Edit Conversion Records

The Edit Conversion Records program is used by customers who receive reservations electronically from an external source (such as a reservation center) that may use different codes than those used in CARS+. It is used to convert various codes from one value to another. These code types are:

C = Class (Vehicle and Rate class)

L = Location

R = Rate

ST = State or Province Code

S = Source code

V = Vehicle Class only

M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic.

A = Model Codes

CU = Currency Code

OS = Option Set (voucher items only in Sixt Res Interface)
O = Option

QR = QR Code conversions

T = Hertz Telematrics Location

For European Hertz operators this file is also used to set the Brand Code on multi-brand locations. See the discussion on this near the end of this chapter.

User tip: See NOTE at the end of this chapter for a discussion on using Conversion Records with CARS+ web services, such as webRES and webXML.

To access the Edit Conversion Records program, type RESCODES at any menu "OPTION" field or the appropriate line number on the Rental Control Files Menu. The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From
4 Convert Type
5 Eff Date
6 Convert To
7 Comment
8 Brand ID

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

A. CONVERSION OF VEHICLE CLASS CODES (both vehicle class and rate class)

For those operations receiving reservations electronically from a reservation center, the class code from the res. center can be changed to the appropriate class code set up in CARS+. For example, the reservation center may refer to a minivan as class "MVAR", whereas in CARS+ it is setup as a "W". Setting up a record in in this program can cause all reservations sent for class "MVAR" to be converted to class"W".
Often it is advantageous to list with the Reservation Center class codes of vehicles that are not actually in the fleet. As an example, subcompact rates can be listed with the reservation center even though there are none in the fleet. (The intention is to capture the low-end reservation and then upgrade the customer to the smallest vehicle in the fleet.)

The potential problem with this logic is that reservations for classes that are not carried do not get logged against the Fleet Planning Calendar properly and the class that those reservations are upgraded to has its anticipated utilization understated. It is for this reason that a conversion record is used.

Through the use of the conversion record, reservations for classes not in the fleet are converted to the class of vehicle that is normally used as a substitution.

User tip: Conversion records can also be created from the Edit Class Codes program.

Enter data as follows:

1. USER	This field is used for those operations that have multiple reservation interfaces. It provides the ability to set up different conversion records for each reservation supplier. If reservations are received electronically from more than one source, enter the appropriate code. Otherwise, leave this field blank. USER NOTE: To use conversion records in CASS for Webres or WebXML this field MUST NOT BE BLANK. EXAMPLE: Press (RET)
2. LOCATION	If this record is location specific, enter up to 6 alphanumeric characters to select a single location. Or, leave this field blank to apply this conversion to all locations. EXAMPLE: Press (RET)
3. CONVERT FROM	Enter the Code that is to be converted. EXAMPLE: Type A (RET).
4. CONVERT TYPE	From the following choices, select: C = Class (Vehicle and Rate class) L = Location R = Rate ST = State or Province Code S = Source code V = Vehicle Class only M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic. A = Model Codes CU = Currency Code OS = Option Set O = Option QR = QR Code conversions T = Hertz Telematrics Location conversions EXAMPLE:Type C (RET)
5. EFF DATE	This field is used with Field 1 (for multiple reservation sources). Enter the date that the record takes effect. EXAMPLE: Press (RET)
6. CONVERT TO	Enter the value that the code in field 3 is to be converted to. EXAMPLE: Type ECAR (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. EXAMPLE: Type: CONVERT CLASS A TO ECAR (RET)
8 BRAND ID	For rental operations which have rental locations under more than one rental brand (Dollar/Thrifty or Avis/Budget, etc.), the Brand ID identifies which brand applies to the transaction. Enter into this field a two character code to represent the brand that this location uses. EXAMPLE: Type AV (RET) Other brand codes are: ZE for Hertz; ZR for Dollar; ZT for Thrifty. User tip: Reservation interface programs can be set to populate the Brand ID field on reservations received through such an interface. The user has the ability to change the Brand ID on the Reservation by accessing the field directly in the Misc. subwindow. The Brand ID field is not accessible from the RA Open program. However, a CDPID with a Brand ID, when entered on a Reservation or RA, will update the Brand ID field on the transaction.

