These codes are optional in the sense that the system can be run without any user defined Customer Type Codes.
Users are free to assign any type code to customer records.If you wish to limit users to a limited set of management approved type codes:
1. Define type codes here.
2. On the Edit Miscellaneous Control Fields screen set the field which requires that Customer Type Codes be validated against this file at the time of input.
Customer Type Codes do not need to be created for the following special CARS+ Type codes:
C = Cash like FOPs
CC = Cash like Credit Cards
B = Billable Credit Cards
BC = Batch processed Credit Cards
H = Special documents (promo coupons)
F = Foreign Locations
L = Licensee foreign Locations
But all other customer types (even those that have unique meanings within CARS+ such as INS, PRG or WHL) must be defined in this file.
NOTE: The PRG (Purge) customer type is set to not allow for rentals and any customers with this customer type will NOT pull up in the RA Customer Search as in other "N" NON "Allow Rentals" types will.
User tip: A field in the User Access Record can be used to restrict the user to 'view only' mode. In that mode, no records can be added, edited, or deleted.
TO DELETE A RECORD: Press F4. The following prompt will appear:
ENTER CUST TYPE 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:
To access the Edit Valid Customer Types program, type EDITCUST (RET) at any menu "OPTION:" field or the appropriate line number on the Customer Control Files menu. The screen will then display:
| OPTION: __ EDIT CUSTOMER TYPE CODES 1 Type Code 2 Description 3 Statement Cycle 21 Prompt MRA 4 Terms Code 22 No MRA type 5 Finance Charge 23 Dedup Priority (1=high, 99=low) 6 Credit Limit 24 OptSet 7 A/R Account 25 Req. Company tax id? 8 Special Logic (D=dealer, I=insurance, W=wholesale, V=vip) 9 Billing Format 26 Use as FOP 10 Allow Rentals 27 Block Rate 11 Require PO# (Y/N)? 28 Edit Name 12 Use as Bill-to (Y=yes, N=no, O=only, B=Backup) 13 Balance Method 29 Edit Address 14 Corporate Standard 30 Edit DOB 15 Vchr Cust Only (Y/N)? 31 Edit Gender 16 Hide Rates (Y/N)? 32 Edit DL data 17 Tax Code 33 Edit DL expiry 18 Store CDPID 34 Edit Phone 19 Prevent Ed.Cls.Rat 35 Edit other ID 20 Exempt from Alt ID 36 Edit Type 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8NXT PAGE |
Enter data as follows:
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1. TYPE CODE |
Enter up to 5 alphanumeric characters to indicate an Customer Type Code. EXAMPLE: Type CLM (RET) |
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2. DESCRIPTION |
Enter up to 20 alphanumeric characters to describe the Type Code entered into Field 1. EXAMPLE: Type INSURANCE CLAIM OFFICE (RET) |
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Fields 3 through 7 and 13 contain default values that are automatically assigned to new customer records which are created through the B subwindow of the RA Open, the I-subwindow of the RA Close and the Customer File Update programs. These default values supersede the corresponding fields in the Main Control File record. If one of these fields are left blank, the corresponding field in the Main Control record is NOT used. |
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3. STATEMENT CYCLE |
Enter 1 alpha character to specify the frequency customer statements will be printed for this type of customer
EXAMPLE:Type M (RET) |
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4. TERMS CODE |
Enter 3 alphanumeric characters to indicate payment terms that apply to balance due accounts for this type of customer. This code MUST be in the A/R Terms Code file. EXAMPLE:Type N30 (RET) |
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5. FINANCE |
Enter 1 alpha character to select whether or not customers of this type will have Finance Charges calculated on overdue balances
EXAMPLE: Type Y (RET) |
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6.CREDIT |
Enter up to 6 numeric characters to indicate the Credit Limit on this type of customer.The entry 999999 signifies unlimited credit. EXAMPLE: Type 1000 (RET) |
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7. A/R ACCOUNT |
Enter a G/L asset account number that will be used for any receivable transactions involving customers of this type. If this field is left blank, the default A/R account defined in the A/R Control record will be used. EXAMPLE: Type 1130 (RET) |
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8. SPECIAL LOGIC |
If the Customer Type is supposed to trigger either the CARS+ wholesale logic, insurance replacement logic, or VIP designation, enter one of the following codes.
For more information on the CARS+ insurance and wholesale logic, refer to the following chapters: Overview - Insurance Replacement Rentals Overview - Wholesale Voucher Processing EXAMPLE: Type I (RET). |
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9. BILLING FORMAT |
Enter one of the following codes to indicate the type of reminder notice that should be printed for this type of customer if his account goes past-due.
EXAMPLE: Type 1(RET). |
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10. ALLOW RENTALS |
This field determines whether or not a customer of this type can be used as a renter, direct bill, wholesale, or insurance company on the RA Open screen.
