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 view previously entered damage records.
Please note that is a Damage record is linked to a booking then it must be either Hired or Returned.
Where to add a Damage Record
There are three ways to enter a damage record. They include:
1) Vehicle Update
Vehicle Maintenance >> Vehicle Update.
Here you are able to search for a vehicle either by Fleet #, Rego # or VIN#. Once you have located the vehicle, select "Access Details".
Select the "Damage" button at the bottom on this page, then the "Add Vehicle Damage" button.
2) Damage Management
Vehicle Maintenance >> Damage Management.
Here you are able to search for a vehicle either by Fleet Number or Registration Number of the vehicle or a Reservation Number of the booking that resulted in the damage. Once you have located the vehicle, select "Add Damage".
3) Booking Documents
This can only be done for Hired or Returned booking. Go to the Booking Documents section on the Booking Form and select the "Add Damage Record" button.
Adding a Damage Record
This any of these pathways will open the screen shown below. Once you have filled in the required fields, press "Submit", and this record will save.
Name | Required (Y/N) | Description |
| Rego# | N/A | This is a fixed field that cannot be changed. It is the Rego of the vehicle that you are making a damage record for. |
| Reservation# | No (but recommended) | The reservation number to which the damage record is to be added. If you go through the Booking Documents or search by Res# in Damage Management, then this feild will already be filled in with the relevant Reservation Number. If this damage is not associated with a booking, then leave this value as 0. |
| Damage Location | No | The physical location on the vehicle where the damage was sustained. |
| Damage Area | Yes | The area where the vehicle sustained damage. The values shown on the list are defined under the Damage Area tab on the Damage Management screen. |
| Damage Type | Yes | The type of damage that was sustained. The values shown on the list are defined under the Damage Type tab on the Damage Management screen. |
| Damage Date | Yes | The date that the vehicle sustained the damage. If the Reservation# field is filled in, then this date must be within the date range of the booking. If it is not, then the page will display an error and no records will be saved. |
| Vendor | No | The vendor or the name of the repair shop that will repair the vehicle. The values shown on the list are defined under the Vendor List screen, which can be found under the Vehicle Maintenance menu. |
| Cost of Repair | No | The cost of repairing the damage. |
| Amount Recovered | No | The amount recovered from the vehicle's insurer for this damage. |
| Repaired | Yes | Whether or not the damage has been repaired This is set to No by default. Once the damage has been repaired, update the record to change this to Yes. |
| Claim# | No | The insurance claim number, this is typically provided by the insurer. |
| Reference No | No | A reference number for this Damage Record |
| PO # | No | The Purchase Order number for the repairs to the vehicle for this damage. |
| Service # | No | The service number that the repair shop assigns to this vehicle for this damage repair. |
| Description | No | A field where you can enter all of the information related to the damage sustained and the repairs to be performed on the vehicle. |
View, Update and Delete Damage Records
The best place to view all damage records against one or more vehicles is the Damage Management age. Accessing vehicles in this page can be done by the same process as before:
- Vehicle Maintenance >> Damage Management
- Enter the registration/fleet number of the vehicle or the reservation number. Then select the "View" button.
This will then display the relevant vehicle where you can:
- view/upload any damage images. See Upload Damage Images for more information.
- update an existing damage record already associated with a particular vehicle by pressing "Update".
- add a new damage record caused to the vehicle by pressing "Add."
- delete an existing damage record by pressing the delete icon.
Seeing Damage Against a Booking
Damage Records made against a specific booking can be seen at the bottom of the Booking Details Page. These are only the damage records made against this specific booking. For a list of all Damage Records made against this vehicle, select "Vehicle Damage List".
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