Loaner Car Net User Manual
Contents
1. As shown in this image a charge for extra cleaning is being entered In order to enter or change any of the lines you simply click on the pencil image This opens up the item description and the item price for editing As shown here the cleaning was added as a description and an amount of 36 50 was entered in the amount column You can also edit any of the automatically entered es in the same way When you edit is complete click the little check mark icon on the left to save it or you can click the no entry icon to abandon your changes In the event you want to remove a line altogether simply click on the delete icon at the far right of any line and that line will be removed Since Loaner Car Net does not have tax tables and has no way of knowing what items need to be taxed on a loan transaction you will have to calculate and enter a line for local sales tax manually This is probably the most common use of the manual entry item on an invoice 26 View Cars on Loan There are a few ways to see what cars are currently out on loan but the quickest is to select the menu item named View Cars on Loan When you do the following screen appears The fotoving eare are curently out an ioan cam omes ERE wont cuu omon Sorau anasan This is an information only screen and does not go any further than this You do have the ability to sort on any column by clicking on the blue column headers This can be useful if you have l2. When this screen appears the cursor will be positioned in the Return Miles box so you can immediately enter the return mileage of the car If your name did not pop up in the list labeled Checked In By you will need to select an agent This is required for future reporting Lastly there is a representation ofa fuel gage on the right You are required to click on the button that represents the fuel level of the vehicle when returned When all of the required information is entered in this screen the miles used box will be filled in with the number of miles driven during this loan event The date and time that you actually process this screen are filled in automatically If for some reason the date or time should be different than the current time you can change them The box marked Return Exceptions is a place where you can indicate and damage or inconsistencies that are noted when the ca is returned March 2013 16 Leaner Car Net User Manual There are two cheek boxes that appear below the exception box If you check the one named Print Return Vehicle Form a printable document will be created that shows the details of the time the vehicle was out and the condition of the vehicle upon return If you check the box named Print Invoice then you will be directed to the invoice maintain screen upon completion of the return This will allow you to create a Pro Forma Invoice for this loan event See section 2 5 of this document
3. Default Contract Note There is a blank area on many contracts that allows for localized notes to be entered For example you may wish to tell loaner customers that they may not smoke inside the vehicle This default note can be set up in the preferences screen The note has a lot of spaci in the preferences screen but you need to be mindful of the actual space available on the contract itself and tailor your note to fit Service Parameters There are two parameters which will cause a loaner car to be identified as needing an oil change You must enter both a mileage amount and a days amount as specified by your Service Manager When either of these values is exceeded by any loaner car it will appear on the appropriate sereen 1 3 Add Edit Users When you select Maintain Users from the Administration menu you will first see a screen that allows you to either select a user for editing or press the Add User button to insert a new user There is also a Delete function to remove users that are no longer employed in a capacity where they need access to Loaner Car Net E 4 ces m E im am pe l Whether you edit an existing user or add a new one the following screen will appear Loan Fist Name LastName Password Usor Accoss Loanor Agent A ere monies yn are reques ennes Login ID This field is only available when adding a new user When editing it appears in a gray background and cannot be mo
4. Similar to the employee maintain sereen you can select a customer to edit by using the alphabet selector or you can enter a full or partial last name The list of current customers will be refreshed with a listing that matches your selection il fut Lt a mmm ama lasme fase E se m L3 aro E ve Ge Sac den eme Wars ve Gems diet REM Cama oue E sa tee ied Rita vum Ce im as ias amin seu atone Fc am ar Pu buros WAT te te ta ETE a 23 p E as mei am Eg rion dm ee ten i d ome Sarasa exten va te Whether you select a customer to edit or press the Add Customer button to add a new entry the following sereen will appear March 2013 3 Leaner Car Net User Manual Alters thet m snees tt tomes E om swe a E m Byram pe opto Irene iion eam Customer ID If your dealership ass may add it for your convenience ns customer numbers or customer ID s to customers you his field It is not a required field and many dealerships do Name amp Address As you can see from the red asterisks only first name last name city state and zip code are required entries This is the minimum information that is needed to complete a loaner contract Some people do not want to give out their phone numbers or their street addresses If you wish to require these items on your own simply make it your own working rule but the software program does not require it Drivers License There is space to
5. be in proper order An alphabetic sort will order by numbers first and then by the Tettes if any Although Loaner Car Net tries to prevent one car from being assigned by more than one person it is possible for that to happen if you do not complete a loaner transaction within 15 minutes After you select a car it is reserved for you for 15 minutes A safe way to prevent duplication isto physically go to the key storage area or key locker and actually have the keys for the loaner vehicle in your hand when you select the loaner car Ifa single person always issues loaners The first report or contract that is created for display or printing will take a few seconds to appear on your screen This is because an information channel needs to be opened to your computer and also because the Adobe Acrobat program has to start up After the first report or contract is generated this delay time is much shorter You can help to minimize the delay time by manually starting up the Adobe Acrobat program on your computer and just minimize it into your taskbar You can even set the Adobe program to Start up when your computer starts so it will always be available March 2013 a Leaner Car Net User Manual In the upper right hand corner of every screen in Loaner Car Net there are three active buttons Home Logout and Help These appear just above your dealership name At any time from any screen you can press the Hom
