Batch Print Tax Document

Use this program to print in batch mode the Tax Document required in certain countries.

Locations can be configured to print Tax Documents in the follow ways:

At the rental counter at the time the RA is closed. At these locations, the RA Close program asks the user if the Tax Document should be printed. If the user answers "Y" (yes) and it is printed at the time of RA Close, the customer's primary address is used. The "primary address" is the first address on file for the customer. For individuals, it is their home address (Address Type 1). For companies, it is the employer address (Address Type 2) unless a cost center has been specified in which case it will be used.

If not printed at RA Close, the Tax Document is queued up for batch printing and must be printed using the Batch Print program.
Locations can be configured to never print the Tax Document at the time of RA close. In this case, the prompt is not displayed. All Tax Documents for this type of location must be printed using the Batch Print program.
Under this scenario, it is also designated at which location the Tax Documents should print. For example, for particular locations you might designate that the Tax Documents can print only at an administrative location rather than at the rental location.

Leasing: Operations who want to use the CARS+ leasing logic must use the Batch Print Tax Document program to print monthly invoices for the leases.

One-way Rentals:

Locations with the same Posting Companies: Tax Documents may be printed at the time of Close on a one-way rental as long as the opening and closing locations use the same Posting Company.

Locations with separate Posting Companies: Regardless of how the location is set up, one-way rentals do not print at the time of RA Close if the opening and closing locations have different Posting Companies. They must be printed using the Batch Print program under the opening location's code.

Tax Documents print for the following parties:

a. The insurance company for those charges covered by the insurance company on insurance replacement rentals.

b. The tour company (party issuing a tour voucher) if a voucher is on a rental. This includes both customer issued vouchers (referred to as "ghost RAs) and vendor issued vouchers.

c. The bill-to party for any charges not covered by the above.

d. The renter for any charges not covered by the first two listed above and if there is no bill-to party.

e. The renter for any partial payments that are made at Close on a bill-to rental.

f. The third party indicated on the RA (other than the bill-to and renter).

Format: A field in the Edit Location file is used to designate the format in which the Tax Document will print.

Numbering: Use the Next Tax Document Number Update program to set up the numbering sequence for the tax documents.

Printer: Tax Documents print on the printer designated in the user's Terminal Record for accounting forms.

To access the Batch Print Tax Document program, type BATCHTD (RET) at any menu "OPTION:" field or the appropriate line number on the Rental Accounting menu. The screen will then display:

OPTION: __ BATCH PRINT TAX DOCUMENT

1 Start Date 06-23-04 20 Bill-to Only B
2 End Date 06-23-04
3 Location TUS
4 Customer # ALL (one customer#, or ALL)
5 Cost Center ALL (one cost center, ALL or NONE)
6 Travel Agents 3 (1 = only travel agents,2=no travel agents,3=both
7 Agrupo 3 (1 = only agrupo, 2=non-agrupo, 3=both)
8 RA# ALL
9 Employee ALL
10 Rental Type 2 (1=daily rentals,2=leases)
11 Extra Charges 3 (1=lease time only,2=Lease extra charges,3=both)
12 Print Date 06-23-04 Printer: /dev/tty
13 Address 1 (1=Primary address, 2=Bill-to address)
14 Lease# ALL
15 Invoice for (1 open charges, 2 close charges, 3 both)
16 Opening Location: TUS
17 Starting Close Date: EARLIEST
18 Ending Close Date: LATEST
19 Text:
Starting TAX DOCUMENT Number: 00000207

