RV Addendum - Reservations, RA Open, RA Close

When running CARS+ in RV (Recreational Vehicles) Mode, the format and functionality of the Reservations, RA Open, and RA Close programs are customized for RV type business. This chapter addresses these custom features.

SECTION 1 - RESERVATIONS

I. RETAIL RESERVATIONS

A. MAIN WINDOW

Below is an example of data entered for a retail reservation (prior to saving):

OPTION: __________ RESERVATIONS 1 Name (L/F) PETERS/STEVEN 11 Add1 * 2 P-U Date/Time/Loc 09-01-15/MO/1300/TUS 12 Add2 191 OAK DR 3 Ret Date/Time/Loc 09-15-15/TH/1100/TUS 13 C/S/Z ANY/MA/01109 4 Pax 4 14 Disc Pct/Amt */* 5 VhCls/Rate/RtCls C25/FRD/C25 15 Cust/Bk Loc */CEN 6 Est.Miles 1400/N 7 Cell/Home Phone 413-111-1234/* A-Rates M-Misc 8 Src/Ty/ID EVENT/*/*/* D-Deposit N-Notes 9 Email SP@EMAIL.COM E-Cust O-Other 10 Notes/Options */* H-Options F1=SAVE F2=SWIPE F3=ERASE F4=CLONE F6=SEARCH F8=EST

The order of the fields is customized for RV type operations. However, data is entered using the same methods described in the Reservations chapter.

NOTE: RV mode uses the 24 hour clock. Examples here use it, too.

Those fields that are handled uniquely are listed below. Enter data as follows:

2. P-U DATE/ TIME/ LOC	The pick up time defaults to the time specified in the Location record (Field is "Hotel EBDS Time".) The pick up date cannot be earlier than the current date. If an earlier date is entered, the following message will display when attempting to save the RA: ERROR - Roll Date is earlier than today To enter a date earlier than the current date, the reservation must be created using the Unfettered Res Update program on the RV Operations Menu. The field for the day of the week is not shown.
3. RET DATE/ TIME/ LOC	The return time defaults to the time specified in the Location record (Field is "Hotel Calc Ckin".) The field for the day of the week is not shown.
4. PAX	This field, indicating the number of passengers, is required. A limit to the number of passengers may be imposed by a setting in the Class Code record which is entered in the next field. EXAMPLE: Type 4 (RET)
5. VHCLS (Vehicle Class)	In the Edit Class Codes records, a maximum limit can be defined for the number of passengers for each vehicle class. If the number of passengers entered in the previous field is more than the number defined for the Class Code entered, a message to that effect will display. The Class Code will be removed.
6a. ESTIMATED MILES	In order to include the charge for miles in the estimate, an average amount of miles per day can be entered on the rate product in Edit Rental Rules/Rates. Refer to the field: "Est. Mi. A Day". The amount entered in that field is multiplied by the number of reservation days to get the total estimated miles which displays in this field and the charge for mileage is included when calculating the reservation estimate. Editing the estimated miles: This amount can be manually edited. If edited, a "Y" will appear in the field after the slash. NOTE: If edited, the estimated miles will NOT change if the dates are changed or the Rate Product is changed to a rate with a different average miles/day estimate - unless the next field is edited. EXAMPLE: Type 1750 (RET)
6b.	This field indicates if the Estimated Miles in Field 6a. have been manually edited. Y = Yes, the amount in field 6a has been manually edited. As a result the estimated miles will NOT be recalculated if the rental dates are edited or the Rate Product is changed. N = No. If the estimated miles have been edited and the charge for miles should be recalculated, change the "Y" to "N". A recalculation will be made when an estimate is requested. EXAMPLE: Type N (RET)
7. CELL/ HOME PHONE	Enter the cell phone number before the slash and/or the home phone number after the slash. A phone number is required to save a retail reservation.
11. - 13. ADDRESS	In addition to the address fields being in the E subwindow, they are also on the main window. If only one field is needed to enter the street address, skip "Add1" (Field 11) and use "Add2" (Field 12). It is data in Field 12 that displays on the RA Open screen. The address is a required field for a retail reservation.
15b. BK LOC	This field displays the booking location which is the pass (login) location of the user entering the reservation.

B. SUBWINDOWS

Subwindow Letter	RV Mode	Comments
C		Can be used for deposits in RV Mode, but is not shown in the Subwindow List.
D	DEPOSITS
H	OPTIONS
M	MISC
V	TOUR VOUCHER	In RV Mode "V" is same as Subwindow "S" for vouchers.