6. ery aay ae Dee Note the Return Loaner Cars button in the lower tight This is a link to the second most common screen used in the system the Return Car screen This is here just as a convenience so you do not have to go back to the main menu before processing a retur The first thing that must be done in the process of issuing a loaner car is to select or enter the customer By pressing the colorful image of people in the upper left hand corner the customer selection screen is presented 1 a March 2013 T Leaner Car Net User Manual Just as with the maintain screens you have several options on how to find the customer that is in need of a loaner You can press the first letter of the customer s last name which will limit the listing to only customers with that letter You can further click on any of the column headers underlined in blue to sort the list by that column For example if you have a lot of people named Smith in your database you could further sort them by city or zip code to help limit the number you have to look through Possibly a quicker way to get to the exact customer you want to find is to enter all or part of their ast name in the search box Then the list will be limited to just customers who have those letters in their last name Still another search feature is the Reservations button located right nex to the alphabet search When you click on the Reservations button the
7. for details related to creating the invoice Note Inthe dealer preferences screen you can elect to have one or the other of these check boxes checked by default When the form is complete simply press the Process Return button and the car will be checked in and immediately be made available for loan again The mileage you have entered in the Return Miles entry box will be entered as the current mileage for that car and will be the starting mileage for the next oan 23 Future Reservations Loaner Car Net allows you to set up future reservations for customers who have or are making appointments for their cars to be serviced When you select the Future Reservation item from the Process menu you will see a customer grid similar to the one that appears in the Issue Loaner Cars screen When you find the customer whom you wish to create a reservation for and select that customer the following reservation screen will appear EAEN riomotonSTeRTON wo eee wel To reserve for the selected customer select a future date from the list below Tomorrow C visenescey C rrurscey C Fnaay C saturaay sunaay C Monay OR manually enter a reservation date in the date box below po Semesenston Cane You have the opportunity to categorize the reservation using the Type field This is a maximum of 10 characters and is a free form field This can be used in the case of a multi brand dealer where you have loaner ca
8. ie me Toms oComye gem p You can use the Select line in the first column to call up a previous service event and modify it if needed or simply examine it in more detail The more likely thing you will do from this screen is to press the Add Service Event button to log service on a loaner car When you press this button an empty service screen appears as follows Sewer Coarer Octet Sete Taste I ani wo reave entres Cee Note that there are four required entries The car ID is required The date of service is required but is automatically filled in with today s date which can be changed manually The car s mileage at the time of service is required And the person department or facility that performed When this screen appears the indicator button identifying Oil Filter Lube is automatically checked That is because this is the most used type of entry If you are logging some other mechanical service like brakes or tune up simple click on the indicator button for Mechanical Service Optional information for the service log is the service ticket number if you have one The Notes field is also an optional entry The notes area can contain additional work that was performed or more detailed information about any mechanical service that may have been needed When finished press the Save button and the information will be added to the database It will then be available for display on
9. some reason this isn t correct you may change it Also the fuel level at last return will show after the mileage if you have set it up the dealer preferences You can also change the date and time if that would be appropriate The current date and time is automatically filled in For convenience and cross checking you should fill in the repair order number This is not required but may save some time with paperwork later on 1E you wish to have the date and time that the car is due to be returned to the dealership printed on the contract you may enter it in the appropriate fields shown The due date and time may be automatically filled in if there is a value in the due date calculation field of the Dealer Preferences settings Even if there is calculated date and time for car due back you may change it to whatever is appropriate for this particular case The special conditions box is filled in with the dealership s default text You may change it or add tw it You must keep in mind the available space on your contract form when putting information in this box Each dealership has a somewhat different contract format and the amount of space available for these comments varies When you press the Process Loaner button the final screen in the loaner transaction appears ne Laan oat st pt ah aoc naga atas seve ste ate tee nita Contract 1209 March 2013 T Leaner Car Net User Manual This is a very sim