EXAMPLE: Type Y (RET) NOTE: The PRG (Purge) customer type is set to NOT allow for rentals and any customers with this customer type will NOT be displayed in the Customer search from Reservation and RA Open. Other "N" NON "Allow Rentals" types will display. (See exception with the below "User tip".) User tip: If a customer has multiple customer records and one of them has a Customer Type marked with "N" in this field, that customer will NOT BE displayed in the search from Reservation and RA Open. If an attempt is made to create a new customer record for someone whose
customer type shows "N in this field, the system will block the the
renter based on the same drivers license number.
User tip: "BAD" is a system recognized customer type. To include customers with the type "BAD" in the customer search from Reservations and RA Open, leave this field blank. To exclude customers with the type "BAD", enter "N". Either way, the system will block a renter based on the same drivers license number. For "BAD" type, it is only a matter of whether or not the "BAD" customer is displayed in the search. |
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11. REQUIRE P.O.# |
Indicate whether or not a purchase order number is required when using this customer type as a direct bill.
EXAMPLE: Type N (RET) |
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12. USE AS BILL-TO? |
Indicate whether or not a customer of this type can be used as a bill-to party on a rental agreement:
EXAMPLE: Type N (RET) |
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13. BALANCE METHOD |
Enter one of the following codes for the accounting method used in Accounts Receivable for handling a balance due for this type of customer:
EXAMPLE: Type 0 (RET) |
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14. CORP. STANDARD |
When a Customer Type is designated as a Corporate Standard, users who access the Customer File in the restricted mode are allowed to view records in the Customer File for this type of customer, but are blocked from editing them
EXAMPLE: Type N (RET) |
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15. VCHR CUST ONLY |
Indicate whether or not a customer of this type can be used only as a voucher issuer on a rental agreement:
EXAMPLE: Type N (RET) |
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16. HIDE RATES |
The rental agreement print program can be enhanced so that on rentals involving customers of this type (whether the renter, the bill-to party, or the Form of Payment), the following choices are available as to whether calculated charges will print on the RA:
EXAMPLE: Type N (RET) User tip: The 'hide rates' feature is also available through rate product, corporate account, and privilege code. NOTE: Not all RA print programs support this feature. Contact Thermeon's Customer Support Dept. regarding having this feature added to the RA print program. |
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17. TAX CODE |
This field is used to indicate that a customer type should have a particular tax code apply to it - such as tax exempt. The Tax Code must be previously defined in the Edit Tax Codes program. EXAMPLE: Type NT (RET) User Tip: When a Res Default Customer Type is defined in the Edit Main Control Record, customers can be created at the time of reservation. If a tax code is assigned to that customer type, it is used when requesting a reservation estimate. If personal data is entered in the customer subwindow, a customer record is created with that customer type and the tax code assigned to that customer type carries forward to the RA. If personal data is NOT entered on the reservation subwindow, a customer record is NOT created, so no customer type is assigned. Therefore, when the reservation is carried forward to open a RA, the tax code for the default RA customer type (also defined in the Edit Main Control Record) will be in applied to the RA. In order to avoid customer complaints about the tax quoted on the reservation not being the same as the tax applied to the RA, care should be taken to be sure that the same tax code is in effect for customers created from reservations and customers created from RAs . User tip: The Tax Code from a bill-to account will override the Tax Code on the Customer record. |
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18. STORE CDPID |
Both the Customer file record and the Rental Agreement have fields for a Corprate Discount Number (CDPID). This field controls where a CDPID number entered on a transaction screen (reservation or RA Open) will be stored if the renting customer is either new or their CDPID field is blank. Enter:
EXAMPLE: Type N (RET) |
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19. PREVENT EDITS TO CLASS AND RATE |
The customer record contains fields for the renter's preferred Vehicle Class, FOP, Rate Product. This field controls if these fields will remain constant for repeat renters of this Type Code or if they will change to match each rental. Enter:
EXAMPLE: Type Y (RET) |
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20. EXEMPT FROM ALT ID |
Some rental operators may require an additional form of ID from customers who rent certain types of vehicles. A field in the Edit Class Codes file indicates whether or not an alternate form of ID must be entered in the B subwindow of the RA Open screen. This field in the Customer Type file allows the rental operator to exempt certain preferred types of customers from having to furnish the alternate form of ID. Enter:
EXAMPLE: Type N (RET) |
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21. PROMPT MRA |
This is a Y/N field used by a particular Thermeon customer to produce a prompt reminding rental agents to ask renters about enrolling in a special program. It is not relevant for any other CARS+ users. |
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22. NO MRA TYPE |
