Location

Rates for sales tax, airport fees, LDW or other items may vary by location

Corporate Privilege

Unique rates may be offered for LDW, additional driver or other options for corporate accounts

Pricing Code

Option rates may vary by pricing code. Pricing Codes are assigned to vehicles. For example, LDW for an economy car may be a different price than LDW for a sport utility or luxury car.

Pricing codes can also be assigned to rental rates. LDW or additional driver rates may be different for government renters, retail renters, and insurance replacement rentals. By assigning a pricing code to the rental rate, the rates of options can vary according to the rate product used.

Pricing codes can also be assigned to Privilege Codes which are part of the corporate account logic.

Date

Every option rate has an effective date which means multiple records can be set up for a single option. For example, several weeks in advance a notice may be published that an airport concession fee or sales tax rate will change. By entering a new record for the option with the future effective date, reservation estimates are accurate and the transition from one rate to the next is easily accomplished.

LOC CODE

(Location Code)

Some Optional Charges may apply to all locations, while other Optional Charges may be location sensitive.

Options can be set up to apply to:

• All locations
• Most Locations
• One or more specific locations

All locations: If the Option and its corresponding rate should apply globally to all locations, leave this field blank.

Most locations: If the Option and its corresponding rate should apply to most locations, leave this field blank. The "Itm Avl" (Item Available) field on page 4 can be used to exempt particular locations from a global option.

One location: If the option and/or rate are specific to a particular location, enter up to 6 alphanumeric characters to indicate the location desired. This provides for location differences on the same option.

A Group of Locations: Group Codes defined for Options can be used. A field in the Edit Group Names program turns on this feature. The Group Name must have a type of "O" to be used in this field.

Hierarchy:

Records with a specific Location Code are used first.

Next, records with a Location Group Name are used.

Finally, records without a Location Code are used.

Therefore, if an Option is entered without a location, and then entered again with a location, the one with the location will take precedence.

For example, assume an operation has 5 locations: 4 in the city and 1 serving an airport. The additional driver fee is $8.00 a day at the city locations and $10.00 a day at the airport.

Solution: Set up the additional driver option with a blank location with a rate of $8.00. Set up another record for the additional driver option for the airport location with the $10.00 rate. The option record with the location code will take precedence for the airport location over the one without a location code.

EXAMPLE: Type LAX (RET)

User tip: When an option is saved with the Location Field blank, the following question will display:

ARE YOU SURE YOU WANT TO APPLY THIS RATE TO ALL LOCATIONS?

Answering N (no) aborts the save so that the record can be corrected.

Answering Y (yes) continues the saving process.

OPTION CODE

Enter up to 5 alphanumeric characters for an existing Option Code. If this code does not already exist in the Edit Option Codes File, the following message will display:

CODE xxx DOES NOT EXIST. DO YOU WANT TO CREATE IT? Y/N

(where xxxis the Option Code entered.)

Y = Yes, this option needs to be created.The Edit Optional Items program will be called and will display on the screen to allow set up of the new Optional Item. After pressing F1 to save the data, the Edit Optional Items program will be cleared from the screen data entry can resume.

N =No, the option entered was a mistake. The Option Code will be cleared from the field.

RESERVED CODES

The following codes have predetermined meanings to CARS+ (they are called "reserved words)"and will cause a charge to be automatically applied to a rental under specific conditions.

EXAMPLE:Type DRIVR (RET)

PRV

(Privilege Code)

Special rates for an option can be set up for "privileged" customers. For example, IBM may negotiate a special price for the Additional Driver charge for their employees. This column is used for activating this feature.

Leave this field blank:

1. If there are no privileged prices for this option (that is, all customers must pay a single price).

2. If there are privileged prices for the option and entry is being made for the price that all non-privileged renters must pay.

For privileged prices, enter a two or three character alphanumeric Privilege Code. To activate the privilege, the code entered must be set up in Edit Privilege Codes and then added to the Privilege Codes entered on the Edit Corporate Contracts screen.

EXAMPLE:Type 4D (RET).

For example, if the Privilege Code for the discounted additional driver option is "4D", that code would be entered into this column and entered into all Corporate Contract records to which it applies as illustrated below.

User tip: Privilege Codes cannot be used to restrict the auto-apply logic (see Auto Apply field page 2). They can only be used to re-price an auto-applied option once it has been applied to the transaction.

PRC

(Pricing Code)

The rate for an option can vary by the type of vehicle. For example, the rate to rent a ski rack for a passenger car may be different than the rate of a larger rack for a van. In this case, it would be necessary to enter two records for the ski racks: one for the cars and one for the vans. On the code for the cars, this column would be left blank. On the code for the vans (assuming that Pricing Code "V" had been created and assigned to the van classes), entering a "V" in this column would allow a separate price for the van ski racks.

To make prices vary by type of vehicle, enter a Pricing Code that has been assigned to the vehicle classes that are priced uniquely.

Pricing Codes can also be assigned to Rate Products. Thus the rate for coverages and options can vary depending on the rental rate on the RA.

Pricing Codes can also be assigned to Corporate Accounts via a Privilege Code. This allows rates for coverages and options to vary by corporate customer.

Depending on a setting in the field "Validate Pricing Codes" in Edit Misc. Control Fields, this code may need to have already been created using the Edit Pricing Code program.

Since Pricing Codes can be applied to transactions from a variety of places, for details refer to the chapter Overview - How Option Prices Are Selected.

