Edit Res Merge 4 Option Codes

Use this program to:

Configure features within the Hertz Reservation merge program.
Map a few Option Codes within Hertz Reservations to the appropriate Option Codes in CARS+.
Optionally change CARS+ to recognize the option rates quoted by the Hertz reservation center (see note on this below*).

In its most simplistic sense, the Hertz reservation interface with OKC reserves a class of car at a quoted rate. Anything else the renter may want such as coverages, infant seat, etc. is loaded as text in the reservation's Requested Options field. Those items must be manually added to the rental at the time of Open and are priced with your local rates.

* NOTE: There is, however, more optional item detail in the reservation data sent by OKC, including rates for options requested at the time of booking the reservation. Through the use of a GVT record (RZMRG4BR) and this control file, the operator can chose to use this additional data. WARNING: Hertz in Europe has tried repeatedly to use the option rates sent in the reservation. In most cases, the proper rates are sent. But occasionally, the option rate sent in the reservation does not meet CARS+'s needs and the renter is charged incorrectly. OKC cannot explain the reason for these random errors and as a result most European licensees have abandoned the use of this feature. Contact your Thermeon Customer Support Desk if you wish to try this feature.

When the GVT is NOT set up, CARS+ ignores all quoted rates sent from OKC in the reservation except for the rates of TIME and MILEAGE. Quoted or sold options are loaded into the Requested Options Field (as described above). If the rental agent adds them at the time of Open, the local rates are used. In this case, only Fields 5, 6 and 18 to the end of the record are active on this screen.

When the GVT is set up, items sold by OKC are automatically added to the reservation at the price quoted by the Res Center. Items that were quoted but not sold are also added to the reservation at the price quoted by OKC. At the moment, sold options and mandatory options appear exactly the same in the option pop-up window in the Reservation and RA OPEN programs with the letter "C" to indicate the client has selected the option. Any of these can be removed from the contract at the time of Open. If they are later re-added, the local rates will be used. The performance reports (Extra Rev, Extra Rev 1, and Employee Performance) do not consider options sold by OKC as 'sold' by the opening rental agent. On the other hand, options that were only quoted by OKC are considered sold by the opening agent who will receive the credit for the sale on these reports if they change the sale status to "C" (sold).

NOTE: If the GVT is set up and optional items are sold in the reservation (sold or marked as mandatory) yet the reserved rate is defined as inclusive of those same items, they WILL NOT BE CHARGED separately on the RA. The fact that the rate includes the items supersedes the fact that the items were sold when the reservation was booked in OKC.

To access the Edit Res. Merge 4 Option Codes program, type EDTRZ4 (RET) at any menu "OPTION:" field or the appropriate line number on the Hertz Control Files menu. The screen will then display:

OPTION: __ EDIT RES MERGE 4 OPTION CODES

1 APTAX Option 22 Request Reject
2 Tax Option 23 Template Message
3 CDW Option 24 Prem.Emerg.Roadside Opt
4 TP Option 25 MMR LDW option
5 PPI Option 26 Load Quoted Options
6 LIS Option 27 Res Create Loc
7 ALI Option 28 Calculate others
8 Ski Rack Option 29 Weekly Divisor
9 Phone Option 30 Monthly Divisor
10 Child Seat Opt 31 Monthly/Day Divisor
11 Gas Option 32 Auto CDW Option
12 AAO Option 33 Convert Rates
13 Snow Tire Opt 34 Display Options
14 SDW Option 35 Tour Grace Min
15 Trans Fee Opt 36 Use TTL for Tour
16 Winter Fee Opt 37 Quoted Opt as Sold
17 VLF Fee Opt
18 VLF Rate
19 Source Code
20 Load #1 CC?
21 Load CO to PO
1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Enter data as follows:

