Vehicle Reading Processing
As tire, brake, and fuel recordings impact rental agreements at the inbound and outbound stages, the net impact (negative variances) of the readings affects the invoicing process. It is important that the invoicing of the possible charges be subject to a review by the user prior to the final off rental invoice being generated. The processing of inbound readings will create miscellaneous items on the rental agreement awaiting invoicing.
After the inbound service call is completed or the reading has been committed, the system will check to see if the:
- Rental agreement line is covered by maintenance. If a piece of equipment is covered by maintenance, mark the Fully Maintained checkbox in Rental Agreement Line Entry to indicate that the only wear charges to be incurred are for a tire change of original to retread or if there are reefer charges.
- Readings are unbalanced, meaning the number of inbound readings does not equal the number of outbound readings. If the readings are unbalanced, you can save the vehicle reading, but you will not be able to commit the reading. By saving the vehicle reading, you can edit this once you know what the missing reading is and can enter it later. A SmartList has been created to view the unbalanced readings as well as an edit list is available for rental agreements where unbalanced readings exist.
Once the reading is committed and if the rental agreement line entry is not set to maintenance, the system will:
- Check setup to see if variances are to be charged on a combined or individual basis.
- Calculate the totals for tire, brake, and fuel readings.
- Compare inbound totals with outbound totals from the relevant outbound call.
If the wear variance reading is negative, and you have not marked to process credits in the Vehicle Readings setup window, there will be no charge for the wear. Likewise, if you have marked to process credits, credits will be processed.
Setting the automatic processing time for the system
You can update minutes for between the automatic processes for On/Off Rental Processing and the Commit Vehicle Readings processing.
In the Dex.ini settings update the following lines to the appropriate number of minutes between processing. The default setting is to run each process every 5 minutes. Setting the number to 0 will set the process to not run.
EQS_On_Off_Rental_Process_Minutes=5
EQS_Vehicle_Readings_Process_Minutes=5