C. OPTION POP-UP WINDOW

"T" (tax) type options are not shown in the Shift/F5 pop-up window when doing a retail reservation.

D. ONE-WAY RESERVATIONS AND DROP CHARGES

When a one-way reservation is being created, the following message will display:

INFORM CUSTOMER THAT DEPOSIT IS NON-REFUNDABLE

One-way reservations will normally have a Drop Charge added. However, when units need to be moved to the return location, a 'negative' drop charge may be assigned. (A negative Option for a 'Drop Discount" must already be set up.)

To save a one-way reservation, an 'auth code' must to be entered in Field 10, Notes. It must begin with A or M and then 6 numbers after that such as A123456.

E. ESTIMATE

When the estimate is requested with F8, the following prompt appears:

PAY BY CREDIT CARD?

The answer to this question (Y or N) determines the amount of the security deposit that will be added into the estimated charges.

The Edit RV Control Record has two fields devoted to the security deposit:

• amount of the security deposit charged when paying with a credit card
• amount of the security deposit charged when paying with some other form of payment

F. ALTERNATE DATES IN THE ESTIMATE

This is a tool the res. center may use to offer the customer a slight change in the pick up date (a few days earlier or later) as the rates may be different. A field in the Edit Misc Control Fields program turns on a feature. There are 3 estimates shown (each in a column). The middle column is the estimate for the actual dates requested, the left column uses a pick up date a few days before and the right column uses a pick up date a few days after. Since rates can vary from week to week, estimates for times just before or after the initial requested time period may be something for the customer to consider (Note: Once turned on, this feature can be turned off on a user by user basis in Edit User Access File).

The number of days (in the example below '4') is from the setting in the Edit Misc Control Fields field. Comments follow the example.

ROLL DATE 1=08-28-15 2=09-01-15 3=09-05-15 PERIOD : 1 @ $357.00 = 357.00 $327.00 = 327.00 $327.00 = 327.00 XDAYS : 11 @ $119.00 = 1309.00 $109.00 = 1199.00 $109.00 = 1199.00 MILES :1400 @ $.34 = 476.00 $.34 = 476.00 $.34 = 476.00 SUBTOTAL : STATE TAX : 149.94 140.14 140.14 SLI : 220.50 220.50 220.50 PROMODISC : 220.50 220.50 220.50 SECURITY : 500.00 500.00 500.00 TOTAL : 2791.94 2642.14 2642.14 CHOOSE COLUMN 1/2/3 _

In the example above, the reservation has an original pick up date of September 1 (the requested dates are always displayed in the middle column.) The reservation is being recalculated for 4 days before that, pick up August 28, which gives a higher rate. The alternate pick up date 4 days later, September 5, shows the same rate as September 1. Choose the pick up date by entering the column number '1', '2', or '3', and the pick up and return dates for the reservation will change accordingly. If a column number is not entered, the default is '2' (middle column).

G. MINIMUM DEPOSIT

1. A deposit is required in order to save a retail reservation when the user is logged in under any location other than CEN (Central Res). The amount required is defined in the Edit RV Control Record (Field is "Reservation Deposit Amount"). If an attempt is made to save a retail reservation without a deposit, the following message will display and the save will not be completed:

Minimum Deposit (XXX) Required

Where "XXX" is the amount defined in the control file.

2. Users who are logged in under location CEN are allowed to save a retail reservation without the minimum deposit. The following message will display:

SAVE RES WITHOUT A MINIMUM DEPOSIT OK? Y/N

H. SAVING THE TRANSACTION AS A RESERVATION, QUOTE, OR LEAD

To save the reservation, Press F1 (Save) at the OPTION field. If a deposit was taken, the question asking whether it's a Quote or Res is not asked as it's assumed it is a reservation.

If a deposit was not taken, the following question will be asked:

IS THIS A (Q)UOTATION OR A (R)ESERVATION? (Q/R)

If saving as a Quote, an E-Mail Address is required.

Sometimes a caller does not make a reservation but the policy is to save their information in the customer file as a 'lead'. Press F2 to save as a Lead rather than a Reservation or Quotation. (The field "Leads Cust Type" in Edit Misc Control Fields turns on the Leads feature and changes the label of F2 on the Reservations screen from "SWIPE" to "LEAD". Later when a search of the customer file results in selecting a 'leads' customer, the information entered at the time it was saved as a "lead" will be restored: pick up and return dates, class, location, etc.

I. UNFETTERED RESERVATIONS

The Unfettered Res program allows a retail reservation to be back dated and saved without most of the normal restrictions. Refer to the chapter Unfettered Res Update for details.