1. - 17. OPTIONS	With the exception of Fields 5 and 6, these fields are only used when the GVT record referenced above is set up. Each of the options listed has a special field in the Hertz reservation data that is sent by OKC. In order to map the OKC option to the correct CARS+ option, enter the CARS+ Option Codes as needed. Only enter Option Codes for those items that you wish to be priced by OKC. Field 3 is the only field that can accept an "L" type option Fields 4-7 and 14 MUST be set up as "C" type options. Within CARS+ a reservation can only have one L type coverage, but it can have multiple C type coverages. Field 14 is for a LDW deductable buy down option. Without the GVT, Fields 5 and 6 are used to indicate what Option Codes have been set up in CARS+ for the two coverages PPI and SLI.
18. VLF RATE	This field can be used to ignore the rate in the "VL" field of the res. data. Instead, use the rate in CARS+ for the option code entered in the previous field. Enter: 1 (or blank) = the rate in the VF field from the res data will be used for the option in the previous field. 2 = the rate from CARS+ will be used. EXAMPLE: Press (RET)
19. SOURCE CODE	Use this field to define a Source Code that will be used on reservations merged into CARS+. (Reservations with a CDPID that already have a Hertz source code retain their source code.) If this field is blank, the default source of "REZ" is used.
20. LOAD #1 CC?	When the #1 Club number on the reservation matches the Other ID# in a customer record do the following: Y = Enter the credit card number on the reservation and in the customer record. N = Enter the credit card number on the reservation but do not add it to the customer record EXAMPLE: Type Y (RET)
21. LOAD CO TO PO	Enter: Y = always write the contents of the "CO" field to the reservation P.O.# field. N = standard logic EXAMPLE: Type N (RET)
22. REQUEST REJECT	Hertz can send an operation a "request" rather than a "reservation". Requests are stored in the CARS+ Reservation file as Status "R" records. If the reservation is to be accepted, contact the Hertz Res Center and confirm the acceptance of the Request. Once that is done, OKC will re-send the same confirmation number as a "G" record which in CARS+ causes the the existing status "R" record to be re-written with Res Status "O". But what if the "G" arrives before the "R" record? Enter: Y = Yes, reject a "G" record that arrives before it's corresponding "R" has been saved. N (or blank) = No, if the G arrives before the request is processed, process it as a new reservation. EXAMPLE: Type N (RET)
23. TEMPLATE MESSAGE	If the RQ (rate quote) Code in the reservation does not match any rates on file in the local CARS+ Rate File, the merge program is designed to use a template rate code. This field controls whether a warning should print when a template is used. Enter: Y = Yes, on the reservation interface report print a warning whenever a template is used. N (or blank) = No, do not print a warning when a template is used. EXAMPLE: Type Y (RET)
24. PREM. EMERG. ROADSIDE OPT	Similar to fields 1 - 17, Premium Emergency Roadside Assistance has a special field in the Hertz reservation data that is sent by OKC. In order to map the OKC option to the correct CARS+ option, enter the appropriate CARS+ Option Code. EXAMPLE: Type PERS (RET)
25. MMR LDW OPTION	This field concerns the LDW rate for multi-month reservations that have a RQ (rate quoted) beginning with the three letters "MMR". It is assumed on these reservations that LDW was sold. This logic is true even if the GVT mentioned at the start of this chapter is NOT in place. When an Option Code is entered in this field, the interface program does the following: If there is a charge in the br-cdw-rate field, the option in this field is added to the reservation The daily LDW rate is calculated by dividing the total LDW charge (in br-cdw-rate) by the number of days in the reservation to arrive at a daily rate. Enter up to 5 alphanumeric characters representing the LDW option that should be used for multi-month reservations. EXAMPLE: Type LDWMM (RET)
26. LOAD QUOTED OPTIONS	During the booking of a reservation through OKC, renters can choose to purchase additional billable options. If an option was "sold" at the time of booking, it will be sent to the rental location as a sold option. If an option was quoted to the renter, but the renter did not chose to purchase the option at the time of booking the reservation. These quoted options are also sent as part of the reservation data. This field determines what CARS+ does with non-sold but quoted options. Enter: Y = Yes, quoted options should be indicated on the reservation. They will be loaded in the option sales pop-up window as having been quoted to the client (they appear with the letter "O" and with the priced quoted by OKC. Items that were sold to the client appear with the code "C"). The counter agent will be required to either change the "O" to a "C" to indicate the client has agreed to take the option or replace it with an asterisk "*" to indicate that they are not interested. N or blank= No, quoted options will not be loaded into a reservation as selected by the renter. Only sold options will appear as client selected. EXAMPLE: Type N (RET)
27. RES CREATE LOC	Enter up to 6 alphanumeric characters representing the Location code that should be used as the 'create location' field for reservations received from OKC. EXAMPLE: Type OKC (RET)
28. CALCULATE OTHERS	This field turns on a feature within the reservation interface logic. For Hertz users, reservations received from the Res. Center, contain an incomplete rate structure. For example, when the base rate is weekly, a weekly rate and an extra day rate are specified. A daily rate is not sent. In those instances when the renter returns early, a daily rate must be used to calculate the charges on the RA. This field is used to specify how the missing parts of the rate structure are determined. N (or blank) and Fields 29 and 30 below are blank = Local rates are used. When the rate is loaded into the reservation, the rates from your system are initially loaded (either prices from the matching rate or a template rate). Then the rates sent from the Reservation Center are overlaid on them. For an example, in the case of a weekly rental when no daily rate is sent, the daily rate from your local rate record is used. Y = Instead of your local rates being used, the rest of the rate structure is derived mathematically as indicated on the following chart. The divisors mentioned in the examples for Fields 29-31 are the recommended Hertz standards. These can be altered by entering different values. N (or blank) and Fields 29 and 30 below are NOT blank = The same calculations are made as in the chart below, EXCEPT: No comparison is made to the X-day rate supplied by OKC. That is, the result of the calculation is used even if the X-day rate supplied in the reservation is greater. In the case of a Monthly rate, The divisor in Field 30 is used to arrive at a weekly rate; then the divisor in Field 29 is applied to that calculated weekly rate to arrive at a daily rate (Field 31 is not used. That field is only used when this field is set to "Y"). This matches the previous logic that was governed by GVT records. EXAMPLE: Type Y (RET)

