Edit Vouchers

There are three programs which can be used to edit and delete vouchers:

1. Edit Vouchers: Used to edit or delete the following types of vouchers:

Wholesale vouchers entered through the V Subwindow (Rates for Time cannot be edited)

IT vouchers entered through the S Subwindow (Rates for Time cannot be edited)

Insurance vouchers entered through the I Subwindow

Complete or delete pending insurance vouchers entered through the I subwindow.

IT insurance vouchers entered through the S Subwindow

2. Edit Vouchers 2: Similar to Edit Vouchers but, in addition, allows edits to the Time rates on wholesale vouchers.

3. Edit Wholesale Vouchers: Allows even greater edits to vouchers on RAs such as changing the calculated charges of inclusive items.

This chapter addresses the use of Edit Vouchers. It can be used to edit or delete the following types of vouchers:

Wholesale vouchers entered through the V Subwindow
IT vouchers entered through the S Subwindow
Insurance vouchers entered through the I Subwindow
Complete or delete pending insurance vouchers entered through the I subwindow.
IT insurance vouchers entered through the S Subwindow

NOTES:

Vouchers entered through the S subwindow may be edited directly in the S subwindow or with this program. It is simply a matter of preference as to where it is done. This program must be used to delete a voucher. Please refer to the chapter titled Overview - Wholesale Voucher Processing for instructions on how to edit vouchers from the S Subwindow.
While this program can be used to change the number of days on an insurance voucher, it does not provide the ability to track extensions. If tracking extensions is desired (number of days, date authorized, who authorized it and phone number) the I Subwindow must be used to create another voucher on the RA. Note also that extensions are stored as records in the Deposit/Payment file. There is only one voucher record per insurance company. Please refer to the chapter titled Overview - Insurance Replacement Summary for more information.
On wholesale tour vouchers, this program allows the user to change the tour operator, the voucher days or voucher class. Two other programs allow greater edits:

Edit Vouchers 2, which is similar to this program, also allows edits to the Time rates on wholesale tour vouchers.
Edit Wholesale Vouchers allows even greater edits such as changing the calculated charges of inclusive items.

Changing the items included in the voucher. To change the items included in the voucher, bring up the voucher record and press Shift/F5 to call the Options pop-up window. Make the necessary changes.

On V subwindow vouchers, the included items are marked with 'X'. To include additional items in the voucher, mark the items with "I".
On I subwindow vouchers, the responsible party is marked "I" for insurance company and "C" for customer. Changes may be made as needed.

For RV operations, vouchers on filled reservations cannot be edited using this program. The program Edit Wholesale Voucher s must be used.

RESTRICTIONS to this Program: Some operations allow only certain employees to make edits to posted RAs through this program. The field "Restrict EDITCLOS" in the User Access File controls whether or not an employee is allowed to make the edits. That field controls other features as well. Please refer to the manual chapter Edit User Access File for complete details.

To access the Edit Vouchers program, type EDTVCHR (RET) at any menu "OPTION:" field or the appropriate line number on the RA Edit Submenu. The screen will then display:

OPTION: __ EDIT VOUCHERS

*1 RA#
*2 Res#
*3 Seq#
4 IT#
5 FOP
6 Voucher #
7 Class
8 Days
Rate

Daily Weekly Mthly Xdays
Tax Code
Date
Time
Employee
Post Flag
Invoice Flag
Cancel Flag

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

LOADING A VOUCHER ONTO THE SCREEN

Vouchers may be loaded to the screen using either of these methods:

Enter the RA or Reservation number and Sequence number into data fields 1 through 3. Details for this method are given in the documentation for those fields below. In order to use this method, it must be known whether the voucher was added at the time of reservation or rental so that the appropriate number may be entered in field 1 or 2.
Use of the F6 Search feature. Unlike the "direct entry" method above, the F6 Search allows a voucher to be located by RA number even when the voucher was added at the time of the reservation. This method also allows a voucher record to be located by date and post status or by voucher number. Once the list of matching vouchers is displayed, enter the line number of the desired voucher to retrieve it.

User tip: Once a voucher record is loaded, the screen will display differently for insurance vouchers and wholesale tour vouchers. Both types of vouchers are discussed below in their own section.

