports on loan activity. CVLA runs on your Service (name-S) application account. The Vehicle Loaner Application features allow you to attach each loan or reservation to a customer's repair ticket to simplify the checkout process.

Overview

This guide provides information for setting up and using the Vehicle Loaner Application product.

Vehicle Loaner Application and ADP w.e.b.Suite

As noted in the section on Accessing CVLA on page 2, the CVLA function runs under w.e.b.Suite as well as Advanced Elite. This document describes how to use the application in both environments.

Previous Versions of Vehicle Loaner Application

Earlier versions of the CVLA application ran under different function code names in the Advanced Elite environment, including VLA and CI-VLA. The function code CVLA replaces any earlier code names used on your ADP system. CVLA also appears on the Car!nk (CI) menu on all updated ADP systems (in the Service application account).

Navigation

Make sure that the Caps Lock feature is on. Use the arrow keys to move between fields. After typing data into a field, press Enter to move to the next field. Use F1 to view the extensive online help.

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Vehicle Loaner Application (CVLA) User Guide

Accessing CVLA

The CVLA function runs on ADP Advanced Elite systems and on w.e.b.Suite 2006 (and higher) systems. This section describes how to access the application in either environment. The screen and field functionality of Vehicle Loaner Application is essentially the same in the Advanced Elite and in the w.e.b.Suite environments except that w.e.b.Suite supports navigation with a mouse and allows you to switch to other windows (for additional ADP w.e.b.Suite functions) without exiting the CVLA application.

CVLA in Advanced Elite

Follow these steps to access CVLA from the User Security Menu, in the ADP Advanced Elite environment. 1. Log on to your Service (name-S) application account.

Figure 1. CVLA Function Code

2. At the Function Code field, enter CVLA.

Figure 2. CVLA Main Menu - Advanced Elite Interface

The Car!nk (CI) Menu

CVLA can also be reached through the CI menu on your Service application account. Note. The CI menu appears on several application accounts (Accounting, F&I, Parts, and so on) and contains a related group of function codes for ADP Car!nk custom applications. 1. Log on to your Service (name-S) application account. 2. At the Function Code field, enter CI.

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Accessing CVLA

Figure 3. Car!nk (CI) Menu - Advanced Elite View

3. Choose CVLA from the menu.

CVLA in w.e.b.Suite

Follow these steps to access CVLA in the w.e.b.Suite environment. 1. At the Welcome page, enter your user ID and password, and then click Login.

Figure 4. Menu Navigator

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Vehicle Loaner Application (CVLA) User Guide

2. In the Function field, enter CVLA. -ORIn the Menu Tree, open the Service (name-S) application group, then open the Car!nk Menu, and then select CVLA-Vehicle Loaner Application.

Figure 5. CVLA Menu - w.e.b.Suite Interface

Vehicle Loaner Application Menu

The Vehicle Loaner Application Menu provides a list of all functions used to work with vehicles, set up the application, and produce reports. See the following topics for information on each main menu function: Creating Loan Reservations and Transactions on page 5 Finding Loaner Vehicles by Attribute on page 26 Generating Reports on page 38 Setting Up Your Vehicle Loaner Application on page 50 Additional CVLA features: Changing a Reservation on page 21 Checking Vehicles In from Loans on page 23 Managing the Loaner Vehicle Fleet on page 67

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Creating Loan Reservations and Transactions

Creating Loan Reservations and Transactions

The Vehicle Loaner Application provides two ways of creating a reservation or a loan transaction for a unit in your fleet of loaner vehicles. You can either go directly to the Loan/Reserve Vehicle screen to set up a reservation or loan for a Service customer, or you can use the Vehicle Inquiry screen to look up certain vehicles -- of a specific status, make, model, or even color -- and then select one for a new reservation or loan transaction. Use the procedures in this section to work directly with the Loan/Reserve Vehicle screen. For information on the Vehicle Inquiry feature of CVLA, see Finding Loaner Vehicles by Attribute on page 26. To check in a returned vehicle, see Checking Vehicles In from Loans on page 23.

Reserving a Vehicle for a Customer

To create a reservation for a customer with a future Service appointment: 1. At the Vehicle Loaner Application menu, select Loan Out Vehicle.

Figure 6. Loan/Reserve Vehicle Screen

2. Enter R for a Reservation. 3. At the Agreement Number field, press Enter to generate a new reservation. 4. At the Unit field, enter a valid unit number. Skip ahead to step 6. -ORPress F12=Search to look up a unit by license number. At the License prompt at the bottom of the screen, enter a license number to look up matches in the loaner vehicle database. Press Enter without entering a value to see a list of all units.

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Vehicle Loaner Application (CVLA) User Guide

Note that the Unit Lookup Using License Number feature (step 6 in Setting Up the Dealer/Service Interface on page 50) must be set to Yes or the F12 command key will simply open a list of all loaner units. Tip! You can also enter a partial license number at the prompt using bracket characters. Enter the first few numbers or letters in the license, followed by the right-bracket (]). Or, enter the left-bracket ([) followed by the last few numbers or letters in the license. Or, to search for a string that appears anywhere in the license number, enter a left-bracket character, a series of license numbers, then the right-bracket character. For example, a search on [12] finds all units that have the numbers '12' somewhere in the vehicle's plate number.

Figure 7. License Search Screen (Matches on '[12]')

By design, the License Search screen shows only vehicles with status codes of AVL for Available, OUT for Loaned Out, or RES for Reserved. 5. Use the arrow keys or the F9=Search command key to find the unit you want to reserve, and then press Enter. To see the dates of activity on a vehicle, move to that row and then press F2=Dates.

The first column identifies which transactions are Loans and Reservations

Figure 8. Vehicle Activity Dates

Press F3=Exit to return to the Unit selection window.

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Creating Loan Reservations and Transactions

6. If the unit you select is not otherwise booked, the system takes you back to the Loan/Reserve Vehicle screen. See Selecting a Repair Order and Customer on page 8. If the unit is checked out currently as a loaner, the system displays the loan date/time and the due date/time (plus any other reservations) and prompts you to confirm. See Auto Check-In below. If the unit has already been reserved, the system displays a list of reservations.

Figure 9. Vehicle Activity - Existing Reservations

To select the vehicle anyway, press F3=Choose Unit and then follow the instructions in Selecting a Repair Order and Customer on page 8. If you press F4 to cancel, the program returns you to a blank Unit field in the Loan/Reserve Vehicle screen.

Auto Check-In

If you select a unit that has a record of a loan that has not been checked in, the system displays the loan record description.

Figure 10. Vehicle Activity - Existing Loan Transactions

To select this vehicle for your reservation: 1. Press F3=Choose Unit. (Press F4 to cancel and return to a blank Unit field in the Loan/Reserve Vehicle screen.)

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Vehicle Loaner Application (CVLA) User Guide

2. At the Auto Check-In Existing Loan Record prompt: Enter N if you want to leave the vehicle checked out but still reserve it for a customer. The program displays a warning that you should not enter reservation dates that conflict with the existing loan due date. Press F3 to continue to the Loan/Reserve Vehicle screen, and see Selecting a Repair Order and Customer on page 10. Enter Y if you want to force the vehicle to be checked in before continuing with your reservation. 3. If you choose the Auto Check-In option, the system displays the check-in dialog box.

Figure 11. Auto Check-In Window

Enter the return date and time. To select a date from the calendar feature, press F2=Detail at the Return Dt field. See Using the Calendar Feature on page 9 for more information. 4. Enter a reading for the odometer. 5. (Optional) Enter a fuel reading. 6. Press F3=Sv/Ex to save the Check-in data. The system displays a confirmation message. Press F3 again to continue to the Loan/Reserve Vehicle screen, and see Selecting a Repair Order and Customer on page 10. Note. Some Auto Check-In features are affected by your CVLA setups. See step 12 in Setting Up the Dealer/Service Interface (page 50) for more information.

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Creating Loan Reservations and Transactions

Using the Calendar Feature

The Vehicle Loaner Application calendar function, accessible from date fields throughout the various CVLA screens, allows you to choose a date from a monthly layout and to create notes about loaner activity on specific days.

The pound sign (#) indicates that a note has been added on that date

From within a VLA screen or dialog box, press F2 on a date field to open the Calendar

Figure 12. Selecting a Date from the Calendar

Use the arrow keys to move around the current month, and press F3 to copy the selected date back to the CVLA function. To change the month or the year, or to choose any particular date, press F5=Goto and then enter a date in any ADP standard format. Calendar Notes To add a note to a date in the calendar, move to that day and press F2=Notes. Type your note and press F3 to save it. To edit the note later, return to that date and press F2 again. For information about the editing commands in the Note window, use the F1=Help command key. To delete a note from within the calendar feature, press F6=Del Notes. The program displays a list of all notes entered in the calendar, including the first few words in each note and the date it was last saved. Use the arrow keys to find the note you want to erase, and then press Enter to flag it. You can flag as many notes as you wish, or press the asterisk key (*) to flag them all. Press F3=Save/Exit to erase all the flagged notes and return to the calendar. Select YES at the confirmation prompt.

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Vehicle Loaner Application (CVLA) User Guide

Selecting a Repair Order and Customer

Once you have selected an available unit or checked it in from a loan, the program returns you to the Loan/Reserve screen to enter the customer data.

Figure 13. Loan/Reserve Vehicle Screen, with Unit Selected

To continue setting up the reservation: 1. At the RO field, enter a valid repair order number. -ORPress F12=List to open a list of current repair orders on the Service (name-S) application account.

