CVR California EVR User's Guide

Transcription

1 CVR California EVR User's Guide

2 Table Of Contents CVR California EVR User's Guide... 1 Using CA EVR Help... 2 Getting Started... 3 Getting Started... 3 System Requirements... 4 Company Setup... 5 Import and Backup Options... 6 Printer Setup... 8 Communications Setup Security Code Logging On to CA EVR CA EVR Menus and Workspaces The CA EVR Workspace Horizontal Menu Bar Registration Menu Buttons on the Title and Registration Toolbar Reports Menu Calendar Inventory Menu Templates Accounting Managing Inventory Inventory Introduction Adding Inventory Modifying Inventory Inventory Order Form Inventory Reports Processing Dealer Transactions Transaction Types Starting a New Transaction DMS Import Creating Transactions using the RDF Filter Data Entry Vehicle Page Vehicle Page Data Entry Fields Owner Page Owner Page Data Entry Fields Transfer Page Transfer Page Data Entry Fields Lien Page Lien Page Data Entry Fields Plate Page Plate Page Data Entry Fields Sales Page Sales Page Data Entry Fields Renewal Page Transmitting a Transaction Salvage Transactions Salvage Transaction Types Vehicle Page (Salvage) Owner Page (Salvage) Sales Page (Salvage) Dismantler Page (Salvage and Registration Service companies only) ii

3 Table Of Contents Dismantler Page Data Entry Fields VLF Refund Page (Salvage companies only) Creating Transactions Using the VLF Refund Filter (Salvage companies only) Reports and Reprints Reports and Reprints Introduction Reprinting a Registration Form Mailing and Return Labels Bundle Reports Consolidated (CSV) Bundle Report Pending Detail Report Completed Detail Report Completed Summary Report VLF Summary Report (Salvage Companies only) Inventory Detail Report Inventory Summary Report Inventory Quarterly Report Inventory Destruction Report Calendar Calendar Introduction Quarterly Inventory Reminders Fee Posting Reminders Adding a Custom Appointment Tools and Maintenance Tools and Maintenance Introduction Transaction List Recovering a Transaction Backup Restore Communications Configuration Password Update Options Menu General Options General Options Printer Options Reporting Options ESD Options Web Suite Options Accounting Options Company Maintenance Dealer Maintenance Lien Maintenance Owner Maintenance Vehicle Maintenance Index iii

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5 CVR California EVR User's Guide CVR's California Electronic Vehicle Registration (CA EVR) software provides an electronic link to the Department of Motor Vehicles (DMV). This link provides all the necessary functions for companies to process Title/Registration and Salvage transactions, issue license plates and decals, and print registration certificates and reports. About this User Guide To locate a topic, browse the Table of Contents menu, or use the Search feature by typing in a specific subject. For more help on how to find information with this User Guide, continue to Using CA EVR Help. Table of Contents Getting Started - Review the software setup information which must be completed before processing transactions with CA EVR. EVR Menus and Workspaces - Become familiar with the CA EVR interface, and explore the menus and toolbars. Managing Inventory - Learn how to receive and edit inventory. Processing Dealer Transactions - Learn about the data entry process to complete Title & Registration transactions (Initial, Renewals, and Transfers). Salvage Transactions - Learn about the data entry process to complete Salvage transactions (including Non-Repairable, VLF Refund, and Junk transactions). Reports and Reprints - Learn how to reprint registration forms and create reports. Tools and Maintenance - Learn about additional CA EVR utilities. Also, learn how to save and edit frequently used Owners and Lienholders. 1

6 Using CA EVR Help This User Guide contains the following features, which can be accessed from on the top horizontal toolbar: Contents: When clicked, this button will display the Table of Contents menu in the left-hand panel. (The Contents menu is automatically displayed by default when the User Guide is launched). The Table of Contents displays help topics, organized by subject. Clicking on a topic from the Table of Contents will display the information here in the main window. Index: When clicked, this button displays the help topics, in alphabetical order, in the left-hand panel. Search: You can search for help on a specific topic by typing in key words into the text entry box on the top toolbar. For example, entering "owner" into Search field will display a list of topics related to the Owner page. Glossary: The glossary contains a list of terms frequently used in this User Guide, along with their definitions. Print: You can use this button to print the currently displayed topic. Note: You can download a printable version of the entire User Guide from the Printed User Guide section. Return to Main Page 2

7 Getting Started Getting Started The first time CA EVR is installed, the program will run a setup utility which will guide you through configuring the software. Using this utility, you can set the system options based on your dealership needs. The setup utility will guide you through the following menus: Company Setup Import and Backup Options Printer Setup Additional configuration settings (not included in the Setup Utility) include: Communication Settings CA EVR Security Code You may also review the System Requirements needed to run CA EVR on your computer workstation. Next Topic: Company Setup 3

8 CVR California EVR User's Guide System Requirements CA EVR requires a computer with the following minimum hardware configuration: An Intel processor (733 MHz or better) running Microsoft Windows 2000 or XP Professional operating system. A VGA Monitor with a minimum resolution of 800 X 600 (1024x768 or higher is recommended to better maximize all application features). 256 MB of RAM (512MB or higher is recommended). 15 MB of available hard-disk space for the program files. 35 MB of available hard-disk space for database files. A laser printer (for reports and receipts). For Salvage Certificate, Non-Repairable Certificate, or Junk processing, at least 1 additional impact printer is required. For additional information, see Printer Options. High-speed internet connection (DSL, Cable, T1, etc). Keyboard and mouse. CD ROM drive. Next Topic: Completing the Company Setup Screen 4

9 Getting Started Company Setup The Company Setup window is the first screen in the CA EVR setup utility. Using this screen, you will provide your company's processing information, including CVR account number, DMV Site ID, Office ID, and license number. Click on any data field for an explanation of its purpose. Fields in Yellow are required, fields in White are optional. Enter your company's information, using the Tab key or the mouse to move between fields. When you have finished entering all required data, click Next to advance to the next screen in the setup utility. Note: You can edit this information (or setup additional companies) at a later time using the Company Maintenance screen. Next Topic: Import and Backup Options 5

10 CVR California EVR User's Guide Import and Backup Options The second screen of the setup utility allows you to configure your DMS (Dealer Management System) import and set your backup preferences: Click on any data field for an explanation of its purpose. Import/Export: Using this section, CA EVR can be configured to import transaction data from your DMS. Select your DMS provider from the Import Extension dropdown list. The Import Directory is the location in which CA EVR will look for files exported from the DMS. To change this location, use the Browse button. If you need assistance with your import directory, consult CVR Client Support. The Security Code is the unique hardware identifier of this workstation. This ID must be on file with CVR in order to perform any transactions with the CVR Host or the CA DMV system. You may also adjust the number of days your CA EVR workstation will retain archived data such as completed transactions and Bundle Reports. Reports can be retained for up to a maximum of 120 days. Completed transaction and backup files can be retained a maximum of 150 days. Accounting Interface: Click the ADP Accounting Interface radio button to enable the Accounting Interface utility. This interface allows the CVR workstation to electronically post fees and financial information for your completed transactions back into your Dealership Management System (DMS) accounting system. For more information, see Accounting 6

11 Getting Started Next Topic: Printer Setup 7

12 CVR California EVR User's Guide Printer Setup The Printer Setup screen allows you to define the printers that will be used to print DMV forms and titles. Using the dropdown list, select the printers to be used for your Reports (such as bundle reports), and transaction Receipts. If your company type is setup as a Salvage Company or Registration Service, you will have additional selections for Salvage/Non-Repairable Certificates, and Notice to Dismantler forms (if applicable). Click on any data field for an explanation of its purpose. Note: The dropdown list will display all printers installed on your workstation. Be sure that you are selecting a printer that has been certified by CVR for compatibility. For Salvage and Non-Repairable Certificate printing, CA EVR has been certified on the following printers: Lexmark T642 laser printer - reports and DMV receipts Lexmark 2490 impact printer - Salvage and Non-Repair Certificates Epson LQ-2090, Epson FX-880/890 - Notice to Dismantler (Registration Form 42). The printer Height setting is specifically set at 100 for DMV certificate paper and should not be changed. 8

13 Getting Started For additional information on printing, see also: Printer Tab Next Topic: Communication Setup 9

14 CVR California EVR User's Guide Communications Setup Depending on your dealership's network environment, you may be required to configure your CA EVR communication settings. These settings control how your CA EVR workstation will transmit registration data to the DMV and CVR host servers. By default, CA EVR is pre-configured to transmit over a high-speed internet connection (such as DSL, Cable, T1, etc). To set your communication settings: From the top horizontal menu bar, click Tools > Communication Setup. The Communications Configuration window will display: Note: If you are transmitting using high-speed internet (CVR Host WWW) and your dealership has specific security/network restrictions on internet access (such as a proxy server), you must configure them on the Sessions tab. 10

15 Getting Started To enable proxy server configuration, check the Use Proxy Server box, and enter all information required for internet access through your network. (Please consult your computer/it administrator if you are unsure of any these settings.) When you have finished, click OK to save your configuration settings. Next Topic: Security Code 11

16 CVR California EVR User's Guide Security Code Before your workstation is fully operational, the computer s Security Code must be recorded on file with CVR. The Security Code is the unique hardware identifier of this workstation. This ID must be on file with CVR in order to perform any transactions with the CVR Host or the CA DMV system. To view your workstation's Security Code: From the top horizontal menu toolbar, click Tools > Options. The Security Code will appear on the General tab, which is displayed by default Contact CVR Support Central at , and relay this Security Code. Next Topic: User Logon 12

17 Getting Started Logging On to CA EVR Double click the California EVR icon to launch the program. The product splash screen will appear, then the User Logon window will display. The Logon screen will retain the Company and User ID information that were last active when the program was closed. If you have more than one company setup in your workstation, and would like to process work for a different company, select the company for which you will be processing using the Company dropdown list. Type in your assigned CVR User ID (if necessary) then click Logon. Note: If you have not been assigned a User ID, contact CVR Customer Support Central. For information on adding an additional company, see Company Maintenance. Next Topic: CA EVR Menus and Workspaces 13

18 CA EVR Menus and Workspaces The CA EVR Workspace This section will allow you to become familiar with the CA EVR user interface, and explore its menus and workspaces. Click on any of the CA EVR menu items for more information. The CA EVR workspace consists of: Horizontal Menu Bar Registration Menu Reports Menu Calendar Inventory Menu Templates Accounting (Optional- Displayed only if Accounting Interface is enabled from the Options menu) Next Topic: Horizontal Menu Bar 14

