Edit Source Codes

Definition: A Source Code is a code used on Reservations and Rental Agreements to indicate the source of the business. For example, rentals may be the result of a national reservation center, a yellow page ad, a referral from a body shop, a repeat customer, a wholesale tour company, corporate account, etc.

Reports:

CARS+ provides a variety of reports that consider the Source Code. Among them are:

The Source Analysis Report is based on Source Codes and shows the number of reservations, no-shows, number of RAs and revenue generated by each Source.
The Revenue Analysis Report data can be sorted by Source Code.
Transactions from certain Sources can be excluded from the Extra Revenue Report and Extra Revenue 2 Report.
The Employee Performance Report data can be sorted or sub-sorted by Source Code.
The Tour Profitability Report data can be sub-sorted by Source Code.
The RA Summary Report can be restricted to transactions based on Source Code.
The Customer Satisfaction Report can be restricted to transactions based on Source Code.
The Reservation Source Report can be restricted to transactions based on Source Code and the data can be sorted or sub-sorted by Source.

Hierarchy of Source Codes: Reservations

The Source Code on a reservation can be provided in multiple ways. The Source Code may be automatically entered if a particular vendor or customer record is used, or it may be manually entered. Therefore, a hierarchy determines the order of precedence. That order, from highest to lowest, is:

Manually entered (A manually entered Source Code may replace whatever code is provided in any other way. Highest priority.)
Corporate ID
Vendor record
Voucher issuer (customer record for the wholesale company)
Bill-to customer record
Renter customer record
User Access File record (lowest priority)

Hierarchy of Source Codes: RA Open

The hierarchy from highest to lowest on a RA is:

Corporate ID ( Highest priority.)
Vendor record
Voucher issuer (customer record for the wholesale company)
Bill-to customer record

Use this program to:

Set-up and define the Source Codes. A Source Code used on either the Reservation and Rental Agreement screens must first be defined in this file.

User tip: The reports that use Source Code as a criteria can be informative marketing and management tool. However, the reports depend on accurate data. If Source Codes are not entered automatically from customer records, vendor records, etc. the accuracy depends solely on the rental agent. In that circumstance, it is suggested that no more than 20 source codes be used. When an excessive number are used, it may become too cumbersome for a rental agent to find the correct one. There may be a tendency to use a few favorites over and over. When this happens, the Source Code data will not be a true reflection of the sources of business and, therefore, becomes meaningless.

User tip: A field in the User Access Record can be used to restrict the user from changing an existing Source Code on a reservation or RA. t

TO DELETE A RECORD: Press F4. The following prompt will appear:

ENTER SOURCE CODE TO BE DELETED:

If the number entered matches the number of the record displayed on the screen, the following prompt will appear. Enter "Y" or "N" as appropriate.

ARE YOU SURE (Y/N) ?

If the number entered does not match, the following message will display:

ENTRY DOES NOT MATCH, DELETE ABORTED

To navigate through the records in this file, use:

Page Down key to display the next record (F2 also does this)
Page Up key to display the previous record
Home key to go to the start of the file (first record)
End key to go the end of the file (last record)

To access the Edit Source Code program, type EDITSRC (RET) at any menu "OPTION:" field or the appropriate line number on the Sales Control File menu.The screen will then display:

OPTION: __ EDIT SOURCE CODES

1 Source Code
2 Location Code
3 Description
4 Note 1
5 Note 2
6 Note 3
7 Base Rt. Prod
8 Report Flag (Select For Empl. Perf. Report Y/N)
9 Require Vendor N
10 Source Status (I=Inactive, E=Expired, blank)
11 Block Manual Use
12 Organization ID
13 Group Code
14 Block Use of RES N
15 CDPID
16 Country Code

1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP

Enter data as follows:

