Claims Entry

Location

CLAIMS

COUNTER

Purpose

Use this menu item to quickly enter claim information. The basic information is entered on this screen, then Claims Management is used to process the claim.

Fields – General Tab

Claim# – This will automatically be assigned by the system once a claim has been added. It is comprised of three parts, the unit number of the rental vehicle, the date of loss and the transaction number. The unit number and date of loss will be added to the claim number as they are added to the claim.

Status – When claims are entered using this screen, they are all given the initial status of Pending. The pending status allows the person assigned to manage claims to easily identify new claims that have been entered. Once identified, the status should be changed to an open (or equivalent) status.

RA# – Enter the rental agreement number with which the claim is associated. You can then choose to automatically add the renter and vehicle information to the claim.

Renting Loc – The location that the vehicle was rented from.

Rental Check Out – The pickup date and time of the contract.

Rental Check In – The return date and time of the contract.

Police Dept – The police department that handled the accident report.

Police Report # – The accident report number.

Date/Time of Loss – Date and time of the accident.

Location of Accident – Where the accident happened.

Nearest City – The city nearest to the accident location.

State – The state where the accident happened.

Zip – The zip code where the accident happened.

Country – The country in which the accident happened.

LDW Accepted? – Select whether or not the renter purchased the loss damage waiver.

Document Checklist

The documents that are set up in Claims SetupClaims_Setup are listed here. Check off the documents that have been received.

Fields – Contacts Tab

You can enter an unlimited number of contact records to be associated with a claim.

Type – The type of contact (i.e. Renter, Third Party, Adjuster, etc.)

E-Mail – The contact’s e-mail address.

First Name – The contact’s first name.

Last Name – The contact’s last name.

Address – The contact’s address.

City – The city where the contact is located.

State – The state where the contact is located.

Zip – The zip code where the contact is located.

DL# – The contact’s driver license number.

Home Phone – The contact’s home phone number.

Work Phone – The contact’s work phone number.

Fax – The contact’s fax number.

Ins Co. – The contact’s insurance company.

Policy# – The contact’s insurance policy number.

Reporting Contact – If this is the person who reported the accident, check this box.

Injured – If the person was injured, check this box.

Fields – Vehicles Tab

You can enter an unlimited number of vehicle records to be associated with a claim.

Driver – The driver of the vehicle. Use the pull-down menu to select one of the Contact records.

Product – The product code of this vehicle.

Unit# – The unit number of this vehicle.

Odom – The current odometer of the vehicle.

VIN# – The Vehicle Identification Number.

Lic# – The vehicle’s license plate number.

Lic. St – The state that the license is registered to.

Year – The model year of the vehicle.

Make – The vehicle manufacturer.

Model – The vehicle model.

Color – The color of the vehicle.

Fields – Notes Tab

You can enter an unlimited number of notes to be associated with a claim. Use the Add, View, and Delete buttons to maintain the notes.