The yard from intake to release

This article walks one vehicle through the whole yard loop. You will be able to log a vehicle in, see what it owes as the days pass, raise one invoice, take payment and release it with the checklist and signature.

Before you start #

• You need the dispatcher, advisor, manager or owner role. Raising the invoice needs the advisor, manager or owner role. Only an owner or manager can release a vehicle that still owes money.
• Enter your tow rates first. The daily storage rate and the number of free days come from your default tow rate card unless you type others when you log the vehicle in (see rate-books).

Steps #

1. Log the vehicle in. Give the vehicle description, and add the plate, VIN, colour, parking space, owner name and phone, and any intake notes. Link the tow call if the vehicle came from one. The yard record opens and the storage clock starts.
2. Watch the free days. Storage counts whole days from the time the vehicle came in, with a minimum of one day. The free days come off the front, so the charge starts after them (see yard-and-lien-countdown).
3. Add fees as they happen: owner notice, owner and lien search, auction fee, administrative fee or another fee (see yard-fees-and-storage-invoice).
4. Raise the yard invoice. One invoice carries the storage to date and every fee that has no invoice yet. Raising it again later bills only what was added since.
5. Take payment on the invoice (see invoice-page).
6. Release the vehicle. Type who collects it, tick every item on the release checklist, and tick that the person collecting has signed. Add the signature if you captured one (see yard-release-a-vehicle).
7. Read the line on the record: who took the vehicle, when, and the days and charge frozen at release.

The desk can release a vehicle only when nothing is owing. Otherwise the release is refused with a message that names the amount still owing. An owner or manager can release it with the balance left on account; that choice shows on the record and in the audit log.

If something goes wrong #

• "... is still owing on this vehicle. An owner or manager can release it with the balance on account.": take payment, or ask an owner or manager.
• "This vehicle is stored at ... Record its return first.": record the return on Partner companies, then release.
• A hold message: clear the hold, then release.