10. still due in order of their expected return This roport wil show a listing of al cars curronty out on oan and tho dato and timo thy aro duo back Overaue cars wu he shown rat Tue report requires piam paper Please make sure there ts piain paper loaded nt the printer Pamer Ready Ea Roper C Cancel There are no data item to be entered for this report It simply shows that status of all cars due back as of the moment the report is executed 3 4 Loaner History Report Jcis often necessary to find out which customer had a particular loaner car on a particular day I Your City or State utilizes photo radar or red light cameras at controlled intersections you may got traffic tickets in the mail a week or more after a loaner is returned Loaner Car Net provides You with a quick way to find out who had the car on what day When you select the Loaner History Report from the main menu the following sereen will appear smeny EE Cora p o ERU The raport roa piain papar Please mako sura theres plan paporoadad Inia me poter G sonona sonbycarin creme cB cancel The report can be prepared for a single day or for a range of days When you use the single day selection the report only shows loaner cars that were issued on that day Ifyou have cars out for more than one day you need to use the day range feature You can set the dates in the entry boxes to be whatever you need to get the results desir
11. Leaner Car Index User Manual Chapter 1 Administration DIES Introduction Administrator Dealer Preferences Add Edit Users Add Edit Employees Add Edit Cars Add Edit Customers Chapter 2 Process Cars 21 22 23 24 25 26 27 28 29 Issue Loaner Cars Return of Loaner Cars Future Reservations Follow up Notes Create or Modify Invoice View Cars on Loan View Future Reservations Oil Change Due Log Service Chapter 3 Reports 3 1 Inventory Report 3 2 Duration Report 33 Loaner History Report 34 Loaner Car Log 3 5 Reprint Loaner Contract 3 6 Service History Report Appendix Hints Tips and Suggestions November 2005 Revised March 2013 Leaner Car Net User Manual Chapter 1 Administration 1 0 Introduction Loaner Car Net is Web based software program used to manage the loaner car fleet of an automobile dealership ts principal purpose is to save time in the process of issuing loaner vehicles to customers that must leave their own car for service Loaner Car Net maintains a list of customers once they have been entered into the system so that the process of issuing a car and printing a loaner contract can be accomplished with just a few clicks of the mouse Because Loaner Car Net is a Web based program no software needs to be installed or maintained at the dealership All data is securely stored ina central location and is backed up on a regular basis The system is hosted by a firm spec
12. are two types of user access available to users Administrators which you are and Loaner Agents The difference between the two is that only Administrators will see the Administration menu which is show above on page 2 Loaner agents get all of the other features 14 Add Edit Employees Just as with the user maintenance when you select Maintain Employees you first get a screen that allows you to select and edit existing employees You can also press the Add Employee button to add a new employee If an employee leaves or changes jobs and is no longer required by Loaner Car Net then you can delete them using the Delete functio I s cDRGHLLcLMU OP ORO TU VN szamara Css ins me TTE ES tetro De ce Sat seen we o You will notice that the selection screen shown has the additional feature of allowing your to select the list alphabetically by last name or you can enter a name in the search field and locate an employee Whether you edit an existing employee or add a new one the following screen will appear March 2013 E Leaner Car Net User Manual mw 7 nm 0 Lastname Deporte tnetyee run Loaner agert E m 1 mat Me E lere aka irri e Gel Employee ID This is not a mandatory field but if you have employee ID s assigned by your dealership and wish to use them they may be entered here First Name amp Last Name These fields are fairly straight forward As mentio
13. dified Ifyou need to change somebody s login ID you must delet March 2013 3 Leaner Car Net User Manual them and add in the new one When adding the login ID must be atleast 5 alphanumeric characters long It cannot have punctuation or special characters except for the underscore character The login ID must also be unique throughout the entire country If you enter a login ID that has already been used by someone even at a different dealership the system will notify you and ask you to enter a different one First Name amp Last Name These fields are fairly straight forward The only suggestion here is to Tollow your dealership guideline for upper case or mixed case Later on when you enter employees you will want to make the name of an employee entry exactly the same as the user name In doing that the person s name will appear by default in the Issue Loaner and Return Loaner screens Password The password must also be at least 5 alphanumeric characters long and it MUST have at least one numeric character as well as alphabetic characters The password like the Login ID will automatically translate to all upper case This avoids the issue of users trying to log in with the Caps Lock key in the opposite setting If you want help defining a password just press the Password Suggestion button and one will be made up for you You can change someone s password in this sereen as well User Access There
14. e button and be returned to the main menu You can press the Logout button and your work session will end and you will be returned to the login page Lastly you can press the Help button and this User Manual will display new window on your desktop To print a blank copy of your loaner agreement use the Reprint Loaner Contract screen and enter a zero 0 as the contract number If You Need Help Loaner Car Net support can be obtained by calling 1 888 436 9776 during normal business hours for PC Database Solutions Normal business hours are between 8 30 A M and 4 30 P M Arizona time If your call cannot be answered immediately leave your name direct phone number and a description of the difficulty you are having We will make every attempt to get hack to you on the same day You can also get support information by email at Support loanercars net March 2013 EJ