II. TOUR RESERVATIONS

To create or edit a reservation with a voucher, the user must be logged in under the location INT (for USA) or CINT (Canada).

Tour reservations cannot be saved in Unfettered Res (backdated).

A. ENTERING A VOUCHER

Vouchers are entered in the S subwindow under the code VCHR.

The subwindow will display as shown below:

OPTION: ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE 1 Document Type VCHR (VCHR) 2 IT # * 13 * 14 * 15 * 16 *

Enter data as follows:

1. DOCUMENT TYPE	In addition to Vouchers, the system provides for other types of documents to be entered in this subwindow. However, when "VCHR" is the only code set up, Field 1 defaults to VCHR and the cursor skips this field.
2. IT #	Enter the IT Code of the tour company. Or press Shift/F7 to search the IT File. After entering an IT Code and pressing (RET), more fields will display. Once the fields for class, rate, and number of days are populated, the option pop-up window is called automatically.
3. VOUCHER#	Enter the voucher number.
4. CLASS/RATE	The Class will default to the Class entered in the Main Window. The rate is loaded from the IT Code or from the Flex Table indicated on the IT Code.
5. DAYS	The number of days will default to the number of days on the reservation.
6. DISC PCT/AMT	If a discount should be given to the tour company, enter a percentage before the slash or a one-time amount after the slash.
7. BILL ACCT	If there is a Billing Account number in the IT Record, it is shown in this field.
8. BOOK REF	If data is displayed in this field when viewing an existing reservation, it is the Booking Reference from the reservation.
9. CO ORDER #	If data is displayed in this field when viewing an existing reservation, it is the Company Order from the reservation.

An example of the option pop-up window for the voucher is shown below:

OPTION: ______________ RESERVATIONS 1 Name(L/F) RENTER/ANY 11 Add1 * 2 P-U Dat┌────────────────────────────────────────────────────────────┐ 3 Ret Dat│Select options to be inclded in the voucher. │ 4 Pax │ I=Includ in Voucher X=Rate Inclusive │ 5 VhCls/R│ Option I/X Calc Qty Deductible │ 6 Est.Mil│ ADVBKDISC * PCT │ 7 Cell/Ho│ WADVBKDSC * PCT │ Misc 8 Src/Ty/│ DROP * /ITM │ Notes 9 Email │ DROP-F * /ITM │ Other 10 Notes/│ 100 * /ITM │ │ 500 * /ITM │ OPTION _│ 500-F * /ITM │ =DELETE 1 Documen│ ALLINC * /DAY │ 2 IT # │ EBDS * /ITM │ 3 Voucher│ EBDS-F * /ITM │ 4 Class/R│ GEN * /DAY │ 5 Days │ GEN-P * /ITM │ 6 Disc Pc│ │ 13 * │ Press Return Here to Accept Changes [ ] │ 14 * │ │ 15 * │ (Down arrow for more Options) │ 16 * │ │ └────────────────────────────────────────────────────────────┘

Indicate with "I" which items are included in the voucher. (Items marked with "X" are included in the rate.)
After exiting the pop-up window, an example of a completed subwindow is shown below.

OPTION: ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE 1 Document Type VCHR (VCHR) 2 IT # ALLABOUT ALL ABOUT TRAVEL 3 Voucher # K12345 7 Bill Acct 4 Class/Rate C25/FX64 8 Book Ref 5 Days 14 9 Co Order # 6 Disc Pct/Amt */* 13 * 14 * 15 * 16 *

Save the Voucher with F1 in the S subwindow, or it will be automatically saved when the reservation is saved at the main window OPTION.

B. ESTIMATE

The estimate is the voucher estimate; not the renter’s charges. It is not possible to get an estimate of the out of voucher charges in the Reservations program.

C. FLAT TAX

Some tour operations don't want to have to quote different tax rates for different states in the US. To streamline things, they are offered a feature referred to as 'flat tax' which quotes one tax rate regardless of the pick up location. The difference between the actual tax rate and the flat tax rate is added as an additional charge or subtracted as a credit.

Example 1: The flat tax is 10% and the state tax rate is 8%. The Flat Tax option charge for 2% will be added to get to 10%.

Example 2: The flat tax is 10% and the state tax rate is 13%. The Flat Tax option would be a credit of 3%.

Flat Tax logic is turned on in Edit Misc Control File and an option for Flat Tax has to be set up and is dependently applied. The short description for it is BKG FEE/CR.

