DIFFERENT KINDS OF RATE PRODUCTS

CARS+ has several kinds of Rate Products. Before proceeding further, it will be helpful to define each of them. For most of these, the type is defined in the Rate Type field (Field 7 on Page 1). For those that are defined elsewhere, the fields required are in italics and bold after their definition.

STANDARD RATES

Standard rates are charged by day, week, month and Extra Day. This is the default Rate Type and will be the logic used if all of the type fields are left blank.

WEEKEND RATES

As the name implies, these rates are reserved for specific days of the week. For example, the daily rate may be $55.00/day on Monday through Thursday but it drops to $40.00/day for Friday through Sunday. These Rate Products are effective for specified days of the week. Because these products specify a required pickup day(s) and return day(s), these products are often used for weekend or holiday rates, although they can be used for special mid-week rates. For simplicity, Rate Products of this kind are called "Weekend Rates". Rentals that are expected to be greater than 6 days in length cannot make use of the weekend rate logic. These rates are defined through the weekend rate rules on page two.

TIERED RATES

Tiered rates are products where the daily charge is determined by the length of rental. Charges are not related to discrete time periods (days, weeks, months). Instead, contiguous periods (tiers) of time are defined, such as 1 to 3 days, 4 to 6 days, 7 to 14 days, etc. A daily charge is then assigned to each of these tiers.

For example, a tiered rate can be created so that rentals between 1 and 3 days are charged $54.00 per day but rentals between 4 and 6 days are charged $50.00 per day. Tiers do not build on each other. Only one daily rate will be used at the time of close. As an example, using the rates above, a 5 day rental would calculate as:

5 X $50.00 (Tier 2 daily rate)

Not as:

3 X $54.00 + 2 X $50.00

WARNING: Tiered rates cannot be used on transactions that are greater than 999 days in length.

FIXED TIERED RATES - Within the Tiered rate logic (above), there can also be a 'fixed' tiered rule imposed. The rate on the RA is 'fixed' at the tier that applies at the time it is open by loading that rate into the rest of the tier fields. Therefore, if the customer returns later than the original return date, the daily rate does not change.

Example rate:

Tier	Tier days	Daily rate
1	1 - 3 days	50.00
2	4 - 7 days	47.00
3	8 - 14 days	45.00
4	15+ days	40.00

RA opens for 4 days (Tier 2). Rate applied is $47 per day, and that rate is also used for Tiers 3 and 4.

If the RA closes within 1 to 3 days, the Tier 1 ($50 per day) rate will be applied.

If the RA closes at 4 or more days, the $47 rate per day rate will be applied.

User tip: To turn on the fixed tier logic, see the Fixed Tier field on page 3.

TIERED WHOLESALE RATES

Tiered wholesale rates work just like the tier rates mentioned above except that they can ONLY be used as wholesale rates. They cannot be used as an out-of-voucher rate. This rate type is available to Hertz users only.

ALTERNATED OR STEPPED TIERED RATES

Alternate tiered rates (also referred to as Stepped tiered rates) are similar to the tiered rates explained above except that the tiers DO build on each other. Therefore, the rate described above would be calculated as follows for a five day rental:

3 X $54.00 + 2 X $50.00

HOURLY TIERED RATES

Hourly tiered rates redefine the tiers as package prices for blocks of hours. As an example, rates can be set up for blocks of time such as 3 hours, 6 hours, and 24 hours. (Often this is used is conjunction with Maximum Days fields on the next page of rules so that if the rental goes over 1 day, the rate will change to another product.)

CHAUFFEURED HOURLY TIERED RATES

Although not limited to "chauffeur" logic rentals, because it is the likely way to use these rates and in order to distinguish them from Hourly Tiered rates, they are referred to as "chauffeur hourly tiered rates." These are similar to hourly tiered rates except that extra hours can be charged at a different hourly rate than the hours in the tiers. Circumstances may require that a chauffeur work beyond the normal work day of 8 hrs. When this is the case, the hours beyond the typical 8 hr. day need to be charged at an "extra hours" rate. Refer to the chapter on Chauffeur Logic for details.

