1a. CLOSE DATE

This field is not accessible by the cursor. An on-line program assumes that the rental transaction is occuring at this very moment. Therefore, the date at which a RA closes is the current system date. If you desire to backdate a closed rental agreement, you must use the Batch RA Close program.

1b. TIME

The close time is also supplied by the system. The close time will be the exact moment at which you entered the RA# into the "OPTION:" field of the main window.

2a. DBR DATE
2b. TIME

These fields are not accessible by the user. The values of these fields have the same default values as Fields 1a and 1b above.

3a. DAMAGES IN

Enter up to 30 alphanumeric characters to describe any vehicle damages that exist at check-in. The default value for this field is any damages that existed at check-out. If additional damages occurred during the rental, both pre-existing and new damages must be entered.

EXAMPLE: Type DENT RT REAR FNDR,SCRH PASS DR (RET)

3b. OUT

This display only field shows damage-out notes made at the time of check-out.

4. VEH STATUS

Enter one alpha character to select the current status of the returned vehicle. A default check-in status is set in the Edit Location Control File.

If your operation is using Hold Codes, a different status may override the status froom the Location record if there is a Hold Code placed on the vehicle.

A setting in the status record controls which users may place a vehicle into that status. Users who have been assigned a lower access level than the one required will receive the following message if they attempt to use a status that is protected:

YOU DO NOT HAVE THE AUTHORITY TO PLACE A VEHICLE IN THIS STATUS.

EXAMPLE: Type M (RET)

5. PARKING LOC

Enter up to 6 alphanumeric characters to indicate where the vehicle is parked after check-in.

EXAMPLE: Type LOT A (RET)

6. FORM CONTROL #

This field will be filled in during the process of saving the rental agreement (when forms control numbers are used).

7. FREQ TVLR #

A pop-up window (using Shift F7) will display available choices for this field. To add a new frequent traveler number, enter up to 20 alphanumeric characters for the participating airline code, then a space, and renter's number.It will be added to the customer’s record upon saving the RA.

(Frequent traveler numbers can be deleted from Customer records only in the Customer File Update program.)

EXAMPLE: Type UA 12345678 (RET)

Depending on how your system is configured, after pressing (RET), a message window may appear stating that:

$NN.NN SURCHARGE APPLICABLE FOR XXX FF# YYYY

where:

$nn.nn is the calculated surcharge amount for the estimated rental length (or nn.n% is the option percent rate).

And xxx is the name of the airline or frequent customer program

And yyy is the frequent traveler number.

The statement is then followed by this question:

DOES THE CUST ACCEPT THE FF SURCHARGE? Y/N___

Enter:

Y = Yes, the charge is approved by the customer and will be added to the reservation and subsequently to the RA.

N = No, the charge is not approved. The frequent traveler information will be removed from the reservation.

POST CODE

This display field indicates the general ledger posting table that will be used to post revenue.

VEH#/CLASS

These display only fields show the vehicle number and class.

RENTER PRESENT

Your system can be configured to ask a question during the Closing process as to whether or not the renter is present at the time of close. The response of “Y” or “N” is recorded in this field.

MOD DATE

This field will display the current date. If the contract is recalled to the screen after having been closed, it will show the most recent modification date.

BCH OPN/CLS/ WSALE FLAG

These fields indicate whether or not the contract was Batch Opened, Batch Closed, or used the wholesale logic.

TRANSMIT DATES

If your closed contracts are transmitted to a headquarters office, the date of the transmission is displayed here. For Hertz users, this is EDRB.

ORIGNIAL RATE

The rate used at the time of opening the contract is displayed here.

ORIGNIAL DATE/TIME IN

The return date and time from the Open screen is displayed here.

START DATE/ ODOM/FUEL

If this contract is one is a series of multiple invoiced rentals, the information from the first RA in the series is displayed in this field.

PREVIOUS LINKING RA#

If this contract is one in a series, the previous RA number will be displayed here. This would apply if the multiple invoice logic is used, or if your system is configured to issue a new RA number when a vehicle exchange takes place.