1. SOURCE CODE	Enter up to 5 alphanumeric characters to indicate the Source Code. EXAMPLE: Type HOL (RET)
2. LOCATION CODE	If this Source Code applies only to a particular location or location group, enter up to 6 alphanumeric characters representing the Location Code or Group Code here. If the Source Code can be used by all locations, skip this field. User tip: Source Codes that are location (or location group) specific, must be “active”. That is, the status in Field 10 must be blank. EXAMPLE: Press (RET)
3. DESCRIPTION	Enter a description for the Source Code entered in Field 1 (up to 30 characters). EXAMPLE: Type HOLIDAY INN (RET)
4. NOTE 1 5. NOTE 2 6. NOTE 3	These fields are provided for entry of 4 lines (40 characters each) of additional descriptive information. Data entered here will be used as an internal memo and will not print on any report. EXAMPLE: Type DOWNTOWN & AIRPORT HOLIDAY INN (RET)
7. BASE RT. PROD	There is upsell logic within CARS+ which is based on the existence of a reserved rate and rate class. From this "base" information, an upsell can be detected when a rental goes out on a "higher" priced rate or a higher priced class of vehicle. But rentals that do not have reservations are excluded from this type of upsell detection because there is no objective bases to compare the rental rate to. This field in the Source Code record is used to track relative profitability on rentals without reservations. Enter up to 12 characters representing the normal or minimum Rate Product that should be used on rentals from this source. The Employee Performance Report can be used to compare all walk-up rentals with this source to see if the rental agent used this Rate Product or one which is either more or less profitable than the Base Rate. EXAMPLE: Press (RET)
8. REPORT FLAG	This field works together with the previous field in reporting relative profitability on walk-up rentals. Y = Yes, walk-up rentals with this Source Code should be analyzed on the Employee Performance Report. N = No, walk-up rentals with this Source Code should not be analyzed on the Employee Performance Report. EXAMPLE: Type Y (RET).
9. REQUIRE VENDOR	This field indicates whether use of this Source Code also requires that a Vendor Number (such as a travel agent IATA number) be added to the transaction. Y = Yes, when using this Source Code, a Vendor number must also exist on the reservation or RA. N = No, when using this Source Code, vendor are not required. EXAMPLE: Type Y (RET).
10. SOURCE STATUS	Enter one of the following: blank = This Source Code will appear on the Shift F/7 pop-up and can be manually entered into the Source Code fields on the reservation and RA Open screens. I = Inactive. This Source Code will NOT appear in the Shift F/7 pop-up but if the user knows the code it can be manually entered into the Source Code fields on the reservation and RA Open screens. E = Expired. This Source Code will NOT appear in the Shifted F/7 pop-up nor will it be accepted if manually entered into the Source Code fields on the reservation and RA Open screens. EXAMPLE: Press (RET).
11. BLOCK MANUAL USE	This field allows you to block a user from selecting this source code when creating a Reservation or RA.This means the source can only be used on reservations received through the reservation interface program.Enter: Y =Yes, block the user from selecting this source code. N (or blank) =No, don't block it. It can be selected by the user. EXAMPLE: Type N (RET)
12. ORGANIZATION ID	This field is devoted to a particular CARS+ user for their reservation interface program. It has no relevance to other users.
13. GROUP CODE	This field allows you to categorize source codes into groups for reporting purposes on the Source Analysis Report and the Revenue Analysis Report. For example, assume the following Source Codes are set up for various hotels: CODE HOTEL CST Comfort Suites HIL Hilton HOL Holiday Inn MAR Marriott RAM Ramada Inn SHR Sheraton RR Red Roof To create a "group" representing all hotels, enter the same character in this field on all 7 Source Code records. Enter a single alphanumeric character for a Group Code. EXAMPLE: Type H (RET)
14. BLOCK USE ON RES	This field can be used to block the use of a particular Source Code on a reservation; therefore, it can be used only on a walk up RA. Enter: Y = Block this Source Code from being used in the Reservations program. It can be used only on walk up RAs. N = No, this Source Code can be used on Reservations as well as walk up RAs. EXAMPLE: Type N (RET)
15. CDPID	Use this field to automatically load a CDPID number (and its resulting rates and privileges) onto a Reservation or RA from the Source Code. Enter up to 10 characters representing the CDPID number. EXAMPLE:Type 1231231231(RET) User tip: There are several ways that a CDPID number can be applied to a RA. Thus, in a situation when multiple CDPID’s could apply to the same RA, there is a hierarchy for which CDPID takes precedence. For more information on CDPID logic, refer to the chapter of the manual titled Overview - Corporate Accounts.
16. COUNTRY CODE	This field is used by Europcar. The Vendor Commission Report has a unique sort choice for Europcar. When that sort is selected, the data entered in this field for the source's country code becomes part of each section's header. Enter up to 3 alphanumeric characters for a country code that applies to this source. Other uses should skip this field.

The screen will then display:

OPTION: __ EDIT SOURCE CODES

1 Source Code HOL
2 Location Code
3 Description HOLIDAY INN
4 Note 1 DOWNTOWN & AIRPORT HOLIDAY INN
5 Note 2
6 Note 3
7 Base Rt. Prod
8 Report Flag Y (Select For Empl. Perf. Report Y/N)
9 Require Vendor Y
10 Source Status (I=Inactive, E=Expired, blank)
11 Block Manual Use N
12 Organization ID
13 Group Code H
14 Block Use on Res N
15 CDPID 1231231231
16 Country Code
1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.

In the example below, the Source Code makes use of the “profitability” feature for sources. In this case, the normal or expected rate to be used on walk-up rentals is Rate Code WALK. If a rental agent opens a rental with this Source Code and a rate other than WALK which has prices greater than the prices for WALK, the rental will be reported on Employee Performance Report. Note also that this code is blocked from being used on a Reservation.

OPTION: __ EDIT SOURCE CODES

1 Source Code WLK
2 Location Code
3 Description WALK-UP RENTAL
4 Note 1 NO RESERVATION EITHER LOCAL OR NATIONAL
5 Note 2
6 Note 3
7 Base Rt. Prod WALK
8 Report Flag Y (Select For Empl. Perf. Report Y/N)
9 Require Vendor
10 Source Status (I=Inactive, E=Expired, blank)
11 Block Manual Use
12 Organization ID
13 Group Code
14 Block Use on Res Y
15 CDPID
16 Country Code

1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Displaying Source Codes: Source Codes are easily displayed on the Reservation and RA Open screen. When the cursor is placed in the Source field on those screens, pressing “Shift F7” displays a pop-up window showing the Source Codes that apply to the Location which have been created in this file.

There is a field in Edit Main Control Record that controls whether or not a source code is required in order to save a new RA or Reservation.