Infringement List
Purpose
The Infringement List allows you to search for specific infringement records as well as view, edit and delete these records.
After finding the desired infringement record, the Infringement List also allows you to print and email both Statutory Declarations and Customer Letters which outlines the infringement details.
Accessing the Infringement List
The Infringement List tab can be found under the Infringement Processing submenu in Reservations.
Reservations >> Infringement Processing >> Infringement List
Search for an infringement record
Enter the details of the infringement you wish to search for.
You can either filter the search according to
- Pickup >> Only Infringement Records against reservations with this Pickup Location will appear in the report.
- Date Range >> This can be set to Processed Date or Offence Date, and Infringement Records will only appear if this date is within the selected date range.
- Authority >> Only Infringement Records with this authority records against them will appear in the report.
OR You can search for Infringement Records with a specific Res No., Last Name, Rego or Infringement No. recorded against them.
Click "View" to generate all the matching infringement records.
The Infringement List Information and Functions
The Infringement list displays a lot of information and has several function. These are explained below, in order going from left to right.
- Reservation Number - This is the reservation number of the booking. Clicking on the red link will open the Bookings Details page, which will have the infringement recorded on it.
- Registration Number - This is the Registration number of the booking
- Infringement Number - To edit a record, click the red Infringement Number. This will open a page where you can update the declaration. Once the necessary changes have been made to the record click "Submit" to save the updated record. Additionally, by clicking "Add More Dates" you can add additional declaration dates to the record.
- Infringement Information - The Authority and Date of Offence recorded against the Infringement record.
- Customer Information - The Customers name and Company (if applicable) will display by default. There is also the option to display the Customers Adress information, though this will be hidden by default. For information on how to show these fields please see the Show Hide and Resize Columns in Reports article.
- Processing Information - This will display the date the Infringement was processes, the user it was declared by and any internal notes that were added.
- Declaration and Customer Letter - You are able to Print and email the both the Statutory Declaration and Customer Letter from this page. There is more information on this below.
- Delete - To delete a record, click the "Delete" button, and select "Yes" to confirm the deletion of the record.
Printing and Emailing a Statutory Declaration
The default Statutory Declaration template is provided by Rental Car Manager and cannot currently be modified.
By selecting the "Email" Button in the Declaration column, you will automatically send the Statutory Declaration to the email address that is listed for the Authority recorded against this Infringement record. Once you have done this, the date at which the declaration was emailed will be recorded as shown bellow.
To print the Declaration, select the "Print" button in the declaration column. The Statutory Declaration will be opened in a new page (see image below) and can be printed using your browsers built in print function.
Printing and Emailing the Customer Letter
The Infringement Notice Customer Letter template can be edited within your RCM system. You can also define a separate Customer Letter for toll road notices to be used when an infringement is toll related. For information on editing the templates for these letters see the articles below:
Printing or emailing the Customer Letter is done through the same process as with the declaration; select the "Print" or "Email" button under the Customer Letter column. The email will automatically send to the customer email address and the document will open in another window ready for printing.
Below is an example of the Customer Letter:
Points to Note
To send the customer letter via email, the customer record must have an email address defined. Otherwise, the system will not be able to send the customer letter via email. This is the same with the Declaration and the Infringement Authority email address.
You can update System Parameters to 'Include all Infringement records to Customer Letter' or 'Include all Infringement records to STATUTORY DECLARATIONS'
Important Articles
Related Articles
Additional "Authority" Filter in Infringement List
The Infringement List can now be filtered according to the Infringement Authority it is recorded against. You are able to set this to "All" or to any one of the specific Infringement Authorities that have been set up in the Authority tab. Only ...Add Infringement
Purpose The Add Infringement tab allows you to add infringement records to bookings. Infringements are generally traffic related and can include different offences such as speeding, parking illegally, not wearing a seatbelt etc. Before you can add an ...Infringement Authority
Purpose To print a statutory declaration, the infringement authorities and witnesses must be setup first. These are required on statutory declarations and are merged into the final document. Examples of authorities, would be Government run businesses ...Witness List
Purpose The Witness List page allows you to add the statutory declaration witnesses to your system. The Witness List must be setup before you can print a statutory declaration. When creating an infringement record within Rental Car Manager you can ...Edit Infringement Notice Email
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