VEHICLE STATUS CODES Purpose The purpose of this procedure is to establish and define Vehicle Status Codes which are universally used throughout the Company in different vehicle and accounting databases. Definitions - Vehicle Information System (VIS) The Vehicle Information System (VIS) is a Company-wide database containing all pertinent information on a vehicle which is owned or operated by the Company from the date of purchase through the date of disposal. The database includes information such as date of purchase, capitalization cost, physical location, vehicle mileage, maintenance history, vehicle specifications including engine, transmission, seating configuration, state in which licensed, etc. - Accounts Receivable (A/R) System The Accounts Receivable (A/R) System is a Company-wide database containing information on various aspects of a customer s status with the Company. The Accounts Receivable (A/R) system is linked with the Vehicle Information System (VIS) to utilize certain vehicle related data in the VIS. The A/R System contains information in a variety of formats including: Customer Information - name, address, social security number, etc. Invoice Data - current payment activity, debits/credits, fare recovery, and notes/comments. Vehicle Data - vehicle identification number, mileage, etc. arranged by Project Office and by customer. Chronological History - by customer and by vehicle. The A/R System is used to prepare monthly customer invoices. - Vehicle Status Codes - Numbers, Titles and Descriptions Ordered Based upon the forecasted requests from the Project Office, vehicles are entered into the VIS and the Manufacturer s system. At the time of entry, an Order Number (found in the VIN field of a vehicle record) and Vehicle Number are generated. The status will remain as Ordered until the production plant has scheduled the vehicle for production. Assigned Prodecure No. 20-23 Page 1
Once a vehicle is scheduled for production at a production plant, a VIN is generated. At this time, the VIN replaces the previously posted Order Number and the vehicle moves into Assigned status. Vehicles will remain in this status until delivered to a dealership. Delivered This status is changed when the vehicle has physically arrived at its final destination (i.e. the dealership). This information is downloaded from the manufacturer via the Intranet. This status is changed automatically through a computer upload. Non-Owned Delivered This status is used for vehicles not owned by VPSI, but may be in process or available to the field office. These vehicles are not in use by the office, but are available. This code is changed by the Manager Fleet Administration. The Project office is to notify the Manager of any vehicles that may fall under this status. Cancelled This status may be used anytime and order has been placed in the system and is damaged in transit or the order is actually terminated, for any reason by the manufacture. This status can only be changed by the Manager Fleet Service and Engineering or Manager Fleet Administration. Proto-Type Any vehicle built for or being used for the sole purpose of introducing or testing a new product may obtain this code. This code may only be applied by the Manager Fleet Operation or Manager Fleet Administration. Invoiced When a customer is entered into the Accounts Receivable (A/R) system, the status for the corresponding vehicle is automatically changed to Invoiced status. If a vehicle is to be given to customers for demonstration purposes, they are to be entered into the billing system. The Project Office should process credits for the period of time not the customer is not to be charged. Back-Up This status is used when a vehicle is to be utilized as a back-up vehicle. The vehicle may reside with a vendor or at the Project Office. The Project Office changes the code to Back-up, via the Intranet. See the section titled Method for Changing a Status Code, for directions. Paid Demo This status is used when the vehicle is used for demonstration purposes and VPSI is paid by a third party, namely a contracting agency. The Project Prodecure No. 20-23 Page 2
office, via the Intranet, updates the code to Paid Demo. See the section titled Method for Changing a Status Code, for directions. Not Invoiced When a vehicle is terminated from revenue service, the code will default to Not Invoiced if no other code (Back-up, Pd Demo, Want to Sell, or Stolen) is entered upon termination. However, it is up to the Project Office to change the code to Not Invoiced when a vehicle is being removed from the following status codes: Back-up, PD Demo, or Want to Sell. See the section titled Method for Changing a Status Code, for directions. To-Be-Sold This status is for preparing to dispose of a vehicle. The status is changed manually upon receipt of an original or faxed condition report in the Home Office. At the Home Office, a Vehicle Sales Executive or the Manager - Fleet Logistics changes this status. Sold This status is used to archive information on all sold vehicles. The status is changed manually upon receipt in the Home office of certified funds necessary to complete the sale. This is a terminal code; once assigned Sold, the vehicle should never be changed. At the Home Office, a Vehicle Sales Executive or the Manager - Fleet Logistics changes this status. Salvage This status is used when a vehicle is determined to be either a mechanical or financial total loss, as