1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. START DATE	Enter the starting date. This date, along with the date entered in Field 2, is used to select daily rental contracts by their Closing DBR date. EXAMPLE: Type 061404 (RET).
2. END DATE	Enter the ending date. This date, along with the date entered in Field 1, is used to select daily rental contracts by their Closing DBR date. EXAMPLE: Type 062104 (RET).
3. LOCATION	Daily Rental RAs: This field is the Print Location whose RAs are to be printed. This field will accept: A single Location Code A Location Group Code. This is only allowed if Field 7 "Agrupo" has the value "2". If a Location Group is entered, a single NF will print for each RA to be invoiced. The NF # and the NF address that will print on the document will come from: The RA's opening location if that location has a range of NF numbers assigned to it Otherwise they will come from the NF Print Location that is assigned to the RA's Opening Location. Lease RAs: This field is not accessible when this program is used to print tax documents for lease RAS (see Field # 10). Instead, the user's default location code is automatically loaded into this field. This is used as the service location to validate the mother contract number entered in Field 14. The opening location field (Field 16) is used to select son contracts associated with the mother contract. Son contracts that opened at a location other than the location or group requested in Field 16 will not be invoiced. EXAMPLE: Type TUS (RET).
4. CUSTOMER #	To limit the run to a single customer, enter a customer number. Otherwise, enter "ALL" to include all customers. The customer selection refers to customers on RAs that are either a renter, a bill-to party, an issuer of insurance vouchers, or an issuer of wholesale vouchers. EXAMPLE: Press (RET)
5. COST CENTER	A direct bill account can have multiple cost centers - each with their own address. To limit the run to a single cost center, enter the cost center number. To limit the run to RAs without a cost center, enter "NONE". Otherwise, enter "ALL" to include all cost centers. EXAMPLE: Press (RET)
6. TRAVEL AGENTS	To limit the run to a single travel agent, enter the travel agent's vendor number. To limit the run to customers only, enter "NONE". (meaning customers who are not linked to a vendor record) Otherwise, enter "ALL" to include all travel agents. The travel agent selection refers to vendors who have issued vouchers for daily rental contracts. EXAMPLE: Press (RET) User tips: Any commission owed to that agency on the rental will print as a discount on the Tax Document but will not be subtracted from the amount being invoiced.
7. AGRUPO	Customers and vendors may be flagged in their Customer or Vendor Record so that their Tax Documents print in "agrupo" (group) format. Agrupo format combines several RAs onto one Tax Document. For those customers and vendors not designated for agrupo format, a separate Tax Document is printed for each RA. For agrupo format, the RA numbers of all previously uninvoiced RAs are listed in the description box of the form. (They are being invoiced as a group.) If there are more RAs than will fit onto one Tax Document, the number of RAs is limited to what will fit, and multiple Tax Documents are printed. Tax is calculated on each Tax Document. Under agrupo format, for RAs with a cost center address code, a separate Tax Document is prepared for each cost center. Enter: 1 = Those customers/travel agents that are set up to print Tax Documents in agrupo fashion. 2 = Those customers/travel agents that are not set up to print Tax Documents in agrupo fashion. (User tip: This allows a Group Code to be used in Field 16 below.) 3 = Both agrupo and non-agrupo customers and travel agents. EXAMPLE: Press (RET)
8. RA #	To limit the run to a single RA, enter the RA # in this field. Otherwise, type "ALL" to include all RAs.. Tax documents for partial payments: On some daily rental RAs that are direct bill rentals, the renter makes a partial payment at the time of close. This causes a tax document to be printed in the renter's name for the partial payment and another for the bill-to party for the balance. When a single RA number is entered in this field and a tax document has already been created for it, the program examines the tax document file looking for all valid (uncanceled) tax documents for the same RA. New tax documents will be printed only for customers who have canceled tax documents. The following question will display: ARE YOU RE-INVOICING FOR A PARTIAL PAYMENT? Y = Yes. The following calculations are performed: All RA charge rows are totaled together. All non-canceled tax document records for the RA are totaled. If the sum of the RA charge rows is greater, a new tax document is printed in the renter's name for the total of all payments associated with that RA. If the sum of the RA charge rows is less, the following message will display and the program will terminate: ALL CHARGES ON THIS RA HAVE BEEN INVOICED. EXAMPLE: Press (RET) Note: When a partial payment is made on a daily RA which has a bill-to party and one or more charges are flagged to be invoiced separately, a Tax Document will not be printed for the partial payment. Instead, only 2 tax documents will be printed: one for the extra options (the items marked as invoiced separately) and one for the balance of the charges. Both tax documents will be in the bill-to party's name.
9. EMPLOYEE	To limit the run to RAs closed by a particular employee, enter the employee code in this field. Otherwise, accept the default "ALL". EXAMPLE: Press (RET)