INSURANCE VOUCHERS

Enter data as follows:

1. RA #	If the voucher was added to the rental using one of the RA Open or Close programs, enter up to 8 alphanumeric characters representing the RA number. Do not enter a reservation number in field 2 below. EXAMPLE: Type S7001002 (RET) User tip: If the voucher was added to the reservation before the rental opened, it cannot be retrieved by the RA number. The reservation number must be used. If the reservation number is not immediately known, the F6 Search feature may be used to locate the voucher by RA number even when the voucher was added at the time of reservation.
2. RES #	If the voucher was added to the reservation (prior to opening the RA) through the Reservations program, enter up to 6 alphanumeric characters representing the Reservation number. Do not enter an RA number in field 1 above. EXAMPLE: Type 2QM456 (RET) User tip: If an RA was opened from a reservation, but the voucher was not added until the rental was opened, it cannot be retrieved by using the reservation number. The RA number must be used.
3. SEQ #	If there is more than 1 voucher on the record, enter which voucher needs editing. For the first voucher, enter "1". For the second voucher, enter "2" etc. EXAMPLE: Type 1 (RET) User tip: This field is mandatory and will default to "1". If there is only one voucher on the record, press (RET) to accept "1". Alternately, after the RA or Reservation number has been entered, escape back to the OPTION field and press F2 to scroll forward or F8 to scroll backwards through the vouchers. If the voucher is already posted, the following message will display: VOUCHER HAS BEEN POSTED, DO YOU STILL WANT TO EDIT IT? Y/N Enter Y (yes) or N (no) as appropriate. The voucher information will display on the screen. The following fields may be edited.
4. IT #	For IT-based insurance vouchers (entered through the S subwindow), this field will display the current IT record assigned to the voucher. For insurance vouchers entered in the I subwindow, this field will be blank. Limitations on the use of this field: This field cannot be used to "convert" a voucher from IT-based to non-IT-based or vice-verse. In other words, this field cannot be used to delete an IT number completely from a voucher that has one, nor can it be used to add an IT number to a voucher that does not currently have one. It can only be used to edit an existing IT number to a different value. When editing an IT number, it can only be changed to an IT number within the same "tour family". Please refer to the chapter Edit IT Codes for more information on the Tour Family field. Enter up to 20 alphanumeric characters to correct the IT number. EXAMPLE: Press (RET)
5. FOP	This field is accessible only for insurance vouchers enter in the I subwindow. ( For IT-based insurance vouchers, the FOP is specified by the IT record itself.) Enter up to 6 alphanumeric characters to correct the insurance company. This number must be a valid CARS+ customer number that has been assigned a Dealer or Insurance customer type code. EXAMPLE: Type STFARM (RET)
6. VOUCHER #	Enter up to 16 alphanumeric characters to correct the claim number. EXAMPLE: Type SF-5592783 (RET)
7. CLASS	Enter up to 4 alphanumeric characters to correct the vehicle class on the voucher. EXAMPLE: Type LCAR (RET)
8. DAYS	This field is not accessible on insurance vouchers. Instead, the number of days is edited using the field "Auth Days". Refer to that field for more information.
9. RATE	Enter up to 12 alphanumeric characters to correct the rate product code for the insurance voucher. EXAMPLE: Press (RET) User tip: If the customer record for the insurance company (displayed in field 6 above) specifies a voucher rate to be used, this field will not be accessible.
10. VOUCHER MAX	Some insurance policies have a "cap" (maximum amount) on what will be reimbursed for a rental vehicle. Use this field to add or correct that amount. This field appears as "Policy Max" in the I Subwindow. Maximum amount that can be entered is 99,999,999.99. Example: Press (RET) User Tip: This amount will be the maximum credit issued by the voucher regardless of the number of days authorized. For example, if 30 days are authorized at $40.00 per day, the total credit would be $1,200 if no Voucher Max was entered. However, if $900.00 was entered in this field, the maximum credit issued by the voucher will be $900.00 regardless of the number of days.
11. TIME %	This field is used for percentage-based vouchers. When the ' % ' field of the I Subwindow (field 2d) is used, the Insurance Voucher becomes a percentage-based voucher. Enter the percentage of the customer Time that will be paid by the Insurance Company. For additional information on percentage-based vouchers, please refer to the chapter Overview - Insurance Replacement Summary.
12. MILE %	This field is used for percentage-based vouchers. When the ' % ' field of the I Subwindow (field 2d) is used, the Insurance Voucher becomes a percentage-based voucher. Enter the percentage of the customer Miles charge that will be paid by the Insurance Company. For additional information on percentage-based vouchers, please refer to the chapter Overview - Insurance Replacement Summary.
13. DAILY 14. WEEKLY 15. MTHLY 16. XDAYS	Use these fields to edit the rates on the voucher. User tip: If the the rate product shown in field 9 has been flagged as "not editable", these fields will not be accessible.
17. AUTH DAYS	This field displays the number of days authorized when the insurance voucher was created, and it can be edited. If additional insurance vouchers were created (extensions done through the I Subwindow), an additional field will display for each extension, and they can be edited also. The date and time the voucher or extension was added will display to the right of the number of days. User tip: The "Days" field (Field 8) displays the total number of days authorized on the original voucher and all extensions. Field 8 is not accessible on Insurance Vouchers. Edits to the number of days authorized must be made in the "Auth Days" fields. Once these fields have been edited and the changes saved, Field 8 will automatically recalculate. User tip: Editing the total number of Auth Days (voucher and all extensions) to "0" (zero) will create an incomplete voucher. An incomplete voucher will prevent an unposted RA from being posted. If the desire is to completely remove the voucher (all authorized days) from the RA, the correct procedure is to use F4 from the 'OPTION' field to delete the voucher.
The remaining fields on the screen are for display only and are not accessible.
TAX CODE	This field is not used for insurance vouchers.
DATE	DBR date of the voucher.
TIME	DBR time of the voucher.
EMPLOYEE	Employee Code of the individual who originally entered the voucher.
POST FLAG	This field displays the posting status of the voucher. N = Voucher is not posted. Y = Voucher has been posted.
INVOICE FLAG	This field displays the invoice status of the voucher. Blank = Voucher has not been invoiced. Y = Voucher has been invoiced. A voucher is marked as being invoiced by running the appropriate CARS+ invoicing program and answering "Y" to the "DO YOU WANT THE RA'S TO BE MARKED AS INVOICED?" question that appears at the end of the invoicing run. Refer to the manual chapter Insurance Invoicing for more information.
CANCEL FLAG	This field displays the cancel status of the voucher. Blank = Voucher is active (not canceled). C = Voucher has been canceled. Canceled vouchers may be displayed but cannot be edited.
RULES KEY	This field displays the Rate/Rules data in this order: Rate Set/ Source Market Code/ Rate Code/ Effective Date/ Effective Time.