NON-TIERED RATES WHICH ARE DAY OF THE WEEK SENSITIVE FOR PICKUP

These Rate Products specify a particular day (or days) of the week when the rental must begin.

PERIOD RATES

A period rate is made up of a single price for a specified number of days and a daily rate for each additional day. As an example, a rate of $95.00 for 3 days with each additional day charged at $25.00 a day would be set up as a Period Rate. These rates can be used on any day of the week or the starting day(s) can be specified. Period Rates can be defined to charge the Period price only once then charge the Xday rate for any days after the period. Or, they can be defined to charge the Period price multiple times. These type of rates are turned on by the Period Max Days field.

CALENDAR DATE RATES

While most rental rates are calculated on a 24-hour basis, calendar rates are based on actual calendar days. Let's use an example of a rental starting at 4 pm on Monday and ending the next day at 3:30 pm. With a 24-hr rate, the charge would calculate as one day (one 24-hour period). If, however, the rate used was a calendar day rate, the charge would calculate as two days (2 calendar days; a Monday and a Tuesday). This method is commonly used for insurance replacement rentals. Use the "Calendar Day Calc" field to indicate this is a calendar day rate by entering a "Y".

NOTE: You cannot use Calendar day calc if the rule also has seasonal rates flagged as Y, on page 2 field 29

HOTEL CALCULATED RATES

These rates are similar to Calendar Day rates in that they involve a different definition of "rental days". As the name implies, they are patterned after the way a hotel typically charges for their rooms. Just like a hotel will generally not allow a renter to check into his room before a set time of the day, these rates also have an earliest rental pick up time. And as a hotel has a set time that you must leave the room by, these rates also have a standard time by which the vehicle must be returned. If the renter keeps the vehicle beyond the standard return time, they are charged for an additional day. For example if the standard return time is 11am, a rental that started at 2pm one day and returns at 2pm the next day will be charged for 2 rental days (since they failed to return the unit before the 11am return time.This logic is typically used on Recreational Vehicle (RV) rentals. Use the "Calendar Day Calc" field to indicate this is a Hotel Calculated rate by entering a "H".

NOTE: Turning on Hotel Calc on a rental rate will cause all per day options on the same rental to also calculate with Hotel calculation logic.

INCLUSIVE RATES

Inclusive rates are those where items besides the time charge are included in the rate. For instance, the rate may include such things as LDW, other coverages, surcharges and /or taxes. Inclusive rates are designated in in the "Incl Opt Set" field by entering an Option Set code. An Option Set is a group of options previously set up in the Edit Option Set control file. Inclusive rates are "unbundled" by CARS+ on the Accounting DBR, on the Estimate in RA Open, and in a subwindow of RA Close. "Unbundling" is a process where the rate that is entered on page 3 of this screen is divided up and allocated to the various inclusive items and the "time" charge.

SEASONAL RATES

As mentioned earlier, multiple versions of the same Rate Product can be set up, each with their own effective date. Non-seasonal rates use the same rate throughout the contract. That is, whatever version of the Rate Product that was in effect at the time of opening the RA is the rate that is in effect for the life of the contract. Seasonal rates, on the other hand, cause the rates to change for parts of the RA as the different rate products go into effect (using the Effective Date/Time fields). A field on the second page of the Rules record is used to flag a rate at Seasonal. Note, however, that the rules in effect on the transaction are always from the first seasonal rate in effect. The rules from the other versions of the rates are ignored. The shortest "season" CARS+ will support is one day. That is, only one rate rule record can exist for any given Effective Date for seasonal rates. If a second record is attempted, the following message will be displayed:

SEASONAL RATE CANNOT HAVE TWO ACTIVE RULES FOR THE SAME DATE.

Note: Seasonal rates can not be used on tour or insurance vouchers. Nor can they be used as the out of voucher rate on these types of rentals. Nor can they be used when Calendar Day flag is set to Y

RETURN SPECIFIC RATES

These rates are defined so that the rate entered in the XDAY field is used as a daily rate for any days beyond the expected return date.