the result of extensive collision or comprehensive damage. The threshold for determination is: 1) Collision or Comprehensive (C&C) damage exceeding 50% of market value, or 2) C&C damage exceeding 75% of book value, or 3) it is determined that the vehicle s overall structural integrity has been compromised. This status is changed manually in the Home Office after the receipt of two corroborating estimates. This is a terminal code; once assigned Salvage, the vehicle should never be changed. Stolen This status is used to archive information on all stolen vehicles. The status is changed manually by the Project Manager upon notification by the police or vanpool driver. At the time the code is changed to Stolen, the Revenue Status Date is to be changed also. The date entered is to be post dated 30 days (the standard insurance recovery period). For example, vehicle reported stolen February 1st, the status code is changed to Stolen at the time of notification and March 2nd is entered in the Revenue Status Date field. In the event of recovery, the Project Manager is to notify the Manager- Fleet Logistics to evaluate repair and disposal options and change the code accordingly. See the section titled Method for Changing a Status Code, for directions. Prodecure No. 20-23 Page 3
Non-Owned Returned This status is solely for use by Home office personnel. This is an archive status for NON-OWNED vehicles rented, leased or otherwise used by VPSI. This code is changed manually by the Manager Fleet Administration upon completion of VPSI s use. This is a terminal code; once assigned the vehicle should not be changed. The Project Office is to notify the Manager anytime a vehicle is returned and may fall under this status. Status Error This is applied by the computer, and is used when the checks and balances put in place do not align. General A uniform set of Status Codes has been established to be used universally throughout the Company to facilitate the recording and reporting of a vehicle throughout the useful life of the vehicle. The Status Codes are the only authorized codes to be used by Project Offices and the Home Office when entering vehicle status information into the Vehicle Information System (VIS) database or the Accounts Receivable (A/R) System database. Some Status Codes are updated mechanically, while others are changed by a Project Office or by the Home Office. Computer programs allow Project Offices to change Status Codes through the VIS System or the A/R System via the Company Intranet. Method for Changing a Status Code A Project Office is able to change the status of a given vehicle to one of the following Status Codes: Title Prodecure No. 20-23 Page 4
Back-up Paid Demo Not Invoiced Stolen Computer language incorporated into the various VPSI computer programs limits the user s ability to utilize other Status Codes. Codes, such as Assigned, Delivered, and Invoiced, are mechanically updated and will override any attempt to replace it with a different Status Code. There are three (3) places in the VPSI Intranet where an employee may change a Status Code which is not on restricted status. The places are as follows: - Vehicle Information System (VIS) - Accounts Receivable System - Van Switch - Accounts Receivable System - Van Termination The following is a step-by-step direction for changing a vehicle Status Code utilizing the three (3) places referenced above. - Vehicle Information System (VIS) The first option available to change a status code is through the VIS - Van Search screen. This screen will provide the user several options to search for a van (van number, VIN, License Plate Number, etc.). Once the van appears on the Fleet Detail screen, the user will have the option to change the status code. Utilize the drop down screen under Revenue status. The status codes available are: Title Back-up Paid Demo Not Invoiced Stolen There is an opportunity to include comments about the vehicle in a field titled Revenue Status Notes. This area is intended to assist the Project Office and the Home Office in communicating details on a specific vehicle. For example, if the code is Not Invoiced and that vehicle is scheduled to go into revenue service in two weeks, it can be noted. Other examples include: when a van is scheduled to be transferred to another project; a van is located at a specific vendor; or which group is using the back-up vehicle, etc. The field allows for 40 characters, so abbreviations may be necessary. - Accounts Receivable (A/R) System Prodecure No. 20-23 Page 5
The other two options are in the A/R System via the Van Switch Form and the Van Termination Form. Once the required fields are completed, there is the ability to change the status code from Invoiced to one of the above codes. In both instances, a van is taken out of invoiced status. If nothing is put in the status field, the computer will default to Not Invoiced. The A/R Department does not have the ability to change status codes. If the A/R Department processes a termination or van switch, the terminating vehicle will automatically default to Not Invoiced. Consequently, it is essential the Project Office enter the transaction so the vehicle database is updated quickly and accurately. As in the Vehicle Information System, there is the opportunity to add any notes or comments specific to the vehicle. M.M. Grassa Controller/Treasurer kam Attachments - Van Termination Form Van Switch Form Prodecure No. 20-23 Page 6