Indicates the sort method applied to the list of ROs

Figure 14. Repair Order Selection List

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Creating Loan Reservations and Transactions

Use the arrow keys or the F9=Search command key to find the customer making the reservation. Note. To change the order in which the repair records are listed, press F10=Chg Sort and then select one of the other options. Select 1 to sort by RO number, 2 to sort by customer last name, or 3 to sort first by the date the RO was opened and then by the last name. 2. When you have found the repair order you want, press Enter to select it and continue in the Loan/Reserve Vehicle screen.

Selecting the repair order automatically populates the customer number and other customer data fields

Figure 15. Loan/Reserve Vehicle Screen, with RO and Customer Data

3. (Optional) To enter a customer code for this reservation, press Tab until you return to the RO field, then use the Right arrow key to move to the Cust Code field. Press F12=List to open a list of codes defined in the Customer Code Setup screen, and select an appropriate code for this reservation. For more information, see Setting Up Customer Codes on page 64. 4. Enter the driver's license number, state, date of expiration, and insurance information for the customer. Note. The program fills in this panel automatically if the Autoload Driver/Credit Info feature is set to 'Yes' and the customer has been entered in CVLA previously. See Setting Up the Dealer/Service Interface on page 50 for more information. 5. At the Reserved fields, enter the date and the time that the customer will need to take over use of the vehicle. The system will warn you if you enter a reservation time that overlaps with the due date and time of any other reservation or loan. Tip! Remember, you can enter a period (.) to fill in any date or time field with the current date or time. 6. At the Due fields, enter the date and time you expect the car to be returned, allowing sufficient time for the customer's repair to be completed.

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Vehicle Loaner Application (CVLA) User Guide

7. (Optional) To enter additional information on a customer, use the arrow keys to move to the More Info field, and then press F2=Detail.

Figure 16. Loan/Reserve Vehicle - More Information Window

Use this screen to enter employment information or additional-driver information about the customer. Important! If your system is set up so that the 2nd Driver Name is required (see step 21 in Setting Up the Dealer/Service Interface on page 50), the program will not allow you to save a loan transaction until you enter a value in the Additional Driver Name column. If there is no other driver, enter the keyword NONE. Similarly, if the system is set up so that the Date of Birth field is required and the 2nd Driver Name is also required, you must enter a value in the DOB column. Press F3=Close to return to the main Loan/Reserve Vehicle screen. 8. When you have completed all the required fields for the reservation, press F3=Save/Exit and then choose Save changes to return to the main menu.

Making General Reservations

To reserve a vehicle without specifying a customer or repair order, you must enable the 'Allow NA Customer for Agreement' option in Dealer/Service Setup. See step 8 in Setting Up the Dealer/Service Interface on page 50. This feature allows you to make a general reservation for a customer who does not yet have a repair order or a customer number defined in your Service application. The process for general reservations is similar to that for making a reservation for any customer. 1. At the Vehicle Loaner Application menu, select Loan Out Vehicle. 2. Enter R for a Reservation. 3. At the Agreement Number field, press Enter to generate a new reservation.

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Creating Loan Reservations and Transactions

4. At the Unit field, enter a valid unit number, or use the F12=Search command key to select an available unit. 5. At the RO (repair order) field, press Enter to skip to the next field. 6. At the Cust No field, enter NA. 7. Enter identifying information about the customer, such as a name and contact phone number. Note. Once you add a repair order number to a general reservation, the program overwrites any customer information you enter here with the customer data attached to the repair order record. 8. Enter the customer's driver's license number, state, date of expiration, and insurance information. 9. Enter a reservation date and time. 10. Enter a due date and time. 11. Enter any other optional information you wish, such as a customer code. 12. Press F3=Save/Exit, and then choose Save changes to return to the main menu. For more details on any of the steps above, see Reserving a Vehicle for a Customer on page 5. To update a general reservation or convert it to a transaction, first go into your Service application to create a customer record and a repair order, and then open to update the reservation.

Searching for Customer Names

In cases where you are not providing a repair order, the Loan/Reserve Vehicle screen allows you to search for customers by name. Tip! To use this feature, you must know the customer's complete last name and first initial. 1. Follow the usual steps to begin creating a reservation (whether the vehicle is selected or not does not matter). Leave the RO field blank. 2. When you reach the Cust No prompt, instead of entering a value, press F12. 3. At the Enter customer name to search prompt, type the customer's name, a comma, and the first letter of the customer's first name, and then press Enter. For example, enter HARRISON,B (no spaces). 4. The system displays a list of customers that match the entered name and initial. Use the arrow keys to select the applicable record, and then press Enter to copy it to the Loan/Reserve Vehicle screen. 5. Continue creating the reservation using the instructions in step 3 in Selecting a Repair Order and Customer on page 10.

Reserving an Unspecified Vehicle

To set aside one of the loaner vehicles in your pool without selecting a particular one, you must enable the 'Allow NA Unit for Reservations' field in Dealer/Service Setup. See step 9 in Setting Up the Dealer/Service Interface on page 50.

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Vehicle Loaner Application (CVLA) User Guide

This feature allows you to create as many reservations as you need while keeping particular vehicles open on a first-come, first-served basis when customers pick them up. To reserve an unspecified vehicle: 1. At the Vehicle Loaner Application menu, select Loan Out Vehicle. 2. Enter R for a Reservation. 3. At the Agreement Number field, press Enter to generate a new reservation. 4. At the Unit field, enter NA. 5. At the RO (repair order) field, continue with the instructions at Selecting a Repair Order and Customer on page 10. To update a reservation with a specific vehicle, simply open the reservation record and select a unit. You must select an actual unit before completing a loan agreement.

The Reservation/Loan Summary Screen

This feature displays the Reservation/Loan summary for all vehicles, from the current date forward. Use this feature to see the projected loaner volume several days ahead of time, and to find which vehicles are assigned to which customers. To see the Reservation/Loan Summary screen: 1. At the Vehicle Loaner Application menu, select Loan Out Vehicle. 2. Press Shift-F8=Mini-Menu.

Figure 17. Loaner Screen Menu Commands

3. Select Loan and Reservation Summary.

Figure 18. Reservation/Loan Summary Screen

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Creating Loan Reservations and Transactions

4. Each row in the summary table shows how many vehicles are reserved without an assigned unit, how many with a unit selected, how many loans are in progress, and the total number of loans and reservations on a given day. Use the PageUp and PageDn keys to scroll through the table. To move forward or backward in 45-day increments, use the F7 and F6 command keys. You can also use the F9=Find command key to search for text strings in the summary table. 5. To see the details on loans or transaction agreements for a particular date, move to that column and row, and then press F2=Detail.

Figure 19. Reservation/Loan Summary - Future Date Detail

6. Press F3 to return to the summary screen. 7. Press F3 again to return to the Loaner Screen Menu, and then press F3 again to return to the Loan/Reserve Vehicle screen.

Loaning Out a Vehicle (Immediate/Walk-in)

You do not have to first create and save a reservation in order to loan out a vehicle to a Service customer. For walk-in customers or those without advance requests for a loaner, you can simply create an immediate loan transaction. 1. At the Vehicle Loaner Application menu, select Loan Out Vehicle. 2. Enter T for Transaction. 3. At the Agreement Number field, press Enter to generate a new transaction. 4. At the Unit field, enter a valid unit number. Skip ahead to step 6. -ORPress F12=Search to look up a unit by license number. At the License prompt at the bottom of the screen, enter a license number to look up matches in the loaner vehicle database. Press Enter without entering a value to see a list of all units. Note that the Unit Lookup Using License Number feature (step 6 in Setting Up the Dealer/Service Interface on page 50) must be set to Yes or the F12 command key will simply open a list of all loaner units. Tip! You can also enter a partial license number at the prompt using bracket characters. Enter the first few numbers or letters in the license, followed by the right-bracket (]). Or, enter the left-bracket ([) followed by the last few numbers or letters in the license. Or, to search for a string that appears anywhere in the license number, enter a left-bracket character, a series of license numbers, then the right-bracket character. For example, a search on [12] finds all units that have the numbers '12' somewhere in the vehicle's plate number.

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Vehicle Loaner Application (CVLA) User Guide

For immediate loans, select a unit with a Status of AVL (for Available)

Figure 20. License Search Screen (Matches on '[12]')

5. Use the arrow keys or the F9=Search command key to find an available unit you want to loan, and then press Enter. 6. If the selected vehicle is already reserved, the program displays a list of pending activity.

Figure 21. Existing Loans or Reservations

To select the vehicle anyway, press F3=Choose Unit. If the vehicle is currently loaned out, the function prompts you to use the Auto Check-in feature to close the loan (step 7). If the vehicle has no conflicting loans or reservations, the program returns you to the Loan/Reserve Vehicle screen to enter a repair order (step 8). To select another vehicle, press F4=Cancel.

