The Batch Ticket Processing Report is used to:

• Efficiently process multiple traffic ticket/toll records from an input batch file created from a spreadsheet.

I. Set-up Steps:

A. Prior to using this program, the next "ticket reference number" must be defined. This is done using the program Edit Next TICGAR Number. Since this is typically a "run once" program, it is not on a menu. It can be accessed by typing RUN and any menu "OPTION" field, then typing EDNTGR in the "Name of Program" field. (Note: The user's menu security level must include the "Run A Program" item on the System Management Menu in order to perform this step.) The screen will then display:

OPTION: __ EDIT NEXT TICGAR NUMBER 1 Next TICGAR # 1SAVE 2 3 4 5BACKUP 6 7HELP 8

Enter the next reference number into field 1.

Press enter to return to the OPTION field, then press F1 to save the record.

B. The Edit TICGAR Control Record should be set up. Refer to the chapter Edit TICGAR Control Record for more information.

C. By default, TICGAR assumes that the car rental company is NOT accepting the financial obligation of the ticket. Instead, it prints a Statutory Declaration Letter addressed to the ticket or toll issuer giving the name and address of the renter of the vehicle. If that is not the case, set the "Set Liability" flag of the Vendor Record for each of the issuing parties to "Y". Under this condition, TICGAR will invoice the renter for both the ticket amount plus any additional administration fee.

II. SPREADSHEET FORMAT

The following table listing the required column headers and sequence of the data in the spreadsheet. After entering data, export the data as a comma delimited file and place it on your CARS+ server for processing.

Column Header	Format	Notes
date	DDMMYY	date the ticket was received by the rental company
vendor-no	8 character Vendor number	this is the Vendor number of the ticket issuer
offense-type	2 character code	this code identifies the TICGAR Control Record that is to be used for the admin fee and taxes charged
citation	up to 30 characters alphanumeric	Ticket citation number
license	11 character vehicle license number	License plate number of the vehicle involved
ticket-date	DDMMYY	Date the ticket/infraction occurred
ticket-time	HHMM (using a 24 hour clock [2pm = 1400))	Time the ticket/infraction occurred

III. The Batch Ticket Processing Report program works as follows:

A. If the vendor number doesn’t match an existing vendor record in CARS+, an error is displayed and the record is skipped.

B. If the vehicle license number doesn’t match an existing license number in the Vehicle file, an error is displayed and the record is skipped.

C. If the vendor number and vehicle number are validated, the RA file and Non-Rev file are examined for records in accordance with the date of the infringement.

When only one record is found, and the GVT record “QUICKTKT” exists, and the RA or Non-Rev has an existing customer number, the ticket is processed and nothing displays on the screen. Otherwise, the RA is displayed on the main window for customer editing.

Press F1 to proceed with processing.

When more than one record is found, the possibilities are displayed in the subwindow. The user must then select the line number for the correct record, or the user may press ESC to exit the subwindow without selecting a line.

If no records are found in the RA or Non-Rev files, the vehicle history file is examined for Service Code records number 00 and 98.

At any time, the user can press F2 to skip the record displayed and move on to the next record in the file.

D. Pressing F1 causes the ticket to be processed and the following occurs:

1. Edits made to the renter’s address are saved to their customer record.

2. If the record is a Non-Rev, the following occurs:

A statutory declaration letter is generated for the vendor (issuer of the ticket)

The record is deleted from the input file

3. If the "Letter Only" field is blank or "N" and if the record is a RA with a credit card, the following occurs:

A petty cash transaction is created for the infringement processing fee (unless exempt by way of a privilege code; see below.)

An Infringement Letter addressed to the renter is printed.

A statutory declaration letter to the vendor is printed.

A record is written to a GAR batch file for the credit card transaction.

The record is deleted from the input file

4. If the "Letter Only" field is marked "Y":

A statutory declaration letter to the vendor is printed.

The record is deleted from the input file.

5. If the record is RA with a CDPID number which has a privilege code exempting the infringement processing fee, the following occurs:

A statutory declaration letter to the vendor is printed.

The record is deleted from the input file.

6. When the vehicle is corporate owned and the renting location is a licensee (Owned Location field on page of the Location record is a "L" or "N", settings from the Edit TICGAR Control Record are used.

7. If there are multiple infractions on the same RA, only one processing fee is charged per ticket processing session. However, a statutory declaration letter to the vendor is printed for each RA.

E. Once all records have been processed, an audit report will print showing those records that were skipped (those that remain in the file). The GAR file is transmitted to OKC. Copies of the report are saved as comma delimited text files.

To access this program: To access the Ticket Processing Report, type BCHTKT (RET) at any menu "OPTION:" field or the appropriate line number on the Ticket Processing Sub-Menu of the History/Maintenance Menu. The screen will then display:

OPTION: ____ BATCH TICKET PROCESSING REPORT Batch file name 1 Ticket Received RA/NRV# 2 Ticket No. Name 3 Ticket Issuer 9 Address1 4 Ticket Date 10 Address2 5 Ticket Time 0000 11 City 6 Offense Type 12 State 7 Ticket Amt 13 ZIP 8 License No. 14 Letter Only? /dev/tty 1BEGIN 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8

Enter data as follows:

BATCH FILE NAME	Enter the name of the ascii comma delimited file containing the ticket data.
1. TICKET RECEIVED	This field is used for the date the ticket was received.
2. TICKET NO.	This field is used for the ticket number of up to 20 alphanumeric characters.
3. TICKET ISSUER	This field is used for the Vendor number of the entity that issued the ticket.A valid Vendor number must be used.
4. TICKET DATE	This field is used for the date the ticket was issued.
5. TICKET TIME	This field is used for the time the ticket was issued.
6. OFFENSE TYPE	This field is used for a ticket type. Ticket types can be up to 2 alphanumeric characters and are defined in the Edit Ticket Charge Distribution program. The code defines the amount for the processing fee, any other fee, and the GL account(s) to be used. EXAMPLE: Type P1 (RET)
7. TICKET AMT	This field is for the amount of the ticket.
8. LICENSE#	This field is for up to 11 alphanumeric characters of the license number of the vehicle stated on the ticket.
9. ADDRESS 1 10. ADDRESS 2 11. CITY 12. STATE 13. ZIP	If the customer’s address needs to be updated, enter the new information in these fields. Upon pressing F1 to save, the data entered will update the customer record.
14. LETTER ONLY?	Enter: N (or blank) = A petty cash transaction is created for the infringement processing fee (unless exempt by way of a privilege code; see below.) An Infringement Letter addressed to the renter is printed. A statutory declaration letter to the vendor is printed. A record is written to a GAR batch file for the credit card transaction. The record is deleted from the input file Y = A statutory declaration letter to the vendor is printed. The record is deleted from the input file. (A petty cash record is not created. A record is not placed in the transmission file.)