This field is related to Field 21 above. If the renter does not express an interest in joining the special program, the renter's customer type will be changed to the customer type that is designated in this field. Therefore, in this field enter 3 characters representing a valid Customer Type. EXAMPLE: WNI (RET) |
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23. DEDUP PRIORITY |
This field is used in the Data De-Duplication process which merges multiple records for the same customer. Typically during De-Duplication, the record with the most recent modification date is flagged as the "survivor" record. However, if customer types are assigned Priority Codes in this field, the customer type with the highest priority will be the surviving record.The highest priority is 01 and 98 is the lowest. Priority Level 99: Customer records with a Customer Type assigned a priority level of "99"are ignored during the nomination process. It is highly recommended that customer types for billing companies such as direct bill, insurance, and wholesale tour operators be EXCLUDED from the de-duplication process until the user is intimately familiar with it. Including billing company types in de-duplication may change the billed party on a rental agreement. To use priority codes for the de-duplication process, enter a number between 01 and 99. EXAMPLE: Type 99 (RET) User tip: The flag in the Edit Miscellaneous Control File must be set to validate customer types in order for the priority logic to work. |
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24. OPT SET |
Use this field to attach an Option Set to records for a particular Customer Type. When the customer record is used for a RA, the options in this Option Set will be flagged as accepted in the Option Window. For example, if a customer always wants to accept LDW or LIS, an Option Set could be created for those 2 coverages. By placing the Option Set code in this field,LDW and LIS would be automatically selected in the Option Pop-Up window on the RA Open screen. |
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25. REQUIRE COMPANY TAX ID? |
Use this field if a Company tax ID is required as follows:
Blank = No Tax ID number is required for customers of this type. EXAMPLE: Press (RET) |
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26. USE AS FOP |
Use this field to either prevent or allow a customer type to be used as a FOP (form of payment).
EXAMPLE: Type Y (RET) |
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27. BLOCK RATE |
When direct bill customer records are created in the Customer File, they often times have a rate product assigned. Although the rate is a default rate, in some circumstances a change to an alternative rate should not be allowed when creating a reservation or RA. This field can used to block the user from changing the rate product on a RA or Reservation from the defined rate assigned to the bill-to party on the transaction.
EXAMPLE: Type Y (RET) |
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The next series of fields are use to control whether or not various customer data can be edited from the Reservations, RA Open, and Parking Open screens when an existing customer record is used as a repeat renter: |
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28. EDIT NAME |
Indicate whether or not the first and last name can be edited for customers of this type.
EXAMPLE: Type Y (RET) Note: Edits to the customer's name on a saved Rental Agreement, can only be done using Edit Opening Fields. |
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29. EDIT ADDRESS |
Indicate whether or not the renter’s address fields can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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30. EDIT DOB |
Indicate whether or not the renter’s date of birth can be edited for customers of this type.
EXAMPLE: Type N (RET) |
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31. EDIT GENDER |
Indicate whether or not the renter’s gender code can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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32. EDIT DL DATA |
Indicate whether or not the renter’s drivers license number and state can be edited for customers of this type.
EXAMPLE: Type N (RET) |
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33. EDIT EXPIRY |
Indicate whether or not the renter’s drivers license expiration date can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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34. EDIT PHONE |
Indicate whether or not the renter’s home phone number can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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35. EDIT OTHER ID |
Indicate whether or not the renter’s other ID number can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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36. EDIT TYPE |
Indicate whether or not the renter’s customer type can be edited from RA Open for customers of this type.
EXAMPLE: Type Y (RET) |
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Page 2 screen will then display:
Enter data as follows: |
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1. EDIT CC NUMBER |
Indicate whether or not the renter’s default credit card number can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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2. EDIT CC EXPIRY |
Indicate whether or not the renter’s default credit card expiration date can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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3. EDIT FF |
Indicate whether or not the renter’s frequent traveler number can be edited for customers of this type.
EXAMPLE: Type Y (RET) |
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4. EDIT CDPID |
This field indicates what should happen if a repeat customer with a personal CDPID number in his Customer File record rents a vehicle and the CDPID number entered on the transaction screen does not match the code in the Customer file.