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Creating Loan Reservations and Transactions

7. To check in an outstanding loaner vehicle, fill in the fields in the Auto Check-in window.

Figure 22. Auto Check-In Window

a. Enter the return date and time. To select a date from the calendar feature, press F2=Detail at the Return Dt field. b. Enter a reading for the odometer. c. (Optional) Enter a fuel reading. d. Press F3=Sv/Ex to save the Check-in data. The system displays a confirmation message. Press F3 again to continue to the Loan/Reserve Vehicle screen. Note. Some Auto Check-In features are affected by your CVLA setups. See step 12 in Setting Up the Dealer/Service Interface (page 50) for more information. 8. At the RO field, enter a valid repair order number. -ORPress F12=List to open a list of current repair orders on the Service (name-S) application account. Use the arrow keys or the F9=Search command key to find the customer making the reservation, and then press Enter. 9. Enter or confirm the odometer reading. Note. This field is not required if you set the Require Unit Information for Transaction field to No. (See Setting Up the Dealer/Service Interface (page 50).) 10. (Optional) Press Enter twice to move to the Fuel Out field and enter a fuel reading. 11. Enter the driver's license number, state, date of expiration, and insurance information for the customer. Note. The program fills in this panel automatically if the Autoload Driver/Credit Info feature is set to 'Yes' and the customer has been entered in CVLA previously. See Setting Up the Dealer/Service Interface on page 50 for more information. 12. At the Due fields, enter the date and time you expect the car to be returned, allowing sufficient time for the customer's repair to be completed. 13. (Optional) To enter a customer code for this reservation, press Tab until you return to the RO field, then use the Right arrow key to move to the Cust Code field. Press F12=List to open a list of codes defined in the Customer Code Setup

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Vehicle Loaner Application (CVLA) User Guide

screen, and select an appropriate code for this reservation. For more information, see Setting Up Customer Codes on page 64. Note. If the system is set up so that the Date of Birth field is required (see step 22 in Setting Up the Dealer/Service Interface on page 50), you must enter a value in the DOB field. 14. (Optional) To enter additional information on a customer, use the arrow keys to move to the More Info field, and then press F2=Detail. Use this screen to enter employment information or additional-driver information about the customer. Press F3=Close to return to the main Loan/Reserve Vehicle screen. Important! If your system is set up so that the 2nd Driver Name is required (step 21 in Setting Up the Dealer/Service Interface on page 50), the program will not allow you to save a loan transaction until you enter a value in the Additional Driver Name column in the More Info window. (If there is no other driver, enter the keyword NONE.) Similarly, if the system is set up so that the Date of Birth field is required and the 2nd Driver Name is also required, you must enter a value in the DOB column under More Info. 15. When you have completed all the required fields for the loan, press F3=Save/Exit and then choose Save changes to return to the main menu. To check in a returned vehicle, see Checking Vehicles In from Loans on page 23.

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Creating Loan Reservations and Transactions

Creating a Loan Transaction from the Service Repair Order (RO) or Appointments (A) Screens

The CVLA application is integrated with your Service application so that you can select loaner vehicles for customers as you make service appointments or write up a repair order. In either the RO or the A screen on your Service application account, you can choose a loaner vehicle by entering L for Loaner in the Transportation Type field. For example, open a repair order in the RO screen, and then select a customer and vehicle.

Enter L in the Trans Type field

Figure 23. Choosing a Loaner Vehicle as Transportation Type

At the Trans Type field, type L or press F12 to select Loaner from the list of transportation types. Press Shift-F11 or click Save/Create to proceed. Choose your RO printing option and then press or click F3.

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Vehicle Loaner Application (CVLA) User Guide

Figure 24. Loan Vehicle Transaction Screen - Unit Selection

The program opens the Loan Vehicle screen, with the customer and RO data filled in automatically. From here, use the procedure described in Loaning Out a Vehicle (Immediate/Walk-in) to select a unit (step 4) and complete the loan transaction. When you are finished with the vehicle loan process, the program returns you to the Appointments or Repair Order screen in Service, as appropriate.

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Changing a Reservation

Changing a Reservation

To update a reservation before you convert it to a loan transaction: 1. At the Vehicle Loaner Application menu, select Loan Out Vehicle. 2. Enter R for Reservation. 3. At the Agreement Number field, enter the number of the saved reservation. -ORPress F12=List to select a reservation from all the reservations currently in the system. Use the arrow keys or the F9=Search command key to find the one you want to open, and then press Enter. With the selected reservation open, you can use any of the available command keys or system features to proceed. To edit the details of the reservation, use the Tab or arrow keys to navigate around the fields in the screen and make the appropriate changes. Press F3=Save/Exit, and then choose Save changes to return to the main menu. Other commands include: Converting a Reservation to a Loan Displaying Loan/Reservation Transactions for a Vehicle Voiding a Reservation or Loan

Converting a Reservation to a Loan

To convert a saved reservation to a loan transaction: 1. Open the reservation record for the customer. Tip! If the record is a general reservation (using 'NA' as the customer value), you may first want to return to the Repair Order function on your Service application account and create a customer record for the person borrowing the vehicle. 2. Verify the data for the repair order, customer, license and insurance, and so on, modifying each field as needed. 3. Press F5=Convert to Trans to convert the reservation record into a vehicle loan, stamped with the current date and time. 4. At the confirmation prompt, enter Y. 5. Press F3=Save/Exit, and then choose Save changes. The system will warn you if any additional information is required, based on your application setups. 6. At the Print Agreement prompt, enter Y to print a copy (one or more) of the loaner vehicle agreement form/disclaimer/waiver for the customer to review and sign. Note. The Print Filtered Credit Card Number setting controls how much of the customer's credit card number appears on the printed agreement. For more information, see Setting Up the Dealer/Service Interface on page 50.

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Vehicle Loaner Application (CVLA) User Guide

7. At the Number of copies prompt, press Enter to accept the default, or enter a different number of agreement copies to print. (This prompt only appears if the Allow User to Change # Copies field in Dealer/Service Setup has a value of 'Yes.' See Setting Up the Dealer/Service Interface on page 50.) To check in a returned vehicle, see Checking Vehicles In from Loans on page 23.

Displaying Loan/Reservation Transactions for a Vehicle

To see a list of other reservations (or loans) for a selected vehicle: 1. Open the reservation or loan record for the customer. 2. Press F8=Other Res/Trans.

Figure 25. Other Loans/Reservations

3. Press F3=Exit to return to the reservation or loan record.

Voiding a Reservation or Loan

To void (cancel) a saved reservation or loan record: 1. Open the loan or reservation record for the customer. 2. Press F6=Void. 3. At the confirmation prompt, enter Y. 4. At the Print Agreement prompt, enter Y if you want to print a copy (one or more) of the loaner agreement form, or N if not. Note. The Print Filtered Credit Card Number setting controls how much of the customer's credit card number appears on the printed agreement. For more information, see Setting Up the Dealer/Service Interface on page 50. 5. Press F3 at the confirmation message to continue.

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Checking Vehicles In from Loans

To check in a loaner vehicle, use the fields and extended features in the Loan/Reserve Vehicle screen. Note. This procedure is independent of the repair order closing process in your Service application account. Upon receiving the vehicle and looking it over for any damage: 1. Log on to your Service (name-S) application account. 2. At the Function Code field, enter CVLA. 3. At the Vehicle Loaner Application menu, select Loan Out Vehicle. 4. Enter T for Transaction. 5. At the Agreement Number field, press F12=List.

Figure 26. Open Loan Transactions Selection Window

6. Use the arrow keys or the F9=Search command key to find the customer's loan in the list of transactions, and then press Enter.

Figure 27. Checking In a Loaner

7. Enter the current odometer reading. 8. (Optional) Enter the Fuel In reading.

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9. Press Tab to move to the Due Date field, then the Down arrow to move to the Returned Date field. 10. Enter the date the vehicle was returned. In the next field, enter the time. Tip! Remember you can enter a period (.) as a shorthand way of typing the current date or time in these fields. 11. Press F3=Save/Exit to complete the loan return process.

Additional Check-in Features

To enter additional information on returned vehicles, use the extra fields and features in the Loan/Reserve Vehicle screen: To add any loan charges that may apply, move to the New Charges field and enter a value for the charge. Use the Desc field to enter a description for the charges. To enter additional comments about the vehicle loan-out or return condition, move to the Comments field and press F2=Detail.

Figure 28. Comments Window

In the Comments window area, type free-form notes about anything pertinent to the loan, and save them with the F3 command key. To work with existing notes in the window, press F6 to move to the next word or F5 to move to a previous word. Use the F8 key to delete a word and the Shift-F8 key to delete to the end of a line. You can also move, delete, and copy blocks of text by marking a block with the F7 key and then using the other command keys described on the list at the bottom of the screen. Press Shift-F11 to see the extended list of command keys.

Adding Damage Notations

To enter damage records for a loaner vehicle, open the current loan transaction for the vehicle and use the Damage command key. 1. At the Vehicle Loaner Application menu, select Loan Out Vehicle. 2. Enter T for Transaction. 3. At the Agreement Number field, enter the loan number, or press F12=List and select it from the list of transactions. 4. Press F7=Damage.

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Figure 29. Adding Damage Notations

5. To add a new notation, press F5=Add New Note. The program automatically fills in the User, Date, and Time columns. 6. At the Agmt column, enter the agreement number under which the damage occurred. (This should be a signed loan agreement, not just a reservation.) Usually you can take this number from the top of the screen, in the Agreement field. 7. In the RO column, enter the Service department repair order number under which the damage will be repaired. The value you enter here must be a valid RO number if you have set the 'Require Valid RO for Damage' field in Dealer/Service Setup to validate this field. For more information, see step 13 in Setting Up the Dealer/Service Interface on page 50. 8. In the Note column, press F2=TextBox to add a summary description of the problem or repair for the damage to the vehicle. 9. Press F3=Save/Exit to close the Damage Notations window. 10. Press F3=Save/Exit to close the Loan/Reserve Vehicle screen.

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Finding Loaner Vehicles by Attribute

Use the procedures in this section to work with the Vehicle Inquiry screen. This versatile feature allows you to select a vehicle to update its loaner record, reserve it for a customer, loan it out immediately, or check it in. To check in a returned vehicle if you know the agreement number, see Checking Vehicles In from Loans on page 23.

The Unit Inquiry Screen

To start an inquiry for a loaner unit: 1. Log on to your Service (name-S) application account. 2. At the Function Code field, enter CVLA. 3. At the Vehicle Loaner Application menu, select Loaner Vehicle Inquiry.