A. Rental is opened based on a reservation

The return date on the reservation is the 'expected' return date.

Example: Reservation with a return date of the 10th of the month.

If the customer keeps the vehicle beyond the 10th, the rate in the XDAY field will be used for all days after the 10th. The XDAYs are charged only for days after the return date. If the customer picks up the vehicle earlier than the reservation pick-up date and returns by the reserved return date, the XDAY rate is not used.

If the customer wants to extend and the return date on the RA is changed, that will NOT change the expected return date for this logic. The XDAY rate will still be charged for days beyond the return date on the reservation.

B. Rental is a walk-up (no reservation)

The return date shown in RA Open is the 'expected' return date.

If the customer wants to extend and the return date on the RA is changed, that will change the expected return date. The XDAY rate will not be applied at Close unless the return is later than the return date in RA Open.

Regular hourly rates still apply, and the normal rate (in the DAY field) is used to complete a partial day. For example, if the rental starts on the 9th of the month at 10 am and is due to return on the 10th at 3 pm, the regular daily rate would apply to the first 2 days (through 9:59 am on the 11th). Then the XDAY rate would be applied for all days after that.

The same logic applies to tour rentals for days beyond the voucher (out of voucher rate). Any days beyond the expected return date are charged at the XDAY rate.

User Tip: The return-specific logic cannot be used in conjunction with the Period Rate logic.

PACKAGE RATES

Under this logic, an external reservation center sends a pre-calculated Time charge for the entire reserved period. If the renter keeps the vehicle for the reserved period, this package charge is applied. If they return early, the package price is ignored and a local daily rate is charged for all rental days. If they keep the car for additional days beyond the reserved period, the package price is applied and an extra day rate is charged for each additional day. No period length needs to be defined in CARS+, the reservation length defines the period to which the package price applies.

DAILY AVERAGED RATES

This rate tends to be used on rental of longer terms. On long term rentals the rate is checked for every X days. If there is a rate change, the changed daily rate is averaged in with the daily rate that was appropriate at the pickup date to arrive at an averaged daily rate for the entire rental period.

EXAMPLE:

Rates are to be checked every 28 days on Rate Product XYZ. The prices for XYZ during the summer months are:

06/01/nn thru 6/30/nn = $45.00/day

07/01/nn thru 7/07/nn = $60.00/day

07/08/nn thru 7/31/nn = $50.00/day

A 45 day reservation with a pick up of 06/12/nn will be priced as follows:

06/12/nn thru 28 days later (07/10/nn) will be priced at $45.00/day

07/11/nn thru 07/27/nn will be priced at $50.00/day

28 X 45.00 = 1260.00

17 X 50.00 = 850.00

1260.00 + 850.00 = 2110.00

2110.00/45 = $47.00/day will be the quoted rate (the averaged daily rate is rounded up to the nearest whole dollar).

These rates will only take into account future price changes that are already set up as of the time the reservation is booked or when the RA is opened in the case of walk-up rentals.

By design, when used on a reservation, the rates will be re-averaged if the pickup and return dates of the reservation are changed. But on a walk-up rental, or once a reservation is loaded into an RA, the rates WILL NOT change if the pickup and return dates are altered on the rental agreement.

This Rate Type is activated by entering a value in the Re-quote Days field.

User tip: See more information about YIELD MANAGED and AVERAGED DAILY RATES near the end of this chapter.

NOTE: It is important to note the different fields and features in Edit Rental Rule/Rates can be combined in an infinite number of variations, but some are not designed to work well together. For example, Seasonal and Calendar day Calculations produce a strange charge with long term rentals. It is always recommended to test the desired results of each rate product created.