19 CA EVR Menus and Workspaces Horizontal Menu Bar The horizontal menu bar (located just beneath the California EVR title banner) contains the following menus: File Menu Change User/Company - Allows you to log off and log in as a different user, and/or log in to a different company setup on the workstation. Close - Closes the current active window. Close All - Closes all open windows in CA EVR. Exit- Closes the CA EVR program. Tools Menu Transaction List - Use this utility to retrieve a list of transactions completed within a specified date range. You may also recover transactions from this menu (see below). Recover - Allows you to retrieve a completed transaction from the CVR host server, (using the transaction s Control Number) and re-populate the data back to your workstation. Backup - Allows you to create a backup file of the data for the actively processing company. Restore - Allows you to restore your CA EVR system data from a backup file. Rebuild All - This tool can rebuild and repair damaged database data on your workstation. This tool should be used under the direction of CVR Technical Support. Resync Inventory - This utility allows users to resolve any data irregularities in their Inventory list. Detailed inventory data will be re-synchronized against the master inventory records. View Logs - Allows you to view logs for Backup, Restore, Daily, Errors, Communications, and Update activity. Communication Setup - This area controls how your workstation transmits data to DMV and the CVR server. Password Update - Allows you to update your CVR password. Options - Use this menu to configure your DMS import 15

20 CVR California EVR User's Guide and software download options. Messages If any system messages are available from the CVR server, they will be displayed here. Maintenance Menu Company - Allows you to create and edit your company s information as it will appear on all reports. Dealer - Frequently used dealer numbers can be saved here, along with other transaction preferences. Lien - Frequently used lienholders (Previous Legal Owners) can be saved to your database here. Owner - Frequently used owner information can be saved to your database here. 16

21 CA EVR Menus and Workspaces Vehicle - Vehicle makes can be added and edited here. Next Topic: Registration Menu 17

22 CVR California EVR User's Guide Registration Menu The Title and Registration screen is automatically launched after logging in to CA EVR. This screen displays two panels: The upper panel lists all transactions currently in process for the day. The lower panel displays the data entry pages for the transaction selected in the upper panel. To edit a transaction, click on a transaction from the transaction list on the upper panel. Transaction data will appear in the data-entry pages at the lower panel of the application. To move between data pages, use the tabs along the bottom edge of the screen. The toolbar buttons above the transaction list are used to control functions such as transmitting, printing, and creating new transactions. Sorting the Title/Registration List You can sort the transactions displayed on your Title/Registration list by clicking on the header of a specific data column. For example, you can sort your registration list by owner name by clicking the Name column header just beneath the toolbar. Clicking the column a second time will adjust sorting from ascending to descending order. You may also sort your registration data using the Filter and View tools on the left-hand vertical toolbar. Clicking a radio button will refresh the items in the transaction list based on your selection. Views * Current - This view displayed by default. The Current view displays transactions for the current work day. Items displayed in the Current view can be further filtered by an item chosen in the Filter. * Archive - This view displays completed transactions which were processed on a prior work day. As a part of CA EVR's overnight processing, completed transactions will be 18

23 CA EVR Menus and Workspaces moved from the Current view to the Archive view the following work day. Completed transactions will remain in the Archive based on your settings in the Options menu. Filters * ALL - This filter is displayed by default. The All view will display both complete and incomplete transactions. * Incomplete - Use this filter to display only current transactions that have not been completed (including Failed and Ready to Send transactions). * Complete - Use this filter to display only transactions which have successfully been transmitted to DMV. * Pending RDFs - Using this filter, CA EVR users can easily view transactions which were processed with a Set RDF indicator. This filter allows you easily view all "Set RDF" transactions, which may require a secondary "Clear RDF" transaction. "Set RDF" transactions will appear in Blue highlighting on the transaction list. For more information on creating a Clear RDF transaction, see Using the RDF filter. * Pending VLFs (Salvage processing only)- This filter displays all transactions which were flagged for VLF refund (using the "Flag for VLF Refund" checkbox). Using this filter, CA EVR users can easily view their transactions which require a secondary VLF refund transaction to be processed at a later time. Flagged transactions will be highlighted in Green on the transaction list. For more information on creating a VLF refund transaction, see VLF Refund filter. Search You can search for a specific transaction using the Search tool. To locate a specific deal: Enter a value in the "Find" field, then use the "In" dropdown list to select the column you wish to search under. For example, to locate a transaction with plate number ABC999, you would enter "ABC999" in the Find field, and select "Plate" from the dropdown list. For more information on processing Title/Registration transactions, continue to: Processing Transactions. Next Topic: Title/Registration Toolbar Buttons 19

24 CVR California EVR User's Guide Buttons on the Title and Registration Toolbar The following buttons appear on the Title/Registration screen toolbar, and several other areas of the CA EVR software: New - Starts a new transaction. Delete - Deletes the selected transaction. A confirmation message allows you to delete or cancel. Transmit - Sends your transactions to DMV. (Transactions must be in Ready to Send status before they can be transmitted). Import - Imports registration data from your DMS. Export - Exports highlighted transactions to a CSV file Print - Used to print/reprint DMV forms/receipts and/or certificates for the selected transaction. The following documents can be printed: Certificate (Salvage and Non-Repair transactions), Reg Card/Receipt Fees, Full Report, Pull Ticket Notice to Dismantler (Junk Revivable and Junk Non-Revivable transactions), Mailing Label, Return Label. RDF - When a "Set RDF" transaction is highlighted on the Registration list, use this button to generate a Clear RDF transaction. VLF - (Salvage companies only) This button will duplicate the owner and vehicle data from the selected transaction into a separate VLF Refund transaction. Exit - Closes the Title/Registration menu. Links - When clicked, the following websites will be launched from your internet browser window: DMVLink - Launches CVR's website for Registration Inquiries CVR - Contact CVR's Client Support group via Next Topic: Reports Menu 20

25 CA EVR Menus and Workspaces Reports Menu The Reports menu, located on the left-hand vertical toolbar, gives you to access all CA EVR reports, including Bundle Reports, Title & Registration Reports, and Inventory Reports. The latest Bundle Report is displayed by default when the Reports menu is opened. To print your bundle report, click the Printer button located on the top horizontal toolbar. To view a different report, select it from the left-hand menu. The following reports are available: Title & Registration Reports: Bundle Report CSV Bundle Report Pending Detail Report Completed Detail Report Completed Summary Report VLF Summary Report (Salvage processing only) Inventory Reports: Inventory Detail Report Inventory Summary Report Inventory Quarterly Report Inventory Destruction Report You can save all reports (except the Bundle Report) as a PDF file by clicking the Save button, and selecting PDF as the file type. For more information, continue to: Reports. 21

26 CVR California EVR User's Guide Next Topic: Calendar 22

27 CA EVR Menus and Workspaces Calendar The Calendar utility allows you to create and save appointments on your workstation. The Calendar tool automatically creates reminders for users when DMV Quarterly Inventory is due, and when a fee posting transaction is approaching the 20 day limit and has yet to be cleared. A reminder window will appear when CA EVR is first launched for the day. For more information, continue to: Calendar. Next Topic: Inventory Menu 23

28 CVR California EVR User's Guide Inventory Menu The Inventory menu gives you access to all inventory batches and ranges loaded for the active processing company. Use this screen to receive new inventory from DMV, and to manage and edit your inventory. For more information continue to: Inventory Next Topic: Templates 24

29 CA EVR Menus and Workspaces Templates The Templates screen allows you to create and maintain custom data entry templates. Templates save time and data entry by allowing you to pre-populate data fields on new transactions with commonly used values defined in the template. To create or edit a template: From the vertical toolbar, click the Templates tab. The Templates menu will display: Click the New button. Create a name for the template, and enter it in the Template Name field. Using the Template Type dropdown, select whether the template is for Dealer processing (Initial and Transfer transactions) or for Salvage processing (Salvage/Non-Repairable or Junk transactions). Using the page tabs, move through the data-entry fields, and type in any value that you wish to automatically populate by default when a new transaction is created. To add another template, click New again and repeat the process. When you have finished, click the Exit button to close the Templates screen. A confirmation window will appear: To save your changes, click Yes. 25

30 CVR California EVR User's Guide To discard your changes, click No. To return to the Templates area, click Cancel. To edit an existing template: Highlight the template name that you need to edit from the list. The Registration Template Entry window will launch. Move through the registration data-pages (Vehicle, Owner, etc.), and type in any values that you want to appear by default. When you have finished, click Exit to close the Templates screen. At the Confirmation window, click Yes to save your changes. To create a transaction from a template: From the Title Registration screen, click the New appear: button. The New Transaction window will After selecting the Deal Type and providing a Control Number, click the Template dropdown list, and select a template to be used. The data entry pages will be pre-populated with the information saved to the template. (For more information, see Starting a New Transaction). Next Topic: Managing Inventory 26

31 CA EVR Menus and Workspaces Accounting (Note: The Accounting toolbar is only displayed if the Accounting Interface is enabled in the Options menu). CA EVR's Accounting Interface allows the CVR workstation to electronically post fees and financial information for your completed transactions back into your Dealership Management System (DMS) accounting system. The automated data posting will eliminate posting errors, provide for more accurate data and potentially reduce month end work load. Currently, the ADP DMS is supported by the Accounting Interface. To enable the Accounting Interface for your dealership, please contact your CVR Account Executive. For complete details on using the Accounting Interface, click here to access the Accounting Interface User Guide. (PDF format) 27

32 Managing Inventory Inventory Introduction This section explains how to manage your inventory. Select one of the following topics to continue: Adding Inventory Modifying Inventory Inventory Order Form Inventory Reports For information regarding inventory reports, see the following topics (located in the Reports and Reprints section): Inventory Detail Report Inventory Summary Report Inventory Quarterly Report Inventory Destruction Report 28

33 Managing Inventory Adding Inventory Each CA EVR client is responsible for the safekeeping, tracking, and control of all physical inventory received from CA DMV, such as license plates and year stickers. Whenever a new inventory batch is received from DMV, the inventory information must be entered into your CA EVR workstation before it can be issued. Note: Inventory received by CA DMV must be added and transmitted within 24 hours of its delivery to your dealership. To add inventory: From the main vertical toolbar, click the Inventory button to launch the Inventory screen. Click the New button to add a new batch of inventory. The Inventory Manager window will display: Enter the following information as it pertains to the new inventory batch: Report Date: Enter the date on the packing slip that the inventory was shipped by DMV. This date is defaulted to yesterday's date. Series: Select the inventory item being received (auto plate, year sticker, etc.) from the dropdown list. Beginning Serial No. / Ending Serial No.: Enter the beginning and ending serial numbers of the inventory batch. Batch Count: CA EVR can automatically calculate the total quantity of the inventory batch. Otherwise, enter the total quantity here. Once you have completed all required fields, click Add. To add another inventory batch, repeat the process. When you have no further inventory to add click Exit to return to the main Inventory screen. The inventory will appear in the Current Requests list. 29

