Creating a Damage Claim
Video Duration: 5 minutes, 21 seconds
Creating a Damage Claim
Damage Claims can be created in a similar way to notifications of intent, either from scratch or by amending an existing NOI, this time setting the Damage Event Type to Damage Claim.
Adding Damage Lines
To add a Damage Line from the Damage Event screen, click the Add Damage icon. Select the options most appropriate to the damage line, followed by any notes and the Damage Cost. When ready, click Add Fault to log the damage line.
You can add as many damage lines as required, detailing all aspects of the damage on the vehicle. Existing damage lines can also be deleted using the bin icon.
Once finished, click Confirm to go back to the Damage Event screen where you will now see any damage line details displayed.
Supporting Documents
You can upload a PDF or ZIP Damage Pack and detail the information included via the available tick boxes and damage pack notes field. You can also add any notes, if required. A further Additional Document can also be added to the damage claim.
Attachments must be in PDF or ZIP format and be no larger than 12Mb. There is validation to notify if any required details are missing, depending on the options selected for the damage lines. You can Save your claim if you need to come back to it. If you are happy with all details, click Proceed.
Raise Invoice
Proceeding with the damage claim will expand the page, allowing all invoice information to be added. This area allows you to input all the relevant details to create your damage invoice and mimics the standard invoicing screen. Any vehicle damage charge lines created earlier cannot be amended here; they must be amended via the Add Damage icon used previously.
As with standard rental invoices, you need to check all charge rate prices are correct and add any extra charges as applicable. To do this, select the Add Line option and then choose the charge type you wish to add, along with the associated quantity and cost.
The final section of the page requires you to confirm your VAT number held is correct, using the check box provided. The Invoice total and suggested VAT are provided by the system. Manually enter the Actual VAT to be charged and the Gross Value in the fields provided. Once happy with these details, click Create Invoice to send the Damage Claim to the Scheme Operator.
If there is a Service Level Agreement in place with the scheme operator and this is breached, a warning message will display to notify you of this at the point of submission.
Submitted damage invoices can be viewed in the Invoice History section of a hire reservation screen, where you can also see the status of a claim. The scheme operator will either accept the damage claim or reject this back to you for further review.
Rejected Damage Claims
If a Scheme Operator chooses to reject your submitted damage claim, you will receive a Damage Claim Rejected mailbox message with a read only view of the damage claim. You have the option to Resubmit or Accept & Cancel the Damage claim.
Selecting Resubmit will allow you to enter a reason before sending the damage claim back to the Scheme Operator.
When selecting Accept & Cancel the Damage, the system will ask you to confirm your choice. If you do, that Damage Claim will be permanently cancelled and a new one will need to be raised, if necessary.
Amending Attachments in Rejected Damage Claims
Before re-submitting a rejected damage claim, it is possible to amend the Damage Pack or Additional Document attached to the claim, for example if the damage pack details needed updating or were incorrect.
From the Damage Claim Rejected message, or the hire reservation screen, click on the Vehicle Damage icon in the rental agreements panel and select the rejected damage claim. Within the damage event screen, delete the unwanted damage pack or additional document and upload a new one. The notes and included details can also be amended. Simply click Save when you are happy with the changes.