RATE TYPE

WEBRES

1. RATE SET

Enter up to 6 alphanumeric characters to indicate a Rate Set. Rate Set is the rental Location oriented determinant. All Rate Products must be associated with a Rate Set. Locations that share the same T&M rate products and rate prices can share a common Rate Set code. Each renting location must have a Rate Set assigned to it in its Location record. Refer to the chapter Edit Locations for details. For a complete discussion on Rate Sets in CARS+, see the chapter Overview - Rate Sets and Rate Groups.

For example, Rate Set "A" could be associated with all airport locations, Set "D" all downtown locations while Set "S" could be associated with all suburb locations. This allows that the single Rate Product WALKUP could have different prices at a suburb location from those at the airport.

For operations with only one location or where the same rates are used for all locations, a default Rate Set code must be defined.

Rate Sets are also used to create rates for groups of Locations in Edit Rate Groups which allows a location to use rate products from more than one Rate Set.

Rate Sets are also used to create Upsell Matrix records in Edit Upsell Rules/Rates. While 6 characters are accepted here for a Rate Set, the Upsell Matrix record accepts only 2 characters. Refer to the important details in that chapter if your operation is using the Upsell Matrix.

EXAMPLE: Type AP (RET)

2. PRODUCT

Enter up to 12 alphanumeric characters to indicate the Rate Product.

EXCEPTION: Rates for IT Code records

The retail rate on a IT Code record is limited to 5 characters.

The net rate on a IT Code record is limited 8 characters.

Product codes should relate to the rate package they represent. As an example, the Product Code for a weekend rate might be "WKEND" while the code for the walk-up rate could be "WLKUP".

For operations that are part of a national franchise organization, Product Codes should match the codes used by the national reservation center, such as, Hertz' "SDL0"rate or Dollar's "VALUE" rate.

A Shift-F7 pop-up window search is available from this field. Rates in the pop-up window are sorted by their Comment (see field below.)

EXAMPLE: Type WKEND (RET)

Hertz user tip: The following rate products are reserved for Hertz corporate rates and not editable even if set up locally: CR, CRL, CRM, and 4-digit numeric codes.

User Tip: If the rate being entered is a net tour, Flex Rate (see Overview to Flex Rates) the first two characters of the Rate Product Code must be "FX" followed by a two digit number. Example "FX23".

User tip: To search for the correct Rate Product record for a specific effective pick up date and time, see the instructions below for the F6 search feature "Finding the Effective Record".

3. EFFECTIVE PICKUP DATE

Using your selected date format, enter the date this Rate Product becomes effective. Usually, this may be a date in the past or a date in the future. There is a field in Edit Miscellaneous Control Flags that blocks back dating this field. Under that configuration, the Effective Date must be either today's date or a future date.

Rate Rules records remain in effect until one of the following occurs:

• A new record is created with the same Rate Set and Product Code but with a more recent Effective Date (multiple versions of the same Rate Product can exist - each with their own effective date and time), or
• Its termination date is reached (see field below), or
• The rate product is terminated (see the discussion on editing and terminating rates at the end of this chapter).

For Seasonal rates, this field has a different meaning. See the discussion on Seasonal Rates on page 2 of this record. This additional meaning blocks the creation of two or more rules records for the same effective date.

Notice that this date is the 'pickup date'. That is, no matter when a reservation is booked or if the rate is being used on a walk up RA, as long as the rate is in effect as of the start of the rental it can be used (assuming other rules are followed.)

Fields for a starting and ending 'booking date' range can be found in Edit Corporate Accounts. They add a new dimension to the use of CDPIDs and rates by defining a date range during which the reservation (or RA) must be created. (This logic is designed primarily for clients who use Webres or WebXML.)

A combined rule might be that if the reservation is made in April (booking date) for a pick up in July (effective pickup date), the rate is reduced from what it would be if the reservation is booked in June.

4. EFFECTIVE PICKUP TIME

Using your selected time format, enter the exact time that this Rate Product goes into effect (past, present or future).

