Edit Cash Drawers

Every transaction involving a Form of Payment (FOP) is flagged with a cash drawer number. This represents the actual cash drawer where the monies are collected and dispersed or, in some cases, represents a fictitious drawer for audit purposes only. Because virtually all CARS+ users can create or amend financial transactions, every transaction is required to have a cash drawer number attached to it for audit purposes.

Cash drawers can be set up in a number of different ways.

1. A cash drawer can represent a physical (real) drawer associated with one or more work stations shared by multiple employees.

2. A drawer number can be unique to a particular employee, no matter what work station is used.

3. Cash drawer numbers can be set up in a special way to handle one-way rentals involving pre-authorized credit cards (see detailed discussion in the chapter named Overview - Pre-signed FOP Holding Drawers).

4. Drawer numbers can also be used to indicate different rental counters at a single location such as the counters in the domestic and international terminals of an airport location. Through this method, Reservation Manifests can be printed for each counter listing customers arriving on flights that each counter services.

All cash drawer numbers to be used must be defined on this screen. CARS+ can handle up to 999 separate cash drawers.

TO DELETE A RECORD: Press F4. The following prompt will appear:

ENTER DRAWER TO BE DELETED:

If the number entered matches the number of the record displayed on the screen, the following prompt will appear. Enter "Y" or "N" as appropriate.

ARE YOU SURE (Y/N) ?

If the number entered does not match, the following message will display:

ENTRY DOES NOT MATCH, DELETE ABORTED

To navigate through the records in this file, use:

Page Down key to display the next record (F2 also does this)
Page Up key to display the previous record
Home key to go to the start of the file (first record)
End key to go the end of the file (last record)

To access this program: To access the Edit Cash Drawers program, type EDITDRW (RET) at any menu "OPTION:" field or the appropriate line number on the Location Controls menu. The screen will then display:

OPTION: __ EDIT CASH DRAWERS

1 Drawer #
2 Description
3 Location
4 Airport Loc/Code
5 Lot No
6 Release
7 Terminal ID
8 Cash Acct#
9 Cash Profit Ctr#
10 Suspense Acct#
11 Susp Profit Ctr#
12 Petty Cash Acct#
13 Petty Profit Ctr
14 Float Adj Ac
15 Float Profit

1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8NXT PAGE

Enter data as follows:

1. DRAWER #	Enter up to 3 numeric characters to indicate the drawer number. EXAMPLE: Type 1 (RET) User tip: Each cash drawer MUST have a unique number. That is, there cannot be a Drawer #1 at location A and another Drawer #1 at location B. Additionally, every renting location must have their own drawer number. (Locations cannot share a drawer.)
2. DESCRIPTION	Enter up to 20 alphanumeric characters to describe the location or other purpose of this cash drawer. EXAMPLE: Type TUSTIN COUNTER #1 (RET)
3. LOCATION	Enter the Location Code to indicate this drawer's location. Drawers will be grouped on some reports according to their assigned location. EXAMPLE: Type TUS (RET) If "Change Not Allowed" displays when entering the location code, see NOTE at end of this chapter.
4. AIRPORT LOC/CODE	Rental Locations that service an airport often must pay a fee to airport authorities. In some cases, this fee is only charged on rentals involving customers who recently arrived by plane while rentals involving local customers are excluded. If all drawers at this location service the same business mix, leave this field blank and set up the corresponding field on the second page of the Location record. Enter: Y = Yes, this drawer is at an airport location and all rentals are subject to the airport commission. If an Optional Code for an airport fee has been defined (Option Code, Option Rate, and, if a percentage, a Percent Matrix record ) - and entered in the Edit Miscellaneous Control File, it is automatically added to all RAs that are opened at this counter when they are saved. N = No, this drawer is not at an airport location and therefore none of its rentals should be subject to an airport fee. M = Multiple service locations. Locations of this type have RAs that may or may not be subject to the airport fee. At locations of this type, counter agents are prompted with a question at the time of opening a new RA: "IS THIS AN AIRPORT ARRIVAL RENTAL?" If the above question is answered with a "Y", and the airport fee has been set up properly, it will be automatically added to the contract. EXAMPLE: Type M (RET) User tip: There are ways within CARS+ to exempt certain RAs from automatically applied charges such as the airport surcharge. For example: Rates can be set up to be exempt from the airport surcharge. Corporate accounts can be set up through Privilege Codes to be exempt from the airport surcharge. Customers can be set up to be exempt from the airport surcharge. USER TIP: Your system can also be configured to charge the airport fee based on the closing location. This means that a one-way RA that opened at a non-airport location is subject to the airport tax when it closes at an airport location. (If both the opening and closing locations are airport locations, the airport fee from the opening location is applied.) In order to have your system configured in this manner, contact Thermeon's Customer Support Dept. and ask that GVT record "BOTHAP" be set up. Note that the airport fee must be set up with option code APTAX and this field (Airport Location) must be defined for the locations with "Y" or "N".
5. LOT NO	Within a single location, lots for parking vehicles can either serve the entire location or they can be set up to serve one or more rental counters (Drawers) within the location. For example, Lot 1 at the Sydney Airport may serve the two domestic terminals while Lot 2 may serve only the International Terminal. This field is used to define a relationship between a counter and a specific Lot. When it comes to the Lot Controller program, the relationship defined in the Cash Drawer record supersedes the relationship defined in the Edit Lot Relationship file. If the vehicles rented by this counter come from a specific lot that is NOT shared by all counters at this location, enter that Lot Code here. EXAMPLE Type S1 (RET)
6. RELEASE	This field is part of the dispatch logic. It determines the status of the RA once it is saved. Enter: N = When the RA is saved, its status will be set to OPEN. Y (or blank) = When the RA is saved, its status will be set to HOLD. EXAMPLE: Press (RET)
7. TERMINAL ID	This field is required for those operations in North America doing EDC (Electronic Data Capture). The Terminal ID number will be entered by Thermeon Customer Support during the set up process for EDC. EXAMPLE: Type 1234 (RET)
8. CASH ACCT#	Enter a 4 digit cash account number from your G/L Chart of Accounts to indicate which account should be affected by monies that are added to or taken from this drawer via rental transactions. EXAMPLE: Type 1110 (RET)
9. CASH PROFIT CTR#	If your system is set up to use profit centers, enter up to 3 numeric characters representing the profit center number that should be assigned to the Cash Account entered in the field above. If this field is left blank, the profit center number assigned to the location entered in the "Location" field will be used. EXAMPLE: Type 201 (RET) User tip: The Profit Center Conversion feature can be used to convert one profit center to a new profit center.
10. SUSPENSE ACCT#	Enter a 4 digit G/L account number which will be used as the default to offset petty cash entries done through this drawer number. (Petty cash transactions are shown on the Accounting DBR report.) EXAMPLE: Type 5325 (RET)
11. SUSPENSE PROFIT CTR#	If your system is set up to use profit centers, enter up to 3 numeric characters to for the Profit Center number that should be used for the GL account in the above field. If this field is left blank, the profit center number assigned to the location entered in the "Location" field will be used. EXAMPLE: Type 201 (RET) User tip: The Profit Center Conversion feature can be used to convert one profit center to a new profit center.
12. PETTY CASH ACCT #	This field and the next one are used if petty cash transactions done through this drawer should affect a different cash account than the one entered in Fields 8 and 9 (which is used for rental transactions). If so, enter a 4 digit General Ledger cash account number to indicate which account should be affected by petty cash entries done from this cash drawer. If the cash account shown in Fields 8 and 9 will be affected by Petty Cash transactions, leave this field blank. EXAMPLE: Type 1120 (RET)
13. PETTY PROFIT CTR	If your system is set up to use profit centers, enter up to 3 numeric characters to for the Profit Center number that should be used for the GL account in the above field. If this field is left blank, the profit center number assigned to the location entered in the "Location" field will be used. EXAMPLE: Type 201 (RET) User tip: The Profit Center Conversion feature can be used to convert one profit center to a new profit center.
14. FLOAT ADJ	If your operation is using the Float Adjustment logic, enter up to 4 numeric digits representing the Float Adjustment GL account. Refer to the chapter of this manual titled Overview - Float Adjustment for details. EXAMPLE: Type 1099 (RET) User tip: This field is not required unless the Float Adjustment logic is used.
15. FLOAT PROFIT	If your system is set up to use profit centers, enter up to 3 numeric characters to for the Profit Center number that should be used for the GL account in the above field. If this field is left blank, the profit center number assigned to the location entered in the "Location" field will be used. EXAMPLE: Type 201 (RET) User tip: The Profit Center Conversion feature can be used to convert one profit center to a new profit center.