Figure 30. Unit Inquiry Screen

4. Fill in some of the fields to narrow search for a particular vehicle or group of vehicles. 5. Press F5=Execute Search.

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Selecting a Make as a search criterion yields only vehicles of that make (any year or model)

Figure 31. Unit Inquiry Search Matches

See Table 1 below for information on how to narrow a vehicle inquiry. To work with the units you find as a result of an inquiry, see Using the Unit Inquiry Search Results on page 28.

Table 1. Unit Inquiry Search Criteria Field Status Usage Enter one of the status codes you have defined for CVLA, or press F12 to select one. (Do not specify a status if you use the Available Date field, below.) Enter a date of availability. Enter the number of days wanted for the loan. Enter the numeric store code, or press F12 to select one. Enter a two-digit year. Enter an exact make name defined for CVLA, or press F12 to select one. Enter an exact model name, or press F12 to select one. (You must supply a Make value above to use this field.) Enter an exact style name, or press F12 to select one. (You must supply a Make value above to use this field.) Enter an exact color name, or press F12 to select one. Enter an exact vehicle class name, or press F12 to select one. Enter a date you want the unit to be returned.

Avl Date Days Store Year Make Model Style Color Class Due date

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Field Unit

Usage Enter an exact unit number, or enter a partial value with a left bracket ( [ ) before and/or a right bracket ( ] ) after the unspecified part of the unit number. For example, enter 99] to search for any unit numbers that start with 99. Enter an exact license number, or a partial value using brackets, as with the Unit field. Enter an exact vehicle identification number, or a partial value using brackets, as with the Unit field. Enter a service advisor's exact name or numeric code, or press F12 to select a code. Enter an exact stall code, or press F12 to select one. Enter an exact alternate ID name, or a partial value using brackets, as with the Unit field.

License VIN Svc Adv Stall Alt ID

Using the Unit Inquiry Search Results

The search results window for Unit Inquiry provides several commands you can perform on a selected vehicle.

The Stat column shows which matching vehicles are available -- customer names appear for vehicles with a status of RES or OUT

Use the F8=Refresh command key to change to Unit view

Figure 32. Unit Inquiry Matches - Customer View

By default, the screen displays the customer data related to each matching vehicle. To see additional information on the vehicle characteristics, press F8=Refresh and then enter U for Unit view. (Press F8 again and enter C to return to Customer view.)

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Unit view shows details on a vehicle's model and color, and its lot location

Figure 33. Unit Inquiry Matches - Unit View

'Warning' Information

The Note column at the far right of the results table displays important information about vehicles in the list. To see information about a note, move to that row and press the F2=Warning command key. Warnings may include information about insurance expiration dates, missing data in the vehicle record, and so on.

Selecting a Unit in the Results List

Use the Up and Down arrow keys to move through the rows of matching vehicles. To find specific text strings in the results list, use the F9=Search command key. To flag a specific unit that you want to update, reserve, loan out, or check in, press Enter at that row. The selected vehicle displays a flag character (diamond) at the left end of its row in the listing.

Updating a Vehicle Record

To update the record on a unit: 1. In the search results list, move to the row for that vehicle and press Enter to select it. 2. Press F5=Update. The system opens the selected record in the Add/Update Vehicle screen.

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Figure 34. Add/Update Loaner Vehicle (example record)

3. Edit the record as needed, using the procedures described in Managing the Loaner Vehicle Fleet on page 67. 4. To save the updated record, press F3, select the Save option, and then press F3 again to return to the Unit Inquiry results list. 5. To quit Unit Inquiry at this point, press F3=Exit twice.

Reserving a Unit

To make a new reservation for a unit: 1. In the search results list, move to the row for that vehicle and press Enter to select it. (Make a note of the status of the vehicle, as it may affect the steps in the procedure.) 2. Press F7=Reserve. If the unit is available, skip to step 4. 3. If the selected unit already has been set up for loans or reservations, the program displays a table of pending transactions.

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Figure 35. Existing Reservations and Loans

To select some other vehicle instead of the one with pending transactions, press F4=Cancel. The program opens the Loan/Reserve Vehicle screen without attaching a unit. From there, you can either create a new reservation as usual -- as described in Reserving a Vehicle for a Customer on page 5 -- or press the F3 command key to return to the Unit Inquiry results screen and select another vehicle. To use the selected vehicle anyway, press F3=Choose Unit. If the existing transactions list includes a current loan, the program prompts you to complete the Auto Check-in data for the vehicle: a. If you want to leave the vehicle checked out but still reserve it, enter N and continue at step 4. Note that the system will not allow you to create a reservation for the unit that conflicts with another reservation date and time. b. To check in the loaner vehicle first, enter Y. The program opens the Auto Check-In window.

Figure 36. Auto Check-In Window

c. Enter the return date and time. You can also select dates from the calendar feature using the F2=Detail command key. d. Enter a reading for the odometer.

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e. (Optional) Enter a fuel reading. f. Press F3=Sv/Ex to save the Check-in data. The system displays a confirmation message. Press F3 again to continue. 4. The program opens the Loan/Reserve Vehicle screen at the RO field, with the Unit field already filled in.

Figure 37. Reservation Made from Unit Inquiry Results

Complete the remaining required fields as described in the 'Selecting a Repair Order and Customer' section of Reserving a Vehicle for a Customer on page 5. 5. To save the new reservation, press F3, select the Save option, and then press F3 again to return to the Unit Inquiry results list. 6. To quit Unit Inquiry at this point, press F3=Exit twice.

Checking in a Loaned Unit

To check in a vehicle that is currently loaned out: 1. In the search results list, move to the row for that vehicle and press Enter to select it. 2. Press F6=Loan. For vehicles with a status of OUT, the program opens the Loan/Reserve Vehicle screen at the Odom In field.

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Figure 38. Loan Check-in Screen

3. Enter the current odometer reading. 4. (Optional) Enter a fuel reading. 5. Press Tab to move to the date section, and use the arrow keys to move to the Returned field. Enter the date and time the vehicle was turned in. Tip! Remember you can enter a period (.) as a shorthand way of typing the current date or time in these fields. 6. Press F3=Save/Exit to complete the loan return process. Choose the Save option, and then press F3 again to return to the Unit Inquiry search results.

Loaning Out an Available Unit

To loan out a unit that is currently available: 1. In the search results list, move to the row for that vehicle and press Enter to select it. 2. Press F6=Loan. 3. For vehicles with a status of AVL for available (with no other reservations), the program opens the Loan/Reserve Vehicle screen at the RO field, with the Unit field and the Loaned date and time already filled in.

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Figure 39. Loaning an Available Vehicle

From here, proceed as usual to fill in the fields required to loan out a vehicle (RO number, customer data, due date and time).

Figure 40. Completed Loan Setup

For detailed instructions, see step 8 in the procedure for Loaning Out a Vehicle (Immediate/Walk-in) on page 15. 4. When you have completed all the required fields for the loan, press F3=Save/Exit and then choose Save changes. 5. At the Print Agreement prompt, enter Y to print a copy (one or more) of the loaner vehicle agreement form/disclaimer/waiver for the customer to review and sign.

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Note. The Print Filtered Credit Card Number setting controls how much of the customer's credit card number appears on the printed agreement. For more information, see Setting Up the Dealer/Service Interface on page 50. 6. At the Number of copies prompt, press Enter to accept the default, or enter a different number of agreement copies to print. (This prompt only appears if the Allow User to Change # Copies field in Dealer/Service Setup has a value of 'Yes.' See Setting Up the Dealer/Service Interface on page 50.) 7. Press F3 to clear the confirmation message, and then press F3 again to return to the Unit Inquiry screen. 8. To quit Unit Inquiry at this point, press F3=Exit twice. To check in a returned vehicle, see Checking Vehicles In from Loans on page 23.

Loaning Out a Unit that is Already Reserved

To loan out a unit that is currently reserved: 1. In the search results list, move to the row for that vehicle and press Enter to select it. 2. Press F6=Loan. 3. For vehicles with a status of RES for Reserved, the program prompts you to choose whether you are setting up a new loan, or converting an established reservation into a loan. To set up a loan based on an existing reservation, enter N at the New Loan prompt, and continue at step 5. To bypass any existing reservations and set up a new loan, press Enter (or enter Y) at the New Loan prompt. The program displays the list of reservations in a table.

Figure 41. Existing Reservations for the Selected Loaner Unit

To select some other vehicle instead of the one with pending transactions, press F4=Cancel. The program opens the Loan/Reserve Vehicle screen without attaching the unit. From there, you can either select a unit and fill in all the fields required for a loan -- as described in Loaning Out a Vehicle (Immediate/Walkin) on page 15 -- or press the F3 command key to return to the Unit Inquiry results screen and select another vehicle. To use the selected vehicle anyway, press F3=Choose Unit, then continue at the next step.

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4. The program opens the Loan/Reserve Vehicle screen at the RO field, with the Unit field and the Loaned date and time already filled in.

Figure 42. Loaning an Available Vehicle

Fill in the fields required to loan out a vehicle (RO number, customer data, due date and time). For detailed instructions, see step 8 in Loaning Out a Vehicle (Immediate/Walk-in) on page 15. Skip ahead to step 8 to continue. 5. If you opt to set up a loan based on an existing reservation, the program displays a list of reservations for the unit.

Figure 43. Reservation Selection Window

Use the arrow keys to find the agreement you want to convert to a loan, and then press Enter to select it.

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6. The program opens the reservation in the Loan/Reserve Vehicle screen at the Reserved Date field.