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From A
4 Convert Type C
5 Eff Date
6 Convert To ECAR
7 Comment CONVERT CLASS A TO ECAR
8 Brand ID AV

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

B. CONVERSION OF LOCATION CODES

Similarly, CARS+ may be configured to refer to locations differently than the reservation center. This program can be used to convert the reservation center location code to location code used in CARS+.

Enter data as follows:

3. CONVERT FROM	Enter the pickup location code that is being used by the Reservation Center. EXAMPLE: Type LAX (RET).
4. CONVERT TYPE	From the following choices, select "L": C = Class (Vehicle and Rate class) L = Location R = Rate S = Canada Province Code V = Vehicle Class only M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic. A = Model Codes CU = Currency Code OS = Option Set EXAMPLE: Type L (RET)
6. CONVERT TO	Enter the Location Code to be changed to. EXAMPLE: Type LAXAPT (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. EXAMPLE: Type CONVERT LAX AIRPORT CODE(RET)
8 BRAND ID	For rental operations which have rental locations under more than one rental brand (Dollar/Thrifty or Avis/Budget, etc.), the Brand ID identifies which brand applies to the transaction. Enter into this field a two character code to represent the brand that this location uses. EXAMPLE: Type AV (RET) Other brand codes are: ZE for Hertz; ZR for Dollar; ZT for Thrifty. User tip: Reservation interface programs can be set to populate the Brand ID field on reservations received through such an interface. The user has the ability to change the Brand ID on the Reservation by accessing the field directly in the Misc. subwindow. The Brand ID field is not accessible from the RA Open program. However, a CDPID with a Brand ID, when entered on a Reservation or RA, will update the Brand ID field on the transaction.

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From LAX
4 Convert Type L
5 Eff Date
6 Convert To LAXAPT
7 Comment CONVERT AIRPORT CODE
8 Brand ID AV

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

C. CONVERSION OF RATE CODES

Similarly, CARS+ may be configured with different rate codes than those used at the reservation center. This program can be used to convert the reservation center rate codes to rate codes used in CARS+. (Should the reservation interface program not find a conversion code for a rate code, the template rate codes are used).

Enter data as follows:

2. LOCATION	If this record is location specific, enter up to 6 alphanumeric characters to select a single location. Or, leave this field blank to apply this conversion to all locations. EXAMPLE: Press (RET)
3. CONVERT FROM	Enter the rate code that is being used by the Reservation Center. EXAMPLE: Type S1 (RET).
4. CONVERT TYPE	From the following choices, select "R": C = Class (Vehicle and Rate class) L = Location R = Rate S = Canada Province Code V = Vehicle Class only M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic. A = Model Codes CU = Currency Code OS = Option Set EXAMPLE: Type R (RET)
6. CONVERT TO	Enter the Rate Code to be changed to (the Rate Product in Edit Rental Rules/Rates). EXAMPLE: Type SPCL (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. EXAMPLE: Type: CHANGE S1 RES RATE TO SPCL(RET)
8. BRAND ID	For rental operations which have rental locations under more than one rental brand (Dollar/Thrifty or Avis/Budget, etc.), the Brand ID identifies which brand applies to the transaction. Enter into this field a two character code to represent the brand that this location uses. EXAMPLE: Type AV (RET) Other brand codes are: ZE for Hertz; ZR for Dollar; ZT for Thrifty. User tip: Reservation interface programs can be set to populate the Brand ID field on reservations received through such an interface. The user has the ability to change the Brand ID on the Reservation by accessing the field directly in the Misc. subwindow. The Brand ID field is not accessible from the RA Open program. However, a CDPID with a Brand ID, when entered on a Reservation or RA, will update the Brand ID field on the transaction.

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From S1
4 Convert Type R
5 Eff Date
6 Convert To SPCL
7 Comment CHANGE S1 RES RATE TO SPCL
8 Brand ID AV

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

D. CONVERSION OF CANADA PROVINCE CODES

Hertz Res Interface send the Canadian Province Code using ISO Codes. These codes need to be converted to the codes accepted by the EDRB program.