The screen will then display:

OPTION: __ EDIT CASH DRAWERS

1 Drawer # 1
2 Description TUSTIN COUNTER#1
3 Location TUS
4 Airport Loc/Code M
5 Lot No S1
6 Release
7 Terminal ID 1234
8 Cash Acct# 1110
9 Cash Profit Ctr# 201
10 Suspense Acct# 5325
11 Susp Profit Ctr# 201
12 Petty Cash Acct# 1120
13 Petty Profit Ctr 000
14 Float Adj Ac 1099
15 Float Profit 201

1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8NXT PAGE

Press F8 to go to page 2.

The screen will then display:

OPTION: __ EDIT CASH DRAWERS

Drawer # 1 (Page 2 of 2)
1 Airline 1 11 Airline 11 21 Airline 21 31 Airline 31
2 Airline 2 12 Airline 12 22 Airline 22 32 Airline 32
3 Airline 3 13 Airline 13 23 Airline 23 33 Airline 33
4 Airline 4 14 Airline 14 24 Airline 24 34 Airline 34
5 Airline 5 15 Airline 15 25 Airline 25 35 Airline 35
6 Airline 6 16 Airline 16 26 Airline 26 36 Airline 36
7 Airline 7 17 Airline 17 27 Airline 27 37 Airline 37
8 Airline 8 18 Airline 18 28 Airline 28 38 Airline 38
9 Airline 9 19 Airline 19 29 Airline 29 39 Airline 39
10 Airline 10 20 Airline 20 30 Airline 30 40 Airline 40

1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8NXT PAGE

Enter data:

Fields 1 - 40

These fields are used when cash drawers represent counters within an airport location and counters serve different airlines. For an example, one counter (drawer) may service international arrivals while a different counter services domestic flights. These fields are used by the Reservation Manifest Report and the On-Line Reservation Display screen to filter out reservations that are not serviced by a counter.

Enter into each field the 2-character airline code of each airline serviced by this counter. By placing an asterisk "*" in any of these fields, reservations without an airline code will be included on this drawer's Manifest. Note, the same airline code can be used on more than one drawer record if both counters service flights from that carrier.

EXAMPLE: Type AA (RET)

USER TIP: Another way of doing this is through records in the Edit Flights for Locations program. That program allows flights within a single carrier to be assigned to a counter (Drawer) by flight numbers. If you wish to use that logic, leave these fields blank.

NOTE: "CHANGES NOT ALLOWED" When Posting companies are used in Edit Locations, a user that is not logged into a location with that same posting company may not make any changes to this program or create any new records. See Restricted Edit Location for more information.

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