1. BILL-TO#

SKIP THIS FIELD IF CHARGES RELATED TO THIS RENTAL AGREEMENT ARE TO BE CHARGED TO THE DRIVER/RENTER SHOWN IN DATA GROUP ONE OF THE MAIN WINDOW.

To invoice a second party for all rental charges on the RA, enter up to 6 alphanumeric characters to indicate the customer number of the bill-to party. The bill-to number must meet both of the following requirements:

a. It must be a valid account already established in the Customer File.

b. The Customer Type Code must be defined as a valid Bill-To Type in the Edit Customer Type File.

When a bill-to number is entered into this field, all accounting transactions will be referenced to this account and not to the driver/renter. For further information on the accounting implications of the bill-to field see the discussion at the end of the RA Close chapter.

A check is made of the bill-to customer's current balance and compared to their credit limit. If the balance in the account is greater than the credit limit, one of the follow will occur:

a. The amount of the current balance and the amount of the credit limit are displayed, and the transaction can continue.

b. The following message displays and the bill-to customer number is removed:

BILL-TO IS OVER CREDIT LIMIT AND CANNOT BE BILLED

User tip: Setting in the Customer Type field and User Access File control which of the above messages are displayed. Refer to the Edit Customer Type Code chapter for details.

User tip: A field in the Edit Misc. Control Fields record can be used to turn off the credit limit warning.

User tip: A field in the Edit Misc. Control Fields record can be used to control what happens when a RA has both a credit card as the Form of Payment in the Main window and a direct bill customer. The field can be configured so that when a bill-to party is added to a RA, any data in the authorization field in the Main window is erased. Furthermore, it can prevent the user from obtaining new credit card authorizations.

Default rates: When a bill-to party is added to a reservation or RA, the rate in the main window may change. A default rate product can be assigned to the bill-to party in their customer record. Although the rate is a “default” rate, a separate field in the customer record controls whether or not the rate assigned to the bill-to party can be changed to an alternative rate product on the reservation or RA. If it is defined as one that cannot be changed, and attempt it made to change it, the following message displays:

INFORMATION ONLY FIELDS

and the change is not allowed.

A field in Edit Rental Rules/Rates can prevent a bill-to from being added to a RA using a particular rate. The following message will display:

CURRENT RATE EXCLUDES BILL-TO; BILL-TO REMOVED

If the bill-to customer was already on the RA when the rate is added, the bill-to customer will be removed.

The Customer file search feature to find and select a second party to be invoiced. To search the file do either of the following:

a. Press Shift F7 while the cursor is in this field to access the search directly ; or

b. Press the "F6" key when the cursor is at the main Window "OPTION:" field. On the Search Files Menu, notice that there are several different searches of the customer file. Option D will allow you to pull customer records to the Direct Bill Window, while Option C pulls records to the Main Window.

The Customer File Search can be filtered so that only certain customer types are displayed.

Note: Some customer types can be designated to be used only as Direct Bills. Other customer types can be prevented from being used as Direct Bills and will not be available through the Bill-to customer search.

If the party in question does not appear on the search, there are two methods of creating a new Customer record which can be invoiced for the RA.

1. Go to the Customer File Update screen in Cust/Vendor Maintenance Menu (or the Add Customer program in Accounts Receivable) and create a customer record for the bill-to party. Then return to the RA and this window.
2. A field in the Edit User Access record can allow selected employees to create new direct bill customers from the employment data entered in this subwindow. Skip field 1 and enter data in the remaining fields, as required. When the RA is saved, a new customer record will be created and this customer will be shown as the direct bill party on the RA. See the discussion on Saving Rental Agreement at the end of this chapter for more information.

PIN Number:

Some Direct Bill customers can be set up in their customer record so that a valid PIN is required in order to use the customer as the direct bill party on the RA. (Refer to the "Bill-to Auth" field in the Customer File Update program.) Others can be set up to require the entry of a purchase order number in Field 6. Or, they can be set up so that either the PIN or the Purchase Order number is required. If a PIN is required, after entering the customer number in this field, the following prompt will display:

THE BILL TO REQUIRES A PIN, ENTER IT HERE ________

Enter up to 5 numeric characters for the PIN number. If the PIN number entered is incorrect, the following message will display and the customer number entered in Field 1 will be removed:

INVALID PIN#, BILL TO WILL BE REMOVED

If the PIN number entered is correct, proceed to the next field.