15. eally what you intend to do and when you press the OK button the selected reservation will be removed permanently 2 8 Oil Change Due Loaner Car Net keeps track of service on all loaner cars and will notify you when one of them is in need of an oil change In the Dealer Preference screen described in section 1 2 of this manual there was an entry for Miles to Oil Change and also an entry for Days to Oil Change When you select the Oil Change Due item from the main menu both of these values are compared to all of the cars in your fleet Any car that has exceeded the number of miles specified or the number of days specified will appear on the following screen The folowing cars are due for oll change E vas Meam Mrs Da reste um Br 6m maanani Mn orais Like the View Cars on Loan screen this one is an information only screen and does not go any further than this You can call this screen up at any time and the oil change intervals will be recalculated 29 Log Service When an oil change is performed on one of the loaner cars or if any other mechanical service is performed it needs to be entered into Loaner Car Ner so that it can be reported on and so that the March 2013 E Leaner Car Net User Manual calculation of Oil Change Due is correct When you select Log Service from the main menu you will first get a grid of all service logged on the whole fleet P sonic pm p a tate m semans oreraa wa 1
16. ed Some manufacturers require a monthly activity report for all of their program loaner cats You can select the Sort by Car LD button and the report will list Loans for the period in order by Car LD This is a convenient way to prepare your monthly report March 2013 E Leaner Car Net User Manual When you press the Printer Ready button the Create Report button becomes enabled Pressing the Create Report button retrieves the history information from the database and displays itas a PDF file in a separate window From this window you can either browse the report or print it using Adobe Acrobat Reader When finished with the report simply press the X in the upper right hand corner of the report window and the window will close Sometimes the information on the history report is not complete enough or may not be in the order desired For this reason an Export to Excel button is provided which will download a superset of the loaner data for the period selected into an Excel spreadsheet Then the data can be sorted or filtered as desired and even printed from the Excel program March 2013 ES Leaner Car Net User Manual 3 5 Loaner Car Log Report I is sometimes necessary when selling a car that has been in the loaner fleet to have an historical log of who used the car and when it was used The Loaner Car Log will provide a printout of the entire history of the car as maintained by Loaner Car Net When you select t
17. efault calculation and the loaner agent can change the return date and time entries on the issuing screen to be whatever you want it to be Require RO If you want to require loaner agents to put the Repair Order number into the loaner Screen so it appears on reports you can check the Require RO box and a loan cannot take place unless the RO is filled ir Always Print Return Form When a vehicle is returned one of two different documents may be printed for record purposes The first is a Returned Vehicle Report which simply prints a record of the loan It may have a comment that shows the condition of the vehicle upon return Printing of the Returned Vehicle Report is optional Some dealerships want to print such a document after every return for record purposes If this is the case you can check this box and the return report will print after each return Always Create an Invoice The second type of document that may be printed upon return of a Vehicle is a Pro Forma Invoice As with the Returned Vehicle Report printing is optional Some dealerships charge a daily fee or a fuel charge for each loaner rental If this is the case you can March 2013 3 Leaner Car Net User Manual ice can be created after each return Note Creation of an invoice is not agent select the type of charge to be entered and check this box and an i totally automatic It requires that the retur possibly the amount of fuel to charge
18. enter a customer s driver s license number as well as its expiration date These items are not required in this screen because you may be pre entering customers to the system and will not know this information Both the license number and the expiration date are required when issuing a loaner vehicle and after entry will be stored in this database Insurance Company and Policy Number Your dealership may or may not require insurance information either here on this form or on the loaner contract See Dealer Preferences in section 1 2 above As with the driver s license you will not likely have that information when filling out this form If required for the loaner contract though it will be entered at the time of a loaner transaction and will be stored in this database Alternate Driver Information If the actual customer is not the person who brings their vehicle in Tor service there may be a need for saving the information about an alternate driver The alternate driver s name license number and expiration date are provided for here As with the primary license information this data will most likely be entered at the time of a loner transaction and will be stored in this database Active and No Loaners Check Boxes If for any reason you don t want a particular customer to appear in the list during the loaner process you can mark them as not active by un checking the Active checkbox on the customer screen Sometimes because
19. hand comer of the window Note Enter a zero 0 as the contract number to print a blank contract for reference 37 Service History Report The Service History Report will display a service history for a single car in the fleet or of the entire fleet When you select the Service History Report from the main menu the following screen will appear step ries plan psn liege ost po Dg rg By default the report prepares service information for all cars in the fleet If you wish to print history fora single car select the One Car button and a text box will appear to the right of the button Enter a single Car ID number in the text box As with the Loaner History Report you can define a date range to be included in the report When you press the Printer Ready button the Create Report button becomes enabled Pressing the Create Report button retrieves the history information from the database and displays itas a PDF file in a separate window From this window you can either browse the report or print it using Adobe Acrobat Reader When finished with the report simply press the X in the upper right hand corner of the report window and the window will close March 2013 EJ Leaner Car Net User Manual Appendix Hints Tips and Suggestions Itis recommended that each person who uses Loaner Car Net has his or her own login credentials username and password When a user is logged in using their o