34 CVR California EVR User's Guide Click the Transmit button to submit the inventory update to CVR and DMV. (Your CVR User ID and Password will be required). When the transmission is successful, the inventory will be moved from the Current Requests list to the Range and Detail columns. Next Topic: Modifying Inventory 30

35 Managing Inventory Modifying Inventory You can modify successfully added inventory and change the status of a particular serial number. For example, you may modify inventory statuses to account for missing and damaged inventory. To modify inventory: From the Detail column, highlight the inventory item to be modified. Click the Edit button. The Inventory Correction window will display: Click on the new status from the Action box, provide a Reason if appropriate, then click OK. Modified items will be added the Current Requests list. Click the Transmit button to send the inventory update to CVR and DMV. Note: Modified inventory will be in Pending status until the inventory update is transmitted to DMV. Next Topic: Inventory Order Form 31

36 CVR California EVR User's Guide Inventory Order Form A printable inventory order form is provided for your convenience. From the Inventory screen, click the Order Inventory The Inventory Order form will display: button on the top toolbar. Enter the number of boxes or individual units needed next to the corresponding inventory type. You can order inventory in standard boxed packages, or individual inventory less than the standard pack. When you have finished, click the Print button to preview your order form. From the preview window, click the Print button to send the form to your designated reports printer. if you make a mistake, click the Clear Form button to reset the order form. Fax your completed order form to the CVR Auditing Group. Next Topic: Inventory Reports 32

37 Managing Inventory Inventory Reports CA EVR generates the following inventory reports. For more information, select one of the reports below: Inventory Detail Report This report details inventory serial numbers and their individual statuses Inventory Summary Report This report groups inventory by batch (as they were received into EVR) and summarizes the quantities available, missing, damaged, and returned per each batch. Inventory Quarterly Report This reports lists the available (on-hand) quantities for each inventory batch, as required for DMV's quarterly inventory. Inventory Destruction Report This report lists the serial numbers of all inventory set to a non-issuable status such as missing, damaged, etc. Next Topic: Dealer Transactions 33

38 Processing Dealer Transactions Transaction Types CA EVR supports the following title and registration transactions: Initial Processes a new title and registration transaction for new vehicle. A new plate and sticker will be issued from inventory. Renewal Renews an existing vehicle registration. Transfer Transfers registration and ownership of a used vehicle to a different owner. Transfer with Renewal Transfers ownership of a used vehicle to a different owner, and renews the registration. Transfer with Replacement Transfers ownership and registration of a used vehicle to a different owner, and issues a replacement plate and sticker from inventory. Note: Additional salvage transactions are enabled when the company type is set to Salvage or Registration Service. For more information see Salvage Transaction Types. Next Topic: Starting a New Transaction 34

39 Processing Dealer Transactions Starting a New Transaction There are several different ways to begin a transaction: - Creating a new transaction manually (more information below). All registration data will be manually typed in by the user. - Importing a deal from your F&I DMS (Dealer Management System) - Using the RDF button to create a Clear RDF transaction - Using the VLF button to create a VLF Refund transaction (Salvage companies only) To manually create a new transaction: Click the New window: button from Title/Registration screen toolbar to launch the New Transaction Click the radio button for the Deal Type that you wish to initiate. Provide a transaction Control Number in the field provided. Each transaction must have its own Control Number: a transaction identification number (up to 8 alphanumeric characters) that is unique to this transaction. (Common control numbers include the vehicle stock number, plate number, or deal number). You can also configure CA EVR to automatically generate a control number for you for each new transaction (see Company Maintenance). If you would like to use a custom template, select it from the dropdown list. Click OK to advance to the Data-Entry pages. Next Topic: Data Entry 35

40 CVR California EVR User's Guide 36

41 Processing Dealer Transactions DMS Import Registration data can be imported from deals created on your F&I Dealer Management System (DMS) such as ADP, Reynolds & Reynolds, UCS, etc. By importing a deal, the registration data will be automatically transferred into CA EVR's data entry pages. Before using the Import feature, both your CA EVR workstation and DMS must be properly configured. For help configuring CA EVR for import, see the General Options menu. For assistance configuring your DMS for data export, contact your DMS provider. To import a record from the DMS (non- WebSuite): Before CA EVR can retrieve your F&I deals, the deals must first be exported using your DMS program. (For instructions on how to export a transaction, contact your DMS provider.) Once the deals have been exported from your DMS, click the Import button on the Title & Registration toolbar. The Import Registration window will display transactions available to import. Highlight the records to be imported by clicking on the record. To highlight multiple records, hold down the Shift or Ctrl keys while selecting deals. Click the Import button to import the selected deals. When the deals have successfully been imported, the status will change to Successful. Click Exit to return to the Title and Registration screen and begin processing. To import a record from a Web Suite DMS: (Before importing transactions, be sure your Web Suite interface information has been configured in the ADP Websuite Options menu.) Click the Import button on the Title & Registration toolbar. The Recover Deal Records window will appear: 37

42 CVR California EVR User's Guide Enter the deal numbers to be imported from your DMS, then click Send. When the deals have successfully been retrieved from the DMS, the Recover status will update to "successfully recovered": Click Exit to close the Recover Records window and launch the Import Registration window: Highlight the records to be imported by clicking on the record. To highlight multiple records, hold down the Shift or Ctrl keys while selecting deals. Click the Import button to import the selected deals. When the deals have successfully been imported, the status will change to Successful. Click Exit to return to the Title and Registration screen and begin processing. For more information on data entry continue to Data Entry Next Topic: Data Entry 38

43 Processing Dealer Transactions Creating Transactions using the RDF Filter Using the Title/Registration Screen's Pending RDF's filter, you can easily view all "Set RDF" transactions, which will require a secondary "Clear RDF" transaction. ("Set RDF" transactions will be highlighted in Blue on the transaction list.) You can easily create Clear RDF transactions from this area. To create a Clear RDF transaction : Click the Pending RDFs radio button on the left-hand Filter menu to view all "Set RDF" transactions. Highlight the Set RDF transaction from the list and click the RDF button on the toolbar. CA EVR will create a duplicate transaction using the owner and vehicle data entered, and automatically set the RDF Indicator to "Clear". Note: the Clear RDF transaction will use the same Control Number as the original transaction, with the letter "C" appended to the end. If the original transaction's Control Number uses the maximum 8 character length, the letter "C" will replace the last character. Once a Clear RDF transaction has been created, the Set RDF transaction will be removed from the Pending RDF's area. Click the Transmit button to send the transaction to DMV. When the transaction has been successfully processed, the DMV forms and receipts will automatically begin printing to your designated printers. Next Topic: Data Entry 39

44 CVR California EVR User's Guide Data Entry Required vs. Optional fields: When data is required as part of the processing, the entry field will be Yellow. Once you enter data into a required field, the Yellow is replaced with White. When data is optional as part of the processing, the entry field will be White. Data Auto-Fill: CA EVR will assist with the data entry by auto-populating fields when possible. As you use the CA EVR product, you will notice several areas where data will be automatically filled in for you. For example, entry of a valid, full 17-character VIN populates the related vehicle make and year data: Date Fields: All date fields are equipped with a dropdown calendar to assist in date entry. To insert a specific date, simply click on the calendar button to the right of the date field, then click on the date from the calendar view. Next Topic: Vehicle Page 40

45 Processing Dealer Transactions Vehicle Page The Vehicle page is the first data-entry page used in processing a transaction. It captures all information related to the vehicle, including plate, VIN, and odometer information. Note: The fields displayed on the Vehicle Page will vary depending on the type of transaction being processed. Click on any data field for an explanation of its purpose. Required fields will appear in yellow, and will turn white when completed. (Required fields will vary based on transaction type). Typing or importing a valid VIN will automatically populate several fields, including the Vehicle Year, Make, and Body. The Dealer Number is defaulted to the number specified in Company Maintenance for the active company. To use a Dealer Number other than the default, click the Dealer Number dropdown and select it form the list. (For more information, see Dealer Maintenance). When all required fields for this page have been entered, a green check mark the bottom page tab, indicating this page is valid for transmission. will appear on Next Topic: Owner Page 41

46 CVR California EVR User's Guide Vehicle Page Data Entry Fields The Vehicle Page contains the following data entry fields. Required fields will vary based on transaction type. Plate Type - Indicate if the plate is an Auto or Commercial. Sold Date - Enter the date on which the vehicle was sold. Operated Date - Enter the date on which the vehicle was first operated. VIN - Enter the vehicle identification number here. If the vehicle's plate number and make are also entered, only the last 3 characters of the VIN are necessary. Make - If a full 17-character VIN is entered, the Make field will be automatically populated. Otherwise, select the vehicle Make from the dropdown listing. CNO Date - Enter the vehicle's Certificate of Non-Operation date if applicable Body - If a full 17-character VIN is entered, the Body style will automatically be populated. Otherwise, select the vehicle's body style code from the dropdown list, or type in the 2-character body style code. Year - If a full 17-character VIN is entered, the vehicle Year field will be automatically populated. Otherwise, enter the 4-digit vehicle model year. Fuel Type - Select the type of fuel used by the vehicle. Odometer - Enter the vehicle's odometer (mileage) reading. Odometer Status - Select the vehicle's odometer status from the dropdown list. Odometer Units - Indicate if the Odometer reading is in Miles or Kilometers. Stock Number - You may use this field to enter the vehicle's dealership stock number. County of Residence - Using the dropdown list, select the county in which the vehicle is being garaged. Customer Number - If the customer on this deal has an internal dealership customer number, you may enter it here. Dealer Inventory Date - (Transfer with Renewal transactions) Enter the date the vehicle was received into dealer inventory. Registration penalty fees (if any) will be determined based on the vehicle's inventory date. Dealer Number - The DMV Dealer Number of the active company will be displayed here by default. To use a different dealer number, select it from the dropdown. The Following fields appear on the Vehicle page for Salvage, Non-Repairable, or Junk processing only: 42

47 Processing Dealer Transactions Plate Number - Enter the vehicle's license plate number. Wreck/Loss Date - Enter the date on which the vehicle was wrecked or surrendered. Last Transfer Date - Enter the date on the which the vehicle last transferred ownership. Number of Transfers - Enter the number of times the vehicle has transferred ownership. Repossession Date - If the vehicle was repossessed, you use this field to record the repossession date. Non-Repair Reason - (Non-Repairable transactions). Using the dropdown list, select the reason for the vehicle's Non-Repairable status. Prior History - Use this dropdown to indicate if the vehicle was previously registered as a Taxi or Police vehicle. VLF Refund Expected- Check this box to flag the transaction for future VLF Refund processing. Flagged transactions will be highlighted in Green, and will appear in the Pending VLF's area, from which a VLF Refund transaction can be performed. Duplicate Salvage Certificate - Check this box to process the Salvage transaction as a duplicate Salvage Certificate request. In order to process a duplicate, the vehicle must have a Salvage record on file with DMV. A duplicate certificate can only be processed for the existing owner on record with DMV. 43

