1a. DROP CHG

Enter up to 7 numeric characters to indicate any drop charge or inter-city charge. If drop charges have been entered into the Drop Charge file, the appropriate rate will automatically appear here.

If the closing location is an unauthorized foreign location for a one-way and a penalty drop has been defined, the penalty drop charge will display here.

A drop charge cannot be added to a RA if the opening location is the same as the closing location.

EXAMPLE: Type 25.00(/)

User tip: Because so many things can influence the drop charge applied, additional information about how the drop fee was selected is available by pressing Shift/F7 in this field. For example:

• All Drop Charge records have an effective date. Some may also have a termination date.
• The charge can vary by type of vehicle (this is referred to as a "Drop Category".)
• The charge can vary by Privilege Codes. Some corporate customers may have a unique charge or no Drop Charge at all.
• Length of the rental - Drop charges can vary by the length of the rental.
• Minimum days - If a minimum number of days is specified in the Drop Charge record and the contract has more elapsed days than the minimum, no drop charge is applied. If the contract runs the number of minimum days or less, an alternate calculation is made and is used if it is less than the Drop Charge.

For more details on how Drop Charges are set up, refer to the chapter titled Edit Drop Charges.

1b. LOC

The default location is the location in the Terminal Record or the temporary location entered through the use of the Change Location program. This field is not accessible from the On-Line program. (It is accessible from Batch Close.)

2a. MISC CHG

Use this field to add any miscellaneous charges, such as cigarette burns, clean-up, minor damage, extra set of keys, etc. These charges are not known at the time of opening the RA, but can be added here. They can also be added on the RA Open screen while the RA is open.

Press Shift/F5 to bring up the Option Pop-up Window. Only those charges that were defined as "miscellaneous" type charges will appear. It is common to set up these types of charges with editable rates as the charge may vary from RA to RA. Select the miscellaneous item that is appropriate and enter the corresponding charge. (More than one Miscellaneous item may be selected.)

An example of the Option Pop-up Window with only Miscellaneous type charges is shown below.

Select optional charge items

C=Charge  *=No charge
 Option     C/*       Rate     Calc    Qty  Deductible
 KEYS        */ITM
 CLEAN UP    */ITM
 TICKET      */ITM
 DAMAGE      */ITM
 OFF ROAD    */ITM
 PARKING     */ITM
 MISCELL     */ITM

 Press Return Here to Accept Changes [ ]

     (Down arrow for more Options)

3a. REIMBURSE­MENT

Enter an amount to give a credit to the customer for out of pocket expenses such as replacing the fan belt, fixing a flat, etc. This amount will reduce the total owed by the customer and will be included in the Less Dep/Reimb subtotal on the Main Window.

EXAMPLE: Type 7.50 (RET)

User tip: A field in the Edit User Access File record can be used to block the user from giving a reimbursement. When the block is in place, the cursor will skip over this field.

User tip: This field is not accessible for operations set up in RV mode.

3b. DESC

If codes have been set up in Edit Reimbursement Codes, enter an appropriate General Ledger account for the reimbursement. Or press Shift/F7 to bring up a list of the Reimbursement Account numbers on file.

After pressing RETURN, the system will identify the account with a brief description.

EXAMPLE: Type 4640 (RET)

The system will then display something like this: 4640PARTS

If Reimbursement Codes are not set up, enter a brief description (up to a 15-characters).

EXAMPLE: Type WIPER BLADES (RET)

User tip: Reimbursements are treated as Deposit/Payment records and are always attached to the opening location regardless of whether the reimbursement is added from the RA Open screen or the RA Close screen.) Unlike Customer Service Adjustments which adjust the revenue, Reimbursements are viewed as payments and reduce the amount the customer owes. They do not reduce the rental revenue on the RA.

4. TAX CODE/
RATE

These fields show the Tax Code and/or the Tax Rate that was used on this rental, and the Tax Code field may be edited.

User tip: If this rental is not subject to the normal sales tax defined for this location, enter an alternate Tax Code. This Tax Code must be previously defined in the Edit Tax Code File. Press Shift-F7 to display a list of available choices for this field.

Tax codes can be entered on customer records. Either the renter's or the bill-to party's customer record may be flagged as non taxable. In that case, the tax code from the customer record will display in this field.

A field in the Edit Misc. Control Fields record (page 3, "Allow Tax Code Edit?") controls access to this field. If this field is set to "N" access to this field is blocked.

A field in the Edit User Access File record (page 2 "Delete Taxes") controls the permission for the user to edit this field.

ORIG RETURN LOC

This display only field shows the anticipated Return Location as entered into the RA Open screen.

IN FUEL RATE

This display only field shows the rate per gallon (or per liter) charged for fuel if the vehicle is returned with an inadequate level of fuel.

DATA GROUPS
5 - 9

These fields are used for calculating the charges for options that are designated as "taxes".

The following rules relate to the editing of these fields:

1. New tax options can be added to the RA from this screen by entering the Option Code. The charge will be calculated automatically.
2. Only those users who have been given authorization in the User Access File to delete taxes can edit the quantity and rate fields or remove these charges by using the "F3" key in the appropriate field. An exception is when the Option has been flagged as one that cannot be removed. When a tax type option is removed, a prompt for a tax exempt number appears on the screen.
3. Remember that options can be charged using different calculation methods as explained in the section above on the Option Charges subwindow.
4. Options can be defined so that they are requoted at Close using the effective rate on the closing date of the RA rather than the opening date.

Some automatic options may be defined with a maximum number of days that it can be charged on a RA. If the RA is for a time period longer than the maximum days, the charge may or may not apply to the RA depending upon how the option is set up in the control file.

User tip: In some cases, a RA can be exempt from some or all of the mandatory charges. This can be done through setting up a Rate product as exempt from certain charges, or by the use of Privilege Codes and the CDPID logic, or by the use of an exempt tax code.

CS ADJ

Enter in dollars and cents any adjustment to the Time and Mileage charges that must be made in order to satisfy the renter. Because the system knows this is an adjustment, no negative sign is required. This field may be used for such things as;

Subtracting one day's rental charge due to mechanical problems
Subtracting an excusable extra hour charge.
Adjusting a rate calculation

It is suggested that a note justifying the Service Adjustment be entered in the Notes Field on the Main Window or on the Notes Subwindow. For auditing purposes, CS Adjustments appear in a separate column on the Operations DBR.

EXAMPLE: Type 42.94 (RET)

User tip: Access will be blocked to this field when the Incident Entry module is turned on. The Incident Entry pop-up window is accessed by pressing Shift/F9 when the cursor is in the Main Window "OPTION" field. Refer to the chapter of the manual titled Appendix-Incident Entry for further instructions.