Leave this field blank if the price does not vary by class of vehicle, rate product, or corporate account.

EXAMPLE: Type V (RET).

CU

(Currency Code)

This field is used to designate option rates that are entered in a currency other than the native currency.

For example, if the Mexican Peso is the native currency, but some options or coverage rates are quoted in US Dollars, enter the currency code for US Dollars to indicate that the rate being quoted is in USD rather than Pesos. Upon opening the RA, the USD rate will be converted to Pesos using the exchange rate in effect at that time.

Note: Coverage responsibility amounts on page 2 are not converted using the exchange rate. Therefore, responsibility amounts should be entered in your native currency.

SETUP WARNINGS:

1. Currency Code cannot be placed on options that are calculated using percentage based method. Percentages do not vary based on the renter's preferred currency.
2. For options that are automatically applied to all rentals there MUST be a rate record WITHOUT a Currency Code set up first. This is true even if all options are meant to have a Currency Code. Automatically applied options are often added to a transaction before the currency is established. This program enforces this set up sequence.

User tip: Changing the rates

Using the selected date format, enter the date on which the rate for this option will become effective.

Through this field, future price changes can be pre-loaded in the file. For example, an upcoming change in the airport concession fee can be loaded ahead of time in order for the transition to flow smoothly and go into effect as warranted.

Note that options cannot be applied to RAs and Reservations with opening dates earlier than the option's effective date.

EXAMPLE: Type 020107 (RET)

CL MT

(Calculation Method)

Enter 1 alpha character to indicate the calculation method of this option. possibilities are:

D = Elapsed Days. The primary rate on page 1 (or weekly, monthly or Tier rate) is charged for each rental day. If no hourly rate is entered, partial day charges are based on the how the rounding flag on page 1 of the Edit Misc. Control Fields screen is set.

NOTE: Options with calc Method "D" will use the Hotel Calculation method when they appear on a rental with a Hotel Calc rental rate.

C = Calendar Day. The primary rate on page 1 is charged for each calendar day that the rental agreement spans. There are no "partial days" or hourly rates under this method because as soon as a rental enters a new calendar day, the option charge will be charged for that day.

F = Flat Charge. The primary rate on page 1 is used. If quantity is allowed for the option (as defined in the Edit Optional Items file) the rate is multiplied by the quantity field which is manually entered either at the time of Open or Close. (Note: For a particular CARS+ user, even though the Gas Surcharge GASSR is calculated based on miles driven, "F" should be used in this column.)

P = Percentage Charge. The primary rate is a percentage that is calculated at the time of Close. The items that this percentage charge is applied to are controlled by a corresponding record in the Percent Matrix File. Items that are defined as being calculated as a percentage CANNOT be assigned a Currency Code on Page 1.

X = Credit Card Fee. If a percentage, use "X" as the calculation method to charge a credit card processing fee charged to customers using credit cards. If the Credit Card Fee is a flat charge, use calculation method "F". Refer to the chapter of the manual titled Overview - Credit Card Processing Fee for details on how to set up and use this feature.

T = Modified Tier Logic. At least two tiers must be defined in the "Tier Days" fields on page 5 of this program. The rate entered in the Primary Rate field on page 1 will be charged as a one-time flat rate for the number of days defined in Tier 1. The rates entered into the Week, Month and Xday fields of page 1 will be charged as a per-day rate for the number of days defined for the respective Tiers 2 - 4 on page 5. The following example illustrates how an option using this calculation method would be charged on a rental agreement:

T1 Days is set to 10. Primary Rate is set to 25.00
T2 Days is set to 99. Week Rate is set to 5.00

This option on a 15 day rental would be charged at $50.00 ((1 x 25) + (5 x 5))

M = Mileage Charge. The Primary Rate will be charged for every mile/km driven on the rental. This charge will be over and above any mileage charge applied by the rate. This charge does not consider any free mileage allowed by the rate. Notes:

1. This is not the calculation method to be used for the "MILE" option used to calculate the mileage charge on the rate.

G and R = Tiered Mileage Charge. This method is an alternate way of calculating the Delivery and Collection charge based on the actual distance the delivery and/or collection site is from the rental counter. The difference between the two is that G is based on the driving distance as calculated by Google Maps while R is a set distance (usually a straight line between two points "as the crow flies"). The set up for G and R rates is radically different from the other methods listed above. As a result, a separate section of set up instructions are included at the end of this chapter.

V = Vehicle Mileage. Charge per km/mile for the distance a vehicle travels on the rental. Option must be entered on the Vehicle Inventory Record, page 2, Field 9 "Option Code". For example, charge should apply to vehicles using diesel fuel but not gasoline. If the rental has an exchange, only the diesel vehicle miles will be charged.

EXAMPLE:Type D (RET)

PRIMARY RATE

This field is for the rate of the option. The nature of this rate depends on how the flag in the calculation method column is set.

1. For options calculated on a time sensitive (daily or calendar day) basis, enter the daily rate.

EXAMPLE: Type 10.00 (RET)

2. For time sensitive options using a tiered rate structure, enter the rate for Tier 1. (The number of days in each Tier is defined in fields on page 5 of this record.)

3. For time sensitive options using calculation method "T", enter the rate for Tier 1. This will be a flat rate for the number of days defined for Tier 1. The number of days in each Tier is defined in fields on page 5 of this record.