An Insurance Voucher with one extension would display as follows:

OPTION: EDIT VOUCHERS

*1 RA#             X0000068            17 Auth Days 10     10-20-XX  1853
*2 Res#                                18 Auth Days 5      10-26-XX  1903
*3 Seq#            1 
 4 IT#                                 
 5 FOP             STFARM
 6 Voucher #       SF-5592783              
 7 Class           CCAR   
 8 Days            15  
 9 Rate            INS         
10 Voucher Max                  11 Time %           12 Mile %
13 Daily   30.00   14 Weekly          15 Mthly           16 Xdays           
   Tax Code        
   Date         10-20-XX        
   Time         1853     
   Employee     TEST  
   Post Flag    N
   Invoice Flag  
   Cancel Flag

Rules Key I//INS30/01-01-15/0000

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

A percentage-based Insurance Voucher would display as follows:

OPTION: __ EDIT VOUCHERS

*1 RA# X0000072 17 Auth Days 5 08-26-XX 0821
*2 Res#
*3 Seq# 1
4 IT#
5 FOP STFARM
6 Voucher # 25230587
7 Class FCAR
8 Days 2
9 Rate INST
10 Voucher Max 11 Time% 12 Mile% 100.00
13 Daily 40.00 14 Weekly 15 Mthly 16 Xdays 40.00
Tax Code
Date 08-31-XX
Time 1215
Employee TEST
Post Flag N
Invoice Flag
Cancel Flag

Rules Key I//INS40/01-01-15/0000

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

OVERVIEW FOR EDITING INSURANCE VOUCHERS

Use the I Subwindow of the Reservations, RA Open or RA Close program to do the following:

Complete an incomplete voucher
Edit the additional items (LDW, etc.) paid by the insurance company
Add an extension to the number of days authorized
Edit non-voucher-specific information such as garage, make, model, etc.