10. RENTAL TYPE	Enter: 1 = Only daily rental RAs will be included 2 = Only leasing contracts will be included EXAMPLE: Enter 1 (RET)
11. EXTRA CHARGES	This field refers to lease contracts only. 1 = Tax Documents will be printed for time and km. charges plus all other charges that are to be invoiced with time and kms. (as indicated on the Master Contract). 2 = Tax Documents will be printed for only those charges other than time and km that are to be invoiced separately (as indicated on the Master Contract). 3 - Tax Documents will be printed for both of the above. In the case of both, two Tax Documents will print. EXAMPLE: Enter 1 (RET)
12. PRINT DATE	Enter the date that should print on the Tax Document as the print date. If the current date (default) is not accepted, the date entered cannot be earlier than the last print date on record for the printing location. (The date entered must be either the same or more recent than the last print date on file.) In addition, a field on page 4 of the Location record is referenced by this program to prevent backdating the Tax Document into a prior month that has been closed by accounting. If the date entered is earlier than the print date in the Location record, the date entered will be rejected and the date from the Location record will be automatically entered in this field EXAMPLE: Type 030404 (RET) User tip: Batch printing Tax Documents will cause the RA DBR date to be rewritten to the printing date of the Tax Documents.
13. ADDRESS	This field indicates which address should be used when printing the Tax Document. Enter: 1 = Primary address The "primary address" is the first address on file for the customer. For individuals, it is their home address (Address Type 1). For companies, it is the employer address (Address Type 2) unless a cost center has been specified in which case it will be used. 2 = Bill-to address The bill- to address is the second address on file for the customer. For individuals it is their employer address (Address Type 2). For companies, it is the bill-to address (Address Type 3) unless a cost center has been specified in which case it will be used. EXAMPLE: Type 1 (RET)
14. LEASE#	To batch print a tax document for a particular lease, enter the lease number in this field. EXAMPLE: Type L1234 (RET)
15. INVOICE FOR	This field refers to Lease RAs only. Lease charges are usually invoiced at the start of the month; which are referred to as "open charges". Some lease holders report odometer readings at the end of each month which may result in a mileage/km charge for the previous month's use of the vehicle. These are referred to as "close charges". Some customers want these types of charges to be billed separately; with others the charges can be combined. This field allows the following choices: 1 = Open charges only 2 = Close charges only 3 = Both open and close charges should be included in the tax document. EXAMPLE: Type B (RET)
16. OPENING LOCATION:	Daily Rentals: When using this program to print tax documents for daily rentals (see Field # 10), the data entered in Field 3 is ignored. Instead, this field is used to select RAs by their opening location. To include multiple locations for daily rentals, Field 7 must be set to '2'. This allows entry of a Group Name in this field. (See the chapter Edit Group Names). If Field 7 is not set to '2', only one location can be entered here. Lease RAs: When using this program to print tax documents for leases RAs (see Field # 10), this field is used to select son contracts that opened at a particular location or location group. Son contracts that opened at a location other than the location or group entered will not be invoiced. Enter: 1. Up to 6 alphanumeric characters to select a single location. 2. A Group Name representing several locations (see the chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+". 3. "ALL" to include all locations Or press RETURN to accept the default location. EXAMPLE: Type TUS (RET)
17. STARTING CLOSE DATE:	While Fields 1 and 2 refer to the closing DBR dates, this field and the next refer to the actual closing date of the contracts. Using your selected date format, enter the starting closing date, or press (RET) to select transactions strictly by the DBR date range entered in Fields 1 and 2. EXAMPLE: Press (RET)
18. ENDING CLOSE DATE:	Using your selected date format, enter the ending closing date, or press (RET) to select transactions strictly by the DBR date range entered in Fields 1 and 2. EXAMPLE: Press (RET)
19. TEXT	Enter up to 60 characters of text that will print on the Tax Documents. NOTE: This feature is available only if your Tax Document print program is configured to recognize it. Contact Thermeon's Customer Support Dept. for more information. EXAMPLE: Press (RET)
STARTING TAX DOCUMENT NUMBER:	This field displays the next unused document number on file for the printing location. It is display only and cannot be accessed. User tip: If this number does not match the pre-printed number on the form in the printer, someone with Control File access must update the field in the Next TAX DOCUMENT Number Update control file.
20. BILL-TO ONLY	Enter: Y = Yes, Only those RAs with a Bill-to account on them will be invoiced and the invoice will only be for the bill-to amount, any partial payment made by the renter will NOT be invoiced. N = No, Only those RAs without a Bill-to account and partial payments on Bill-to rentals will be invoiced B = Both, All RAs, both those with and without a Bill-to Account will be invoiced EXAMPLE: Type B (RET)