48 CVR California EVR User's Guide Owner Page The Owner page captures current owner or lessor/lessee information. Note: The fields displayed on the Owner Page will vary depending on the type of transaction being processed. Click on any data field for an explanation of its purpose. Enter the Owner Name(s) and select the Owner Type(s) from the dropdown list. If there is more than one owner attached to the deal, you must define the relationship between owners using the Relation dropdown: And" - A slash / will automatically be inserted after the 1st Owner Name. Or - "OR will automatically be inserted before the 2nd Owner Name None" - Used for lease deals, to indicate no relationship between Lessor and Primary Lessee (see below). Lease Deals: If the transaction is a Lease deal, check the Lease checkbox. The data entry fields on the Owner screen will be updated to accept Lessor and Lessee information. 44

49 Processing Dealer Transactions CA EVR will automatically append "LSR" and "LSE" to the end of the lessor/lessee names, as required by DMV. If there are multiple lessees, use the Relation dropdown to define the relationship between the Primary and Secondary lessee. Note: registration paperwork (such as renewal notices and registration cards) will be mailed to the address entered into the Owner Mailing Address field. If a Company name is typed into the Name field, CA EVR will prompt if you would like to save the owner information to its Owner database. Click Yes to save the owner information in your Owner Maintenance database. Saving an Owner record saves time and data-entry by allowing you to easily recall owner information. Clicking the Name dropdown will display the list of owners saved to your database. When you select a saved Owner record from the list, CA EVR will automatically populate all information associated with the record, such as Name and Address. When all required fields for this page have been entered, a green check mark the bottom page tab, indicating this page is valid for transmission. will appear on Next Topic: Transfer Page 45

50 CVR California EVR User's Guide Owner Page Data Entry Fields The Owner Page contains the following fields. Required fields will vary based on the transaction and company type. Lease - Check this box if the transaction is a lease deal. (If the transaction is imported, the checkbox will be checked automatically.) The Owner page will be updated to display Lessor and Lessee fields. Owner Type - Use the dropdown list to select if the Owner is a Company, a Non-Resident (Individual), or a Person with a CA Driver's License. Owner License - If the Owner Type is set to "Person with a CA DL", enter the individual's CA Driver's License number. Owner Name - Enter the Owner's name. If the Owner has been saved to your Owner database, you may select it from the dropdown arrow. Owner Address - Enter the mailing address. If the mailing address contains two address lines, you may also use the second address field to the right. Owner Zip Code, City, State - Enter the owner's mailing Zip Code. Entry of a valid Zip code will automatically populate the City and State fields. County of Residence - Entry of a valid Zip code will automatically populate the County of Residence field. The Following fields appear on the Owner page for Salvage, Non-Repairable, or Junk processing only: Provider Name - Enter the name of the company providing the vehicle. If the provider name has been saved to your Owner database, you may select it from the dropdown listing. Dismantler Number - Provide the DMV number of the dismantler from which the vehicle was received. Duplicate Owner Certificate - If the original title is not available for this vehicle, check this box to generate a duplicate title fee. Previous Registered Owner - Enter the name of the vehicle's previous Registered Owner, as it appears on DMV records. Previous Legal Owner - Enter the vehicle's previous Legal Owner (or lienholder) as listed on the title. If the Lienholder was saved in your Lienholder database, you can select the name from the dropdown listing. 46

51 Processing Dealer Transactions Transfer Page If a Transfer transaction is being processed (including Transfer with Renewal and Transfer with Replacement), the Transfer page will be visible. This page captures additional registration data related to the transfer of a used vehicle. Click on any data field for an explanation of its purpose. Required fields will appear in yellow, and will turn white when completed. (Required fields will vary based on the transaction). When all required fields for this page have been entered, a green check mark the bottom page tab, indicating this page is valid for transmission. will appear on Next Topic: Lien Page 47

52 CVR California EVR User's Guide Transfer Page Data Entry Fields The Transfer Page contains the data entry following fields. Required fields will vary based on the transaction and company type. Last Transfer Date - Enter the date on which the vehicle is transferring ownership. Number of Transfers - Enter the number of times the vehicle has transferred ownership since last being recorded by DMV. The corresponding Transfer fees will be charged based on the number entered. Smog Test Date - Enter the test date from the Smog Check Vehicle Inspection Report. Smog Test Results - If a smog test was required on the vehicle, use this field to indicate whether it passed or failed. Repossession Date - If the vehicle was repossessed, you may use this field to record the repossession date. The appropriate Repossession Fee may be assessed by DMV. Transfer Type - For transfer transactions, select the type of transfer transaction being performed. Prior History - Use this dropdown to indicate if the vehicle was previously registered as a Taxi or Police vehicle. PNO Indicator - If processing a Transfer, you may use one of the following selections to set a Planned Non-Operation (PNO) status on the vehicle: Continue PNO Status (if transferring ownership of a vehicle already in PNO status) or Dealer Inventory - to set a PNO status onto a vehicle coming into dealership inventory. Previous Owner - Enter the name of the vehicle's previous Registered Owner, as it appears on DMV records. Duplicate Owner Certificate - If the original title is not available for this vehicle, check this box to generate a duplicate title fee. Owner Certificate Issue Date - Enter the date the title was last issued by DMV. 48

53 Processing Dealer Transactions Lien Page The Lien page captures the Lienholder information (if any) connected with this registration. Required fields will appear in yellow, and will turn white when completed. (Required fields will vary based on transaction type). Click on any data field for an explanation of its purpose. CA EVR contains a pre-installed list of ELT lienholders in its data table (You may modify the Lienholder database using the Lienholder Maintenance screen). Clicking the Name dropdown arrow will display a list of all lienholders saved to your Lien table. When a lienholder is selected from the list, any address information saved with this entry will automatically be populated. If there is no lienholder attached to this deal, select "None" from the Name dropdown. You may also manually key in a new lienholder not in your database. If a new lienholder is entered, CA EVR will prompt if you would like to save the lienholder to the Lien database. Click Yes to add the lienholder information to your Lienholder Maintenance database. 49

54 CVR California EVR User's Guide When all required fields for this page have been entered, a green check mark the bottom page tab, indicating this page is valid for transmission. will appear on Next Topic: Plate Page 50

55 Processing Dealer Transactions Lien Page Data Entry Fields The Lien Page contains the following fields. Required fields will vary based on the transaction and company type. Lienholder Name - Enter the Lienholder's name. If the Lienholder has been saved to your Lien database, you may select it from the dropdown arrow. If the deal has no lienholder, select "None" as the Lienholder name. Lienholder Address - Enter the Lienholder's mailing address. If the address information was saved to your Lienholder maintenance, it will automatically appear when a saved Lienholder is selected. Lienholder Zip Code, City, State - Enter the owner's mailing Zip Code. Entry of a valid Zip code will automatically populate the City and State fields. Previous Lienholder (Transfer transactions only) - If there is a previous lienholder attached to the registration, enter the lienholder name here. 51

56 CVR California EVR User's Guide Plate Page The Plate Page captures license plate and sticker information connected with this registration. If an RDF (Report of Deposit of Fees) indicator needs to be set or cleared for this transaction, this information will also be processed here. Required fields will appear in yellow, and will turn white when completed. (Required fields will vary based on transaction type). Click on any data field for an explanation of its purpose. To set an RDF indicator on a transaction: Using the RDF Indicator dropdown, select either Set or Clear. The Select RDF Reason window will appear: 52

57 Processing Dealer Transactions Highlight the reason(s) for RDF from the left-hand list, and select it by either double-clicking the item, or by clicking the right arrow [>] button. You can select up to eight reason codes. The Selected column to the right will display your RDF reasons selected for this transaction. Click OK to confirm your choices and return to the Plate page. If you need to change the selected reason codes, click the RDF Reason button to reopen the Select RDF Reason window. Inventory Correction: If the find the inventory assigned to your transaction is missing or damaged, click the next to the Plate or Sticker field. The Inventory Correction window will display: button Click on the status from the Action box, provide a Reason if appropriate, then click OK. CA EVR will assign the next available serial number from inventory to this registration. 53

58 CVR California EVR User's Guide Note: The Missing/Damaged inventory must later be transmitted to DMV from the Inventory screen. For more information, see: Modifying Inventory. When all required fields for this page have been entered, a green check mark the bottom page tab, indicating this page is valid for transmission. will appear on Next Topic: Sales Page 54

59 Processing Dealer Transactions Plate Page Data Entry Fields The Plate Page contains the data entry following fields. Required fields will vary based on the transaction and company type. RDF Indicator - Use this field to mark this transaction as a Set or Clear RDF (Report of Deposit of Fees). If setting or clearing an RDF, an RDF Reason Code must be supplied. The RDF Reason Code window will appear. RDF Reason - If processing a Set or Clear RDF transaction, an RDF Reason Code must be supplied.the RDF Reason Code window will automatically display when the RDF indicator is set. To change the RDF Reason Codes, click the RDF Reason button. Amount to Post - When posting fees for Initial transactions, enter the amount to be posted to DMV here. Post Date - For RDF transactions, enter the date the fees were posted to DMV. (If a Set RDF transaction is performed, the Post Date will automatically be returned when the transaction is successful.) Expiration Date - The registration expiration date is automatically calculated by DMV when the transaction is successful. Plate - The plate number assigned to the registration. To issue a different plate from inventory, click the [...] button to display the Inventory Correction window. Sticker - The sticker number assigned to the registration. To issue a different sticker from inventory, click the [...] button to display the Inventory Correction window. Replaced Plate/TIN - If a Transfer with Replacement transaction is being performed, enter the plate number to be replaced. On a completed Set RDF transaction for Initial, this field will display the Temporary Identification Number (TIN) assigned by DMV. Prior Disposition - For Transfer with Replacement transactions, select a disposition of the replaced plate. 55

60 CVR California EVR User's Guide Sales Page The Sales page is used to capture the vehicle sales price or value. This page will also display all applicable title & registration fees due for the transaction. Click on any data field for an explanation of its purpose. Fees are automatically calculated by CA DMV, and will be returned after submitting the transaction. Any outstanding fees resulting from citations (Parking, etc.) will also be displayed here. DMV Fee Calculator: You may manually calculate an estimate of vehicle registration and VLF fees using DMV's Vehicle Registration Fee Calculator website. Clicking the Calculate Fees button will launch the website in you internet browser window. When all required fields for this page have been entered, a green check mark the bottom page tab, indicating this page is valid for transmission. will appear on Next Topic: Renewal Page 56