Enter data as follows:

2. LOCATION	Leave this field blank. EXAMPLE: Press (RET)
3. CONVERT FROM	Enter the Province Code that is being used by the Reservation Center. EXAMPLE: Type OT (RET).
4. CONVERT TYPE	From the following choices, select "S": C = Class (Vehicle and Rate class) L = Location R = Rate S = Canada Province Code V = Vehicle Class only M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic. A = Model Codes CU = Currency Code OS = Option Set EXAMPLE: Type S (RET)
6. CONVERT TO	Enter the Province Code to be changed to. EXAMPLE: Type ON (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. EXAMPLE: Type: CHANGE ONTARIO TO ON (RET)
8. BRAND ID	For rental operations which have rental locations under more than one rental brand (Dollar/Thrifty or Avis/Budget, etc.), the Brand ID identifies which brand applies to the transaction. Enter into this field a two character code to represent the brand that this location uses. EXAMPLE: Type AV (RET) Other brand codes are: ZE for Hertz; ZR for Dollar; ZT for Thrifty. User tip: Reservation interface programs can be set to populate the Brand ID field on reservations received through such an interface. The user has the ability to change the Brand ID on the Reservation by accessing the field directly in the Misc. subwindow. The Brand ID field is not accessible from the RA Open program. However, a CDPID with a Brand ID, when entered on a Reservation or RA, will update the Brand ID field on the transaction.

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From OT
4 Convert Type S
5 Eff Date
6 Convert To ON
7 Comment CHANGE ONTARIO TO ON
8 Brand ID AV

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

E. CONVERSION OF CLASS CODES BUT NOT RATE CLASS

This choice changes only the vehicle class; not the rate class.

Enter data as follows:

2. LOCATION	If this record is location specific, enter up to 6 alphanumeric characters to select a single location. Or, leave this field blank to apply this conversion to all locations. EXAMPLE: Press (RET)
3. CONVERT FROM	Enter the Class Code that is being used by the Reservation Center. EXAMPLE: Type R (RET).
4. CONVERT TYPE	From the following choices, select "V": C = Class (Vehicle and Rate class) L = Location R = Rate S = Canada Province Code V = Vehicle Class only M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic. A = Model Codes CU = Currency Code OS = Option Set EXAMPLE: Type V (RET)
6. CONVERT TO	Enter the Class Code to be changed to. EXAMPLE: Type M (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. EXAMPLE: Type: CHANGE A TO B (RET)
8. BRAND ID	For rental operations which have rental locations under more than one rental brand (Dollar/Thrifty or Avis/Budget, etc.), the Brand ID identifies which brand applies to the transaction. Enter into this field a two character code to represent the brand that this location uses. EXAMPLE: Type AV (RET) Other brand codes are: ZE for Hertz; ZR for Dollar; ZT for Thrifty. User tip: Reservation interface programs can be set to populate the Brand ID field on reservations received through such an interface. The user has the ability to change the Brand ID on the Reservation by accessing the field directly in the Misc. subwindow. The Brand ID field is not accessible from the RA Open program. However, a CDPID with a Brand ID, when entered on a Reservation or RA, will update the Brand ID field on the transaction.

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From R
4 Convert Type V
5 Eff Date
6 Convert To M
7 Comment CHANGE A TO B
8 Brand ID AV

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

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

F. CONVERSION OF MODEL CODES

This choice changes the model Codes when importing vehicle records from an outside source.