20. his report in the reports menu a list of all of your cars will appear similar to the list that appears when you select a loaner Selaet the car that you want a log Lar A NN hws sere ome am mnm mm m kEEEREEE ETC Select the car for which you want a log printed and a screen will appear with a button that says Create Loaner Car Log When you press this button the log will be created in Adobe PDF format which you can view or print Note This is also another method to see who had a car out on a particular day in history This may be necessary if you receive a traffic citation inthe mail for a past offense 3 6 Reprint Loaner Contract Sometimes due to printer errors or lost paperwork it may be necessary to reprint a loaner contract To do so you only need the contract number If you don t know the number right off hand you can use the View Cars on Loan feature described immediately above The reprint screen looks like this Tap ie pite March 2013 36 Leaner Car Net User Manual After you enter the Loaner Contract number in the box provided you can then Ready button If the contract number you entered is found to be valid then the Create Contract button will become enabled Pressing it will create the contract in a new window just as when a new contract is created You can print as many copies as needed When finished close the contract window using the X in the upper right
21. ht Savings Time Require Insurance If you require that your customers provide the name policy number and expiration date of their automobile insurance in order to obtain a loaner car and then make sure that this checkbox is checked Otherwise loaner transactions can proceed without this information Use All Caps Some dealerships prefer to use all capital letters when entering customer information As convenience to users you can check this checkbox which will force the entry fields to become capitalized without regard to the setting of the Caps Lock key on the individual computers Show Last Fuel Level If you do not fil the fuel tank on vehicles between loans and you wish to See what the fuel level was at last return check this box and the level will show on the loaner reen after a car is selected Hours Until Car Due Back If you wish to have your printed contract show the date and time that the car is due to be returned you can enter a whole number in this field This number represents the number of hours that will be added to the issue date and time of the car in order to calculate the due back time For example if you generally expect the car to be returned in the same day you could enter an 8 or a 9 in this field and the calculated return time will be 8 Or 9 hours after the Car is issued If you normally expect an overnight with the car then you might enter a 24 or 26 to calculate the due date Keep in mind this is only a d
22. ializing in web services and has a better than 99 record of uptime Within a dealership Loaner Car Net may be operated by as many users as needed Some dealerships have a single focus person for the issuing of loaner cars For a litle better customer convenience other dealerships set up each Service Advisor with the system Either way Loaner Car Net can accommodate the preferences of the dealer Bach user of Loaner Car Net must have a computer that is connected to the Internet by a high speed permanent connection The computer must have browser access to the internet Microsoft Internet Explorer 8 0 or higher is recommended Each computer must also have Adobe Acrobat Reader or Foxlt Reader installed in order to view and print contracts and reports 1 1 Administrator When a dealership initially signs up to use Loaner Car Net one person must be designated as the administrator for the system This person will be assigned a user login name and password so that hey can then begin the process of setting up Loaner Car Ner to suit their needs A dealership is not limited to one administrator Any additional persons that the administrator sets up with user logins can be designated as administrators too The assigned administrator is responsible for setting up the following items in Loaner Car Net for the dealership Set Dealer Preferences This means setting one time constant information like time zone daily rental rates
23. ime this vehicle is returned from lou its status will switch to Out of Service rather than to Available This feature is to prevent a car that is due to be rotated out of the loaner fleet from being re loaned March 2013 7 Leaner Car Net User Manual License Plate The license plate number is printed on the loaner contract so that the customer can Tind the car in a parking lot Make Model Color amp Model Year These are obvious entries Current Status A newly entered car will have a status of Available unless you change it Ila car dels mis identiied you can enter this screen via the edit and change its status Current Mileage When a new car is entered it is important to enter the current mileage so that it appears on the first contract and so that the calculation of oil change intervals is correct Loaner Car Net continues to update the current mileage value as cats are loaned out and returned Date In Service When entering a new car this field will show today s date This date can be changed if the appropriate date is different Date Out of Service This field cannot be filled in manually When a car s status is set to Out OF Service this date is filled in automatically 1 6 Add Edit Customers Adding customers can be done in two ways You can use the Customer Maintain feature of the main menu which will be described here or you can add customers on the fly as you issue loaner vehicles
24. list will show you only those customers that have set up a reservation for a loaner car for today Reservations are set up using the Future Reservation form under the process menu If you have found the customer who needs the loaner car press the blue Select link immediately to the left of the last name You will he returned to the loaner screen with the customer filled in T after searching you do not find the customer who needs the loaner car you will have to enter them into the system manually Please note this will only have to be done this one time as the system will maintain that customer from this point on and the next time they need a loaner their name will be available To enter a customer on their first loaner transaction press the Add button on the search screen A customer entry screen will appear that is an abbreviated version of the one shown in the Maintain Customer section 1 6 Between the abbreviated customer entry sc and the loaner screen shown above all necessary information can be entered and saved Here is the abbreviated customer entry sereen tme same ax mex o ome As with the Customer Maintain screen First Name Last Name City State and Zip Code are required in order to save this new customer entry Once you have entered the required information and pressed the save button you will be returned to the loaner screen with the customer identified March 2013 1 Leaner Car The