Use the Edit Voucher program to do the following:

Delete a voucher
Delete or edit the number of days on an extension
Complete an incomplete voucher
Edit existing voucher information (rates, FOP, Voucher (Policy) Max, etc.)

User tip: If a separate range of RA numbers is defined for insurance logic RAs and the insurance voucher is removed from the RA, the following message will display:

LAST VOUCHER DELETED - CONVERT TO RETAIL RA?

Enter:

N = do not delete this voucher.

Y = Yes, delete the voucher. The following message will display:

DO AUTO RA# ASSIGNMENT? Y

Enter:

Y = the next RA number from the retail RA number range will be assigned to the RA.

N = user will enter the new RA number.

WHOLESALE TOUR VOUCHERS

Wholesale tour vouchers can be added to a reservation or RA through the V subwindow (non-IT Tours) or the S subwindow (IT Tours). Edits to both types are covered here. Remember, however, that S subwindow vouchers can be edited in the S subwindow itself by recalling the voucher to the screen.

Enter data as follows:

1. RA #	If the voucher was added to the rental using one of the RA Open or Close programs, enter up to 8 alphanumeric characters representing the RA number. Do not enter a reservation number in field 2 below. EXAMPLE: Type S7001002 (RET) User tip: If the voucher was added to the reservation before the rental opened, it cannot be retrieved by the RA number. The reservation number must be used. If the reservation number is not immediately known, the F6 Search feature may be used to locate the voucher by RA number even when the voucher was added at the time of reservation.
2. RES #	If the voucher was added to the reservation (prior to opening the RA) through the Reservations program, enter up to 6 alphanumeric characters representing the Reservation number. Do not enter an RA number in field 1 above. EXAMPLE: Type 2QM456 (RET) User tip: If an RA was opened from a reservation, but the voucher was not added until the rental was opened, it cannot be retrieved by using the reservation number. The RA number must be used.
3. SEQ #	If there is more than 1 voucher on the record, enter which voucher needs editing. For the first voucher, enter "1". For the second voucher, enter "2" etc. EXAMPLE: Type 1 (RET) User tip: This field is mandatory and will default to "1". If there is only one voucher on the record, press (RET) to accept "1". Alternately, after the RA or Reservation number has been entered, escape back to the OPTION field and press F2 to scroll forward or F8 to scroll backwards through the vouchers. If the voucher is already posted, the following message will display: VOUCHER HAS BEEN POSTED, DO YOU STILL WANT TO EDIT IT? Y/N Enter Y (yes) or N (no) as appropriate. The voucher information will display on the screen. The following fields may be edited.
4. IT #	For IT-based vouchers (entered through the S subwindow), this field will display the current IT record assigned to the voucher. For non-IT-based vouchers (entered through the V subwindow), this field will be blank. Limitations on the use of this field: This field cannot be used to "convert" a voucher from IT-based to non-IT-based or vice-verse. In other words, this field cannot be used to delete an IT number completely from a voucher that has one, nor can it be used to add an IT number to a voucher that does not currently have one. It can only be used to edit an existing IT number to a different value. When editing an IT number, it can only be changed to an IT number within the same "tour family". Please refer to the chapter Edit IT Codes for more information on the Tour Family field. Enter up to 20 alphanumeric characters to correct the IT number. EXAMPLE: Press (RET)
5. FOP	This field is accessible for wholesale tour vouchers enter in the V subwindow. ( For IT-based wholesale tour vouchers, the FOP is specified by the IT record itself.) Enter up to 6 alphanumeric characters to correct the tour company. This number must be a valid CARS+ customer number that has been assigned a wholesale customer type code. EXAMPLE: Type HHT (RET)
6. VOUCHER #	Enter up to 16 alphanumeric characters to correct the voucher number. EXAMPLE: Type 46756B834 (RET)
7. CLASS	Enter up to 4 alphanumeric characters to correct the vehicle class on the voucher. EXAMPLE: Type LCAR (RET)
8. DAYS	Enter the correct number of days authorized by the tour voucher. EXAMPLE: Type 5 (RET)
The remaining fields on the screen are for display only and are not accessible.
RATE	These fields display the actual rates used by the voucher. If the rate product and/or the actual rates need to be changed, one of the following methods must be used: Use F4 to delete the voucher; then add it back onto the transaction in Reservations, RA Open, Edit Closed RA, etc. Change the vehicle class in field 7 above to get the proper rate. Change the IT number in field 4. This can only be done on IT-based tours and within the limitations noted for field 4 above. Use the Edit Vouchers2 program which allows access to edit the rates.
TAX CODE	For complex wholesalers with additional charges embedded in their Rate Table, this identifies the Tax Code Table that the system will use to post revenue.
DATE	DBR date of the voucher.
TIME	DBR time of the voucher.
EMPLOYEE	Employee Code of the individual who originally entered the voucher.
POST FLAG	This field displays the posting status of the voucher. N = Voucher is not posted. Y = Voucher has been posted.
INVOICE FLAG	This field displays the invoice status of the voucher. Blank = Voucher has not been invoiced. Y = Voucher has been invoiced. A voucher is marked as being invoiced by running the appropriate CARS+ invoicing program and answering "Y" to the "DO YOU WANT THE RA'S TO BE MARKED AS INVOICED?" question that appears at the end of the invoicing run. Refer to the manual chapter Voucher Invoicing for more information.
CANCEL FLAG	This field displays the cancel status of the voucher. Blank = Voucher is active (not canceled). C = Voucher has been canceled. Canceled vouchers may be displayed but cannot be edited.
RULES KEY	This field displays the Rate/Rules data in this order: Rate Set/ Source Market Code/ Rate Code/ Effective Date/ Effective Time.