61 Processing Dealer Transactions Sales Page Data Entry Fields The Sales Page contains the data entry following fields. Required fields will vary based on the transaction and company type. Price/Value - The field displayed will vary based on the transaction being processed. Enter the vehicle's purchase price or value in whole dollars. Report of Sale (optional). You may choose to enter the deal's Report of Sale number here. Fleet Sale - If this vehicle is being processed as part of a fleet sale, enter "F" in this field. Fee Exempt Code - Use this dropdown to indicate if an owner is exempt from standard registration fees. Select the appropriate reason from the dropdown list. Prior Use Tax - If any prior use tax was collected on the vehicle, enter it here. Accept Fees - Check this box to indicate that the company or individual has agreed to pay fees. When the Accept Fees box is checked, registration fees will be assessed by DMV when the transaction is transmitted. Calculate Fees - Click this button to launch the DMV fee calculation website. Previously Paid Fees - Any title/registration fees previously paid for this vehicle will be displayed here after the transaction is transmitted. Adjusted Fees Due - The adjusted fees are the difference between the Total Fees due and Previously Paid fees. Total Fees - Total title/registration fees due for this vehicle will be displayed here. Fees will automatically be returned by DMV when the transmission is successful. Parking Fees - Any outstanding parking fees attached to this vehicle will be displayed here. 57

62 CVR California EVR User's Guide Renewal Page When processing a Registration Renewal, CA EVR will display a different set of data entry tabs. The Vehicle page is the primary data entry page: Click on any data field for an explanation of its purpose. Required fields will appear in yellow, and will turn white when completed. (Required fields will vary based on transaction type). When all required fields for this page have been entered, a green check mark will appear next to the icon at the bottom edge of the page. Fee Inquiry: Users have the ability to submit the registration data to DMV and preview the registration fees before completing the transaction. To perform the fee inquiry, uncheck the Accept Fees box (if checked), and fill in all required fields. When the registration is in Ready to Send status, click the Transmit button. When the transmission is successful, you may view the detail of fees to be assessed by DMV by clicking on the Sales tab. To accept the fees and proceed with the registration, check the Accept Fees box to have CA EVR will assign inventory to this transaction. Setting/Clearing an RDF: If you need to set an RDF Indicator (Report of Deposit of Fees) for this transaction, click the RDF Ind dropdown, select either Set or Clear. 58

63 Processing Dealer Transactions The Select RDF Reason window will appear: Highlight the reason(s) for RDF from the left-hand list, and select it by either double-clicking the item, or by clicking the right arrow [>] button. You can select up to eight reason codes. The Selected column to the right will display your RDF reasons selected for this transaction. Click OK to confirm your choices and return to the Vehicle page. If you need to change the selected reason codes, click the RDF Reason button to reopen the Select RDF Reason window. Note: If you processing a Set RDF transaction, you will be able to create a Clear RDF transaction for this registration using the RDF Filter. PNO processing for Renewals: Users can also process Renewal transactions which will: 1- Place a vehicle into Planned Non-Operation (PNO) status. 2- Issue a registration (restore registration status) to a vehicle currently in PNO status. To place a vehicle into Planned Non-Operation (PNO) status: On the Vehicle screen, click the PNO Indicator dropdown list, and select Generate PNO Fees. When transmitted, DMV will return the appropriate PNO fee and receipt. To issue a registration to a vehicle currently in PNO status: Autos: On the Vehicle screen, select Auto as the Plate Type and enter Y the CNO Indicator field: On a successful transaction, DMV will issue a registration certificate and assess all registration fees due for the current registration period. Commercial vehicles: On the Vehicle screen, select Commercial as the Plate Type and enter the vehicle s CNO (Certificate of Non-Operation) Date (the date the vehicle was put back into operation). 59

64 CVR California EVR User's Guide On a successful transaction, DMV will issue a registration certificate, charge a prorated Weight Fee for the remainder of registration based on CNO Date, and assess all registration fees for the current registration period. Next Topic: Transmitting a Transaction 60

65 Processing Dealer Transactions Transmitting a Transaction Once you have entered all required data for your transaction(s), the transaction will be set to Ready to Send status. click the Transmit button to send the data to DMV. You can send transactions individually or send multiple transactions in a batch by highlighting them in the transaction list. A Communications window will display prompting you to enter your CVR user ID and password. Once your password is entered, you will see a small box showing the transmission status: When the transaction has been successfully transmitted and processed, the necessary forms and receipts related to the transaction will automatically begin printing to your designated printers. Transmission Errors If your transaction contains any data errors, the Status on the Title/Registration list will change to Failed. - If you are transmitting a single transaction: A Transmission Errors window will appear displaying the errors which are preventing the transaction from successfully completing. - If you are transmitting multiple transactions in a batch: The Transmission Errors window will display the error for the last transmission sent in the batch. To view any errors for other failed transactions, highlight the transaction from the Title/Registration list, then click the Transmission 61

66 CVR California EVR User's Guide Errors button, located to the right of the data-entry area. The Transmission Errors window will appear displaying errors for that specific transaction. If you receive an error after transmitting, correct the transaction (if possible) based on the error message(s), then click the Transmit button to resend the transaction. Note: Some DMV error messages may indicate that the transaction cannot be processed electronically and must be processed manually. If you close the Transmission Errors window, you can reopen it by clicking the errors located to the right of the data-entry area, or pressing CTRL + E on the keyboard. button Next Topic: Reports and Reprints Introduction 62

67 Salvage Transactions Salvage Transaction Types As a part of its salvage processing, CA EVR supports the following types of transactions: Note: These transactions are only enabled if your processing Company Type is Salvage or Registration Service. Contact your CVR Account Executive to verify if your company is eligible to process the following transactions. Salvage Certificate When a vehicle is determined to be a total loss salvage vehicle, a Salvage Certificate must be requested for the vehicle within 10-days from the loss settle date. When the transaction is successful, CA EVR will print a DMV Salvage Certificate (title), and a Salvage Receipt. - You can also generate a duplicate salvage certificate for vehicles which already have a salvage record on file with DMV. Non-Repairable Certificate (Enabled only for Salvage and Registration Service Company Types) CA EVR can process a Non-Repairable Certificate, issued when a vehicle which has no resale value except as a resource for parts or scrap metal. The vehicle cannot be titled or subsequently registered, but owner transfer can occur twice with a Non-Repairable Certificate. When the transaction is successful, CA EVR will generate a DMV Non-Repairable Certificate and a Non- Repairable Receipt. Junk Receipt (Enabled only for Salvage and Registration Service Company Types) CA EVR supports 2 types of junk transactions: *Revivable - A Revivable Junk receipt can be issued to a vehicle which can be repaired for operation on the CA highway. When the transaction is complete, CA EVR will generate a DMV Junk receipt. Users also have the option to print the Notice to Dismantler (Registration Form 42) upon completion. *Non Revivable - A Non-Revivable Junk receipt is for a vehicle that was abated, abandoned, or removed from a CA highway, public, or private property by a police officer or designated official. When the transaction is complete, CA EVR will generate a DMV Junk receipt. Users also have the option to print the Notice to Dismantler (Registration Form 42) upon completion. Vehicle License Fee (VLF) Refund (Enabled only for Salvage and Registration Service Company Types) CA EVR can also process a prorated refund of a registration's Vehicle License Fee (VLF) when the vehicle becomes a Constructive Total Loss or Unrecovered Total Loss. VLF refunds can be processed as a standalone transaction, or in conjunction with a completed Salvage, Non-Repair, or Junk transaction. When the transaction is complete, CA EVR will print a DMV VLF Refund Receipt. Next Topic: Vehicle Page (Salvage) 63

68 CVR California EVR User's Guide Vehicle Page (Salvage) The Vehicle page is the first data-entry page used in processing a transaction. It captures all information related to the vehicle, including plate, VIN, and odometer information. Required fields will appear in yellow, and will turn white when completed. (Required fields will vary based on transaction type). Click on any data field for an explanation of its purpose. When all required fields for this page have been entered, a green check mark will appear next to the icon at the bottom edge of the page. Next Topic: Owner Page (Salvage) 64

69 Salvage Transactions Owner Page (Salvage) The Owner page captures current and previous owner information. (Note: The data fields on the Owner page will vary depending on your dealership's Company Type.) Click on any data field for an explanation of its purpose. If a Company name is typed into the Name field, CA EVR will prompt if you would like to save the owner information to its Owner database. Click Yes to save the owner information in your Owner Maintenance database. Saving an Owner record saves time and data-entry by allowing you to easily recall owner information. Clicking the Name dropdown will display the list of owners saved to your database. When you select a saved Owner record from the list, CA EVR will automatically populate all information associated with the record, such as Name and Address. When all required fields for this page have been entered, a green check mark will appear next to the icon at the bottom edge of the page. 65

70 CVR California EVR User's Guide Next Topic: Sales Page (Salvage) 66

71 Salvage Transactions Sales Page (Salvage) The Sales page can be used to Set or Clear an RDF indicator on a transaction. This page also displays all applicable title & registration fees due for the transaction. Fees are automatically returned by CA DMV and will populate in this page after the transaction is successful. Click on any data field for an explanation of its purpose. To place an RDF indicator on a transaction: Using the RDF Indicator dropdown, select either Set or Clear. The Select RDF Reason window will appear: 67

72 CVR California EVR User's Guide Highlight the reason(s) for RDF from the left-hand list, and select it by either double-clicking the item, or by clicking the right arrow [>] button. You can select up to eight reason code. The Selected column to the right will display your selected RDF reasons for this transaction. Click OK to confirm your choices and return to the Sales page. If you need to change the selected reason codes, click the RDF Reason button to reopen the Select RDF Reason window. Next Topic: Dismantler Page 68

73 Salvage Transactions Dismantler Page (Salvage and Registration Service companies only) The Dismantler page is an optional data entry page used only for Junk (Revivable and Non- Revivable) transactions. You can use this page to have CA EVR generate the DMV Notice to Dismantler form (Registration 42 form) for a completed Junk transaction. Enter the data as it should appear on the Dismantler Notice. Click on any data field for an explanation of its purpose. To print the Dismantler Notice following a completed transaction: From the Title/Registration toolbar, click the Print button. Select Notice to Dismantler from the dropdown list. The Dismantler notice will print to the printer specified in the Printer Options menu. Next Topic: VLF Refund Page 69