MORE ON BR COVERAGE FIELDS

Fields 3 through 7 and field 14 are used by OKC to presell coverages on a reservation. As a general rule, these fields are ignored by the reservation merge program unless the GVT mentioned at the start of this chapter is in place. The six coverages in the BR field are made up of the following two fields: a sale indicator and a calculated charge.

The Calculated Charge is divided by the total number of elapsed days of the reservation to arrive at a daily rate.

The Sale indicator can be one of the following:

C = Sold. A sold coverage is added to the reservation only if there is also a charge in the Calculated Charge field. It will appear on the Shift F8 Option Pop-up with the letter "C" to indicate that the customer agreed to purchase the coverage.

M = Mandatory. Like sold options, the coverage is added to the reservation and appears with the "C" flag using the daily rate calculated from the Calculated Charge field. But unlike sold options, if the corresponding calculated charge field is blank, the option is still added to the reservation but with your local rate taken from the CARS+ Option Rate file.

O = Quoted. Quoted options were offered to the renter at the time the reservation was booked, but the renter did not decide to purchase it at that time. Quoted Options will appear on the Shift F8 Pop-up with the sales flag "O" and the rate that that was offered at the time of the reservation booking. If the rental agent changes the "O" to a "C" the option will be sold at the reservation's quoted price. If the RA is saved without changing the "O" to a "C", the options will be automatically removed from the rental. This feature can be turned off by Entering a "N" in Field 26. With that field set to "N" quoted options with their rates are ignored in the BR field.

I = Included. Included options are included in the T&M Rate. CARS+ makes a list of all BR coverages that are flagged as included, finds an Option Set that exactly matches that list and adds that Option Set to the reservation. If the Rate itself has an Option Set assigned to it, the Option Set defined by the BR coverages superceeds the Rate's Option Set.

F = Free. CARS+ treats free options the same as inclusive options mentioned above.

BR FIELD (Base Rate Period Indicator Field)	Daily Rate	Weekly Rate	Monthly Rate	X-day Rate (Extra Day)
DY (day)	From Base Rate field of reservation	blank	blank	blank
WK (week)	The greater of: Weekly rate divided by the divisor in Field 29 --or-- The X-day rate sent	From Base Rate field of reservation	blank	From Xtra Day field of reservation
MO (month)	The greater of: The monthly rate divided by the divisor in Field 31 -- or -- The X-day rate sent	The greater of: The monthly rate divided by the divisor in Field 30 -- or -- The X-day rate sent multiplied by the number in Field 29	From Base Rate field of reservation. May contain the minimum days required to qualify for the monthly rate. May contain the number of days per month. This overrides the number of days per month in CARS+.	From Xtra Day field of reservation
XX (period rate)	From Xtra Day field of reservation	From Base Rate field of reservation	blank	From Xtra Day field of reservation
WE (weekend)	From Xtra Day field of reservation	blank	blank	From Base Rate field of reservation