Figure 44. Loaning a Reserved Vehicle

Press F5=Conv to Trans to convert the reservation to a loan transaction. 7. Enter Y at the confirmation prompt. The system fills in the Loaned date and time automatically. 8. When you have completed all the required fields for the loan, press F3=Save/Exit and then choose Save changes. 9. At the Print Agreement prompt, enter Y to print a copy (one or more) of the loaner vehicle agreement form/disclaimer/waiver for the customer to review and sign. Note. The Print Filtered Credit Card Number setting controls how much of the customer's credit card number appears on the printed agreement. For more information, see Setting Up the Dealer/Service Interface on page 50. 10. At the Number of copies prompt, press Enter to accept the default, or enter a different number of agreement copies to print. (This prompt only appears if the Allow User to Change # Copies field in Dealer/Service Setup has a value of 'Yes.' See Setting Up the Dealer/Service Interface on page 50.) 11. Press F3 to clear the confirmation message, and then press F3 again to return to the Unit Inquiry screen. 12. To quit Unit Inquiry at this point, press F3=Exit twice. To check in a returned vehicle, see Checking Vehicles In from Loans on page 23.

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Generating Reports

The Vehicle Loaner Application provides a set of pre-defined reports for your use in managing your loaner operation.

Figure 45. CVLA Reports Menu

Each report in the list has a definition screen that can be used to select and/or sort the report's content. Several of the report definition screens are documented in this section as examples, along with standard definition-screen features. The pre-defined reports are: Full Loaner Fleet Inventory Listing Units Available Units Overdue Lists all vehicles in the loaner database Lists vehicles with a status of 'Available' Lists vehicles that have passed their Due Dates without being checked in (can be limited to a range of dates) Lists vehicles sorted by the values in their registration expiration date fields Currently disabled Lists vehicles of a selected class name Lists vehicles of a selected make and body style Lists rentals and activity dates for specified customers (see Example Report: Customer History on page 41) Lists customers and activity dates for specified rental vehicles (see Example Report: Loaner Unit History on page 42)

Units by Registration Expiration Unit Reservation Listing Units by Class Units by Body Styles History Report by Customer

History Report by Loaner Unit

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Units by Mileage New Charges Report Damages Report Units by Alternate ID

Lists vehicle types by order of mileage Lists vehicles against which charges have been applied Lists the dates and comments on loaner damage records Lists details on one or all vehicles, sorted on the Alternate ID field (see Example Report: Units by Alternate ID on page 43) Lists the loan activity generated by selected service advisors Shows the number of loans and usage percentage of selected units in the loaner inventory, for closed transactions (see Example Report: VLA Utilization on page 44) Shows the number of loans and usage percentage for selected units, based on alternate ID, for both closed and open transactions Shows vehicle reservation dates that do not match appointment or RO dates, and rental transactions with dates that do not match RO dates Shows the vehicles loaned out by specific service advisors, with repair order data (see Example Report: Loaners by Repair Order on page 47) Shows the taxes applicable to your loaner fleet based on the tax rate and rental rate defined in your setups (see Example Report: Vehicle Loaner Tax on page 48)

Units by Service Advisor VLA Utilization Report

Utilization Report Alternate ID Service Exception Report

Loaners to Repair Orders Report Vehicle Loaner Tax Report

Defining Report Contents

To run a Vehicle Loaner Application report, start from the main CVLA screen and choose the Reports Menu option. Choose a report from the menu. Review the definition screen and change the default settings as needed. By default, report output goes to the screen rather than to a printer. (You can change this setting at the Send Report To field.) To generate a report, press the F3=Run Report command key. (To cancel before the report starts, use the Shift-F4=Cancel command key.)

Changing the Sort Order

Many of the reports on the menu have a sort-order feature that controls how vehicle data is listed on the report. The default setting for the sort order is shown in a Sort Option field, with each sort column name listed in a command string, preceded by a keyword that controls the order of that sort column. For example, a sort option field that reads 'BY STATUS BY YEAR BY MAKE' would list all the selected vehicles by the value in their Status

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field. Within each status category, the vehicles are sorted by model year, and within each year, by manufacturer. To change the default order: 1. Move to the Sort Option field and press F2=Detail.

Figure 46. Sort Order for Reports - Example

2. In the Sort detail window, press F5=Change Sort Order. 3. Use the arrow keys to find the sort field (column) you want to move or change, and then press Enter to select it. 4. Press the Up or Down key to move the selected field to a new position in the list, and then press Enter again. 5. Press F3=Save/Exit. The value in the Sort Option field changes accordingly. To change the order in which a particular field is listed within its own column: 1. Press F2=Detail to open the Sort detail window. 2. Use the arrow keys to move to the sort field (column) you want to re-order. 3. Press Enter to toggle between ascending order ('BY' keyword) and descending order ('BY-DSND' keyword). 4. Press F3=Save/Exit. The value in the Sort Option field changes accordingly. Changes you make to the sort order apply only to that run of the report. They are not saved for future reports.

About Credit Card Data and Printed Reports

The Print Filtered Credit Card Number setting in the Dealer/Service Interface Setup screen controls how much of the customer's credit card number appears on printed reports (for those reports in which detailed customer information is part of the output). For information on using this setting, see Setting Up the Dealer/Service Interface on page 50.

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Example Report: Customer History

Use this report to list rentals and dates for specified customers. 1. At the Vehicle Loaner Application menu, select Reports Menu. 2. Select History Report by Customer.

Figure 47. History Report by Customer Definition Screen

3. Enter a customer number. -OREnter NA if you want a report on all customers. -ORPress F12 to search for specific customers. The program opens the standard Name Search screen. Enter a complete or partial last name (or other search criteria), and then press F9.

Figure 48. Name Search Screen

Use the arrow keys to move through the list of matches on the name you searched for, and press Enter to select the customer record you want on your report. If you want to select all the matching records, enter an asterisk (*). Press F3 to copy the selected customer numbers to the report definition screen. 4. (Optional) At the Beginning Date and Ending Date fields, enter a date range to which you wish to restrict the report of customer activity.

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5. At the Send Report To field, press the spacebar to toggle between choices for the report destination device: the screen (display only), Slave (for a locallyattached printer), or Printer (for the default network printer). 6. Press F3=Run Report. 7. (Screen output only) To close the report, press F3=Exit.

Example Report: Loaner Unit History

Use this report to list customers and activity dates for specified vehicles. 1. At the Vehicle Loaner Application menu, select Reports Menu. 2. Select History Report by Loaner Unit.

Figure 49. History Report by Loaner Unit Definition Screen

3. Enter a unit number. -ORPress F12 to select specific vehicles. In the Unit selection window, press Enter to select each vehicle you want to include on the report, and then press F3 to copy the selections to the Unit Number field in the report definition screen. Tip! To view reservation and transaction activity that has been saved for individual units, move to that row of the Unit selection window and press F2=Dates. 4. (Optional) At the Beginning Date and Ending Date fields, enter a date range to which you wish to restrict the report of unit activity. 5. At the Send Report To field, press the spacebar to toggle between choices for the report destination device: the screen (display only), Slave (for a locallyattached printer), or Printer (for the default network printer). 6. Press F3=Run Report. 7. (Screen output only) To close the report, press F3=Exit.

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Example Report: Units by Alternate ID

Use this report to list customers and activity dates for specified vehicles. 1. At the Vehicle Loaner Application menu, select Reports Menu. 2. Select Units by Alternate ID.

Figure 50. Units by Alternate ID Report Definition Screen

3. At the Alternate ID field, enter a valid string for a vehicle's alternate ID, or press F12=List to select from the available values.

Figure 51. Alternate ID Selection List

4. At the Sort Option field, press Enter to use the default setting, or follow the instructions in Changing the Sort Order on page 39 to modify it. 5. At the Send Report To field, press the spacebar to toggle between choices for the report destination device: the screen (display only), Slave (for a locallyattached printer), or Printer (for the default network printer). 6. Press F3=Run Report. 7. (Screen output only) To close the report, press F3=Exit.

Example Report: Units by Service Advisor

Use this report to list the loan reservations and transaction dates for selected service advisors. Note. This report is also available on the Loaner Screen Menu. (See The Reservation/Loan Summary Screen on page 14.) 1. At the Vehicle Loaner Application menu, select Reports Menu. 2. Select Units by Service Advisor.

Figure 52. Units by Service Advisor Report Definition Screen

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3. At the Service Advisor field, enter the number for a service advisor. -ORPress F12=List to open a selection list. Press Enter at each advisor name you want on the report, or press the asterisk key ( * ) to select all the names. Press F3 to return to the report definition screen. 4. At the Send Report To field, press the spacebar to toggle between choices for the report destination device: the screen (display only), Slave (for a locallyattached printer), or Printer (for the default network printer). 5. Press F3=Run Report.

Figure 53. Service Advisor Loaner Report (example data)

6. (Screen output only) To close the report, press F3=Exit.

Example Report: VLA Utilization

Use this report to list the loan activity for one or many selected units in your loaner inventory. 1. At the Vehicle Loaner Application menu, select Reports Menu. 2. Select VLA Utilization Report.

Figure 54. VLA Utilization Report Definition Screen

3. At the Unit Number field, enter a single unit number. -ORPress F12 to select a group of loaner units.

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Figure 55. Inactive/Active Units Selection

At the dialog box, choose an option for the status of the units you want on the report (inactive vehicles, active vehicles, or both). The program displays a list of units based on your selection.

Figure 56. Unit Selection Window

Use the Up and Down arrow keys or the F9=Search command key to find the units you want to include on the report, and press Enter to select each one. To select all units, press the asterisk key ( * ). After selecting the units you want, press F3 to return to the definition screen. Tip! To review the loan and reservation dates for an individual unit, move to that row and press F2=Dates. 4. At the Beginning Date and Ending Date fields, enter a date range to which you wish to restrict the report of customer activity. (Use the period key as a shortcut to enter the current date.) 5. At the Send Report To field, press the spacebar to toggle between choices for the report destination device: the screen (display only), Slave (for a locallyattached printer), or Printer (for the default network printer). 6. Press F3=Run Report.

