Courtesy Cars

Overview

Courtesy Cars lets your shop track its loaner fleet in Nexsyis: which cars are available, which are out, and the condition, mileage and fuel of each one. You check a car out to a customer from their Folder and check it back in from the same place, so every loaner is tied to the repair it supports.

This guide covers four tasks: viewing your courtesy cars, updating a car's condition, checking a car out to a Folder, and checking it back in.

Viewing Courtesy Cars

Open the Courtesy Cars screen from Operations → Courtesy Cars on the ribbon. It lists every loaner at the selected location. A car with Folder 0 is available. A car with a Folder number is checked out to that repair.

Choose the Market and Location under Filters.
Click Refresh to load the latest list.
To sort, click a column header. To group, drag a header into the bar above the grid. To search, use the magnifying glass

Column	What it shows
Folder / Customer / Date Out	The repair the car is assigned to, the customer, and the date it went out (0 = available)
Name / VIN / License	The courtesy car itself
Mileage / Fuel	Current odometer reading and fuel level
Has Snow Tires	Whether snow tires are on the car
Condition	Free-text notes on existing damage
Windshield Chipped / Cracked	Windshield condition
Prod Action / Internal Date	Production status and internal date from the assigned Folder
Unavailable	Marks a car that can't be loaned right now

Updating a courtesy car's condition

You update a car's condition directly in the Courtesy Cars grid. Keep it current so the details carry over correctly the next time the car is checked out.

On the Courtesy Cars screen, click the car's row.
Click the Condition cell and type a note on any existing damage, for example "ding in the driver's side door."
Tick Windshield Chipped and/or Windshield Cracked if they apply.
Update Mileage, choose the Fuel level from the dropdown, and tick Has Snow Tires if needed.
Click Save at the bottom of the screen.

Checking out a courtesy car to a Folder

You assign a loaner from the customer's Folder. When you pick a car, Nexsyis fills in its current mileage, fuel, windshield and condition for you.

Open the customer's Folder.
Click the Courtesy Car tab.
Click the green + at the bottom of the screen. The Replacement Vehicle window opens.
Choose the car from the Courtesy Car dropdown. Only Courtesy Cars not already assigned to a Folder will show in the list. Date Out, Mileage Out, Fuel Out, the windshield boxes and Condition at check out fill in automatically.
Confirm those details with the customer and correct anything that has changed.
Click Save

The car now appears on the Folder's Courtesy Car tab with Date Out, Mileage Out, Fuel Out, and Assigned By set to your user. The green + grays out while a car is assigned to the Folder. On the Courtesy Cars screen, the car shows the Folder number and customer after you click Refresh.

Checking a courtesy car back in

When the customer returns the car, check it in from the same Folder. This frees the car for the next customer.

Open the customer's Folder and click the Courtesy Car tab. If you're on the Courtesy Cars screen, you can select the car's row and click Open Folder instead.
Double-click the car's row. The Replacement Vehicle window opens with the Check out side locked.
In the Check in section, enter Date In, Mileage In, and Fuel In.
Update the Chipped and Cracked windshield boxes, and add any new damage under Condition as check in.
Click Save.

The Folder's Courtesy Car tab now shows the Date In, Mileage In, and Fuel In. On the Courtesy Cars screen, click Refresh. The car returns to Folder 0 with its updated mileage, fuel, and condition, ready to loan again.

Customer Authorization Paperwork

The Courtesy Car fields are available to add to your Folder print paperwork for Customer Authorization