74 CVR California EVR User's Guide Dismantler Page Data Entry Fields The Dismantler page contains the following data entry fields. All fields should be completed in order to create a full Dismantler's Notice printout. Body - If a full 17-character VIN is entered on the Vehicle page, the Body style will automatically be populated. Otherwise, select the vehicle's body style from the dropdown list. Year - If a full 17-character VIN is entered on the Vehicle page, the year will automatically be populated. Otherwise, enter the vehicle's model year. Expiration Date - Enter the "last registered date for the period ending:", as it should appear on the Dismantler notice. Purchase Date - Enter the vehicle purchase date. Possession Date - Enter the date on which actual possession of the vehicle was acquired. Vehicle Condition - Use the dropdown list to indicate the Condition of Vehicle When Acquired. Select from: Complete Vehicle, Frame Only, Body Only, or Partially Dismantled. Seller Name - Enter the name of the seller (from) to appear on the Dismantler Notice. Vehicle Code - Click this button to indicate the items surrendered in compliance with DMV Vehicle Code. A selection window will appear. Dismantler Notice - Use the dropdown to indicate the Dismantler's Notice of Plate Destruction from the Reg 42 form. Select No License Plates or Removed/Destroyed. Number of Plates - If the Dismantler Notice dropdown value is set to "Removed/Destroyed", indicate the number of plates removed/destroyed (1 or 2). Firm Name - The Firm Name and Address will automatically be populated with the Primary Owner information entered on the Owner Page. Firm Address, Zip, City, State - The Firm Name and Address will automatically be populated with the Primary Owner information entered on the Owner Page. 70

75 Salvage Transactions VLF Refund Page (Salvage companies only) The VLF Refund page contains all the necessary data-entry fields to process a VLF Refund transaction. VLF refund transactions are processed on a single data-entry page. Click on any data field for an explanation of its purpose. Required fields will appear in yellow, and will turn white when completed. When all required fields have been entered, the Transmit button will become enabled. When the transaction is successful, a VLF Refund receipt will automatically print to your designated printer. Note: VLF Refunds can also be processed for previously completely Salvage, Non-Repairable, and Junk transactions. For more information see Using the VLF Refund Filter. Next Topic: Using the VLF Refund Filter 71

76 CVR California EVR User's Guide Creating Transactions Using the VLF Refund Filter (Salvage companies only) The Title/Registration screen's Pending VLF's filter displays all transactions which were marked for VLF refund (using the "VLF Refund Expected" checkbox). Transactions marked for VLF refund will be highlighted in Green on the transaction list. To process a VLF refund for a previously completed transaction: Click the Pending VLFs radio button on the left-hand Filter menu to view all transactions that were marked for VLF Refund. Highlight a transaction from the list, and click the VLF button on the Title & Registration toolbar. CA EVR will create a new VLF Refund transaction using the owner and vehicle data entered. Note: the VLF Refund transaction will use the same Control Number as the original transaction, with the letter "V" appended to the end. If the original transaction's Control Number is 8 characters long, the letter "V" will replace the last character. Once a VLF transaction has been created, the original (flagged) transaction will be removed from the Pending VLFs area. Click the Transmit button to send the transaction to DMV (Additional data entry may be required before the transaction is ready to transmit). When the transaction has been successfully processed, the DMV receipt will automatically begin printing to your designated printer. For more information on VLF Refunds, see: VLF Refund Page Next Topic: Reports and Reprints Introduction 72

77 Reports and Reprints Reports and Reprints Introduction This section will guide you through reprinting your DMV receipts and certificates. It will also guide you through CA EVR's reporting features. Select a topic to continue: Reprinting a Registration Form Mailing and Return Labels Title & Registration Reports: Bundle Reports CSV (Consolidated) Bundle Report Pending Detail Report Completed Detail Report Completed Summary Report VLF Summary Report Inventory Reports: Inventory Detail Report Inventory Summary Report Inventory Quarterly Report Inventory Destruction Report 73

78 CVR California EVR User's Guide Reprinting a Registration Form CA EVR allows you to reprint your transactions' registration receipts and title certificates, in the event of printer failures and paper jams. To reprint a transaction completed on the current work day: From the Title/Registration list, highlight the transaction to be reprinted. Click the Print button located on the top toolbar. A dropdown menu will appear with the following reprint choices: - Certificate - (Salvage and Non-Repairable transactions only). - Reg Card / Receipt - Reprints the registration certificate or DMV receipt - Fees - Prints an itemized list of DMV fees assessed for the transactions - Full Report - Displays all Owner, Vehicle, and Transaction/Fee information associated with this transaction - Notice to Dismantler - (Junk transactions only) Reprints the DMV Notice to Dismantler (Registration Form 42) - Mailing Label/Return Label - You may print mailing labels for completed transactions (see next topic) The form will automatically print to your designated printer. For additional information see: Printer Options To reprint a transaction completed on a prior work day: Note: Reprints are only available for 30 days after the transaction was processed. From the Title and Registration screen, click the Archive button (located on the left-hand View menu) to view the list of previously completed transactions. Highlight the transaction to be reprinted. Click the Print button located on the top toolbar, and select either Certificate (salvage) or Reg Card/Receipt, from the dropdown list. A prompt will appear confirming that you wish to retrieve reprint data: Click Yes to continue. The Communications window will display. Enter your CVR User ID and password. 74

79 Reports and Reprints When the transmission is successful, the form will print to your designated printer. Next Topic: Mailing Labels and Return Labels 75

80 CVR California EVR User's Guide Mailing and Return Labels For your convenience, CA EVR can generate pre-printed mailing labels for your completed transactions, which can save time when mailing paperwork to your customer. Labels are formatted for an Avery 5160 label sheet (or equivalent), which holds 30 labels per sheet. To print mailing labels: On the Registration screen, use the View filter to display either Current Deals (transactions processed today) or Archive deals (transactions processed on a prior day). From the transaction list, highlight the Completed transactions for which you need labels. You can select multiple transactions by holding down the Ctrl or Shift keys on the keyboard while clicking on transactions. To select all transactions in the transaction list, right-click anywhere on the transaction list, and choose Select All from the right-click menu. With your transactions selected, click the Print choices from the dropdown list. button and select one of the following Mailing Label: The owner mailing label (addressee) will print the Owner Name (up to 2 owners) and Mailing Address as entered in the registration. One transaction will print per label, with a maximum of 30 transactions per sheet. Alternatively, you can choose to print a mailing label containing VIN, Control #, Plate and Purchase Type. To enable this type of printout, see Dealer Maintenance. Return Label: This selection will create return address labels containing your company name and address, as entered in the Company Setup screen. 76

81 Reports and Reprints The following prompt will appear: Load your designated Reports printer with a label sheet, then click OK to begin printing. Next Topic: Bundle Reports 77

82 CVR California EVR User's Guide Bundle Reports The Bundle Report is a listing of all transactions completed on the specified workday. It contains vehicle and fee information, and may be used as a source document of transactions processed. The Bundle Report is generated during CA EVR s overnight processing: an automatic process that runs after midnight or the next day that you log onto CA EVR. The Bundle Report consists of the Completed Transaction Detail Report and the Completed Transaction Summary Report. (Note: Each of these reports can also be retrieved individually using the left hand Reports menu.) When you have completed transactions for a particular day, you must print a copy of the Bundle Report. Using the Bundle Report as your guide, collect all the deals that were completed the previous day and batch the supporting documents to CVR's DMV Auditing group. Paperwork should be mailed in at least once a week. To print a Bundle Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. The Bundle Reports preview window will automatically be displayed by default, and will be set to the current bundle date: Completed Transaction Detail: Completed Transaction Summary: 78

83 Reports and Reprints To select a different date, click the Bundle Date dropdown and select the bundle creation date from the list. To print your report, click the Print preview window. button located on the horizontal toolbar above the Next Topic: CSV Bundle Report 79

84 CVR California EVR User's Guide Consolidated (CSV) Bundle Report For machines that process multiple companies on the same workstation, a Consolidated Bundle Report is available, which combines the Bundle Report data for all companies into a single CSV file. From the Reports menu, click CSV Bundle (Note: Microsoft Excel must be installed on your workstation in order to display the CSV Bundle Report from within CA EVR). To print a Consolidated Bundle Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. Select CSV Bundle to view the Consolidated Completed Transaction Detail report. Microsoft Excel will launch with displayed report: You may use the toolbar control within Microsoft Excel to Print or Save your report as a different format. Next Topic: Pending Detail Report 80

85 Reports and Reprints Pending Detail Report The Pending Detail Report lists alls transactions currently in the Title/Registration List that are ready to transmit. This includes transactions which have been previously transmitted, but are in Failed status. To view the Pending Detail Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. Click the Pending Detail display: button from the left hand menu. The report preview window will To print your report, click the Print preview window. button located on the horizontal toolbar above the You can also save your Bundle report as a PDF file by clicking the Save horizontal toolbar. button on top Next Topic: Completed Detail Report 81

86 CVR California EVR User's Guide Completed Detail Report The Completed Detail Report provides a listing of all transactions completed within a given date range specified by the user. The report will contain information such as Control #, Plate #, VIN, and Fees associated with each transaction. To create a Completed Detail Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. Click the Completed Detail button from the left hand menu. The report date range is set to the current date by default. To set a specific date range, enter the beginning date in the From field. Enter the ending date in the To field, then click Get Dates to create the report. The report preview window will display: To print your report, click the Print preview window. button located on the horizontal toolbar above the You can also save your Bundle report as a PDF file by clicking the Save horizontal toolbar. button on top Next Topic: Completed Summary Report 82

87 Reports and Reprints Completed Summary Report The Completed Summary Report provides a total quantity of transactions grouped by transaction type and user. (To view individual transaction information such as plate #, VIN, Control #, use the Completed Detail Report). You can create a Completed Summary Report for a specific date range by providing a starting and ending date. To create a Completed Summary Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. Click the Completed Summary button from the left hand menu. The report date range is set to the current date by default. To set a specific date range, enter the beginning date in the From field. Enter the ending date in the To field, then click Get Dates to create the report. The report preview window will display: To print your report, click the Print preview window. button located on the horizontal toolbar above the You can also save your Bundle report as a PDF file by clicking the Save horizontal toolbar. button on top 83

88 CVR California EVR User's Guide Next Topic: VLF Summary Report 84

89 Reports and Reprints VLF Summary Report (Salvage Companies only) The VLF Summary Report provides a detailed listing of all VLF Refund transactions completed within a user-specified date range. To create a VLF Summary Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. Click the VLF Summary button from the left hand menu. The report date range is set to the current date by default. To set a specific date range, enter the beginning date in the From field. Enter the ending date in the To field, then click Get Dates to create the report. The report preview window will display: To print your report, click the Print preview window. button located on the horizontal toolbar above the You can also save your Bundle report as a PDF file by clicking the Save horizontal toolbar. button on top Next Topic: Inventory Detail Report 85

