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Call Details |
Vehicle Detail Form:
All relevant vehicle information is entered onto
this form. It is imperative that all information is
entered accurately. The basic information is
imported from the original Call Log. If information
was omitted on the original log, it can be entered
here. Short descriptions of fields to be entered are
as follows:
- Call # -
Auto-generated number that identifies call.
- Log # - Optional
user-defined reference number. (frequently used
for driver’s ticket number)
- PO# - Option
user-defined reference number
- DR# - Optional
user-defined reference number (intended for
Police reference number).
- Ent By -
Employees name that entered call.
- Hold - Check if
vehicle is on hold. If checked, vehicle cannot
be released without notes. This field is
intended for vehicles that should not be
released without special permission.
- Wait - Check if
vehicle is waiting and should not be processed.
Vehicle will not be available for lien sale when
checked, but can be released.
- Reason - Reason
for call.
- Agency - Agency
that requested tow
- Vehicle Type -
Enter type (Auto, MC, Boat, Large or X-Large).
This list cannot be edited. Defaults to auto.
- Driver - Driver
that conducted tow, must be one from list Truck
- Truck that conducted tow, must be one from
list
- Times - Entered
from original Call Log. The total tow time is
the difference between dispatch and call
completed time. Times must be input in the
proper format. The apply charges button will
warn if charges are not in chronological order.
- Vin: Vehicle
Identification Number - All 17 digit VIN’s will
be screened for validity, and if invalid, will
warn and display in red until corrected. On most
vehicles, make will be automatically filled in
after the VIN entry (from 1981 on).
- Eng# - For use
with motorcycles. CA-DMV requires engine number
on all motorcycle lien sales.
- Lic# - Vehicle
license number. It is advised to enter "none" if
vehicle has no plate. Blank entry indicates no
entry, not no plate.
- St - State that
issued license number. Automatically defaults to
state you operate your business in.
- Lic. Year - last
year of registration.
- Year - Two-digit
year vehicle was manufactured.
- Make - Make of
vehicle entered automatically after VIN entered.
- Model - Model of
vehicle (select from list).
- Body - Body type
(list cannot be edited)
- Color - Vehicle
color.
- Unit# - Use to
track vehicle keys or unit # for fleet accounts
- Pp? - Check if
you take personal property out of the vehicle
for safekeeping. When vehicle is released a
reminder will flash.
- Remark - Used to
note condition of vehicle, i.e. burned, requires
flatbed, etc.
- Odom - optional,
used for odometer reading.
- Towed From -
Dispatch location for call.
- Towed To -
Location vehicle was towed to. If vehicle wasn’t
towed use Road Service Only. Field must have
entry.
- Miles To - miles
traveled to the vehicle for service, must be
populated if agency is identified as club.
- Miles Towed -
miles vehicle was towed, field must be populated
if agency is identified as club.
- Impound - reason
vehicle impounded.
- Avl Date - Date
vehicle will be available to release from
impound. Automatically populated if impound
reason selected has hold days.
- Note - anything
you want to put, these notes will not show on
the invoice, but will be sent on text pages.
- Critical - Check
this box if notes are critical for this call.
When checked a message box will display the
notes any time detail is viewed.
- Lien Date - Date
vehicle was sent to lien sale.
- Lien Msg - any
notes regarding the lien should be entered here.
- Verify By - If
the verification box in program constants inside
company info is checked, employee who verified
vehicle must be selected before it will appear
in the pink section of start liens.
- Clear Date - Date
lien sale clears, otherwise known as auction
date or sale date. This field is automatically
populated through batch operations, lien clear
dates, but can also be hand typed.
- Val - Lien Sale
value of vehicle "-" indicates junk lien, "S"
indicates standard lien (less than $4,000) and
"+" indicates value over $4,000. Or "S"
indicates regular lien and "+" indicates late
model.
- Date Sold -
Automatically populates through batch
operations, batch lien sales. Will appear yellow
when you enter detail after vehicle is sold.
- Pink - Automatically
places date title was turned over by owner
through the release screen.
- Inv. # - Once a
record has been invoiced the invoice # will
appear here automatically.
- Apply Charges -
Click the apply charges button to automatically
apply towing, road service, and storage charges.
Call will not be marked as complete until this
button is pressed. Information will be validated
and if key information is missing, a warning
will be issued and charges will not compute.
Additional charges can be manually entered or
edited. Storage charges will recalculate each
time the form is opened until the vehicle is
released.
- Add - Click to
add additional charges if necessary after
initial charges are applied.
- Edit - Click to
edit charges if necessary. Must have data
manager access to edit charges.
- Rlse Date - Date
vehicle was released. Will display in red if
released. NOTE: When a vehicle is released, all
fields will be locked unless Unlock is clicked
and the administrator password is entered. This
is intended to prevent changes to a completed
record.
- Rlse Auth -
Automatically populated from release screen.
Indicates what paperwork was shown to authorize
release of vehicle. List can be edited in Lists,
Release Authority.
- By - Indicates
employee who released vehicle. Automatically
populated with employee who is logged on
computer at time of release.
- Print Property
Removal Slip - When a name is highlighted in
owner’s information and this button is clicked a
Property Removal Slip will print.
- Owners Info -
registered owner (RO), legal owner (LO),
interested party (IP), insurance company (IS) or
buyer (B). RP is for release party and box is
automatically checked through release.
- Unlock - Once a
vehicle has been invoiced all details are
locked. Click unlock button and enter pass code
to edit record. Must have data manager access.
- Delete - delete
entire call, must have data manager access.
- Cancel - cancel
call, must have data manager access.
- Print - print
call statement
- Release - click
button to open invoice & release screen
- Invoices - click
button to open invoice screen to view previously
created invoices or to invoice one call to two
separate parties.
- Close - click
button to close call details screen.
Entering Inventory:
To enter vehicles already in you inventory go to
Main Menu select Tow Log then select
New. Enter in as much information as you can at
this point and then select Open Details. For
vehicles already in your inventory you will need to
manually enter the five dispatch details (Received,
Dispatch, Arrival, Start and Complete). Once all
information is entered the vehicle will appear on
the Towing Log. Double clicking any record on the
Tow Log will open the Vehicle Detail.
Once you have entered all vehicles in inventory, you
are ready to accept calls for dispatch.
New Calls/Dispatch:
- When a call comes in
select New from Main Menu.
- A Call Number and the
Call Rec’d box will automatically be populated
with values.
- Fill in all information
currently available (this can be edited later,
the idea is to get the record started quickly).
- When information is
complete a new record will appear in the
Dispatch/Active Calls form under the Main
Menu.
- Select Dispatch
and you will be able to see all active calls. To
enter dispatch information, select your call.
The information on this form is always sorted by
the call-received time. Vehicles will remain on
this list until a Call Completed time is
entered.
- When the tow truck is
dispatched, press F9.
- When the truck arrives,
press F10.
- When the truck begins
towing, press F11.
- When the call has been
completed, press F12.
- The car will now appear
in the Towing Log.
- From the Main Menu
select Towing Log. Double clicking on a
record from the Towing Log will open the Vehicle
Detail form where you can enter the rest of the
call/vehicle information.
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