4. For options calculated on a fixed charge (one-time, flat fee) basis, enter the rate. Note unless the Option is defined to be day of the week sensitive (Page 5 on Edit Optional Items) this is the only rate entered for this type of calculation (the Weekly, Monthly, and Xday columns are meaningless of this type of option calculation). For flat fee options that are defined as day of the week sensitive, enter the first flat fee rate.

5. For options calculated on a percentage basis, enter the percentage amount. Percentage amounts can use up to 3 digits to the right of the decimal point. As an example, a 7% rate and a 6.325% rate would be entered as follows:

EXAMPLE:Type 7.00 (RET)

EXAMPLE:Type 6.325 (RET)

6. For options calculated on mileage (Calc Method "M"), enter the charge per mile/KM driven.

EXAMPLE: Type .03 (RET) for three cents per mile driven

User tips:

1. Although this field accepts 3 digits to the right of the decimal point, the full 3 digits can be used only for percentage rates. All options that are calculated using any method may use only 2 digits to the right of the decimal point.

2. When tax rates change, see the section at the end of Page 1 for instructions on handling changes to percentage based options.

Note: Tax type options may be entered with a zero rate. Refer to the discussion on Zero Rate Taxes earlier in this chapter for more information.

Note: If the rate for an option is less (discounted) if the option is reserved rather than added at the time of RA Open, enter the full retail rate here and in the other price fields on this page, then enter the reservation discount percent in a field on Page 6.

WEEKLY RATE

1. For options calculated on a time sensitive basis, this field can be used for the weekly rate if it is different from 7 times the daily rate entered in the previous field.

2. For time sensitive options using a tiered rate structure (including calculation method "T"), enter the rate for Tier 2. The number of days in each Tier is defined in fields on page 5 of this record .)

3. For options calculated on a fixed charge (one-time, flat fee) basis and which are defined to be day of the week sensitive (Page 5 on Edit Optional Items), enter the second flat fee rate.

EXAMPLE: Type 60.00 (RET)

1. For options calculated on a time sensitive basis, this field can be used for the monthly rate.

2. For time sensitive options using a tiered rate structure (including calculation method "T"), enter the rate for Tier 3. The number of days in each Tier is defined in fields on page 5 of this record .)

3. For options calculated on a fixed charge (one-time, flat fee) basis and which are defined to be day of the week sensitive (Page 5 on Edit Optional Items), enter the third flat fee rate, if any.

EXAMPLE: Type 235.00 (RET)

User tip: The number of days that constitute one month is set in Edit Misc. Control Fields on page 1, "Days Per month".

This field can be used as follows:

1. For options calculated on a time sensitive basis, this field can be used for the "extra day" rate; that is, the per day rate for days following a weekly charge if different from the Primary Rate.

2. For time sensitive options using a tiered rate structure (including calculation method "T"), enter the rate for Tier 4. The number of days in each Tier is defined in fields on page 5 of this record .)

3. When the rate product rules indicate that the rental rate is a weekend rate, a weekend daily rate for the option can be entered in this field. (The option must have a daily calculation method.) This causes the weekend option rate (amount in the XDAY Rate field) to be used for the weekend rental days, and the rate in the Primary rate field to be used for any days outside of the weekend.

4. For options calculated on a fixed charge (one-time, flat fee) basis and which are defined to be day of the week sensitive (Page 5 on Edit Optional Items), enter the fourth flat fee rate, if any.

HOURLY RATE

On those options charged on either a Daily or Calendar day method, enter the hourly rate that should be charged for this option for additional chargeable hours on the contract.

If this field is blank, the renter may be charged an additional day for any additional chargeable hours that they had the vehicle. (This depends upon how the rounding flag field in Edit Misc. Control Fields is set.)

The rate entered here will be used for each chargeable hour until the hourly charges exceed the daily rate in the previous field. At that point, the charge will round up to an additional daily charge.

EXAMPLE: Type 2.50 (RET)

TX FG

(Tax Flag)

With release 12.9 dated 11-17-09 or later, this field is obsolete.

Refer to the chapter of this manual titled Edit Percentage Matrix, for instructions on how to use the Edit Percentage Matrix program to define percentage calculations.

AT AP

(Automatically Apply)

Enter:

Y = Yes, this option should be automatically applied to Reservations and RAs for the location(s) specified.

O = This option is automatically applied when opening a RA, but it is not applied to reservations.

N = No, this option is not automatically applied to all RAs. To add this option to a contract, the rental agent must manually select it on the Option Window from the RA Open screen.

D = Dependent. This option will sometimes be applied automatically to RAs - it is dependent upon certain conditions being met.

The dependent logic can apply to some of the reserved codes that are listed earlier in this chapter or any option that is dependent on others. For example, the under age charge (AGE24) falls into this category. If the Option was flagged as automatically applied in this field, the charge would be added to all contracts regardless of the driver's age. Flagging it with a "D" in this column will cause the charge to be automatically added to only those RAs where the driver is age 24 or younger.

R = Reservation only. This option should be applied automatically to all reservations.

A = Age dependent. This option will be applied automatically to all reservations and RAs when the renter is younger than or equal to the age entered in the “Max Age” field on page 5. For example, if drivers under age 25 are required to take LDW, enter “A” in this field and “24” in the Max Age field.

V = Voucher Only. This option is automatically applied to all vouchers as an add-on charge or discount.

EXAMPLE: Type D (RET)

User tip: There are ways within CARS+ to exempt certain RAs from automatically applied charges. For example:

Rates can be set up to be exempt from the airport surcharge, location surcharge, underage fee, and/or VLF (vehicle license fee), or any other fee by using an excluded Option Set.