90 CVR California EVR User's Guide Inventory Detail Report The Inventory Detail Report details inventory serial numbers and their individual statuses. To view the Inventory Detail Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. On the Inventory area, click Detail to display the report in the preview window: To print the report, click the Print window. button located on the horizontal toolbar above the preview You can also save your Bundle report as a PDF file by clicking the Save toolbar. button on the Next Topic: Inventory Summary Report 86

91 Reports and Reprints Inventory Summary Report The Inventory Summary Report summarizes all inventory batches that have been received on this workstation, along with the quantities of each inventory status (such as Available, Damaged, etc.) To view the Inventory Summary Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. On the Inventory area, click Summary to display the report in the preview window: To print the report, click the Print window. button located on the horizontal toolbar above the preview You can also save your Bundle report as a PDF file by clicking the Save toolbar. button on the Next Topic: Inventory Quarterly Report 87

92 CVR California EVR User's Guide Inventory Quarterly Report The On-Hand Quarterly Inventory Report contains the inventory information specifically required for DMV s quarterly On-Hand Report. Quarterly inventory reports are due on January 1, April 1, July1, and October 1 (Note: CA EVR will send you reminders when the quarterly inventory is due). To print a Quarterly Inventory Report: From the vertical toolbar, click the Reports menu. From the Inventory section of the Reports menu, click Quarterly The report preview window will display: To print the report, click the Print window. button located on the horizontal toolbar above the preview You can also save your Bundle report as a PDF file by clicking the Save toolbar. button on the Next Topic: Inventory Destruction Report 88

93 Reports and Reprints Inventory Destruction Report The Inventory Destruction Report details all inventory marked as Missing, Damaged, Destroyed, etc., along with the User ID of the user who processed the request. To view the Inventory Destruction Report: From the left-hand vertical toolbar, click the Reports tab to access the Reports menu. From the Inventory section if the Reports menu, click Summary to display the report: To print the report, click the Print window. button located on the horizontal toolbar above the preview You can also save your Bundle report as a PDF file by clicking the Save toolbar. button on the Next Topic: Calendar 89

94 Calendar Calendar Introduction The Calendar utility automatically creates reminders for users when DMV Quarterly Inventory is due, and when a fee posting transaction is approaching the 20 day limit and has yet to be cleared. Users can also create their own custom appointments and save them to the workstation. Viewing Appointments: To view appointments for a specific day, click on the requested date from the calendar on the lefthand menu. Hourly appointments for the specified day will appear on the main window (The calendar display is set to Daily view by default). You can also display view to either Daily, Weekly, or Monthly. To switch displays, use the tabs at the bottom of the Calendar window: Next Topic: Quarterly Inventory Reminders 90

95 Calendar Quarterly Inventory Reminders CA EVR will remind users when DMV's Quarterly Inventory Report is due. A reminder window will first appear 10 days before the due date, then on a daily basis 5 days before the due date. (Quarterly inventory counts are due on January 1, April 1, July1, and October 1). To dismiss the reminder for the day, click the Dismiss or Dismiss All button. This reminder will also remain visible in the Calendar screen. For information on printing a Quarterly Inventory Report, see: Quarterly Inventory Report Next Topic: Fee Posting Reminders 91

96 CVR California EVR User's Guide Fee Posting Reminders To help users avoid ASF fees, a reminder window will appear if a fee posting (Set RDF) transaction has been performed. As the 20 day limit approaches, CA EVR will send the user a reminder that the Clear RDF transaction needs to be performed. The reminder window will first appear 10 days before the due date, then on a daily basis 5 days before the due date. To dismiss the reminder for the day, click the Dismiss or Dismiss All button. This reminder will also remain visible in the Calendar screen. For information on clearing an RDF, see: Creating Transactions Using the RDF Filter Next Topic: Adding a Custom Appointment 92

97 Calendar Adding a Custom Appointment You can use CA EVR's calendar utility to set custom appointments. Custom appointments are user specific, and will not be displayed to other users when logged into CA EVR. To create a custom appointment/reminder: From the main vertical toolbar, click the Calendar button to launch the Calendar screen. Click the New button along the top toolbar. The Appointment window will display: Enter a subject, and select a Start and End Time using the calendar controls. Check the Reminder box to have a reminder window appear prior to the appointment start time. Using the dropdown list, select the time interval for the reminder window to display prior to start time. Click OK to save the appointment and return to the Calendar screen. You may Edit or Delete an appointment using the toolbar buttons. Next Topic: Tools and Maintenance Introduction 93

98 Tools and Maintenance Tools and Maintenance Introduction Many of CA EVR's system options and utilities can be accessed from the Tools menu (located on the horizontal menu bar). Tools Menu Transaction List - Use this utility to retrieve a list of transactions completed within a specified date range. Recover - Allows you to retrieve a completed transaction from the CVR host, using the transaction s Control Number. Backup - Allows you to create a backup of your CA EVR data. Restore - Allows you to restore your CA EVR system data from a backup file. Rebuild All - This tool can rebuild and repair damaged database data on your workstation. It should be used under the direction of CVR Technical Support. View Logs - Allows you to view logs for Backup, Restore, Daily, Errors, Communications, and Update activity. Communication Setup - This area controls how your workstation transmits data to DMV and the CVR server. Password Update - Allows you to update your CVR password. Options - Use this menu to configure your DMS import and software download options. You can also maintain databases of frequently used company and owner information using the Maintenance utilities (located on the horizontal menu bar). Maintenance Menu Company - Allows you to create and edit your company s CVR user information. Dealer - Allows users to add and modify commonly used dealer numbers. You may also set other processing defaults on this screen. Lien - Frequently used lienholders (Previous Legal Owners) can be saved to your database here. Owner - Frequently used owner information can be saved to your database here. 94

99 Tools and Maintenance Vehicle - Allows users to add and modify stored vehicle makes Click on one of the highlighted topics for more information. Next Topic: Transaction List 95

100 CVR California EVR User's Guide Transaction List The Transaction List utility allows you to retrieve a list of all transactions completed for your company within a specified date range. To retrieve a transaction list: From the horizontal menu, click Tools > Transaction List The Retrieve Recovery List window will display. Enter the beginning date (From) and ending date (To) for which you want to view all completed transactions. Click Transmit to send the request to the CVR host server. Your User ID and Password will be required. The CVR server will return a list of Control Numbers for all transactions completed within the requested date range. You may use the transaction listing to recover the data for a specific transaction back onto your workstation. To do so, highlight the requested transaction(s) from the list. (To highlight multiple items, hold down the CTRL or Shift keys while clicking). Once your transactions are highlighted, click Recover to continue with the data recovery process. (For more information, continue to the next topic.) Next Topic: Recover 96

101 Tools and Maintenance Recovering a Transaction On occasion, a transaction may be missing from your Title/Registration list, or may contain incomplete data. This can be fixed by connecting to the CVR host server and "recovering" the transaction data back into your workstation. To recover a transaction: From the horizontal menu bar, click Tools > Recover. The Recover List window will display. Click the New button to add a new transaction. Type in the control number used for the transaction, then click OK. If you have more than one transaction to recover, repeat the process to add additional control numbers. Click the Transmit button to submit the request to CVR. You will be prompted for your CVR User ID and Password. 97

102 CVR California EVR User's Guide When the completed transaction(s) have been successfully recovered, the status in the Message window will be updated. Click Exit to return to the transaction window. The transactions will now appear in your Title/Registration list. Next Topic: Backup 98

103 Tools and Maintenance Backup This utility allows you to create a backup of your workstation's registration data. In the event that your computer's hard drive data is lost, or you are re-installing CA EVR on a replacement machine, you may restore your data using the backup created here. To backup your CA EVR data: From the horizontal menu bar, click Tools > Backup. The Specify Backup File window will display. Using the explorer window, specify the location where you would like the backup to be created. Create a specific name for your backup file and enter it in the File Name field. Click Save to create a backup file. (Note: If you processing for multiple companies on your workstation, you must create an individual backup for each active company). To learn how to restore your data from a backup file, continue to the next topic. Next Topic: Restore 99

104 CVR California EVR User's Guide Restore Using the Restore utility, you can restore your CA EVR workstation's data from a backup file. To restore your CA EVR data: From the horizontal menu bar, click Tools > Restore. At the Password Entry window, you must enter the CA security password. To obtain the password, contact CVR Support Central at 1(800) Using the explorer window to specify the backup file you wish to restore from. Click on the backup file, then click Open. Caution: Restoring your data from a backup will overwrite your existing database files. Any data currently in your database will be replaced with the data contained in the backup file. Next Topic: Communications Configuration 100

105 Tools and Maintenance Communications Configuration The Communications Configuration menu controls how your CA EVR workstation will transmit registration data to the DMV and CVR host servers. By default, CA EVR is pre-configured to transmit over a high-speed internet connection. Depending on your company's network environment, you may be required to adjust your CA EVR communication settings. To adjust your communication settings: From the top horizontal toolbar, click Tools > Communications Setup. The Communications Configuration window will display: Note: If you are transmitting using high-speed internet and your dealership has specific security/network restrictions on internet access (such as a proxy server), you must configure them on the Sessions tab. 101

106 CVR California EVR User's Guide To enable proxy server configuration, check the Use Proxy Server box, and enter all information required for internet access through your network. (Please consult your computer/it administrator if you are unsure of any these settings). When you have finished, click OK to save your configuration settings. Next Topic: Password Update 102

107 Tools and Maintenance Password Update The Password Update feature allows users to change or update their password at their convenience. To change your password: From the top horizontal menu bar, click Tools > Password Update. A Communications window will display prompting you to enter your CVR User ID, Old (existing) Password, and a New Password of your choice. New passwords must be between 6-8 characters, and contain a combination of both letters and numbers. You may not reuse a password previously used within the last two years. After clicking the OK button, you will be prompted to confirm your new password by re-entering it. Once entered, clicking the OK button will complete your password update. Next Topic: General Options 103

108 CVR California EVR User's Guide Options Menu General Options The Options menu is where you will configure many of your EVR workstation features, including DMS import, printer settings, and software download preferences. General Options Use this tab to configure your workstation to import registrations (deals) from a Dealer Management System (DMS), and to set your data retention preferences. Click on any data field for an explanation of its purpose. Import/Export: CA EVR can be configured to import transaction data from your Dealer Management System (DMS). Select your DMS provider from the Import Extension dropdown list. The Import Directory is the location in which CA EVR will look for files exported from the DMS. To change this location, use the Browse button. If you need assistance with your import directory, consult CVR Client Support. 104