A non-IT Tour Voucher would display as follows:

OPTION: EDIT VOUCHERS

*1 RA# S7001002
*2 Res#
*3 Seq# 1
4 IT#
5 FOP HHT
6 Voucher # 467-56B834
7 Class LCAR
8 Days 5
Rate WHL

Daily 105.00 Weekly 475.00 Mthly Xdays
Tax Code
Date 12-20-XX
Time 1020
Employee TEST
Post Flag N
Invoice Flag
Cancel Flag

Rules Key A//TOUR1/01-01-14/0000

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

An IT Tour Voucher would display as follows:

OPTION: EDIT VOUCHERS

*1 RA# S7001003
*2 Res#
*3 Seq# 1
4 IT# EXPEDIA
5 FOP EXP
6 Voucher # EX12345678
7 Class LCAR
8 Days 5
Rate

Daily 95.00 Weekly 620.00 Mthly Xdays
Tax Code
Date 05-02-XX
Time 1006
Employee TEST
Post Flag N
Invoice Flag
Cancel Flag

Rules Key A//EXP01/01-01-15/0000

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

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

RECALCULATING CHARGES AFTER EDITING A VOUCHER (CLOSED RAs ONLY)

On closed RAs, changes made through this program may radically alter the original charges. Changing any field which would affect the credit granted on the Close screen will require the RA to be recalculated. Upon pressing F1 in this program to save the changes to the voucher, CARS+ automatically brings up the RA record on the either the Edit Closed RA or Edit Posted RA screen (depending on the post status of the RA) with the edited voucher information already loaded. Use the F8 key to recalculate the charges and then re-save the RA with F1. The user cannot exit from the Edit Closed RA / Edit Posted RA program without saving the data and the data cannot be saved without first recalculating the charges. After the recalculated charges have been saved, the user will be returned to the Edit Voucher program.

DELETING VOUCHERS

The process of deleting vouchers is performed by pressing the "F4" function key after pulling the desired voucher up on the screen. Similar to editing, if the voucher was on a closed RA, the RA must be recalculated in the Edit Closed RA or Edit Posted RA program using the "F8" function key and then saved.

CHANGING THE RESPONSIBLE PARTY ON A POSTED VOUCHER

Non-IT Voucher: To change the responsible party on a posted voucher, bring up the voucher record. Change the customer in the FOP field and save.

IT Voucher: Change the IT Code. (The FOP is part of the IT Code record.)

Cancellation rows will be written to the RA Charge file for the previous responsible party using the current system date and time for the DBR date and time. New rows will be written to the RA Charge file for the new responsible party.

Changing the responsible party is reported on the Accounting DBR. A credit is posted to the previous responsible party's account and an invoice is posted to the new account for the voucher amount.