Damage Documentation

You can note, edit and add pictures to damages that occured to (service) items during the rental period in a damage report in TRASER Rental 365.
For more information on how to record damages directly in service items, click here.

Create Damage Reports in Return and Delivery Plans

You can also create damage reports for (service) items in return and delivery plans.
To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the page Return Plan or Delivery Plan in TRASER DMS 365.
The Return Plan or the Delivery Plan page is displayed.
Select the desired return or delivery plan.
Select Service > Damage Report from the menu bar.
The Damage Reports page is displayed.
Click on New in the menu bar.
The Damage Report Card is displayed.

You can choose between the following options:

FastTab	Field	Description
General
	Report Date	Enter the date on which the damage was reported here.
	Status	Specifies the status of the damage report.
	Service Doc. Posted	Specifies if the service document linked to the damage report has been posted.
	Description	Enter a description for the damage report here.
Contract and Object
	Rental Contract No.	Specifies the rental contract number of the affected rental contract.
	Object No.	Enter the object number of the affected object here.
	Object Type	Enter the object type of the affected object here.
Cost Estimate
	Service Doc. Type	Specifies the type of service document linked to the damage report.
	Prices Incl. VAT	Choose here if the cost estimate includes the VAT.
	Service Doc. No.	Enter the service document number of the linked service document here.
	Cost Estimate Incl./Excl. VAT	Shows the cost estimate.
Reported Damages
	Damage Description	Enter a description for the damages.
	No. of Pictures	Shows how many pictures have been uploaded for this damage.
Damage Pictures		Upload pictures of the damages here if needed.

Fill in the fields with the desired information.
Click on Status > Release in the menu bar.
Your changes are saved automatically.

You have successfully created a damage report for an return or delivery plan.

Print Reports for Damages on Returned Objects

With TRASER Rental 365, you can print or send a damage report for damages recorded during the return process. Proceed as follows:

Use the quick search (ALT+Q) to find the Rent Delivery/Return List page.
Open the desired return for which you want to create a damage report.
In the menu bar, click Print/Send > Print Damage Report.
Customize the following settings as needed:

Option	Description
Hide Header/Footer	Activate this toggle switch if you do not want the header and footer to be displayed in the printout.
Hide Return Address	Activate this toggle switch if you do not want the return address to be displayed in the printout.
Print as E-Post	Activate this toggle switch if the document should be printed as an E-Post letter.
Print Communication Details	Activate this toggle switch if communication details should be included in the printout.
Print Customer Signature	Activate this toggle switch if the customer signature should be included in the printout.
Print Vendor Item No.	Activate this toggle switch if the vendor item number should be included in the printout instead of the item number.
No. of Copies	Enter the desired number of printed copies.
Damage Option	Select which damages should be included in the printout. You can choose between All and Registered after Signing.
Print Damage Pictures	Activate this toggle switch to include damage images in the printout.

Click Print to generate the document with the selected settings.

You have successfully printed the damage report.

Tip

In the menu bar of the opened return, click Print/Send > Email Damage Report, select the desired file format, and confirm with OK to save the damage report as an electronic document and send it by email.

In the next chapter, you’ll find everything you need to know about deposits.

Continue with the next chapter