109 Tools and Maintenance The Security Code is the unique hardware identifier of this workstation. This ID must be on file with CVR in order to perform any transactions with the CVR Host or the CA DMV system. You can also set the number of days that completed transaction data will remain archived on your workstation. Reports can be retained for up to a maximum of 120 days. Completed transaction and backup files can be retained a maximum of 150 days. Accounting Interface: Click the ADP Accounting Interface radio button to enable the Accounting Interface utility. This interface allows the CVR workstation to electronically post fees and financial information for your completed transactions back into your Dealership Management System (DMS) accounting system. For more information, see Accounting Next Topic: Printer Options 105

110 CVR California EVR User's Guide General Options The Options menu is where you will configure many of your EVR workstation features, including DMS import, printer settings, and software download preferences. General Options Use this tab to configure your workstation to import registrations (deals) from a Dealer Management System (DMS), and to set your data retention preferences. Click on any data field for an explanation of its purpose. Import/Export: CA EVR can be configured to import transaction data from your Dealer Management System (DMS). Select your DMS provider from the Import Extension dropdown list. The Import Directory is the location in which CA EVR will look for files exported from the DMS. To change this location, use the Browse button. If you need assistance with your import directory, consult CVR Client Support. The Security Code is the unique hardware identifier of this workstation. This ID must be on file with CVR in order to perform any transactions with the CVR Host or the CA DMV system. 106

111 Tools and Maintenance You can also set the number of days that completed transaction data will remain archived on your workstation. Reports can be retained for up to a maximum of 120 days. Completed transaction and backup files can be retained a maximum of 150 days. Accounting Interface: Click the ADP Accounting Interface radio button to enable the Accounting Interface utility. This interface allows the CVR workstation to electronically post fees and financial information for your completed transactions back into your Dealership Management System (DMS) accounting system. For more information, see Accounting Next Topic: Printer Options 107

112 CVR California EVR User's Guide Printer Options Use the Printer options tab to designate which printers will be used to print your reports and certificates. Click on any data field for an explanation of its purpose. Using the dropdown list, select which printer will be used as the Reports printer (such as the Bundle Report), the Registration Card / Registration Receipt printer (to be printed on DMV paper), the Salvage and Non-Repairable Certificates printer,and Dismantler Notice printer (if applicable). If you are using a multi-tray printer and would like to assign a specific paper tray, select it from the Paper dropdown. Note: The dropdown list will display all printers installed on your workstation. Please be sure that the printer selected is one that has been certified by CVR for compatibility. Additional information Salvage and Non-Repairable Certificate printing: CA EVR has been certified on the following printers: Lexmark T642 laser printer - reports and DMV receipts Lexmark 2490 impact printer - Salvage and Non-Repair Certificates Epson LQ-2090, Epson FX-880/890 - Notice to Dismantler (Registration Form 42). 108

113 Tools and Maintenance The printer Height setting is specifically set at 100 for DMV certificate paper and should not be changed. For optimal processing, 2 separate impact printers should be used: one dedicated printer loaded with Salvage Certificates, and one printer loaded with Non-Repair Certificates. Next Topic: Reporting Options 109

114 CVR California EVR User's Guide Reporting Options Use this screen to indicate whether you would like to print a pull ticket when transactions are completed. You can also indicate how many copies to print. Next Topic: ESD Options 110

115 Tools and Maintenance ESD Options The ESD (Electronic Software Distribution) tab configures your workstation to electronically receive software updates. When a CA EVR software update is available, your workstation will automatically download the update from the CVR host system, using the method selected. Note: CVR recommends that you do not adjust the default settings. Next Topic: WebSuite Options 111

116 CVR California EVR User's Guide Web Suite Options If the ADP Web Suite Import checkbox is enabled from the General Options tab, the ADP WebSuite tab will appear to enter additional information required to connect to your DMS (Dealer Management System). If you are unsure of any of these settings, contact your DMS provider or CVR Account Executive for asistance. Next Topic: Accounting Options 112

117 Tools and Maintenance Accounting Options If the ADP Accounting Interface radio button is enabled on the General Options tab, the ADP Accounting tab will appear to enter your DMS interface information. Tip: If you are installing CA EVR on a new workstation, but have previously configured the Accounting Interface for your company, you can retrieve your settings by clicking the Recover button. CA EVR will retrieve accounting settings from the CVR host server and restore them on your workstation. For information on enabling the Accounting Interface for your dealership, contact your CVR Account Executive. For more information on using the Accounting Interface, click here to access the Accounting Interface User Guide. (PDF format) Next Topic: Company Maintenance 113

118 CVR California EVR User's Guide Company Maintenance Using the Company Maintenance screen, you can configure CA EVR to process transactions for multiple companies on the same workstation. You can also use this screen to edit your company information at a later time. To access the Company Maintenance screen: From the top horizontal toolbar, click Maintenance > Company. The Company Maintenance screen will display: Click on any of the above data fields for an explanation of its purpose. To add a new company: Click the New button from the toolbar. Enter all the company details into the Company Information area. To add another entry, click New again and repeat the process. When you have finished, click the Exit A confirmation window will appear: button to close the Company Maintenance screen. 114

119 Tools and Maintenance To save your changes, click Yes. To discard your changes, click No. To return to the Maintenance entry area, click Cancel. To modify an existing company record: Click on the company record which you need to edit. The details will display in the Company Information area. Type in any changes to the Company Information, then click the Exit to close the Company Maintenance screen. At the Confirmation window, click Yes to save your changes. Next Topic: Dealer Maintenance 115

120 CVR California EVR User's Guide Dealer Maintenance The Dealer Maintenance window allows users to save and edit their list of dealer numbers which the company uses when processing transactions. You may also set additional default settings to be used when processing registrations. Dealers: The Dealer list will display the Company Name and corresponding Dealer Number that was entered in the Company Maintenance/Company Setup screens. You may also add additional dealer numbers as needed if your dealership processes for multiple numbers. To add a new Dealer, click the New button. Enter the Dealer Name and Dealer Number in the data entry fields at the bottom of the screen. To add another entry, click New again and repeat the process. All dealers added in this screen will appear in the Dealer Number dropdown list during data entry (See Vehicle Page). Registration Defaults: You may set the default processing values for the following items: Use Control As: Using the dropdown list, you can choose to auto populate the Control Number into either the Customer No, Equipment No (also known as Stock No), or Sales No. Date Sold as Date Operated: Check this box to automatically fill the Operated Date field with the value entered in the Sold Date field. Accept Fees: If this box is checked, the Accept Fees box in the Registration Data Entry screen will be checked by default for new transactions processed. If this box unchecked, the Accept Fees checkbox will default to unchecked during data entry. VIN & Control Mailing Label: Check this box to produce a mailing label which prints VIN, Control #, Plate and Purchase Type information in lieu of Owner information. For more information, see Mailing and Return Labels. 116

121 Tools and Maintenance When you have finished, click the Exit A confirmation window will appear: button to close the Dealer Maintenance screen. To save your changes, click Yes. To discard your changes, click No. To return to the Dealer Maintenance screen, click Cancel. Next Topic: Lien Maintenance 117

122 CVR California EVR User's Guide Lien Maintenance With the Lienholder Maintenance, you can save time by saving your commonly used lienholders to CA EVR's database. CA EVR contains a pre-installed a list of ELT lienholders in its database, which you can edit or add to at any time. When a saved lienholder is recalled during data entry, the name address information will automatically be populated, eliminating the need for manual data entry (see Lien Page). To add a new lienholder: Click the New button from the toolbar. Enter all the company details into the Lienholder Information area. To add another lienholder, click New again and repeat the process. When you have finished, click the Exit A confirmation window will appear: button to close the Lienholder Maintenance screen. To save your changes, click Yes. To discard your changes, click No. To return to the Maintenance entry area, click Cancel. To modify an existing lienholder record: Click on the lienholder record which you need to edit. The details will display in the Lienholder Information area. 118

123 Tools and Maintenance Type in any changes to the lienholder Information, then click the Exit to close the Lienholder Maintenance screen. At the Confirmation window, click Yes to save your changes. Using the Favorites Feature: The Favorites feature allows you to flag your most frequently used Lienholders. During data entry (on the Lien page), lienholders marked as favorites will appear at the top of the dropdown list for faster access. To add a lienholder to your Favorites, highlight the lienholder from the list. Click the Favorites button, and click Add. Lienholder records marked as favorites will be highlighted in beige. To remove a record from your list of favorites, highlight the lienholder, click the Favorites button, and select Remove. ELT Lienholder List: For your convenience, CA EVR provides a link to DMV's online list of ELT Lienholders. Clicking the ELT Liens DMV website. button on the top toolbar will launch a PDF format of ELT listings from the Next Topic: Owner Maintenance 119

124 CVR California EVR User's Guide Owner Maintenance CA EVR allows you to save frequently used owner information to its database. Using the Owner Maintenance screen you can save (and edit) owner entries, which can be inserted into title/registration records. To access the Owner Maintenance screen: From the top horizontal toolbar, click the Maintenance tab, and select Owner. The Owner Maintenance screen will display: Click on any of the above data fields for an explanation of its purpose To add a new owner: Click the New button from the toolbar. Enter all the company details into the Owner Information area. To add another owner, click New again and repeat the process. When you have finished, click the Exit A confirmation window will appear: button to close the Owner Maintenance screen. 120

125 Tools and Maintenance To save your changes, click Yes. To discard your changes, click No. To return to the Maintenance entry area, click Cancel. To modify an existing owner record: Click on the owner record which you need to edit. The details will display in the Owner Information area. Type in any changes to the owner information, then click the Exit to close the Owner Maintenance screen. At the Confirmation window, click Yes to save your changes. Using the Favorites Feature: The Favorites feature allows users to flag their most frequently used Owners. During data entry (on the Owner page), owners marked as "favorites" will appear at the top of the dropdown list for faster access. To add an owner to your Favorites, highlight the owner from the list. Click the Favorites button, and select Add. Owner records marked as favorites will be highlighted in beige. To remove a record from your list of favorites, highlight the owner, click the Favorites button, and select Remove. Next Topic: Vehicle Maintenance 121

126 CVR California EVR User's Guide Vehicle Maintenance You can use the Vehicle Maintenance screen to add and edit your list of Vehicle Makes that appear in Make dropdown on the Vehicle Page. You may also set the allowable minimum and maximum price range for a specific Make. To add a new make: Click the New button from the toolbar. Enter the 4 letter vehicle Make code and full make description in the Description field. If you would like to set an acceptable Minimum and Maximum Price range, enter it here. To add another make, click New again and repeat the process. When you have finished, click the Exit A confirmation window will appear: button to close the Owner Maintenance screen. To save your changes, click Yes. To discard your changes, click No. 122