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The Alternate ID version of the VLA Utilization report shows the vehicle's alt-ID in place of the Model name

Figure 57. VLA Utilization Report (example data)

Each line on the report summarizes the utilization activity for the unit. See How the Utilization Report Columns are Tabulated below for definitions. Note. The standard VLA Utilization Report shows only vehicle loans with a 'closed' status for the selected date range, which means it omits loans that are listed as reservations or that have been voided out. The units must also be active within the reporting period. The variant VLA Utilization by Alternate ID report includes both open and closed transactions. To print the contents of the report, use the F5=Print command key. 7. (Screen output only) To close the report, press F3=Exit.

How the Utilization Report Columns are Tabulated

The '# of Loans' column indicates the total number of individual loans for the unit, and the 'Days Rented' column indicates the number of days the unit was out on loan within the date range. Remember that an individual unit may be loaned out more than once per day for different customers, which would count as two rental "times" on the same day. The 'Days in Inventory' calculation is based on the first loan (if any) found within the selected date range, even if the unit was marked as Inactive for part of the reporting period. 'Days Avail' shows the difference between the days in inventory and the number of times rented. The 'Avg # Days Rented' shows the number of times rented divided by the number of loans -- so the higher the number, the longer the time required for the customer's repair and thus the loan. The 'Util %' column shows the number of times rented divided by the days in inventory. Low percentages indicate units that sit in inventory but are seldom loaned out.

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Example Report: Loaners by Repair Order

Use this report to list the vehicles loaned out by one or more service advisors, along with the repair dates and repair costs for the customer. 1. At the Vehicle Loaner Application menu, select Reports Menu. 2. Select Loaners to Repair Orders Report.

Figure 58. Loaners to Repair Orders Report Definition Screen

3. At the Beginning Date and Ending Date fields, enter a date range to which you wish to restrict the report of repair orders. (Use the period key as a shortcut to enter the current date.) 4. At the Service Advisor field, enter the number for a service advisor. -ORPress F12=List to open a selection list. Press Enter at each advisor name you want on the report, or press the asterisk key ( * ) to select all the names. Press F3 to return to the report definition screen. (Alternatively, you can leave this field blank to run the report against all service advisors.) 5. At the Sort Option field, press Enter to use the default setting, or follow the instructions in Changing the Sort Order on page 39 to modify it. 6. At the Send Report To field, press the spacebar to toggle between choices for the report destination device: the screen (display only), Slave (for a locallyattached printer), or Printer (for the default network printer). 7. Press F3=Run Report.

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Figure 59. Loaners to Repair Orders Report (example data)

To print the contents of the report, use the F5=Print command key. 8. (Screen output only) To close the report, press F3=Exit.

Example Report: Vehicle Loaner Tax

Use this report to list the taxes calculated for your set of loaner vehicles based on their loaner usage days and the tax and rental rates set up in the Reservation/Loan Setup screen. Important! If you encounter an error message indicating that the Rental Rate and Tax Rate are set to zero (0), use the setup commands in CVLA to enter the correct values for these rate factors. (See steps 15 and 16 in Setting Up the Dealer/Service Interface on page 50.) 1. At the Vehicle Loaner Application menu, select Reports Menu. 2. Select Vehicle Loaner Tax Report.

Figure 60. Vehicle Loaner Tax Report Definition Screen

3. At the Beginning Date and Ending Date fields, enter a date range to which you wish to limit the report. (Use the period key as a shortcut to enter the current date.) 4. At the Send Report To field, press the spacebar to toggle between choices for the report destination device: the screen (display only), Slave (for a locallyattached printer), or Printer (for the default network printer).

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5. Press F3=Run Report.

Figure 61. Vehicle Loaner Tax Report (example data)

6. (Screen output only) To close the report, press F3=Exit.

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Setting Up Your Vehicle Loaner Application

The CVLA setup functions allow you to customize the Vehicle Loaner Application database to best fit the needs of your dealership. Use the options on the Setup menu to add vehicles to your loaner inventory, change the status of vehicles, and manage the attributes you want to track for your loaner vehicles.

Figure 62. CVLA Setups Menu

See the following topics for information on Vehicle Loaner Application setups: Setting Up the Dealer/Service Interface below Turning the Service/CVLA Interface On or Off on page 57 Managing the Loaner Vehicle Fleet on page 67 Managing the CVLA database, including: ­ Setting Up Loaner Stores on page 59 ­ Setting Up Vehicle Makes on page 60 ­ Setting Up Vehicle Models on page 61 ­ Setting Up Vehicle Unit Classes on page 61 ­ Setting Up Unit Status Codes on page 63 ­ Setting Up Vehicle Body Styles on page 62 ­ Setting Up Loaner Stalls or Lot Locations on page 64 ­ Setting Up Vehicle Color Names on page 63 ­ Setting Up Customer Codes on page 64 ­ Setting Up Application Passwords on page 65 Building/Rebuilding Cross-Reference Files on page 74 Synchronizing the Service Application with CVLA on page 57.

Setting Up the Dealer/Service Interface

The Dealer/Service Setup function defines how the Vehicle Loaner Application relates to the Service (name-S) application account and the vehicle inventory files on your ADP system. To set up the interface between Service and CVLA: 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Dealer/Service Setup. 3. Select VLA Setup.

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Figure 63. Dealer/Service Setup Screen

The system automatically displays the current Service application account name in the Service Logon field. Each item in the setup screen leads to a detail window with a categorized set of setup fields. For most fields in the detail windows, press the spacebar to toggle between the available values. Refer to the F1=Help for more information on each field. 4. At the Reservation/Loan Setups field, press F2=Detail.

Figure 64. Reservation/Loan Setup Detail Window

5. At the Starting Agreement Number field, enter the next agreement number to be used in the reservation/loan module. (This number changes each time an agreement is saved.)

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6. At the Unit Lookup Using License field, select Yes if you want the program to prompt for a license number when you use the F12=List lookup feature in the Loan/Reserve screen. (Recommended) Select No if you want the Loan/Reserve screen F12=List command to show all units by default. 7. At the Allow Setup of Sold Units field, select Yes if you want the program to allow you to add, reserve, or loan out units whose stock numbers have a Sold Date in the ADP vehicle inventory database. Select No if you want the program to prevent users from adding, loaning, or reserving loaner vehicles that have a Sold Date in the inventory database. 8. At the Allow NA Customer for Loans field, select Yes if you want the CVLA program to allow users to create agreement records using the 'NA' value instead of a valid Service customer number. Select No if you want to disable the 'NA' feature so that the program always requires you to enter or select a valid Service customer number. 9. At the Allow NA Unit for Reservations field, select Yes if you want the program to allow users to create general reservations using the 'NA' value for the unit instead of a specific unit number. Select No if you want to always require users to enter or select a specific unit number when creating reservations. 10. At the Maximum Daily Loans/Reservations field, enter the highest number of reservations and loans you want your system to allow on any given day. If you want to permit over-booking of your loaner fleet, enter a number higher than your actual number of available vehicles. If you want to be sure you will be able to accommodate all loans and reservations made, enter a lower number. Note. Individual units cannot have conflicting loan or reservation dates and times. You can only over-book vehicles using the NA Unit feature enabled in step 9. 11. At the No. of Daily Loans/Reservations for Warning field, enter the number for total reservations and loans made on a given day after which the program will begin warning users that the maximum loan/reservation limit is approaching. If you enter the same number here that you entered in step 10, the system will not issue any warnings. 12. At the Auto Check-In for Future Loans field, select Yes if you want the CVLA program to allow users to check in loans before their due dates when you are creating a new loan for the same vehicle. Select No if you want to prevent users from using Auto Check-In on loaner vehicles whose due dates are still in the future. 13. At the Require Valid RO When Entering Damage field, select Yes if you want the program to validate the repair order number supplied for any damage notations made against a loaner vehicle. (Recommended) Select No if you want to be able to enter any repair order number without forcing the system to validate it.

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14. At the Require Unit Information for Transaction field, select Yes if you want the program to require the user to enter Odometer Out and Fuel Out values for the selected loaner vehicle unit before a transaction can be saved. If you want to permit loan transactions to be saved without completing the Odom Out and Fuel Out fields, select No. 15. Enter the daily rental rate (for purposes of calculating any applicable vehicle loaner tax). Note. Vehicle Loaner Application is not designed to work as an auto-rental management program. The Daily Rental Rate field and the Tax Rate field are included in this setup screen for use by those dealerships that reside in states or tax jurisdictions where a (value-added) rental tax is charged on the use of a vehicle provided as a free loaner car. The Daily Rental Rate and Tax Rate fields should contain whatever values are prescribed by the rules of your state or tax jurisdiction for this purpose. 16. Enter the tax rate in your dealership's jurisdiction for rented vehicles. Note. The daily rental rate and tax rate are used by the Vehicle Loaner Tax report. (See Generating Reports on page 38.) 17. Press F3=Close, and then select Save changes. 18. Move to the Customer Setups field and then press F2=Detail.

Figure 65. Customer Setup Detail Window

19. At the Autoload Driver/Credit Info field, select Yes if you want the program to fill in the values for the fields in the Driver's License / Insurance / Credit Card panel in the Loan/Reserve screen automatically. (Recommended) Note. Even if you turn on the Autoload feature, the program requires you to enter this data for new loaner customers the first time a vehicle is reserved or loaned to them. Select No if you want to enter this information manually each time you set up a loan or reservation for any customer. 20. At the Print Filtered Credit Card No field, select Yes if you want the system to print an X in place of each of the first 12 digits in the customer's credit card number whenever it is printed on CVLA agreements or reports. (Recommended) Select No if you want the complete credit card number to appear on printed agreements and reports.

