Processing of Infringements/Tolls within RCM

Processing of Infringements/Tolls within RCM

Overview

Within RCM there is an Infringement Processing module which allows you to easily perform the following actions in regards to any infringements/tolls that come in:
  1. Find the relevant booking
  2. Assign the infringement/toll to the relevant booking
  3. Produce a Statutory Declaration (Stat Dec) to send to the relevant authority
  4. Send an email out to the customer
  5. Record charges and payments against the relevant booking for any infringements/tolls

Infringement Processing Setup

Before you can start using the Infringement Processing module you will need to setup the following information:
  1. Infringement Authorities – this is a listing of the authorities that you will receive either an infringement or a toll from. An example may be Queensland Police. You are able to state whether they are a toll road or not. You also set up their contact information and any necessary Statutory Oath text that needs to go in a Stat Dec for this Authority. Following is a link to the Knowledge Base article for this screen, Authority.
  2. Witness List – you are able to set up a list of witness that you can choose from when creating the infringement record within RCM. You are able to upload an image of their signature and assign this image to the witness. This signature image can then be used in the Stat Dec. Following is the Knowledge Base article for the Witness List screen, Witness.
  3. Email Infringement Notice – you are able to change the notice that you can send out to customers for infringements that are for an authority that has been setup as a non-toll road authority. Following is the Knowledge Base article for how to do this, Edit Email Infringement Notice.
  4. Customer Toll letter - you are able to change the letter that you can send out to customers for infringements that are for an authority that is has been setup as a toll road authority. Following is the Knowledge Base article for how to do this, Edit Toll Road Customer Letter.
  5. Infringement email address for company or locations – RCM allows you to save an email address against both the company and the location which will be used when sending emails to customers about infringements/tolls. Whether the company level or the location level email address is used is dependent upon what you have setup as the “Use Location Address for Documents” under the System Parameters. If you save an Infringement Email against either the company or the location, this is the email address that any emails will be CCed to. If you do have a value for the infringements email, they will be CC'ed to the company or location email. Following are the Knowledge Base articles for updating both the company information (Company Info) and location information (Locations).

Infringement Processing Articles

  1. Add Infringement
  2. Infringement List
  3. Authority
  4. Witness
  5. Edit Email Infringement Notice
  6. Edit Toll Road Customer Letter

Using the Infringement Processing Function

Once you have all of the information above setup, you can start using the Infringement Processing function. This can be found under reservations.



When you receive an infringement you can use the “Add Infringement” screen to find the relevant booking to save this infringement against, following is the Knowledge Base article for this screen, Add Infringement. Below is a screenshot of the Add Infringement screen.



The Infringement List screen can be used to find information out about any infringements you have already processed. Following is a link to the Knowledge Base article for this screen, Infringement List. Below is a screenshot of the Infringement List screen.



As RCM records the infringements/tolls against bookings, you can view any Stat Declarations from the Booking Details Page. Please see the screenshot below for where you can access the Stat Dec from the Booking Summary page.





Commonly Asked Questions about Infringement Processing function

If I change a vehicle on a booking, will the Infringement processing function find the right booking? - If you change the vehicle against bookings using the Change Vehicle function, the infringement search function will be able to find the correct booking. Here is the Knowledge Base article for the Change Vehicle function, Change Vehicle.

How do I add an infringement fee to closed booking -  You can add both an infringement fee and payment for this fee to a closed booking by using the Cash Receipt function within RCM. Here are two Knowledge Base articles which discuss this in more detail. Q: My operator needs to add infringement fees to a closed reservation. How can I give him access to reopen a contract? and  Cash Receipts.

Does a Stat Dec need to be witnessed by JP? - From our understanding, all Stat Decs have to be witnessed by a JP - RCM produces a Stat Dec that is accepted by most authorities but still needs to be signed by a JP. Each RCM system comes with a standard Stat Dec; you are able to modify this Stat Dec to be specific for your Company. If you wish to make any changes to the Stat Dec, you will need to get in contact with RCM Support (support@rentalcarmanager.com).