Corporate accounts can be exempt from automatically applied options by Privilege Codes which exempt the account from the airport surcharge, VLF, and/or another automatically applied option such as the automatic reservation fee.

Customers can be set up to be exempt from sales tax and/or the airport surcharge through settings in their customer record.

Set Up Error: If option rates are set up with Currency Codes, options that are either automatically assigned or dependently assigned MUST have a rate record without a Currency Code set up first before records can be defined with a Currency Code. This program enforces this rule.

User tip: If it is necessary to have different rules for the same option code, they must ALL be set to "Y" auto apply or they must ALL be set to "N" to Not auto apply.

TR ON

(Tour Only)

Enter:

Y = Yes, this option is available only on those reservations and RAs that have a wholesale voucher attached to them. It can be sold as either part of the voucher or as an out of voucher charge. On all other RAs, it will not appear in the Option Pop-Up window.

E = Exempt, this option is not available on tour rentals. It is only available on non-tour rentals.

V = This option will only be available to be sold as part of a tour voucher. It cannot be sold as an out of voucher item nor can it be sold on retail rentals. This setting should not be used for coverages and specifically must NOT be used on "L" type coverages. (Using this on a coverage would mean that the renter is only convered during the voucher period and cannot be covered for any out of voucher days.)

T = Tour only (like V above) except that a retail out of voucher rate will apply for days beyond the voucher period.

R = This items will only be offered to clients as an out of voucher charge on tour rentals.

X = This option is not available for vouchers. However, it is available on tour rentals as an out of voucher option. It is also available on non-tour rentals. This value is not supported by Hertz Ghost voucher rentals. If the option defined as Tour Only "X" is a percentage based charge the out of voucher charge will be calculated on both the voucher and the other out of voucher charges.

N ( or blank) = No, this option is not restricted. It should appear in the Option Pop-Up window on all RAs as well as be available for vouchers.

EXAMPLE: Type N (RET)

The table below is a further explanation of the ways this setting affects transactions.

TM DS

(Time & Mileage Discount)

This field controls the following:

1. Discounts

a. If there is no record in the Percent Matrix for how a discount is applied, a 'Y' in field causes a discount to be applied to this item as well as the Time charge. Enter:

Y = Yes, this option should be subject to the same discount that is applied to Time.

N = No. Any discount applied to Time should not apply to this option.

User tip: If your operation is authorized to charge GARS on government rentals, enter "Y" in this column for that option.

b. If there is a Percent Matrix record set up for the discount, the Percent Matrix record controls which items are subject to the discount.

2. Revenue Splits on RAs with foreign vehicles:

This field also controls how revenue splits are calculated when renting foreign vehicles. Placing a 'Y' in this field causes the item to be included in the revenue split calculation at the same percentage that applies to Time and Mileage. For example, if the Upgrade option should be included in the revenue split, enter a 'Y' in this column on the row for the Upgrade option.

MX DY

(Maximum Days)

This field is used to limit the number of days an option can be charged. The meaning of the field differs based on the method of calculation. If there is no maximum imposed, leave this field blank.

Options using Calculation Method "D" (charged on a per day basis) or "C" (calendar day basis):

Enter the maximum number of days (up to 99) this option can be charged. For example, entering '14' in this field will cause this option to be charged for 14 days on a 20 day rental.

EXAMPLE: Type 14 (RET)

User tip: The "Chg UnMx" field on page 4 allows charges defined with maximum days to be eliminated from RAs that run longer than the maximum days entered here. For example, on a 20 day rental where this field is set to '14' and the 'Chg UnMx' field is set to 'N', the charge would be dropped from the RA. See the section on the column labeled "Chg UnMx" later on in this chapter for more information.

Options using Calculation Method "P" (percent):

Enter the maximum number of days that the percentage option can be charged. When the days on the RA exceed this number, the charge will be dropped from the RA. (The 'Chg UnMx' field on page 4 has no bearing on percentage calculated options.)

User tip: Another way to limit a charge is by using the field for Maximum Amount located on the next page. It can be used to set a limit for the total amount charged for an option.

The Maximum days and Maximum Amount display in the Option subwindow of RA Open. If an option has both limitations, the Maximum Days display.

PCT BAS

(Percent Base)

With Release 12.9 dated 11-17-09, this field has become obsolete. Percentage base items must have a record in Percentage Matrix file. Refer to the chapter of this manual titled Edit Percentage Matrix, for instructions on how to use the Edit Percentage Matrix program to define percentage calculations.

CVG RESP

(Coverage Responsibility)

For those optional charges that represent "L" type coverages such as Loss Damage Waiver, Collision Damage Waiver, or Windshield and Tire Coverage, enter the customer's maximum responsibility amount for damage to the rented vehicle at this coverage level. Leave this field blank if the customer's responsibility level is zero.

Another field on page 5 can be used to express the customer's responsibility amount as a percentage of the vehicle's replacement cost rather than a fixed amount. Data can be entered in this field OR in the "Resp Pct" (Responsibility Percent) field on page 5, but not both.

This field can also be used to define an additional responsibility amount based on age. For items such as AGE24, entering an amount in this field causes the amount to be added to the customer's responsibility level whether LDW is accepted, declined, or included in the rate. Refer to the illustration below and item # 6 of the discussion that follows it.