REMOVE VOUCHER FIRST BEFORE ADDING A BILL-TO

EXAMPLE: Type 1536 (RET)

User tip: When the RA Type Code indicates that insurance data is required and the direct bill to party’s customer record is missing the insurance data, the following message will display:

REQUIRED INSURANCE DATA FOR THE BILL-TO PARTY MISSING

The insurance data must be entered in the Insurance Data subwindow (subwindow AC).

NOTE: That if a "Bill to" in the Edit Corporate Accounts Record is in use, it becomes the priority over any bookings that may conflict.

2. EMPLR NAME

If the driver/renter is to be charged for this rental and there is no bill-to number in Field 1, enter up to 45 alphanumeric characters to indicate the driver/renter's employer name.

If a new direct bill customer is going to be created, enter the bill-to name.

A flag in the Location File determines whether or not Employment Information (this field and Field # 5) are required fields.

EXAMPLE: Type WIDGET CORPORATION (RET)

3. ADDRESS

Enter up to 30 alphanumeric characters to indicate the employer (or bill-to) street address.

EXAMPLE: Type 23450 IRVINE CENTER DRIVE (RET)

4a. CITY

Enter up to 16 alphanumeric characters to indicate the employer (or bill-to) city.

EXAMPLE: Type IRVINE (RET)

4b. ST

Enter up to 3 alphanumeric characters to indicate the employer (or bill-to) state or province. In the case of Canadian provinces and foreign countries, this code is validated against the Country Code File.

EXAMPLE: Type CA (/)

4c. ZIP

Enter up to 7 alphanumeric characters to indicate the employer (or bill-to) zip code or postal code using the format described for Field 3b of the Main Window.

EXAMPLE: Type 92707 (RET)

1. ADDRESS TYPE

Up to 99 address types can be defined in your system. Type Codes 1 - 9 are reserved as follows:

Enter the Type code for the address to be entered.

EXAMPLE: Type 2 (RET).

2. - 11.

Enter address data in the appropriate fields. Required fields are:

Street, City, State, and possibly postal code.

PRESS "F1"AT "OPTION" TO SAVE.

The address window will be automatically cleared from the screen and the cursor will advance to the next field in the sub-window.

5. PHONE

Enter up to 15 alphanumeric characters to indicate the employer (or bill-to) area code, phone number and extension. This may be a required field.

EXAMPLE: Type 714 544-2679X23 (RET)

6a. PO#

In order to use the customer number entered in Field 1 as a Direct Bill party, entry of a purchase order number may be required by one of the following:

a. In the Customer Type File for the Direct Bill customer the “Require Purchase Order” field is set to “Yes”.

b. Some Direct Bill customers can be set up in their customer record to require the entry of a purchase order number in order to use the customer as the direct bill party on the RA. (Refer to the "Bill-to Auth" field in the Customer File Update program.) Or, they can be set up so that either a PIN or the Purchase Order number is required.

Enter up to 20 alphanumeric characters to indicate the purchase order number for this rental.

EXAMPLE: Type 2439DV (RET)

7. NF CUST #

For those operations that print government tax documents, on occasion the tax document for a RA needs to be issued in the name of a third party (not the renter and not a bill-to customer). When this is the case, use this field to enter the customer number for the third party.

If a customer record for the third party does not exist, the 3rd party subwindow can be used to create a customer record for the 3rd party.

Note that a contract may have a 3rd party customer OR a bill-to, but not both. If a 3rd party is entered first and then a direct bill party is entered, this field will be cleared. If there is a direct bill party on the RA, entry is blocked to this field.

Third party from CDPID: The CDPID record provides a field for third party. When the CDPID is applied to the RA, the customer number indicated is used to automatically set the third party on RAs. If e-mailing a closed RA with a third party is requested, a copy of the RA is also mailed to the e-mail address in the customer record of the third party.

Enter the third party's customer number.

EXAMPLE: Type THERM (RET)

Hertz Users: Depending upon the specific Hertz operation, various additional fields will display following field 6 (PO #) and prior to this field, which will cause this field to have a number other than field 7. Please refer to the Hertz Addendum - RA Open for details.