Damage Management

Damage Management

Overview

Rental Car Manager (RCM) has a Damage Management function which allows you to record information about any damage that occurs to vehicles. You have the option of linking a damage record to a booking within RCM.

Setting up Damage Management

Before you can start creating damage records for vehicles, you will need to setup the damage management information within RCM.
The Following screens can be found under the Damage Management option in the Vehicle Maintenance menu.







  1. Damage area screen – This is a listing of the areas of the vehicle which might have been damaged. Some examples might be; bonnet panel, boot panel, front windscreen, left front bumper and left front door. Following is a Knowledge Base article which describes this screen in more detail: Damage Area.
  2. Damage type screen – This is a listing of the types of damage that might occur. Some examples might be; broken/ cracked windscreen, hail damage, large dent, small dent and paint scratches. Following is a Knowledge Base article which describes this screen in more detail: Damage Type.

Using Damage Management

Once you have setup both the damage areas and the Damage types, you will be able to start utilising the Damage Management functionality.

Entering New Damage Records

From the Damage Management option under the Vehicle Maintenance menu, you can add a new damage record. 
The Damage Management screen allows you to create a new damage record for a vehicle.  When adding a damage record you can either enter a Rego/Fleet No. or a Reservation No. to save the damage record against. If you enter a Reservation No, the car details will also be populated, but the reverse will not be the case. 
The following Knowledge Base article describes the “Add Damage Record” screen in more detail: Add Damage Record.

You are also able to add a new damage record from the Vehicle Inspection sheet if you are using this functionality within RCM. This will only work if you are using the non-clickable version of the Vehicle Inspection Sheet. If you are unsure if you use the Vehicle Inspection functionality or you would like more information about this, then please connect RCM Support (support@rentalcarmanager.com).
The following Knowledge Base article talks about how to add a new damage record from the Vehicle Inspection sheet in more detail: Vehicle Inspections / Vehicle Condition Reports.

Searching for Damage Records

The Damage Management screen allows you to search for any existing Damage records by searching the following fields:
  1. Vehicle Location
  2. Damage Date range
  3. All Records or Not Repaired records
  4. All Records or one with a Reservation No only
  5. Damage Area
  6. Damage Type
  7. Rego/Fleet No and All Records or Not Repaired Only 
  8. Reservation Not
It also allows you select which parameter the Records will be ordered by. Additionally, if you Select the Include Insurance Info parameter, the report will include the insurance and excess information of the booking, if the damage record is against a booking.




Once you have a list of the existing damage records that match your search criteria, you are able to perform the following actions on them:
  1. Print the damage record
  2. Display damage Images that have been saved against this record
  3. Update the damage record
  4. Add a new damage record for this vehicle/ reservation
  5. Delete the damage record

Viewing Damage Records from a Booking

You are able to view any damage records that are associated with a reservation in one of two ways.

The first is from the Booking Documents tab on the Booking Form. Please see the image below for where the option will appear on this screen if there are associated damage records for the reservation.



After you click on the Vehicle Damage List button, you will be shown the listing, see below for an example.



You are also able to see the associated damage records from the Booking Details screen. This screen will display any damage records that have been assigned to this booking. Please see the image below for where this information will appear on the Booking Details screen.



If you would like the Rental Agreement to include any information about Damage records, you will need to contact RCM Support (support@rentalcarmanager.com) to request modifications be made to your Rental Agreement.

Damage Images

As part of the creation and update of Damage records, you are able to upload any images you may have and they will get saved against the damage record.
The following Knowledge Base article describes the Damage Image upload screen in more detail: Upload Damage Images.

    Important Articles


      • Related Articles

      • Change to Damage Management Report to Filter by Vehicles not yet Repaired

        An additional filter has been added to the Damage Management report to allow you to show only vehicles where the damage has not yet been repaired. For full information on Damage Management, please see the Damage Management article 

      • Damage Area

        Overview Damage areas refer to the area of the vehicle that may be damaged when an accident occurs. Maintaining Damage Areas Damage areas are maintained under the Damage Areas tab of the Damage Management submenu in Vehicle Maintenance. The damage ...

      • Damage Type

        Overview Damage types refer to the type of damages that a vehicle may sustain during an accident. Maintaining Damage Types Damage types are maintained under the Damage Types tab of the Damage Management submenu in Vehicle Maintenance. The damage type ...

      • Upload Damage Images

        Overview Rental Car Manager allows you to upload an image of any damaged vehicles, these images will be saved against the damage record. Adding an Image Before uploading an image of vehicle damage, the vehicle must have an existing damage record for ...

      • Damage Records - Add, Update and View Damage Records

        Overview When a vehicle gets damaged, you can record the damage sustained to a vehicle. There are three places within RCM where this Damage Record can be created; Damage Management, Vehicle Update, and the Booking Documents. You can also update, and ...