To access the Edit Wholesale Vouchers program, type EDWVCH (RET) at any menu "OPTION:" field or the appropriate line number on the RV Operations menu. The screen will then display:
| OPTION: __ EDIT WHOLESALE VOUCHERS 1 RA# Voucher Seq # 2 Tour Op 3 Car Cl 4 Days 5 Vchr # 6 Net Rate Code 7 Problem Code 8 Reason for Change 9 Disc Pct/Amt Current Charges 11 New Charges --- Difference Item Flag Charge Flag Charge Current Net Value 10 New Net Value F1=SAVE F2=NEXT F3=ERASE F4=CALC SHIFT/F5POP-UP F6=SEARCH F8=NEXT PG |
The screen is divided into three "zones":
RETRIEVING A VOUCHER TO THE SCREEN
Vouchers may be loaded to the screen by two methods:
By entering the RA number into data field 1. Details for this method are given in the documentation for those fields below.
By use of the F6 Search feature. In addition to searching the RA file, this method also allows a voucher search by date and post status, by Reservation number, 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: Only vouchers on RAs (open, closed, or posted) can be edited in this program. Vouchers on open reservations cannot be edited here.
Enter data as follows:
|
1. RA # |
Enter the RA number of the voucher to be edited. EXAMPLE: Type 12345678 (RET) User tip: Once the RA# of the voucher is entered, the current values from the voucher appears in fields 2 through 6 and the calculated charges will appear in the lower half of the screen. |
|
SEQ # |
THIS PROGRAM ASSUMES THAT THERE IS ONLY ONE VOUCHER PER RA. |
| 2. TOUR OPERATOR |
This field displays the tour operator's customer number. If this is what needs to be changed, use the Edit Vouchers program. |
|
3. CAR CLASS |
This field displays the vehicle class on the voucher. If this is what needs to be changed, use the Edit Vouchers program. |
|
4. DAYS |
This field displays the number of days authorized by the tour voucher. If this is what needs to be changed, use the Edit Vouchers program. |
| 5. VOUCHER NUMBER |
This field displays the voucher number. If this is what needs to be changed, use the Edit Vouchers program. |
| 6. NET RATE CODE |
This field displays the net rate code. Changing the net rate code will NOT affect the voucher calculations. |
| 7. PROBLEM CODE |
Enter an Incident Entry Problem Code. This field is validated against the Incentive Reason Code file. This is a required field. EXAMPLE: Type V7 (RET) |
| 8. REASON FOR CHANGE |
Enter up to 70 characters to explain the reason for this edit. This explanation will appear on the Customer Satisfaction Report. This is a required field. EXAMPLE Type GPS WAS SUPPOSED TO BE INCLUDED; TOTAL WAS WRONG (RET) |
| 9. DISC PCT/AMT |
Enter a discount if one is supposed to apply to the voucher. Enter a percent before the slash or a one time amount after the slash. NOTE: Once a discount has been entered it will have a row in the bottom part of the screen. Therefore, the cursor will not access this field again. To correct or remove the discount, edit the appropriate row on the bottom part of the screen. |
The screen will then appear as follows:
| OPTION: __ EDIT WHOLESALE VOUCHERS 1 RA# 12345678 Voucher Seq # 2 Tour Op HHT 3 Car Cl E30 4 Days 7 5 Vchr # 12345 6 Net Rate Code NET1 7 Problem Code 8 Reason for Change 9 Disc Pct/Amt Current Charges 11 New Charges --- Difference Item Flag Charge Flag Charge TIME 1400.00 1400.00 LDW 140.00 140.00 BSEAT 70.00 70.00 TAX 132.83 132.83 Current Net Value 1742.83 10 New Net Value F1=SAVE F2=NEXT F3=ERASE F4=CALC SHIFT/F5POP-UP F6=SEARCH F8=NEXT PG |
EDITING THE VOUCHER CHARGES
In the lower left corner, the current total value of the voucher is displayed. Next to it is Field 10 for the new value. The entries in column 11 are used to edit the voucher charges.
|
10. NEW NET VALUE |
If the correct value of the voucher is known, enter that amount here. (This is referred to later on in this chapter as the "target" value.) Entering an amount here is optional. It is possible to go directly to Column 11 and begin editing the charges. EXAMPLE: Type 1700.00 (RET) |
|
11. NEW CHARGES |
Enter the correct charge amount for each item listed. These are the items included in the voucher. For each edit made, the program will display the difference between the original value and the new value in the "Difference" column to the right. If a target value for the voucher was entered in Field 10, the voucher cannot be saved until the total of the new charges equal the value that was entered in Field 10. If no amount was entered in Field 10, prior to saving the changes, the user must press F4 from the OPTION field to calculate the charges. The new total will be shown in Field 10. Items currently included in the voucher can have their charges edited down to zero. Note this will NOT remove the items from the voucher -- they will still be included but no revenue will be allocated to them. To add items to the voucher, press Shift/F5 from the OPTION field to access the Option pop-up window. Note that options that are already on the voucher cannot be removed in the Option pop-up window. Their rate needs to be removed in the lower part of the window. |
An example is shown below with an explanation that follows.
| OPTION: __ EDIT VOUCHERS 1 RA# 12345678 Voucher Seq # 2 Tour Op HHT 3 Car Cl E30 4 Days 7 5 Vchr # 12345 6 Net Rate Code NET1 7 Problem Code V7 8 Reason for Change INCLUDED GPS WAS NOT SELECTED & TOTAL WAS WRONG 9 Disc Pct/Amt Current Charges 11 New Charges --- Difference Item Flag Charge Flag Charge TIME 1400.00 1295.00 -105.00 LDW 140.00 140.00 BSEAT 70.00 30.42 -39.58 TAX 132.83 129.58 -3.25 GPS 105.00 105.00 Current Net Value 1742.83 10 New Net Value 1700.00 F1=SAVE F2=NEXT F3=ERASE F4=CALC SHIFT/F5POP-UP F6=SEARCH F8=NEXT PG |
On an open RA, the fee will be recalculated automatically when a new estimate is done or when the RA is closed.
On a closed or posted RA, the percentage fee will ONLY be recalculated if the RA is brought up by the user in Edit Closed RA or Edit Posted RA and the user requests a recalculation by pressing F8.