EXAMPLE: Type500 (RET)

User Tip: When a renter does not take the Loss Damage Waiver or Collision Damage Wavier, their maximum liability amount for damage to the rented vehicle can be defined in the "No LDW Resp" field, on page 3 of the Edit Location record.

User tip: Many things can influence the customer's responsibility level such as:

• Age
• Type of vehicle
• CDPID privilege codes
• inclusive rates
• buy down products
• level of LDW purchased

For more information on this topic, refer to the chapter Overview - LDW Customer Responsibility Amount.

MIN AGE

(Minimum Age)

If a minimum age is required in order to qualify for a particular option, enter the minimum age here. Leave this field blank if age is not a criteria.

EXAMPLE: Press (RET)

User tip: Leave this field blank for "AGEnn" options (underage or overage driver fees. The age logic is already part of those options.

Edit User

Access File

Delete Taxes Field

Edit Option Rates

Edit Field

Can UserEdit

Tax Type

Option?

Can User Delete

Tax Type Option?

Tax Field Edits -

Main Window of RA Close

N

Y

Yes

No

User can edit the tax amount to any value but zero.User cannot use F3 to delete the tax charge.

N

N

No

No

User cannot edit the tax amount nor use F3 to delete the tax charge.

Y

Y

Yes

Yes

User can edit the tax amount to any value including zero or can use F3 to delete the tax charge.

Y

N

No

Yes

User cannot edit the tax amount.User can use F3 to delete the tax charge.

E

Y

Yes

Yes

User can edit the tax amount to any value including zero or can use F3 to delete the tax charge.

E

N

Yes

Yes

User can edit the tax amount to any value including zero or can use F3 to delete the tax charge.

As an example, assume the regular prices for LDW and PAI (CVG2)are $19.00 and $7.00 a day respectively. However, if purchased as a package, the rate is $22.00. This means that there is a $4.00 per day discount for on LDW when the package is purchased.

The LDW discount is entered in the "Discount" fields on page 3 of the Edit Option Rates record.

Option Bundle:

In this method, an unlimited number of options can be offered in a bundle, and they are not restricted to only coverages as the Location method is. For details on this feature, refer to the chapter Overview - Option Discounts, Bundles, and Packages.

EXAMPLE: Type 2.00 (RET)

Similar to the previous column, enter a weekly discount that is granted for a coverage package price.

EXAMPLE: Type 12.00 (RET)

This field allows a limit to be placed on the amount that can be charged for an option. Enter the maximum amount in this field. If there is no limit, leave this field blank.

User tip: The field "Override Max Amt" in the User Access File record provides a way for certain users to bypass the limit in this field. If the amount entered on the RA is greater than limit imposed here and user does not have the override privilege, an override prompt is displayed. In order for the amount to be accepted, a user with the override privilege must enter their usercode and password.

User tip: An alternate field, Maximum Days, (on the previous page) can be used to limit the charge to a particular number of days.

The Maximum days and Maximum Amount displays in the Option subwindow of RA Open.If an option has both limitations, the Maximum Days displays.

Note: When setting up foreign currency rates, this amount must be expressed in Local Currency.(It is not converted via the exchange rate.)

EXAMPLE: Type 5.85 (RET)

In certain tax jurisdictions, only a portion of the charge for a coverage (that amount above the premium cost) is taxable. For those operators subject to this type of taxation rule, enter the percent of the price charged for the coverage that goes towards paying the premium cost. The balance is the profit on the coverage.

As an example, if the premium cost for PAI is $3.00 and you charge the renter a rate of $5.00, the premium percentage is 60 percent.($3.00 / $5.00 = 60 %).

EXAMPLE: Type 60 (RET)

Enter the date when the rate for the option will expire. The record will remain effective through 11:59 pm of the day before this date. An option without a non-expired rate cannot be used. Therefore, as of the date entered, the option will cease to exist. DO NOT use this field to expire a rate that will be replaced with a more current price record. The mere creation of a new Option rate record with a more current effective date will cause all previous record to expire.

Reservations created prior to entering the expire date which have a pickup date later than the expire date and which had this option applied will cause the option to be applied when the reservation is used to open a rental agreement. In this case, the option must be manually removed from the RA. The "Effective Type" field (see page 5 below) has no bearing on this behavior.

For example, assume that on May 1, an automatically applied option is expired. (Expire date of May 1 is entered.) Reservations created before May 1 will have this option on them. When those reservations are used to open RAs from May 1 onward ( later in May, June, July, etc.), the option will be applied to the RAs.

Note: Be aware of the behavior of options when multiple records with different effective dates exist for the same option. If the most current record is expired, it terminates the option for on-line RAs. If a previous record is not expired, however, batch entry will be allowed until the expired date.

DECL RESP

(Decline Responsibility)

For LDW and other coverages (Option types L and C), enter the customer's responsibility amount if they decline the coverage.

EXAMPLE: Type 9999 (RET)

User tip: Additional fields in the Edit Pricing Codes program can be used to define alternative responsibility levels when LDW is declined. They take precedence over the default amount set in this field. In addition, the fields in Edit Pricing Codes also provide for decline LDW levels that vary in accordance to the renter's age.

INCL RESP

(Included responsibiilty)

For coverages other than "L" type (LDW), enter the customer's responsibility amount if the coverage is included in the rate.