25. loaner screen after a customer has been selected or added looks like this User Manual w Notice that once the customer information is filed in the red car selection button appears To select an available car for this customer press this car select button The following sereen appears with a list of available loaner cars aa 3 mes er ve PS m iei dms um pu p You may select one of the available cars and it will be reserved for you for the next 15 minutes This will prevent some other person using the Louner Cur Net program from selecting the sume os os Beer IEEE var If however you do not finish this transaction within 15 minutes the car will be cycled back into the list of available cars As with the customer selection you select a car by pressing on the Select link immediately to the left of the Car ID column When you do so the loaner screen appears again with the car information included March 2013 Leaner Car Net User Manual en i Em cuu ame sen DECOR SI o Notice that the Process Loaner button is now enabled so the transaction is almost complete You are required to select a Loaner Agent and a Service Advisor using the dropdown lists on the right hand side of the car area The mileage of the car that was recorded the last time it was returned appears in the mileage box If for
26. make a Follow Up Note and press the Select link in the leftmost column The following sereen will appear This simple screen allows you to make a new entry related to the loaner contract shown If a note already exists for this loaner it will appear and can be modified or added to When you have made a note or an addition simply press the Save button and the note will be entered into the database so that it will be seen in the loaner reports You will be returned to the selection sere so that you can make additional Follow Up Notes if needed 2 5 Create or Modify Invoice Jn many cases it is desirable to create an invoice for a loaned vehicle Maybe the dealership always charges a daily fee for loaners or maybe the customer must be charged for fuel used to refill the tank When you select the menu item named Create Modify Invoice you can create a new invoice fora previous loan event or you can modify an invoice that has already been created March 2013 T5 Leaner Car Net User Manual voices may be created at the time of a loaner return The invoice that is created is actually a Pro Forma Invoice meaning that it is created in advance of the commercial invoice and is not used to record accounts receivable in the dealership business operating system It is used by the AIR personnel to create a commercial receivable in the normal form of business Selecting this menu item brings up the following scree
27. n in which you must enter a contract number of an already completed loan contract n order to add or modify an invoice you must enter the contract number below Entor Contracts 2146 Daa tas 1 After entering a valid contract number click the Create Modify Invoice button and the following screen will appear which will allow you to create or modify and then print an invoice Tower ie information conse tration EHTE EE DELE Notice that the details of the loan appear across the top of the screen for reference only These are not editable Immediately below the detail area of the screen there are 3 lines which contain the three most common types of charges day charge mileage charge and fuel charge Each of these nes ends on the right hand side with a button that applies this type of charge to the invoice Details ofthe invoice appear inthe area below In the case of fueling charge you will need to enter the amount of fuel in full gallons into the box identified as Gallons Essentially these three buttons are simply shortcuts so you do not have to do these calculations manually March 2013 T Leaner Car Net User Manual You can also enter a manual line item by pressing the button named Add Manual Invoice Item This will apply a blank line to the invoice and you can then enter whatever you wish For example
28. n unusual length of time the Follow Up note should explain why When you select the Duration Report from the main menu the following screen will appear This report wil show a i andthe le wil be show fist and tho shortest poriod last list by service AdMsor This report requires plam paper Please make lain paper loaded nto the printer Ifyou check the box labeled List by Service Advisor the report will sort the loaned cars in order by the name of the Advisor who is responsible When you press the Printer Ready button the Create Report button becomes enabled Pressing the Create Report button retrieves the duration information from the database and displays it as a PDF file in a separate window From this window you can either browse the report or print it using Adobe Acrobat Reader When finished with the report simply press the X in the upper right hand comer of the report window and the window will close March 2013 5 Leaner Car Net User Manual 33 Due Back Report If your company elects to use the Due Back date and time for loaned vehicles then a due back date and time is stored inthe system for all outstanding loaners The Due Back Report will give you a listing of all cars out and show when they are expected to be returned This will help in managing your vehicle availability The report fist shows any vehicles that are overdue to be returned and then lists the ones that are
29. ned in the maintenance of Users above if an employee is also a user of the system you want to make sure that their name is entered exactly the same in both places Department You may enter the employee s department if you wish This is only for reference and categorizing It is not required Employee Function Employees are entered into the system so that their names will appear in elation to a loaner contract Employees have three different function categories Loaner Agent Service Advisor and Advisor Agent The third is a combination of both of the above If for example your Advisors actually issue the loaner cars then they need to be identified as Advisor Agent so their name appears in both cases on the loaner screen Phone amp Email These two fields are optional and are only for your refere them itis your choice ice If you wish to use Active When an employee is not checked as being active their name will not appear in the dropdown list of the loaner car screen You may wish to deactivate an employee for example if they are on vacation or on an extended leave of absence Then when they return you can simply re check the box and they will again appear in the forms 1 5 Add Edit Cars As with other maintenance forms when you select Maintain Cars you fist get a screen that allows you to select and edit existing cars When a car is removed from service as a loaner you first need to mark its status as O