Enter data as follows:

2. LOCATION	If this record is location specific, enter up to 6 alphanumeric characters to select a single location. Or, leave this field blank to apply this conversion to all locations. EXAMPLE: Press (RET)
3. CONVERT FROM	Enter the Model Code that is being used by the fleet file outside of CARS+. EXAMPLE: Type MSTNG GT (RET).
4. CONVERT TYPE	From the following choices, select "A": C = Class (Vehicle and Rate class) L = Location R = Rate S = Canada Province Code V = Vehicle Class only M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic. A = Model Codes CU = Currency Code OS = Option Set EXAMPLE: Type V (RET)
6. CONVERT TO	Enter the Model Code to be changed to. EXAMPLE: Type MUSTANG (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. EXAMPLE: Type: CHANGE A TO B (RET)
8. BRAND ID	For rental operations which have rental locations under more than one rental brand (Dollar/Thrifty or Avis/Budget, etc.), the Brand ID identifies which brand applies to the transaction. Enter into this field a two character code to represent the brand that this location uses. EXAMPLE: Type AV (RET) Other brand codes are: ZE for Hertz; ZR for Dollar; ZT for Thrifty. User tip: Reservation interface programs can be set to populate the Brand ID field on reservations received through such an interface. The user has the ability to change the Brand ID on the Reservation by accessing the field directly in the Misc. subwindow. The Brand ID field is not accessible from the RA Open program. However, a CDPID with a Brand ID, when entered on a Reservation or RA, will update the Brand ID field on the transaction.

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From MSTNG GT
4 Convert Type A
5 Eff Date
6 Convert To MUSTANG
7 Comment CHANGE A TO B
8 Brand ID AV

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

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

User tip:

Because there are 2 types of Class conversion records (C for vehicle class and rate class and V for vehicle class only), the following hierarchy has been established which determines which conversion record is used. The order from highest to lowest is:

Order	User Code	Location Code	Type of Conversion record used
1	RZMRG4	Location matches the res. pick location	C
2	RZMRG4	blank	C
3	blank	blank	C
4	RZMRG4	Location matches the res. pick location	V
5	RZMRG4	blank	V
6	blank	blank	V

G. CONVERSION OF STATE CODES FOR AMERICAN EXPRESS PAYBACK

In order to transmit Payback data from CARS+ to American Express, the state codes must be in accordance with the codes accepted by what the American Express Payback program.

Enter data as follows:

1. USER	Leave this field blank. EXAMPLE: Press (RET)
2. LOCATION	Leave this field blank. EXAMPLE: Press (RET)
3. CONVERT FROM	Enter the State Code that is being used in CARS+. EXAMPLE: Type QR (RET).
4. CONVERT TYPE	Enter "ST" for State. EXAMPLE: Type ST (RET)
5. EFFECTIVE DATE	Enter today's date. EXAMPLE: Type 03-06-14 (RET)
6. CONVERT TO	Enter the State Code used by Payback. EXAMPLE: Type QU (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. EXAMPLE: Type: CHANGE STATE CODE (RET)
8. BRAND ID	Enter the Brand ID. EXAMPLE: Type ZT (RET)

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User
2 Location
3 Convert From QR
4 Convert Type ST
5 Eff Date 03-06-14
6 Convert To QU
7 Comment CHANGE STATE CODE
8 Brand ID ZT

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

H. CONVERSION OF HERTZ RESERVATION BRAND ID FOR DUAL BRANDED LOCATIONS

This conversion type is used when an operation is dual branded as a Thrifty, Dollar, FireFly and Hertz location and the Brand ID is not transmitted in the res data.This causes the reservation interface program RZMRG4 to do the following:

If a rate match is found and there is an entry in the Brand ID field, the Brand ID will be written to the reservation.
If a rate match is not found, the first 3 characters of the RQ will be compared to all R type records whose 4th character is " * ". If a pattern match is found, the Brand ID will be written to the reservation.
If another Conversion record is used for location, vehicle class, etc) and it's Brand ID field has a different value, the reservation will be rejected with an error.