EXAMPLE: Type 500 (RET)

DEP LDW

(Dependent LDW)

Some options can be offered only when LDW is already on the RA. LDW can be on a RA as a result of any of the following ways:

• The customer can purchase LDW
• LDW can be included in the rate through either an Option set or the Included flags on the rules for the Rate Product
• LDW can be included at no charge through a privilege code that applies to a CDPID
• LDW can be included on a tour voucher.

Buy down logic: In some cases when LDW is already on the RA, the customer wants to "buy down" the LDW responsibility amount. For example, a tour voucher may include LDW with the customer's responsibility level being $1000. In order to reduce the responsibility level to $250, a "buy down" option can be offered to the customer outside of the voucher. The buy down option would carry a responsibility level of $250 in the "CVG RESP" field on page 2 of this record. Note that the next field, LDW Rule" is related to the buy down logic.

Another example is offering theft coverage to only those customers that have LDW coverage.

For options that are restricted to tour only RAs (refer to the "TR ON" column addressed earlier in this chapter), a "Y" entry here means that the item cannot be selected unless a LDW inclusive voucher has been added to the RA.

Indicate whether or not this option is dependent upon the sale of LDW. That is, this option can be offered to the customer only if LDW coverage is already on the RA.

Enter:

Y= Yes, this option can be added to a contract only if LDW applies to the RA.

I = This option can be added to a contract only if LDW with a deductible value is:

• included in the rate, or
• included at no charge through a privilege code that applies to a CDPID, or
• included on a tour voucher

N (or blank) =No, this option is not dependent upon LDW.

EXAMPLE: Type Y (RET)

User tip: Options of this type must be set up in the Optional Items File as a type C (Coverage) option. Since they are dependent upon the sale of LDW, it is recommended that they should not be set up as one of the first 4 coverages for which there are fields in the Customer Record (Customer File Update, Page 1, Fields 22-25) where the customer's preference for coverages can be entered. If that is done, avoid entering "Y" for the dependent option and "N" for LDW.

LDW RULE

Enter:

R = The responsibility amount entered for this option replaces the LDW responsibility amount. (This applies when the customer "buys down" to an alternate LDW responsibility amount.)

Blank = This option's responsibility amount is unrelated to the LDW responsibility amount.

EXAMPLE: Type R (RET)

CHG UNMX

(Remove option when RA is longer than Max Days)

This field is used to exempt long-term rentals from certain options by working in conjunction with the "Mx Dy" field on page 2 of this program. When an option (daily or calendar day calculation) is added to a contract and the expected length of the contract is greater than the number of days entered in the maximum day field, the RA can be exempt from the charge entirely by making an entry in this field.

For example, the LAX convention tax is $2.50 a day and "20" in the Max Day field. A contract opens July 1 with a return date of July 25. If this field is left blank, the charge will be assessed for 20 days on the RA. If, however, a "N" is entered in this field, the RA would be exempt from the charge. All RAs more than 20 days long would be exempt. RAs up to 20 days would have the surcharge applied.

Enter:

N = For options with a number of Max Days defined, do not apply the charge if the RA runs longer than the number of Max Days.

Y (or blank) = Options with a number of Max Days defined are applied up to the number of days defined and RAs running longer than that are not exempt.

EXAMPLE: Type N (RET)

ITM AVL

(Item not available at a location.)

This field has 2 functions:

1. Item not available at a location

When an Option Rate record is set up with a blank Location Code, it applies globally to all locations. This field can be used to indicate that a particular location does NOT participate in a global option. To do this, make a separate entry for the exempt Location and the Option Code. Then in this field enter:

N =This globally applied option does not apply to this location.

2. Item not available from the Reservations or RA Open programs; can only be added to a reservation through a reservation merge program. Enter:

M = This item can be added to a reservation prior to it being merged through a reservation interface program. It will not appear in the option pop-up window in CARS+.

EXAMPLE: Press (RET)

See Line 21 of the illustration below for an example of this feature.

NOTE: CASS, which is the program that interfaces with the web services such as webRES and webXML, does not consider this setting.

MLT RA

(Multiple RA logic)

Some options are defined with a maximum number of days for which they can be charged on a RA. For long term rentals where the multiple invoiced rental logic (also referred to as multi-month logic) is used, RAs are closed after a set period of time. The data is cloned and a new RA is opened. This field is used to define:

A. How options with a maximum number of days should be charged

B. How flat fee options should be charged.

A. Options with maximum days

The following example illustrates this concept. Assume that a rental is scheduled to run for 90 days. The first RA is set up with the multi-month logic so that it will close the first RA after 30 days, clone the information, and open another RA. Subsequently the second RA will close after another 30 days and a third RA will open.

Example 1: Assume there is a surcharge defined with a maximum charge of 20 days. This field determines whether the 20-day surcharge should apply to the first RA only, or whether it should apply to all RAs in the sequence -- in this case, 3 RAs. Enter:

Y = Yes. On multi-month RAs when an option has a maximum days limit, clone the option to each RA in the series so that it is charged to the maximum day limit on each contract.

N (or blank) =No. On multi-month RAs when an option has a maximum days limit, it applies only once up to the maximum number of days and thereafter is not cloned to a new RA.

Example 2: Now, assume that the surcharge is defined with a maximum charge of 40 days.

Entering “Y” would cause the option to be charged for all 30 days on each RA. (The maximum number of days was never met.)

Entering “N” would cause the option to be charged for 30 days on the first RA. Then it would be cloned to the second RA and be charged for 10 days (total of 40 days). Since the maximum number had been reached, it would not be clone to the next RA.