The screen will then display:

OPTION: __ BATCH PRINT TAX DOCUMENT

1 Start Date 06-14-04
2 End Date 06-21-04
3 Location TUS
4 Customer # ALL (one customer#, or ALL)
5 Cost Center ALL (one cost center, ALL or NONE)
6 Travel Agents 3 (1 = only travel agents,2=no travel agents,3=both
7 Agrupo 3 (1 = only agrupo, 2=non-agrupo, 3=both)
8 RA# ALL
9 Employee ALL
10 Rental Type 1 (1=daily rentals,2=leases)
11 Extra Charges 3 (1=lease time only,2=Lease extra charges,3=both)
12 Print Date 06-23-04 Printer: /dev/tty
13 Address 1 (1=Primary address, 2=Bill-to address)
14 Lease# L1234
15 Invoice for 3 (1 open charges, 2 close charges, 3 both)
16 Opening Location: TUS
17 Starting Close Date: EARLIEST
18 Ending Close Date: LATEST
19 Text:
Starting TAX DOCUMENT Number: 00000207

1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION" TO BEGIN.

Messages:

When batch printing these documents, the bill-to company's customer type is checked to verify that bill-to transactions are allowed. If they are not, the following message will display before the program continues and prints the invoice:

BILL-TO ON RA xxx IS NO LONGER A VALID BILLING ACCOUNT

(where xxx is the RA number.

A tax document is prevented from printing if the customer does not have a valid address (having data in at least the Street and City fields.) If an incomplete address is encountered, the following message is displayed:

CAN'T PRINT A TAX DOCUMENT FOR THIS CLIENT DUE TO INCOMPLETE ADDRESS

Due Date calculations:

The Tax Document print date is used to calculate the due date based on the Terms assigned to the customer's account. Please refer to the chapter of the RealWorld manual titled Maintain Terms Codes for detailed information on the variety of ways to set up terms.

Printing a “general” tax document:

For operations serving a tourist area, CARS+ can be configured to print a single tax document at the end of each day for all RAs where the customer did not request a tax document at the time of Close. Follow the steps below to configure your system to do this:

A. Create a “General” customer record. The “Batch Tax Document” field on page 3 of the customer’s record must be set to “Y”.

B. Ask Thermeon’s Customer Support Dept. to create the GVT record “3RDPARTY” and place the customer number (from Step A) in the Alpha field.

This will cause the following to happen:

When a RA is closed, if the RA has no bill-to party and if the RA has no 3rd party invoice information, the customer number for the “General” customer will be placed in the 3rd party invoice field of the RA.

A single tax document can then be printed for the “General” customer at the end of each day.

Linked Customer and Vendor Records

When travel agents are commissionable on a transaction and also issue billable vouchers on the same transaction, a feature in CARS+ allows you to link the two records. When the Tax Document is printed for RAs in such a circumstance, the commission percent appears on the invoice as a discount.