User tip: The flat tax has to be indicated in the "Tax Formula" field on the IT record in Edit IT Codes.

D. CANCELLING A TOUR RESERVATION

A field in the Edit RV Control Record specifies the number of days prior to the pickup date that a tour reservation can be canceled without the tour operator being charged a Cancellation Fee. For example, by entering '45' in the field, tour reservations that are canceled more than 45 days before the scheduled pickup date are free of a penalty charge. But when canceling a tour reservation (changing the Reservation Status to "C") within this 45 day period, the user will be required to add a penalty Option Charge to the reservation. That charge will become the value of the tour voucher and will be posted and invoiced to the tour operator.

USER TIP: The option for the penalty charge must be set up in order to use this feature.

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SECTION 2 - RA OPEN

A reservation is required in order to open a RA. Walk-up RAs are not allowed.

There are no reduced charges for rentals that are picked up later than the reservation date. If the rental starts after the reservation pick up date and time, the estimated charges start with the reservation pick up date; not the RA Open date.

I. RETAIL RAs

A. MAIN WINDOW

Below is an example of data entered for a retail RA (prior to saving):

OPTION: __________ RA OPEN 1 Name(L/F) SMITH/KAREN 11 Ret Dt/Tm 06-17-15/1100 2 Address 1 ANY PLACE 12 Ret Loc/Drop LAX/* 3 C/S/Z TUSTIN/CA/92705 13 Rate/Class FRD/C30 4 Cell/Home Ph 714-444-1212/714-555-1212 14 Res/Src 711223/* 5 DOB 12-07-84 15 Empl/Drw MMG/7 6 Li/St/Ex S123456/CA/12-07-20 7 Veh/Odm/Fuel/Gen/Cl 304358/18534/5/192.0/C30 A-Rates N-Notes 8 Est Miles 1000/Y D-Deposit Q-Addl Driver 9 E-Mail SMITH@EMAIL.COM H-Options V-Tour Voucher 10 Notes * X-Exchng O-Other Windows F1=SAVE SH/F5=OPTIONS F6=SEARCH F8=ESTIMATE SH/F9=INCIDENT F11=REQ-AUTH

The order of the fields is customized for RV type operations. However, data is entered using the same methods described in the RA Open chapter.

NOTE: RV mode uses the 24 hour clock. Therefore, examples here use it, too.

Those fields that are handled uniquely are listed below. Enter data as follows:

2. ADDRESS	A P.O. Box is not accepted in this field address.
5. DOB	Enter the date of birth.
6. LI/ST/EX	Enter drivers license, state or country code, and expiration date.
7. VEH/ODOM/ FUEL/GEN/CL	This series of fields concern the vehicle assigned to the RA. There are 5 pieces of data: Vehicle number/ Odometer reading/ Fuel level/ Generator reading/ Class. After the vehicle number is entered, the current odometer reading and Class will show. The fuel level and generator reading must be entered. A generator reading less than the current reading in the Inventory record is not allowed. If the generator reading is greater than the current reading in the Inventory record, a question is asked if the reading entered is correct.
8a. ESTIMATED MILES	In order to include the charge for miles in the estimate, an average amount of miles per day can be entered on the rate product in Edit Rental Rules/Rates. Refer to the field: "Est. Mi. A Day". The amount entered in that field is multiplied by the number of rental days to get the total estimated miles which displays in this field and the charge for mileage is included when calculating the estimate. Editing the estimated miles: This amount can be manually edited. If edited, a "Y" will appear in the field after the slash. NOTE: If edited, the estimated miles will NOT change if the dates are changed or the Rate Product is changed to a rate with a different average miles/day estimate - unless the next field is edited. EXAMPLE: Type 1750 (RET)
8b.	This field indicates if the Estimated Miles in Field 8a. have been manually edited. Y = Yes, the amount in field 8a has been manually edited. As a result the estimated miles will NOT be recalculated if the rental dates are edited or the Rate Product is changed. N = No. If the estimated miles have been edited and the charge for miles should be recalculated, change the "Y" to "N". A recalculation will be made when an estimate is requested. EXAMPLE: Type N (RET)
13. RATE/ CLASS	The rate product and class should load from the reservation.
14. RES/ SRC	This field shows the Reservation number and the source code.

B. SUBWINDOWS

Subwindow Letter	RV Mode	Comments
C		Can be used for deposits in RV Mode, but is not shown in the Subwindow List.
D	DEPOSITS	Used for deposits in RV Mode.
H	OPTIONS Listed on the Main window
V	TOUR VOUCHER	In RV Mode "V" is same as Subwindow "S" for vouchers.