Enter data as follows:

1. USER	Enter the user code used to run RZMRG4. EXAMPLE: Type RESINT (RET)
2. LOCATION	Enter a single location code or leave this field blank. EXAMPLE: Press (RET)
3. CONVERT FROM	Enter the the first 3 characters of a Thrify or Dollar RQ followed by an asterisk "" as a wildcard. EXAMPLE: Type TTG (RET).
4. CONVERT TYPE	From the following choices, select "R": C = Class (Vehicle and Rate class) L = Location R = Rate S = Canada Province Code V = Vehicle Class only M = Vehicle class for MQ Seamless (for Hertz operations making use of Seamless logic). Refer to the chapter titled Seamless Reservations and RAs for details on Seamless logic. A = Model Codes CU = Currency Code OS = Option Set EXAMPLE: Type R (RET)
5. EFF DATE	This field can be left blank. EXAMPLE: Press (RET)
6. CONVERT TO	Leave this field blank. EXAMPLE: Press (RET).
7. COMMENT	Enter up to 40 alphanumeric characters of notes related to this conversion record. (This field can be left blank.) EXAMPLE: Press (RET)
8. BRAND ID	Enter the Brand ID. EXAMPLE: Type ZT (RET)

The screen will display:

OPTION: __ EDIT CONVERSION RECORDS

1 User RESINT
2 Location
3 Convert From TTG*
4 Convert Type R
5 Eff Date
6 Convert To
7 Comment
8 Brand ID ZT

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

NOTE: There is one rate prefix in Europe that is shared by both Thrifty and Dollar, it is "PTG". For this rate family:

1. Set up a record PTG* for Thrifty

2. And then set up individual records for the full rate code for those Dollar rates that you accept. Such as PTG3D and PTG4D. In this case, because we are not doing pattern matching, place the same Rate Code value in both fields 3 and 6. See the example below:

OPTION: __ EDIT CONVERSION RECORDS

1 User RESINT
2 Location
3 Convert From PTG3D
4 Convert Type R
5 Eff Date
6 Convert To PTG3D
7 Comment
8 Brand ID ZR

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

NOTE: USING CONVERSION RECORDS WITH CARS+ WEB SERVICES (webRES, webXML)

Several unique issues arise when using Conversion Records with webRES and webXML:

RESCODES Setup

Field 1 (User) must be specified. Enter into this field the CARS+ Employee Code for the XML Reservation Broker or the webRES user. Multiple Conversion Records may need to be set up if the conversion is to apply to more than one supplier. If in doubt as to what the appropriate code is, please contact Thermeon Customer Support for assistance.

The following two items apply only when setting up a Conversion Record to convert the vehicle class (Convert Type is either "C" or "V").

Planning Calendar

The Planning Calendar must show availability on the Convert From class (the class entered in field 3). Because of the unique way that the web services function, the check for availability is made before the conversion is done. If there is no availability in the Planning Calendar for the Convert From class, the web services will not provide a quote (reservation estimate) for that class. Instead, it will simply report "Not Available". Therefore, the Change Warning Percentages program must be used to put the Convert From class on "Free Sell". Please refer to that chapter for specific instructions. Now that the Convert From class is on "Free Sell", this means that there can potentially be an unlimited number of conversions, regardless of the actual availability of the Convert To class. In other words, this process is basically putting the Convert To class on "Free Sell" as well. Hence it is extremely important to monitor the bookings of the Convert To class very closely. This can be done using any of the following:

Fleet Forecasting Report -- This report is an easy way to calculate multiple classes together for the difference between the supply and demand lines of the planning calendar. It presumes the user understands what the warning percentages are set to.

Class Availability Search -- This search is available when pressing F6 from the top OPTION: field of either the Reservations or RA Open programs.

Class Availability Report -- With this report, please note in particular that:

The report can be limited to showing only potential overbooking situations by entering either "1" or "2" or a cut-off percentage into the "Select %" field. Please refer to the Class Availability Report chapter for details.

The report can be configured to be run automatically on whatever schedule and using whatever report parameters are desired. The resulting report can be emailed as a PDF attachment to an individual or list of addresses.

When it is appropriate to place a stop on the class conversion, this can easily be done by implementing a Stopsell rule in the Rules Engine. The Convert From class can then be placed on Offsell for whatever period of time is desired.

Rates

Because the Conversion Records are not used during the Res Estimate (quoting) process, rates for the Convert From class must be maintained in Edit Rental Rules/Rates.

NOTE: A listing of these records can be found in Print Conversion Records.