30. of an incident with a loaner car on previous visit a customer needs to be indicated as not being allowed a loaner To do this check March 2013 9 Loaner Car Net User Manual the box marked No Loaners This customer will still show up in the listings on the loaner sen but they will be identified as not being allowed a loaner Deleting a Customer A customer can be deleted from the database if they are known to no lo use the services of the dealership either because they have moved to a different city or have changed automobile makes This is done in the grid screen for Maintain Customer The rightmost column in the grid has Delete links It is a good practice to keep your database as lean as possible to provide the most responsive operation Export to Excel The button in the lower right side of the Maintain Customer sereen provides a method for you to download a full list of your customers in an Excel format Press the button and in a few seconds a dialog box will appear n which you can tell the system where to place the downloaded Excel file on your computer This format is useful for reviewing your customer list or possible duplicate entries and can also be used as a mail merge file with a word processing program to create mailing labels or form letters March 2013 70 Leaner Car Net User Manual Chapter 2 Process Cars 21 Issue Loaner Cars as shown here m
31. ots of cars out and want to find all that were issued by a specific Service Advisor When you have found the information you are looking for simply press the Return to Home button and you will be returned to the main menu 27 View Future Reservations To find out how many cars are reserved for customers on any given day select the View Future Reservations selection in the Utility menu This will bring up the following screen March 2013 3 Leaner Car Net User Manual The following customers have made future reservations for loaner cars saw Cremerow wednesday Cose Coni Cei C sunay Can suosi SEL Mi poo season I aren eer ass fre Just like with the Future Reservation screen described above this one has a shortcut for the next Seven days Simply pressing one of the day labeled buttons will show a list of customers that have reserved loaner cars for that day There is also an AIM button that will display all future reservations in date order On the far right hand side there is a button that pops up a calendar so that you can display any future date and see what customers have reservations When a reservation date passes the reservation is dropped from the list permanently so you cannot go back and view previous reservations JE you wish to cancel a customer s future reservation locate it in this sereen and press the cancel button in the last column of the display You will be asked to verify that this is r
32. own below ely Fuel Charge Mileage tei Daly onal Rate Par Galon Rato 255 Late Return Fas Defaut state M Tine Zone Central standard v Require insurance FZ Use AN Caps F7 Show LastFuettevet FZ Require RO FZ ours unecar ve Back E7 Ear zaro tor no retum dao calcuaton Away Print Rotura Form Aways Croato an olco mesto 0u Change ays t Ou Change March 2013 Loaner Car Net User Manual The first 5 items represent monetary amounts that may or may not be used by your dealership If your contract is set up to utilize for example a Daily Rental Fee then that fee should be entered in this preferences screen so that it appears on the contract If on the other hand you charge a mileage rate for the use of a loaner car then that amount should be entered Leave a zero in any fof these 5 fields if you do not utilize that feature Then the amount will not print on the contract Default State The Default State entry is simply a convenience when entering a new customer Typically most customers of a dealership come from a single state and entering that state abbreviation in the preferences sereen will automatically put it in the customer screen Time Zone Your local time zone must be entered and maintained by you so thatthe times assigned to loaner contracts are correct You may need to go into this screen and change this entry when the country switches back and forth from Daylig
33. ple screen that displays the contract number to you so you can fill it in on any additional paperwork that may be required by your dealership When you press the Create Contract button the contract will appear in a separate window as an Adobe PDF page You can view it and ultimately press the print button After the print dialog appears you must select the number of copies that you want printed When printing is complete use the X in the upper right hand corner of the contract screen to close it You will now be returned to the blank loaner ear screen to begin another transaction if necessary March 2013 Leaner Car Net User Manual 22 Return of Loaner Cars When a loaner car is returned to the lot the only information you need to check it in is the current mileage of the vehicle Of course you will need to be able to identify the vehicle either by its car ID or by the name of the customer that had it out The loaner car return function can be called up either from the main menu or from the loaner screen In either case you will first get a grid showing all outstanding loaned cars onone camas ses aas um pu rom As with other grid screens you can sort on any column by clicking on the blue heading of the column When you have located the car to be returned click on the Select link immediately to the left of the Out Date column The following retur screen will appear c BE e Bm tuac RTA