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21.

22.

23.

24. 25.

Selecting Yes in this field also masks out the first twelve numbers of the value displayed in the Credit Card field in the Loan/Reserve Vehicle screen. (If you choose the No option, the credit card number is visible in the screen.) At the Require 2nd Driver Name field, select Yes if you want the Loan Out Vehicle screen to require an entry in the Additional Driver Name field (this field is located in the More Info window, not on the main Loan screen) before the transaction can be saved. Select No if you do not want to require a second driver name. At the Require Date of Birth field, select Yes if you want the Loan Out Vehicle screen to require the DOB field(s) to be complete before the transaction can be saved. This setting also applies to the DOB field in the More Info window (for the Additional Driver) if you select Yes in the Require 2nd Driver Name field in step 21 above. Select No if you do not want to require a date of birth value for drivers. At the Require License and Insurance field, select Yes if you want the program to require that license and insurance information be entered in the Loan/Reserve Vehicle screen before the transaction can be saved. Press F3=Close, and then select Save changes. Move to the Inventory Setups field and then press F2=Detail.

Figure 66. Inventory Setup Detail Window

26. At the Load Vehicle from CAR-INV field, select Yes if you want the CVLA program to load unit data from the ADP vehicle inventory database automatically when you add new units to the fleet of loaner vehicles. (Recommended) Select No if you want to enter the unit data manually when you add a vehicle to the loaner fleet. 27. At the Update CAR-INV Status field, select Yes if you want the program to update the Status field in the ADP vehicle inventory database file when you add a vehicle to the loaner fleet or set a loaner record to 'inactive.' (Recommended) If this field is set to 'Yes,' adding or activating a vehicle record in the loaner fleet will set the status for that stock number in CAR-INV to 'HOLD.' Deactivating the loaner record will set the status field in CAR-INV to 'STOCK.' Select No if you want changes to the Status field in the vehicle loaner record not to affect the Status field in the ADP vehicle inventory database.

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28. At the Use ADP Make/Model (CAR-DESC) field, select Yes if you want the CVLA program to use the ADP vehicle description database to display and validate makes and models for loaner vehicles. Select No if you want to use only the makes and models set up in the Vehicle Loaner Application database. 29. Press F3=Close, and then select Save changes. 30. Move to the Printing Setups field and then press F2=Detail.

Figure 67. Printing Setup Detail Window

31. The Agreement Form Subroutine Name contains the pre-defined program name for printing loan transaction forms for your dealership. To modify this setting, type a new valid program name. 32. At the Additional Agreement Language field, select None or French. This field controls whether the program prompts you to print a French-language transaction agreement form when you create and save a loan transaction. 33. At the Default Number of Agreement Copies field, enter the number of copies of the transaction agreement you want to print when generating forms for loaned vehicles. 34. At the Allow User to Change No. of Copies field, select Yes if you want to allow the user to print a different number of transaction agreement forms than the default number from step 33. Select No if you want the program to always print the default number of forms. 35. At the Tray Code field, enter the number (1-5) for the printer tray you want to use on the default printer. 36. At the Global Default VLA Forms Printer field, press F2.

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Figure 68. Default Printer Selection List

37. Use the Up and Down arrow keys or the F9=Search command key to find the printer form queue you want to use, and then press Enter to select it. Press F3 to save the selection, or use the F4 command key to cancel. 38. At the Printing Setup detail window, press F3=Close, and then select Save changes. 39. Move to the Service Appointment/RO Setups field, and then press F2=Detail.

Figure 69. Service Appointment/RO Setup Detail Window

40. At the Strict Adherence to Service Appt. Date field, select Yes to always use the appointment date from the Service application as the loaner reservation date, when creating a reservation in CVLA. Select No if you want to permit users to select another reservation date. 41. Press F3=Close, and then select Save changes. 42. Press F3=Save/Exit to return to the CVLA Setups menu.

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Setting Up Your Vehicle Loaner Application

Turning the Service/CVLA Interface On or Off

Use this command to enable or disable the Service to CVLA Interface. If the interface is on, the Loan Out Vehicle screen will be connected to the Service database for purposes of synchronizing real-time repair order data such as appointments. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Dealer/Service Setup. 3. Select Service to VLA Interface Setup.

Figure 70. Service/VLA Interface Setup Prompt

4. Enter Y or N to turn the interface feature on or off, as appropriate.

Synchronizing the Service Application with CVLA

The options on the System Service Sync Menu compare the set of open reservations and transactions in the Vehicle Loaner Application database to the set of Service appointments and repair orders, and generate exception reports in each case.

Figure 71. CVLA System Service Sync Menu

Open Reservations and Appointments

Use this procedure to synchronize the open reservations in CVLA with the matching appointments in your Service database, and generate a list of mismatches. The mismatch list may include customers in CVLA that do not have a valid repair order number, who have no appointment, or who already had a reservation. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select VLA/Service Synchronize. 3. Select Synchronize Open Reservations with Appointments. 4. The program compares the two databases. At the report definition screen that appears next, select an output mode for the exception report. 5. Press F3=Run Report.

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Figure 72. Reservation/Appointment Exceptions (example data)

6. (Screen output only) Press F3 to close the report.

Open Transactions with Repair Orders

Use this procedure to synchronize the open transactions in CVLA with the matching repair orders in your Service database, and generate a list of mismatches. The mismatch list may include repair orders that already had an assigned loaner vehicle. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select VLA/Service Synchronize. 3. Select Synchronize Open Transactions with Repair Orders. 4. The program compares the two databases. At the report definition screen that appears next, select an output mode for the exception report. 5. Press F3=Run Report.

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Figure 73. Transaction/Repair Order Exceptions (example data)

6. (Screen output only) Press F3 to close the report.

Setting Up Loaner Stores

The Setup Stores function manages the store records that apply to vehicles in the CVLA database. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Stores.

Figure 74. Store Setup Screen

4. To add a new store: a. Enter a new unique store ID. (This must be a valid company number from your General Ledger/AC application account.) b. Edit the values in the Name, Address, City, State, ZIP Code, and Phone Number fields to suit your loaner operation. Note that you can modify these fields in CVLA without affecting the data on the AC account. c. At the Accounting Logon field, press F12=List to open a list of available logons.

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Figure 75. Adding a Store

5.

6. 7. 8. 9.

d. Press Enter to select the logon that applies to the new loaner store. e. Skip to step 9. To edit a store record: a. At the Store ID field, press F12=List to open the list of defined stores. b. Select a record from the list and then press Enter. Make any appropriate changes to the name, address, city, state, ZIP code, or phone number. At the Accounting Logon field, enter the logon name, or press F12=List to choose from the list of defined logons. To delete a store record, press F6=Delete Store, and then enter Y at the confirmation prompt. Press F3=Save/Exit, and then select the Save changes option.

Setting Up Vehicle Makes

The Setup Makes function defines the make descriptions used in the CVLA program. This function is only accessible if you have set the Use ADP Make/Model field in Dealer/Service Setup to 'No.' (For more information, see Setting Up the Dealer/Service Interface on page 50, step 28.) 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Makes. 4. Type a new unique code to define a make, or use the F12=List command key to select and edit a make code that has already been defined. 5. Select the Save changes option, and then press F3=Exit to close the confirmation message and return to the Make Code field.

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Setting Up Vehicle Models

The Setup Models function defines the model descriptions that apply to the vehicle makes used in CVLA. This function is only accessible if you have set the Use ADP Make/Model field in Dealer/Service Setup to 'No.' (For more information, see Setting Up the Dealer/Service Interface on page 50, step 28.) 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Models.

Figure 76. Model Setup Screen

4. At the Model Code field, enter a new unique code, or press F12=List of Status Codes to open an existing model record. 5. Enter a longer description for the model name. 6. At the Make field, press F12=List to open a list of makes defined in the Setup Makes function. Use the arrow keys to select the make that corresponds to this model record. 7. Press F3=Save/Exit, and then select the Save changes option.

Setting Up Vehicle Unit Classes

The Setup Unit Class function manages the list of vehicle classes used for loaner vehicles in the CVLA program. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Unit Class. 4. Enter a new unique unit class to define a class, or use the F12=List Of Classes command key to select and edit a class that has already been defined.

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5. To delete a class, use the F6=Delete/Undelete command key. (You can use the same command key to undelete a class that you want to begin using again.) 6. Press F3=Save/Exit, and then select the Save changes option.

Setting Up Vehicle Body Styles

The Setup Unit Body Style function manages the list of body styles that apply to loaner vehicles of specific makes. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Unit Body Style. 4. At the Make field, enter a defined make code, or use the F12=List of Car Makes command key to select one.

Figure 77. Body Style Setup Screen

5. To edit an existing style, use the arrow keys to move to that row and then press F5=Add Body Style. -ORTo add a new body style, move to the last row in the table, and then press F5=Add Body Style. 6. Type the new body style description. 7. Repeat steps 5 and 6 for additional body styles. 8. Press F3=Save/Close, and then select the Save changes option. 9. Press F3 to close the confirmation message and return to the Make field.

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Setting Up Your Vehicle Loaner Application

Setting Up Vehicle Color Names

The Setup Colors function defines the names of colors that apply to the loaner vehicles in your fleet. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Colors. 4. At the Color field, type a new color name, and then press F3 to save it to the list. Use the F12=List command key to see the list of vehicle colors in alphabetical order. 5. Select the Save changes option, and then press F3=Exit to return to the Color field.