EXAMPLE: Type N (RET)

B. Flat fee options

This field defines whether a flat fee option is charged on every RA in the series or if it is charged only on the first RA. Enter:

Y = Yes. On multi-month RAs when an option is flat fee, clone the option to each RA in the series.

N (or blank) =No. On multi-month RAs when an option is flat fee, it applies only to the first RA and is not cloned to a new RA.

MIN DAYS

(Minimum Days)

By entering a number of minimum days in this column, the number of days will be charged for the option as a minimum charge-- even when the rental is for fewer days.

For example, if "4" is entered in this column for a particular option that was placed on a RA, and the RA had only 2 chargeable days on it, the charge for this option would be 4 days.

Obviously, this field applies only to those options that have the daily calculation method.

If an option should have a minimum number of days, enter up to 2 numeric characters to specify the number of days. If there is no minimum, leave this field blank.

EXAMPLE: Press (RET)

MAX AGE

(Maximum Age)

If an option should not be offered to renters over a particular age, enter a maximum age in this column.

For example, assume a location offers two SLI products:

"SLI24" for renters under age 25
"SLI" for renters age 25 and over.

For the SLI24 product, entering a Max Age of "24" in this field means that only “SLI” will be offered to renters 25 and over.“SLI24” will not appear in the Option Pop-up window for anyone who is 25 or older.

EXAMPLE: Type 24(RET)

Age dependent options: When an option has been designated as “age dependent” (see the Auto Apply field, screen 2), it means that the option will be applied automatically to all reservations and RAs when the renter is younger than or equal to the age entered in the “Max Age” field.

For example, if drivers under age 25 are required to take LDW, entering “A” in the Auto Apply field and “24” in this field will cause the LDW product to be automatically added to all RAs where the renter is under 25. Because it is automatically applied, the option does not appear in the Option Pop-up window in the RA Open screen.

User tip: Leave this field blank for "AGEnn" options (underage or overage driver fees. The age logic is already part of those options.

RPT MAX

(Repeat Charge for Maximum Days)

Some options are set up so that the charge for them is limited to a maximum number of days. (The field for “Mx Dy” is on a previous page.) Additionally, a field in the Edit Miscellaneous Control Record defines how many days make up a “month”. When the number of days on a RA is long enough so that it crosses over into multiple months, in some cases the option that was limited to a maximum number of days should be charged again in each new month.

Therefore, for rentals that are longer than a month, this field is used to indicate that an option should repeat for the maximum number of days in the Max Day field every month.

For example, assume the following:

An option is set up to charge for a maximum of 10 days.

The “days per month” in Edit Miscellaneous is defined as 30 days.

A RA is opened for a 65-day period.

With a “Y” in this field, the option would be charged for 25 days on the 65-day rental (10 days for the first 30 days; 10 days for the second 30 days; 5 days for the last period.)

With a “N” in this field (or if the field is blank), the option would be charged for only 10 days on the 65-day rental.

Enter:

Y = For RAs that run longer than a month, apply the option charge up to the maximum days defined to each monthly period.

N (or blank) = For RAs that run longer than a month, apply the option charge up to the maximum days defined only once.

EXAMPLE: Press (RET)

T1

T2

T3

T4

(Tier Days)

Instead of charging for Options using the daily, weekly, monthly, and extra day logic, Options can be charged using a “tiered” structure where the daily rate applied is dependent upon the length of RA. The T1, T2, T3, and T4 columns are used to define the maximum number of days in each tier. It is not necessary to use all 4 tiers.

To illustrate, assume that the rate for a GPS unit is as follows:

$7 a day for rentals up to 3 days

$6 a day for rentals that are 4 to 6 days in length

$5 a day for rentals that are 7 to 12 days in length

$4 a day for rentals that are 13 or more days in length.

Therefore, the charge for a 2 day rental would be $14 ($7 a day x 2 days.)
The charge for a 10-day rental would be $50. ($5 a day x 10 days.)

The days would be entered as:

Tier 1 = 3

Tier 2 = 6

Tier 3 = 12

Tier 4 = 99

(An illustration showing how to set up the Tier Days for the example above is shown below.)

Note that the Tier 4 days = 99. The last tier should always have 99 days to represent any number of days greater than the previous tier.

When the Tier day fields are used, the rate fields on page 1 of the record are used as follows:

Primary (Day) column is used for Tier 1 rate

Week column is used for Tier 2 rate

Month column is used for Tier 3 rate

Xday column is used for Tier 4 rate

EXAMPLE: Press (RET)

Tier structures can vary by Option. That is, the tier structure for an option is independent of the tier structure for another option.

An illustration of the set up for pages 1 and 5 is shown below:

NOTE: When calculation method "T" is used, a flat rate will be charged for the number of days in Tier 1. A per-day rate will be charged the the number of days defined in Tiers 2 through 4. A detailed description of this calculation method can be found in the introduction and discussion of the rate fields on page 1 and the discussion of the Calculation Method field on page 1 above.

EFF TYP

(Effective Date Type)

The default settings for this field come from the Effective Type field settings in the Edit Optional Items file. When entries are made in both files (Edit Optional Items and Edit Optional Rates) the setting in Edit Optional Rates takes precedence.

User tip: It is the Option Rate record currently in use on the transaction (reservation or rental) that determines the logic of what rate is applied. Therefore, it is the "old" record -- the one that is to be expired or superseded by a "new" record -- that must be edited with the Effective Date Type.

