The fleet pool concept allows revenue split calculations between owned locations. This occur when one organization owns all of the vehicles, but certain vehicles have been assigned to specific locations. The designated locations may be responsible for all expenses for the vehicles, yet sometimes other locations may rent them. CARS+ can be configured to split the revenue between the renting location and the owning location by setting up "fleet pools".
II. DEFINITIONS
Fleet Pool - a group of vehicles assigned to a specific location.
III. REQUIRED SET UP STEPS
Data Field 8: G/L PROFIT CENTERS
In order for revenue splits to post to the accounting records, profit centers must be used. Enter "Y" in this field.
B. EDIT VALID G/L ACCOUNT FILE
Create profit center revenue accounts.
1. A location must be created for each Fleet Pool. Since this will be a non-renting location, data needs to be entered only in the required fields plus the 2 mentioned below.
Page 1, Data Field 10: PROFIT CENTER #
Revenue splits involving vehicles owned by this fleet pool location will be credited to revenue accounts with this profit center number.
Page 1, Data Field 39: VALID RENTAL LOCATION
For Fleet Pool locations enter "F".
2. In the Location record for each renting location, designate to which fleet pool it belongs.
Page 1, Data Field 10: PROFIT CENTER #
In order for fleet pool revenue splits to work, profit centers MUST be used. Each renting location must have a profit center number entered in this field. Note that the numbers need not be unique: 2 or more locations may use the same profit center number.
Page 2, Date Field 10: FLEET POOL
Enter the appropriate location code for fleet pool.
D. EDIT MISCELLANEOUS CONTROL FIELDS
Four fields on page 1 are used to define the percentages used revenue splits. These fields are shared for both foreign revenue splits (your rental of a foreign vehicle or your vehicle rented by a foreign location) and owned revenue splits (fleet pool logic). The explanations below are for fleet pool logic only. Refer to the Edit Miscellaneous Control Fields chapter for explanations involving foreign revenue splits.
| 7. SPLIT % PAID TO FOREIGN CITY |
Fleet Pool splits: Enter the percent of revenue earned by the owning pool when the vehicle is rented on an "authorized" rental. When closing the RA, the question will display: WAS THIS RENTAL AUTHORIZED BY POOL XX? (Where XX is the owning pool.) Answering "Y" makes it an "authorized" rental and the percentage from this field is used for the split. Answer "N" makes it an "unauthorized" rental and the percentage from Field 29 is used. EXAMPLE: Type 50 (RET) Note: When the vehicle is rented one way to a foreign location, this split will apply if the rental was authorized. |
| 8. SPLIT % PAID TO OWNING CITY |
Fleet Pool Splits: Enter the percent of revenue earned by the owning pool when the vehicle is rented one way back to a location in the owning pool. EXAMPLE: Type 40 (RET) |
| 26. SPLIT % WHEN RENTED AWAY |
Fleet Pool Splits: Enter the percentage of revenue earned by the owning pool when the vehicle is rented one way to a foreign location and "not authorized". EXAMPLE: Type 99 (RET) |
| 29. SPLIT % WHEN RENTED LOCAL |
Fleet Pool splits: Enter the percentage of revenue earned by the owning pool when the vehicle is rented to an owned location and "not authorized". When closing the RA, the question will display: WAS THIS RENTAL AUTHORIZED BY POOL XX? (Where XX is the owning pool.) Answering "N" makes it an "unauthorized" rental and the percentage from this field is used for the split. Answering "Y" makes it an "authorized" rental and the percentage from Field 7 is used. EXAMPLE: Type 80 (RET). |
Field 29, Page 4, RENT FOREIGN VEH'S
For those operations using fleet pools, this field is used to prevent the use of foreign vehicles on RAs and Non-Rev Movements. Enter:
1= A foreign vehicle cannot be placed on a RA if the opening or closing location does not belong to the same fleet pool as the vehicle's owning location.In either case, the vehicle cannot be placed on a Non-Rev if the opening or return location does not belong to the same fleet pool as the vehicle's owning location.
