Some changes have been made to the RealWorld modules due to either the uniqueness of the car rental business. This chapter discusses these changes, some of which may conflict with RealWorld manuals. When there is a difference, the instructions in this chapter should be used.
I. DUPLICATE ACCESS TO CUSTOMER AND VENDOR FILES
Due to the uniqueness of the rental business, additional data fields have been added to both the RealWorld A/R Customer File and the A/P Vendor File. These changes include drivers license data, vehicle class preference, etc. in the Customer File and commission percent, CDPID, etc and in the Vendor File. In order to access these data fields, there is a CARS+ version of the Customer and Vendor File update programs that are accessed from the Customer Maintenance Menu and the Vendor Maintenance Menu. The Customer and Vendor files can also be updated from programs on the A/R and A/P Menus. Both the CARS+ and RealWorld programs update the same data files, but only the CARS+ programs grant access to the additional data fields. As a result, most users prefer to use the CARS+ programs for file maintenance.
II. ADDITIONAL FIELD IN THE A/R CONTROL FILE
An additional G/L account number field has been added to the A/R Control File. This field is for the liability account used when posting customer deposits. The RealWorld Maintain A/R Control Data program has not been altered to give access to this field. To access the Deposit account field, you must use the Edit AR Control Fields program on the CARS+ Accounting Control Files menu.
III. PROCESS CASH RECEIPTS - PRINT CASH APPLICATIONS WORKSHEET
The following selection fields have been added to the Cash Applications Worksheet:
| 1. SORT BY DUE DATE? |
Enter: Y = Sort the items in each customer's account by the due date. N = Sort the Items in each customer's account by the apply-to number. |
| 2. CUSTOMER TYPE TO PRINT |
Enter: Press F1 to include all customer types. With this choice, individual customer numbers must be entered in the Customer # field. Enter a Customer Type Code to include all customers of that type. With this choice, the field for Customer # is not accessible. |
IV. A/R AGING REPORT.
The following selection fields have been added to the A/R Aging Report:
| 2. TYPE OF OPEN ITEM DETAIL |
If "detail" was chosen in Field 1, this field offers choices as to what level detail should be used. Enter:1 = Full detail. Show all documents including individual applications for each cash receipt. |
| 5. CUTOFF DUE DATE |
To limit the items on the report by the due date, enter a date in this field. Items with a due date after this date will not be included in the report. To include all items regardless of due date, leave this field blank. |
| 9. CUSTOMER TYPE |
To limit the report to customers of a particular type, enter the Customer Type Code in this field. For more information on how to set up customer types, refer to the chapter: Edit Customer Type Codes. |
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13. PREFIX SELECTION FOR DOC #'S |
Enter up to 8 alphanumeric characters to indicate the beginning characters of Rental Agreements to be reported or press F1 to default to all receivable records. If rental agreements written at each location are assigned a unique range of RA numbers, this field will allow you to request receivables generated by a single location. As an example, if all RAs opened at LAX begin with the letter "L", entering "L" in this field will produce an aging report for LAX receivables only. EXAMPLE: Type L (RET) |
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14. CUSTOMER A/R ACCOUNT NUMBER |
Enter a General Ledger Accounts Receivable number to select customers whose receivables post to that account or press F1 to default to all customers. Using the CARS+ Customer File Update program, customers can be assigned unique General Ledger account numbers for their receivables. As an example, receivable credit cards can post to one G/L account while your Direct Bill customers post to another account. Running this report using the F1 default in this field will produce a report for all G/L A/R accounts. By entering a specific A/R account number, this report can be used to substantiate G/L account balances. EXAMPLE Type: 1020 (RET). |
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15. SORT BY DATE, APPLY-TO #, OR DUE DATE |
Enter: D = Detailed transactions for each customer will print in date sequence. For example, payments on account received 3 weeks after the RA closed will be sorted by the date received. A = Detailed transactions for each customer will sort by their apply-to number. For example, payments will print right after the RA to which they were applied. R = Detailed transactions for each customer will sort by their due date. EXAMPLE Type: A (RET). |
| 16. REPRINT DOCS? |
The re-billing feature of CARS+ can be used to reprint documents enmasse that are used to bill customers. These
documents can include a reprinted copy of the Rental Agreement, a
RealWorld Accounts Receivable Statement of Account, and/or a CARS+
rental or insurance invoice. To do a re-billing run, the Detail/Summary field must be set to Detail, and the Type of Detail field must be set to '3'. For more information on this feature, refer to the chapter Overview - Rebilling Feature for Past Due Accounts. |
| 17. A/R AGENT |
A field in the customer record can be used to assign the customer to a particular
employee for purposes of collection. This allows the aging report to be run by collection agent so that it is limited to only that agent's customers. To limit the report in this manner, enter up to 6 alphanumeric characters representing the usercode for the employee. Otherwise, skip this field. |
It should be noted that entering data in any of these new fields rather than using the F1 defaults may substantially increase processing time of the report.
V. MODIFICATIONS TO THE A/R DISTRIBUTION REPORT
The CARS+ report, AR Distribution to GL Report, located on the Accounting Control Files Menu, offers much more flexibility and capability in obtaining data from the distribution file than the RealWorld report. Therefore, the A/R Distribution Report in RealWorld is not used. When that program is requested, the CARS+ program is accessed. Refer to the chapter AR Distribution to GL Report for details.The AR Distribution Report Defaults program is used to set default values for many of the fields on the AR Distribution to GL Report.
VI. MODIFICATIONS TO THE A/P OPEN ITEM REPORT.
The following sort selection field has been added to the A/P Open Item Report.
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6. SORT ORDER - VOUCHER OR INVOICE # |
V = Detailed transactions for each vendor will print in the system assigned voucher number sequence. I = Detailed transactions for each vendor will print in the vendor's invoice number sequence. EXAMPLE Type: I (RET). |
The ability was added to run the report for all cash accounts at once.
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1. CASH ACCOUNT |
Enter: A valid GL account number for the cash account. F1 to scroll through the cash accounts. F2 to include history on all cash accounts. EXAMPLE Press F2 |
VII. ADDITIONAL INSTRUCTIONS FOR INITIALIZING REALWORLD DATA FILES.
All accounting data files reside in a single directory. Therefore, when a RealWorld initialization program asks for the disk drive code, the response is a single character data directory name EXCEPT FOR "LOCK" FILES.
All "LOCK" files reside in the default CARS+ directory. To initialize these files, enter a period "." for the disk drive code. By definition, this will refer the system to the default CARS+ directory.
WARNING: FAILURE TO INITIALIZE FILES IN THE PROPER DIRECTORY WILL MAKE IT IMPOSSIBLE TO EXECUTE THE ACCOUNTING PROGRAMS.