Use this field to define what date (reservation, opening or closing date) should be used to determine the rate for an option.

Enter:

R (or blank) =

For reservations, the rate in effect for the option as of the reservation’s pickup date is used.

For RAs with a reservation, the rate quoted on the reservation is used. If the item was not quoted on the reservation, the opening date of the RA is used.

For RAs without a reservation, the rate in effect as of the opening date of the RA is used.

Z =

For reservations, the rate in effect for the option as of the reservation’s pickup date is used.

For RAs with a reservation, the rate quoted on the reservation is used. If the item was not quoted on the reservation, the reservation's create date is used to determine the option's rate.

For RAs without a reservation, the rate in effect as of the opening date of the RA is used.

User tip: This is for rate only, the coverage and declined responsibility are from the current record

O =

For reservations, the option's rate in effect as of the reservation’s pickup date is used.

For RAs with a reservation, the rate in effect as of the opening date of the RA is used. That is, the rate will be requoted at Open from what it was at the time of the reservation. (See User Tip below for an example.)

For RAs without a reservation, the rate in effect as of the opening date of the RA is used.

C =

For reservations, the option's rate in effect as of the return date is used.

When opening a RA with a reservation, the option rate in effect as of the return date of the RA is used. That is, the rate will be requoted at Open from what it was at the time of the reservation.

When opening a RA without a reservation, the option rate in effect as of the return date is used.

When closing a RA, the option rate will be requoted using the return date.

Additional notes:

When a dependent option is added at Close, for codes R or O (or blank) the rate in effect as of the opening date of the RA is used. For code C, the closing date is used.

When an option is manually added to a RA at Close, the rate in effect as of the return date is used regardless of the value in the Effective Type field.

Example for using Effective Type O:

Assume that on December 15 a notice is received that the current tax rate of 10% will change to 12% effective January 1. Therefore, on December 15 a new Option Rate record is created with an effective date of January 1 at the rate of 12%.

Assume that the new 12% rate should apply to anything opened as of January 1 or later. RAs opened prior to January 1 are to remain at the 10% rate.

Problem: Reservations for January or later that were made prior to December 15 have the tax rate of 10%. The tax rate of 12% should apply to these rentals.

Solution:

On BOTH the new Option Rate record for Tax (effective January 1) at the rate of 12% and the old record for 10%, set "EFF TYP" field to "O".

User tip: It is the Option Rate record in use on the reservation that determines the logic of what rate is applied. Therefore, the old record with the 10% tax rate must be edited with the Effective Date Type set to "O". This will cause the tax rate to change from 10% to 12% when a RA is opened using a reservation with the old (10%) tax rate.

Example for using Effective Type C:

In this example, assume that the new 12% rate should apply to all RAs closing January 1 or later.

Problem: RAs that opened prior to December 15 have the 10% rate. But if they close in January they will need to have the 12% rate applied at the time of Close.

Solution:

EXAMPLE: Press (RET)

User tip: It should be noted that this field does NOT control the effective date for an option being applied to a rental. It does control which date is used to obtain the option rate.

Y = For assets of this type, the unit number must be entered when closing the RA.
N (or blank) = The unit number is not required when closing the RA.

Option rates have an "Effective Date" (page 1) which refers to the earliest pick-up date of the rental. That is, no matter when a reservation is booked or a walk up RA is being opened, as long as the rate is in effect as of the start of the rental it can be used.

Option rates also have an "Expire Date" (page 3) which refers to the last pick-up date for the rental. The options will not be available for any pick up date after the 'expire date'.

• Effective date: July 1 (starting pick up date)
• Expire date: July 31 (ending pick up date)
• End booking date: April 30 (last day the reservation can be created)

DID YOU TRY TO SELL 'option name'? (Y/N)

Y = Yes display a prompt for this message at F1/save.

N (or blank) = No prompt message is required for this option at the time of Open.

EFF DATE

Enter the date that this record takes effect. (The actual effective date for the upsell rates will come from the Upsell Matrix records.)

EXAMPLE:Type 010118 (RET)

Enter the appropriate code to indicate how the charge is to be calculated.

PRIMARY RATE

The actual Upsell charge will be taken from the Upsell Matrix. This field should be left blank.

AT AP

There is a subtle difference in the way the Upsell option is treated depending on whether a "D" (dependent) or a "N" (not automatically applied) is entered in this field. This field and the Upsell field in Edit Locations interact.

N = When added to a RA, the upsell option will appear in the "D" (Options) sub-window of RA Open. If the upsell option is set up as 'editable' (see the "Edit Flag" on page 3), the choice that was made in the Edit Locations (page 2, Field #4) regarding increasing and/or decreasing the upsell charge will govern how upsell edits work.

D = When added to a RA, the upsell option will appear in the "T" (Mandatory Charges) subwindow. If the upsell option is set up as 'editable', the rate from the upsell matrix may be edited by increasing OR decreasing the amount. This is true regardless of what was entered in the upsell field in the Edit Locations.

EXAMPLE:Type N (RET).

User tip: The field in Edit Locations applies to Upsell only when the upsell option is marked as "N", not automatically applied.

MX DY

Leave this column blank unless the upsell charge should be limited to a certain number of days.

EXAMPLE: Press (RET)

EDIT FLG

Indicate if the upsell charge should be editable.

Y =Users are restricted in editing the upsell charge as set in other places.

N =The upsell charge from the upsell matrix cannot be edited at all.

EXAMPLE: Type Y (RET)