EXAMPLE: Type Y (RET) NOTE: This field does NOT prevent the editing of the CDPID field in the Customer record when using the program Customer File Update. This field as well as Field 18 on Page one only affects the Reservation screen, RA Open and WebRes. |
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| 5. WRITE OFF AMT 1 |
In some countries, pennies are not part of the coinage. When the charges on a RA include pennies, it is preferred to accept payment to the nearest coinage used and then write off the remaining pennies. This field can be used to define a “write off “ amount that is used when a RA is saved on the Close screen. When the customer record or customer type code for the presigned FOP or the renter is so defined and the balance due is less than or equal to the amount in this field, the FOP Code in the “Write Off Code 1” field (see below) is used to “pay off” the balance due. If the balance is greater than the amount defined here, but not larger than the amount defined in the Write Off 2 field below, then the FOP Code in the Write Off 2 field is used to pay off the balance. EXAMPLE: Type .04(RET) |
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| 6. WRITE OFF CODE 1 |
Relating to the field above, enter the FOP Code that should be used to pay off a small balance due on a RA at Close. Note: The FOP record must be defined as follows:
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| 7. WRITE OFF AMT 2 |
When a pre-signed FOP is taken on a RA and there is a balance due at Close, the standard logic in CARS+ creates an automatic payment for the amount of the balance due. Sometimes the balance due is an incidental amount, and it is not desirable to charge a customer’s credit card for such a trivial amount. This field is used to define an amount. At Close if the balance due for the Customer Type or Customer record for the presigned FOP is less than the amount entered here, an automatic payment using the pre-signed FOP will not be created. EXAMPLE: Type 2.00 (RET) |
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| 8. WRITE OFF CODE 2 |
Relating to the Write Off 2 field above, enter the FOP Code that should be used to pay off a balance due on a RA at Close when the amount is between the Write Off Amount 1 and the Write Off Amount 2. Note: The FOP record must be defined as follows:
EXAMPLE: Type WROFF2 (RET) |
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| 9. OVER-CREDIT BLOCK |
This field can be used to block rentals when a bill-to account has exceeded its credit limit. Note: The "Prompt Credit Warning" field in the Edit Misc Control Fields record must be set to "Y" for "Over Credit Limit Block" logic to be used. If the balance in the account is greater than the customer credit limit, the following message displays when creating a Reservation or doing a walk up rental: BILL-TO ACCOUNT IS OVER CREDIT LIMIT, THEY CANNOT BE BILLED FOR THIS RENTAL.A field in the Edit User Access File record can exempt users from this logic. Enter:
EXAMPLE: Type Y (RET) |
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| 10. GOLD CODE |
This field is required to use the 'names in lights' logic. Hertz users: If this customer type should be provided Hertz Gold service, enter the Gold Service Flag code in this field. This type also has to be defined in Edit Gold Service Messages. Refer to the Edit Gold Service Messages chapter for more information. The Gold service will be applied to reservations for repeat customers who have a Number 1 Club number (Other ID). EXAMPLE: Type G (RET) Non-Hertz users: If the customer type should be provided special service, enter the Gold Service Flag code in this field. This type also has to be defined in Edit Gold Service Messages. Refer to the Edit Gold Service Messages chapter for more information. If this customer type is designated as a VIP type in the "special logic" field and the 'name in lights' logic is being used, this field is required. Enter the appropriate Gold Service Flag code in this field. EXAMPLE: Type VIP (RET) |
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| 11. PROMOTE |
Use this field to flag a customer type as one that is not subject to the logic that automatically changes the customer type based on the number of times
rented. For instance, if a 'preferred' customer type is used, it is likely that the customers assigned to the preferred type should remain in that type regardless of the number of times they rent. Enter:Y (or blank) = customers of this type are subject to the 'times rented' logic.EXAMPLE: Type N (RET) |
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| 12. PROMO CODE |
This field and the next are part of the logic for a local frequent renter rewards program. The logic awards 'points' for each rental. Upon reaching the required number (refer to the next field), an promo award is automatically offered on the next rental. For details on setting up and using a local renter rewards program, refer to the chapter: Overview - Local Renter Rewards Program. Enter up to 6 alphanumeric characters representing the Special Document code used for renter rewards for this customer type. EXAMPLE: Type 1DAY (RET) |
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| 13. PROMO REQ |
This field refers to the previous one, "Promo Code". Enter the number of times a customer must rent in order to redeem the reward on the special document. EXAMPLE: Type 5 (RET) User tip: With the settings in this field and the one above, when a customer of this type has 5 rentals, a Special Document with the code "1DAY" (1 day free) will be offered on their next rental. |
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| 14. PROMO T&M NET MIN |
This field is also part of the renter rewards logic. It is used to set a minimum amount of time and mileage charges that must be reached on the RA in order for it to qualify for earning a point for the renter. This field is optional. EXAMPLE: Type 150 (RET) |
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| 15. REQUIRE INS DATA |
This field controls the requirement for the renter's own insurance information in the reservations and RA Open programs. Enter:
EXAMPLE:Type N (RET) User tip: There is a field in Edit Valid Type Codes that can also require the renter's insurance data be entered when saving a RA. |
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| 16. AUTO PROMO CODE |
This field is for a Special Document Code. It will be automatically applied to every rental for customers of this type. EXAMPLE: Type UPG (RET) |
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PRESS "F1"AT "OPTION:" TO SAVE THE RECORD.