2 = A foreign vehicle cannot be placed on a RA if the opening location does not belong to the same fleet pool as the vehicle's owning location.
EXAMPLE: Press (RET)
User tip: This block applies to Batch Open as well as RA Open. Therefore, if a user manually rents or non-rev’s a foreign vehicle, it will be impossible to enter the transaction in the system without first changing the owning location of the vehicle.
E. VEHICLE INVENTORY CONTROL, PAGE 1
Data Field 28: OWNING CITY
Vehicles must be owned by fleet pools. Therefore, enter the appropriate Location Code that represents the fleet pool. When the vehicle is rented by an owned location assigned to a different fleet pool, the revenue split logic will be effect.
IV. COUNTER AGENT INSTRUCTIONS
Opening a RA using a vehicle from another pool is no different than when a vehicle from the renting location's pool is used. The difference may be evident at the time of RA Close, however. Under certain circumstances the following question is asked during the closing process:
WAS THIS RENTAL AUTHORIZED BY POOL XX?
(Where XX is the owning pool.) Enter:
Y = Yes, it was authorized and the "authorized percentage" will be used to calculate the revenue split.
N = No, it was not authorized and the "unauthorized percentage" will be used to calculate the revenue split.
V. ACCOUNTING DBR -- REVENUE SPLITS
To explain and illustrate how revenue splits are done for owned locations, assume an organization has 5 rental locations in California and, using the Fleet Pool concept, divides the state into 3 areas:
|
Pool Loc Code |
Pool Name |
Pool Profit Center |
Pool Rental Location |
Location Name |
Location Profit Center |
|
FPSCA |
Southern Calif. Pool |
200 |
SAN |
San Diego |
201 |
|
|
|
|
TUS |
Tustin |
202 |
|
FPLAX |
LAX Pool |
300 |
LAX |
Los Angeles |
301 |
|
FPNCA |
Northern Calif. Pool |
400 |
SFO |
San Francisco airport |
401 |
|
|
|
|
SF0C01 |
San Francisco downtown |
402 |
Assume the revenue splits used as examples earlier in the chapter are in effect:
|
Transaction Type |
Split % to Owning Pool |
Split % to Renting Location |
|
Authorized rental |
50 % |
50 % |
|
One way rental back to a location belonging to the vehicle's pool |
40 % |
60 % |
|
One way rental to unauthorized foreign location |
100 % |
Zero % |
|
One way rental to unauthorized owned location |
80 % |
20 % |
EXAMPLES OF FLEET POOL REVENUE SPLITS:
|
Transaction |
Opening Location |
Closing Location |
Revenue Split |
Accounting Entry: Credit to Time Revenue |
|
Rental of FPSCA pool vehicle |
TUS |
SAN |
None - location renting a vehicle from their own pool |
100% to profit center 202 |
|
Authorized rental of FPLAX pool vehicle |
TUS |
TUS |
50% to owning pool 50% to renting loc. |
50% to profit center 300 50% to profit center 202 |
|
Unauthorized rental of FPLAX pool vehicle to another owned location |
TUS |
SFO |
80% owning pool 20% to renting loc. |
80% to profit center 300 20% to profit center 202 |
|
One way rental of FPNCA pool vehicle back to owning pool |
TUS |
SFOC01 |
40% to owning pool 60% to renting location |
40% to profit center 400 60% to profit center 202 |
|
Unauthorized one way rental of FPLAX pool vehicle to foreign location (Las Vegas) |
TUS |
LAS |
100% to owning pool. |
100% to profit center 300 |
Fleet Pools are also used when a system is configured for shared usage between a national rental organization made up of both licensee and corporate owned locations or when several licensees share the same system. For an in-depth discussion of this CARS+ feature, refer to the chapter of this manual titled Using CARS+ In a National/Corporate Licensee Environment.