34. price per mile and some screen preferences Enter Additional Users This means assigning login names and passwords for additional people that will use the system Enter Employee Names A list of employees that will appear in the reports and contracts must be entered This list consists of either Service Advisors or Loaner Agents Enter List of Loaner Cars Initially all cars that the dealership has available for loan must be entered into the system Make model VIN and license plate information is all hat is required Each car must have a unique identification number or letter number sequence March 2013 T Leaner Car Net User Manual Enter Customer List Optional You may want to enter an initial list of customers into the system For example if you know who may be scheduled for service in the next week they may be added This is not a necessary step as customers can be entered in as loaner cars are issued Once entered the customer list will stay in place until intentionally deleted The menu that appears for administrators only is shown below Administration Martain cars Mantain Employes Dealer Proferencos Mileage Corrcton 1 2 Dealer Preferences The Dealer Preferences must be set up before the process of issuing loaner cars can begin Dealer Preferences may change occasionally but this is typically a one time process The screen for maintaining Dealer Preferences looks as sh
35. rs of more than one model When you make a reservation you can indicate Which model the customer has so that when you review the reservations you will be able to tell how many of which type are needed on a given day For convenience the next 7 days starting with tomorrow are set up as pushbuttons Ifthe reservation is planned for one of those days simply press that button and then press the Set Reservation button atthe bottom of the screen If the reservation needs to be set up for a date further out than the buttons allow you can manually enter a date in the date box If you enter both the date entered manually will be used by default March 2013 7 Leaner Car Net User Manual 24 Follow Up Notes During the time a car is out on loan some bit of information related to the customer th customer s service or the loaner car itself may become important For example The loaned car may be out longer than originally expected due to a delay in getting repair parts for the customer s ear When a Service Advisor or a Service Manager looks at a duration report they will undoubtedly have a question about a long term loaner The Follow Up Note feature of Loaner Car Net is used to make this information available on certain reports When you select the menu item for Follow Up Notes a grid screen just like the one for Retum of Loaners appears Ope Camade ies ea on Identify the outstanding loaner for which you want to
36. the Service History report for this vehicle March 2013 E Leaner Car Net User Manual Chapter 3 Reports 3 1 Inventory Report The Inventory Report provides a list of all cars in the loaner car fleet The cars are grouped by their status Available On Loan etc When you select the Inventory Report from the main menu the following sereen will appear eee aa a ae moa The note on the screen lets you know that there very likely is contract paper in the printer That is paper that has the contract terms and conditions printed on the reverse side When you press the Printer Ready button the Create Report button becomes enabled Pressing the Create Report button retrieves the inventory information from the database and displays it as a PDF file in a separate window From this window you can either browse the report or print it using Adobe Acrobat Reader When finished with the report simply press the X in the upper right hand corner of the report window and the window will close 32 Duration Report The Duration Report will show a listing of all cars currently out on loan and the length of time they have been out The longest period will be show first and the shortest period last This is a favorite tool of Service Managers who are interested in keeping the loaner car fleet active The Follow Up notes described in section 2 4 of this manual are displayed if they exist underneath each car listing If a caris out for a
37. ut Of Service Then it can be deleted To delete a car you simply press the Delete link on the rightmost column When a car is deleted all of its service records are March 2013 E Leaner Car Net User Manual deleted as well If you want a record of its service you must print the service history for the car before deleting To add a new car to the fleet you press the Add Car button a Meme QN RE E UR aa e Sein dea um Wee os m e E oum EI a EE ue oum West m mem aae fue ian Pu CUN NEM a nae a ei oum mose mm son aas PEE Whether you edit an existing car or add a new one the following screen will appear Desiercarn 7 rj stocktin vm DETE memi License Piate 3 wake t paa o xe Model Year E Gef Cumont stans Wes E current monge HE Datei serice E7520 Date Cut of Service ems manced wih are recie Sae _Concel Car ID A dealership ID must be assigned to each car This can be a format of your choosing with ther letters or numbers or both A simple sequence like 0001 0002 0003 is most commonly used imber will Stock No You ean optionally enter and maintain the car s stock number The stock appear on the inventory report and on the Loaner History report sorted by Car ID VIN The VIN of the car is required for quick access to it in the event a car is in a collision oris Stolen Retiring When this check box is checked then the next t
38. wn credentials then their name will automatically pop up in the dropdown lists of Service Advisors or Loaner Agents depending on their job Like all web sites Loaner Car Net has a timeout period On most screens after 20 minutes without any screen activity you will be automatically logged off If you leave a screen unused for that length of time the screen will not change but if you press a button on the screen or try to navigate to a different screen you will be redirected to the login page The exception to this rule is the main menu page or Home page If you leave this page up in your browser it will not expire for one hour Because of the timeout mentioned above it is helpful to have a password manager type of software installed on your computer There are a number of them available They can be purchased from some of the major software vendors like Symantec There are also some free password managers available for download If you have a computer support person or group in your dealership they may be helpful in this One disadvantage to these password manager programs is that anyone who walks up to your computer can log on as you When adding cars to Loaner Car Net keep in mind that the Car ID number is an alphabetic entry not just a numeric entry If you only use numbers and no letters in the Car ID you should precede the single digit numbers with a zero 0 so that when you display the inventory it will
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