Setting Up Unit Status Codes

The Setup Unit Status function manages the group of status codes (Available, Reserved, Loaned Out, and so on) that apply to each loaner vehicle in the database. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Unit Status.

Figure 78. Unit Status Setup Screen

4. At the Status Code field, enter a new unique two- or three-character status code. -ORPress F12=List to select a code from the list of defined status codes. 5. At the Description field, type a longer description for the code. 6. Press Enter, and then select the Save changes option.

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Recommended Status Codes

Status codes in your Vehicle Loaner Application are customizable, and by default your CVLA database does not have any defined when it is first installed. Table 2 lists a set of codes that are recommended for everyday use of the application.

Table 2. Typical Status Codes Code AVL OUT RES INA SVC BSP Description AVAILABLE LOANED OUT RESERVED INACTIVE BEING SERVICED BODY SHOP WORK

Note. The order in which the codes are defined in the Status Codes Setup screen does not matter. The CVLA application uses the literal three-letter codes AVL, INA, OUT, and RES in various program features, but the actual descriptions of these codes can vary, to suit your dealership's purposes.

Setting Up Loaner Stalls or Lot Locations

The Setup Stall/Lot Location function defines the names for locations where loaner vehicles are kept on your store lots. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Stall/Lot Location. 4. Type a new unique code to define a stall or lot location, or use the F12=List command key to select and edit a location name that has already been defined. 5. Press Enter, and then select the Save changes option.

Setting Up Customer Codes

The Setup Customer Codes function defines the list of customer codes that can be used (at your option) in the Loan/Reserve screen. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Customer Codes. 4. At the Cust Code field, enter a defined customer code, or use the F12 command key to select one.

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Figure 79. Customer Codes Setup Screen

5. Type a description for the new or existing customer code. 6. Press Enter, and then select the Save changes option.

Setting Up Application Passwords

The Setup Passwords function defines the (optional) passwords that can be used to protect access to Vehicle Loaner Application features, including: Changing application setups or database entries (Setups Menu) Updating loaner vehicle records (Add/Update Vehicles screen) Loaning out vehicles (Loan Out Vehicle option on the CVLA menu) Generating reports (Reports Menu) To set or remove passwords: 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Setup Passwords.

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Figure 80. Passwords Setup Screen

4. For each of the four fields, enter a password if you wish to restrict access to the corresponding area of CVLA. Note. Passwords appear in plain text on this screen. 5. Press F3=Save/Exit, and then select the Save changes option. 6. Press F3 to return to the CVLA Setups menu.

Interfacing CVLA and Report Generator

Use the Build/Rebuild RPG Interface command if you want to use the ADP system Report Generator feature to create reports using CVLA database information. If this applies to your dealership, you should run Build/Rebuild RPG Interface whenever you make significant changes to the CVLA setups (such as adding new makes or models), or if your RPG reports do not appear to be producing the correct information. The interface creates the necessary system settings (dictionary items and file pointers) to allow you to report your CVLA data accurately. 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Build/Rebuild RPG Interface. 4. At the confirmation prompt, enter Y.

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Managing the Loaner Vehicle Fleet

Managing the Loaner Vehicle Fleet

Use the procedures in this section to add, activate, and deactivate the vehicles in your loaner fleet, update their characteristics (for inquiry purposes), and review any damage recorded for individual vehicles.

Make, Model, Color, and other vehicle characteristics are drawn from the CI-VLA database The Alternate ID lets you keep a second "name" for a loaner vehicle to make lookups easier

Figure 81. Add/Update Loaner Vehicle Screen

Adding a New Vehicle

Each loaner vehicle in your fleet must be based on a stock number in your ADP vehicle inventory database. To add a new vehicle to the loaner fleet: 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Add/Update Loaner Vehicles. 4. At the Unit No field, enter a new unique code for the vehicle you are adding. Note. Unit numbers may be based on stock numbers, or may be any arbitrary alphanumeric format, at your option.

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Vehicle Loaner Application (CVLA) User Guide

Figure 82. Adding a New Loaner Vehicle

The program moves to the Stock No field if you have set up the application to use the ADP system CAR-INV file (vehicle inventory database) to load vehicle information in this screen. (For details on the Inventory Setup screen, see Setting Up the Dealer/Service Interface on page 50.) If you have the CAR-INV file interface set to No, the program moves to the Status field (skipping the next step below) where you can begin entering loaner vehicle information manually. 5. At the Stock No field, enter a valid stock number. -ORPress F12=List to select one from the ADP vehicle inventory file.

The Status column in the Stock number selection list displays inventory database values, not loaner database values

Figure 83. Stock Number Selection List

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Managing the Loaner Vehicle Fleet

Use the arrow keys or the F9=Search command key to find the vehicle you want, and then press Enter to select it. Note. To create a new vehicle loaner record, you must select a stock number that is not already in use as a loaner under a different unit number. If you select a vehicle from this list that is already in use, the program opens that loaner vehicle record rather than creating a new one. 6. If your application is set up to load information about vehicles from the ADP vehicle inventory file, the function displays the year, make, VIN, mileage, and so on for the selected stock number. If not, enter the vehicle characteristics manually in this screen. For instructions on filling in each field, use the F1=Help command key. For details on how the Vehicle Loaner Application relates to your ADP system's inventory files, see step 26 in the instructions for Setting Up the Dealer/Service Interface on page 50.

You must select a Store for the loaner vehicle's location before saving the record

Figure 84. New Vehicle Data from Inventory File

By default, new loaner vehicles drawn from stock have a status of 'Available' and are automatically activated for immediate use in reservations and loan transactions. If you want to create a new loaner record for a vehicle that is not yet active, select a different value for the Status field. 7. When you are done entering characteristics for the vehicle, press F3=Sv/Ex, and then choose the Save changes option.

Updating a Vehicle Record

To modify the characteristics of a vehicle in your loaner database: 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Add/Update Loaner Vehicles. 4. At the Unit No field, enter the number for an existing loaner vehicle.

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-ORPress F12=List to select one from the list of units.

The Alternate ID and License column provide two convenient ways to search for vehicles

The Status column in the Unit selection list displays values from the loaner database

Figure 85. Unit Selection List

Use the arrow keys or the F9=Search command key to find the vehicle you want, and then press Enter to select it. Additional feature: To see the dates of activity for a vehicle in the list, move to that row and then press F2=Dates. Use the F3=Exit command key to close the Dates window.

Figure 86. Activity Dates for Selected Loaner Unit

5. At the Add/Update Vehicle screen, make any necessary revisions to the loaner characteristics.

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Figure 87. Add/Update Vehicle Loaner Screen (with data)

You can use selection lists to choose values for many of the fields in the update screen. For example, to choose a new status for a vehicle, move to the Status field and press F12=List.

Figure 88. Status Field Selection List

Note. You cannot edit the Status value for a vehicle that has been reserved. 6. To save your changes, press F3=Sv/Ex, and then choose the Save changes option.

Deactivating a Loaner Vehicle

Use this procedure to remove a loaner vehicle from the list of units that can be reserved or loaned out. Note. Vehicles cannot be deactivated while they have a status of 'Reserved' or 'Loaned Out.' 1. 2. 3. 4. At the Vehicle Loaner Application menu, select Setups Menu. Select Setup VLA Information. Select Add/Update Loaner Vehicles. At the Unit No field, enter the number for an existing loaner vehicle, or use the F12=List command key to select one from the list of units. 5. At the Add/Update Vehicle screen, press F6=Inactivate. 6. At the confirmation prompt, enter Y for Yes. 7. Press F3=Exit at the 'Unit deactivated' message.

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8. To quit the Add/Update function, press F3=Sv/Ex. Deactivating a vehicle is the closest equivalent of marking it as 'sold' and removing it from your loaner fleet, although you can also reactivate an inactive vehicle if needed. Inactive vehicles remain in your CVLA database for purposes of generating reports and maintaining accurate damage history related to Service customers.

Reactivating an Inactive Vehicle

To reactivate a loaner vehicle: 1. At the Vehicle Loaner Application menu, select Setups Menu. 2. Select Setup VLA Information. 3. Select Add/Update Loaner Vehicles. 4. At the Unit No field, enter the number for the deactivated vehicle, or use the F12=List command key to select it from the list of units.

The Status field for inactive vehicles reads 'INA' by default

Press the F5=Damage command key to review vehicle damage history

Figure 89. Inactive Loaner Vehicle Screen

5. Press F7=Reactivate. 6. Press F3=Exit at the 'Unit reactivated' message. 7. To quit the Add/Update function, press F3=Sv/Ex.

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Reviewing Vehicle Damage Records

To view the complete damage history on a deactivated loaner vehicle: 1. From the Unit No field in the Add/Update Vehicle screen, enter the number for the deactivated vehicle, or use the F12=List command key to select it from the list of units. 2. Press F5=Damage.

The RO column lists the ADP Service database repair order number At the Note column, press F2=TextBox to see a longer description of the damage report

Figure 90. Loaner Vehicle - Damage History Window

Use the arrow keys to scroll through the list of damage notations as needed. 3. Press F3=Sv/Ex to exit the damage window and the vehicle record.

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Building/Rebuilding Cross-Reference Files

The Build/Rebuild Xref Files command on the CVLA Setups menu provides four options used for database maintenance: Build/Rebuild Unit-Loans Xref Build/Rebuild Customer-Loans Xref Build/Rebuild Calendar Xref Build/Rebuild Svc Adv-Loans Xref These functions are for Car!nk support usage only and do not typically need to be run by customers. They are used only during application upgrades at the time your Vehicle Loaner Application is installed.

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