C. ESTIMATE

When the estimate is requested with F8, the following prompt appears:

PAY BY CREDIT CARD?

The answer to this question (Y or N) determines the amount of the security deposit that will be added into the estimated charges.

The Edit RV Control Record has two fields devoted to the security deposit:

• amount of the security deposit charged when paying with a credit card
• amount of the security deposit charged when paying with some other form of payment

The estimate can be designed to show a subtotal before the tax row. This feature is turned on in Edit Misc. Control Fields. The items before the tax subtotal must be designated as such in the "Est Pri" column in Edit Optional Items.)

D. DEPOSIT

A deposit is taken for the full estimate of the rental. The balance due is shown in the upper right corner of the subwindow as well as automatically loaded into Field 1.

OPTION ______________ DEPOSITS SHIFT-F7=FOP SEARCH Cur/Req Amt */755.90 Balance 755.90 Amount/FOP/#/Exp/Settled Auth#/Amt PmtDate/Time/Drw 1 755.90/*/*/*/* 2 */* 3 */*/* 4 */*/*/*/* 5 */* 6 */*/* 7 */*/*/*/* 8 */* 9 */*/* F2=SWIPE F11=REQ AUTH

E. EXTENDING A RA

Bring up the RA on the RA Open screen and change the return date. Go to the Deposit subwindow and enter/swipe the new card number. Or to use a card that has already been used, press Shift/F7 which will show the deposit records on file for the RA. There may be deposits on more than one credit card. Select the row number for the credit card to use for the new deposit. The credit card data will load into Field 1, and the amount needed for the extension will also be shown.

Proceed as normal to secure an authorization for the deposit, and save the RA.

II. TOUR RAs

The voucher data is in Subwindow V (and S) and is the same as shown in the Reservations section. The voucher cannot be edited or deleted in RA Open or RA Close.

OPTION ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE 1 Document Type VCHR (VCHR) 2 IT # * 13 * VCHR/CAMP/K12121/C30/10 14 * 15 * 16 F2=SWIPE F11=REQ AUTH

The details can be displayed by selecting Field 13 and pressing (RET):

OPTION ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE 1 Document Type VCHR (VCHR) 2 IT # CAMP CAMPER CENTRAL 3 Voucher # K12121 7 Bill Acct 4 Class/Rate C30/F2 8 Book Ref 5 Days 10 9 Co Order # 6 Disc Pct/Amt */* 13 * 14 F2=SWIPE F11=REQ AUTH

Options sold at the rental counter can be indicated by calling the Option pop-up window by pressing Shift/F5 from the Main window OPTION field.

When the estimate is requested with F8, the prompt that appears is the same prompt used for a retail RA:

PAY BY CREDIT CARD?

The answer to this question (Y or N) determines the amount of the security deposit that will be added into the estimated charges.

When the estimate displays, the number of prepaid days as well as all items included in the voucher are listed first with no rates. The out of voucher charges are listed next.

SECTION 3 - RA CLOSE

I. CLOSING A RETAIL RA

A. REQUIRED FIELDS

The odometer reading, fuel level, and generator reading are required. The fuel charge is always based on the level in the tank.

User tip: The field "Calc Fuel on Tank Only" in Edit Misc. Control Fields is used to turn off the question about whether the fuel charge should be based on the distance driven or the tank level.

B. NO CREDIT FOR EARLY RETURN

There is not a reduced charge for an early return. For example, if the reservation return date is May 2 and the customer returns April 30, the charges will be through May 2.

C. CREDIT CARD REFUNDS

When only one credit card was used for deposits, the credit card is auto loaded in the D subwindow to process a payment for the balance due or the refund due to the customer.

When multiple credit cards were used for deposits on the RA, no credit card is auto loaded for payment or refund at Close. The user must select which one to charge or refund by doing the following:

• Access the Payments subwindow
• Press Shift/F7 to display all the Dep/Pay records for the RA
• Select the row number for the appropriate credit card to load the card info into the D subwindow

The payment or refund can also be processed on a credit card that was not used for a deposit.

D. CUSTOMER SERVICE ADJUSTMENTS

Adjustments to the charges can be made by pressing Shift/F9 to access the Incident Entry window. Limits may be imposed on the amount of the adjustments.

II. CLOSING A TOUR RA

The data that is required to close a retail RA (see above) is also required to close a tour RA.

The charges on the RA Close screen represent the amount due from the renter. The voucher amount is not accessible for most users; a field in the User Access Record controls that access.