	THE FOLLOWING THREE FIELDS ARE USED ACCORDING TO THE RULES SET FORTH IN FIELD 28.
29. WEEKLY DIVISOR	Enter here the number that should be divided into a weekly rate to arrive at the appropriate daily rate. EXAMPLE: Type 5 (RET)
30. MONTHLY DIVISOR	Enter here the number that should be divided into a monthly rate to arrive at the appropriate weekly rate. EXAMPLE: Type 4 (RET)
31. MONTHLY/DAY DIVISOR	Enter here the number that should be divided into a monthly rate to arrive at the appropriate daily rate. EXAMPLE: Type 20 (RET)

32. AUTO CDW OPTION	When a Collision Damage Waiver option is sold by OKC on a reservation, that fact is communicated in the reservation data sent by Excalibur. The standard logic within the Hertz Reservation Merge program is to seek the L type option with the lowest customer responsibility and the lowest per day rate. That option is automatically added to the reservation. If that is NOT the correct L type option to be used, enter in this field the CARS+ Option Code of the L type option that you wish to be used in this case. If this field is left blank, the default logic just explained will be take place. EXAMPLE: Type LDW1 (RET)
33. CONVERT RATES	Reservations that are sent to countries outside the United States which do not use any of the currencies listed below, are sent with all T&M rates quoted in US Dollars. These USD rates are converted into the renting country's local currency by the RA Open program at the time the rental begins using a local currency exchange rate stored in CARS+. As an exception to this standard rule, an international licensee can arrange with OKC to have specific Rate Products quoted and booked in their local currency. By entering a "Y" in this field you are saying that some (not necessarily all) reservations coming from OKC were originally quoted in your local currency and that currency is NOT in the list below. Currencies that are standard with OKC reservations: US Dollars Canadian Dollars Euros British Pounds Australian Dollars When this field is set to "Y", the rates in a reservation will be converted to the local currency when the reservation is received (and thus not converted when the RA is Opened) using the exchange rate that OKC used when it was originally booked. This will happen when: The currency code in the BR field of the reservation matches the currency code in the Rate Product's Rules record in CARS+ (this must be the same currency code as set up in the pick-up location's Location record) AND the BR field also contains the currency conversion exchange rate to be used.
34. DISPLAY OPTIONS	Enter: Y = When a merged reservation is loaded in RA Open, a pop-up window will display listing the options that were reserved on the reservation. Blank = the pop-up window will not display. EXAMPLE: Type Y (RET)
35. TOUR GRACE MIN	Enter the number of grace minutes that should apply to a voucher to calculate the correct number of voucher days. EXAMPLE: Type 59 (RET)
36. USE TTL FOR TOUR	Enter: Y = The amount in the "BR" Charge amount will be used to value the voucher. Blank = The amount in the Res Feed field will be used to set the voucher value. EXAMPLE: Press (RET)
37. QUOTED OPT AS SOLD	Enter: Y= All of the below will occur (a-d): a. If a coverage indicator field has the value "C" (sold) the option will be stored on the reservation as "Sold". (present logic) b. If a coverage indicator field has the value "O" (optional) and the corresponding rate field is NOT zero, the option will be stored on the reservation as sold using the quoted rate. c. If a coverage indicator field has the "O" (optional) and the corresponding rate field is zero, the option will not be stored on the reservation as sold (present logic). d. If a coverage indicator field has the values "I", "F", or "M" the current logic will take place. Blank = No changes. The program will work as normal. EXAMPLE: Press (RET)

An example is shown below

OPTION: __ EDIT RES MERGE 4 OPTION CODES

1 APTAX Option CFC 22 Reject Request N
2 Tax Option TAX 23 Template Message
3 CDW Option LDW 24 Prem.Emerg.Roadside Opt PERS
4 TP Option CVG2 25 MMR LDW option
5 PPI Option CVG3 26 Load Quoted Options N
6 LIS Option CVG4 27 Res Create Loc
7 ALI Option 28 Calculate others N
8 Ski Rack Option SKI 29 Weekly Divisor
9 Phone Option 30 Monthly Divisor
10 Child Seat Opt CHILD 31 Monthly/Daily Divisor
11 Gas Option 32 Auto CDW Option LDW1
12 AAO Option 33 Convert Rates
13 Snow Tire Opt 34 Display Options Y
14 SDW Option 35 Tour Grace Min
15 Trans Fee Opt 36 Use TTL for Tour
16 Winter Fee Opt 37 Quoted Opt as Sold
17 VLF Fee Opt
18 Source Code

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

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