EXAMPLE: Type 0000 (RET)

USER TIP: The effective time can be used to "make corrections" to a rule error. Suppose an error was made on one of the rule fields of an existing rate product, let's say that the grace minutes were too large. That field can be corrected on the existing record, but the program will warn that the change will be retroactive. That is, reservations and rentals that opened or closed with the rate before the change, will now calculate according to the new rules. So a renter who returned the vehicle past due but within the previous grace minutes value may now be charged for extra hours. In order to correct a rule record without affecting transactions already on file, create a new Rules record with the correction and with an effective time one minute later than the record with the error. All new transactions will use the new record, but existing transactions will continue to use the rate that they opened on. This method CANNOT be used on Seasonal Rates.

WARNING!: For Seasonal rates, this field has a different meaning. See the discussion on Seasonal Rates on page 2 of this record.

1. Enter data in fields 1 and 2.

2. With the cursor in the Effective Date field press the F6 function key.

3. At the bottom of the screen will appear the prompt "ENTER DATE/TIME:"

4. Enter the date and time for the record that will be in effect at that time. For example, entering 010605/0800 may return the rate record effective midnight January 1st 2005 as no other records exist with an effective between 01-01-05 and the requested date of 01-06-05. The date and time entered here can either be for a date in the past or the future. If no time is entered, it's assumed to be 0000.

This logic mimics the actual rate look-up logic that occurs with Reservations and RA Open.

EXAMPLE: Type 010615/0800 (RET)

5. MUST PICKUP BEFORE

(formerly called Terminate Date)

This field is used to define a date when the rate product will no longer be in effect. If the pick up date is the same as this date or later, the rate cannot be used.

So in summary:

• Effective Pickup date is inclusive - that is the first date that the rate can be used on.
• Must Pickup Before is exclusive - the last day on which this rate can be used is the DAY BEFORE the date entered here.

NOTE: This field affects THIS rate record only. It does not affect other records with the same Rate Product Code with different Effective Pickup Dates and Times. If this rate product will be in effect indefinitely or until a new record with a more recent Effective Pick up Date is created, leave this field blank.

WARNING: The interaction of this end date with the other dates involved with rates is not always readily apparent. For a more complete explanation of the features related to this field see the section on Rate Dates at the end of this chapter.

NOTE: Access to this field may be blocked for all users. If access to this field has been blocked and you desire to use this feature, contact your Thermeon Customer Support representative to have access granted. Such access may require that you agree to an additional monthly support fee to cover possible support costs arising from the misuse of this field.

EXAMPLE: Type 093015 (RET).

6. COMMENT

Enter up to 50 alphanumeric characters for any miscellaneous comments related to this Rate Product.

This comment will be displayed as follows:

• Whenever this rate is shown on a Rate File search using the F6 search feature from the Reservations or RA Open screen.
• Whenever a Shift-F7 search is done from the Rate Field of the Reservations and RA Open programs. Rates listed in this pop-up window are sorted by the Comment entered in this field.
• On a rate file printout.

EXAMPLE: Type WALK-UP WEEKEND - DISCOUNTABLE (RET)

7a. RATE TYPE

ENTER A SINGLE CHARACTER TO DEFINE THE "BASIC" TYPE OF THIS RATE. SEE THE DISCUSSION ON RATE TYPES AT THE BEGINNING OF THIS CHAPTER.

Y = This Rate Product will use the tiered rate logic. To make it a 'fixed' tiered rate, use the Fixed Tier field on page 3.

T = This is a tiered type rate product that can only be used as a net rate on tour vouchers (tours done through the S subwindow using IT records). This type cannot be used as an out of voucher rate or a retail rate on a transaction.

A = Alternate. This Rate Product will use the alternate (or stepped) tier rate logic

H = Hourly. The Rate Product will use the hourly package pricing tier rate logic.

C = Chauffeured Hourly. The Rate Product will use the hourly package pricing tier rate logic plus extra hours at a different rate.

R = Return specific rates. The XDAY rate will be used as the daily rate for all days beyond the return date in RA Open.

User Tip: Rate type R cannot be used in conjunction with the Period Rate logic.

P = Package rates.

N (or blank) = This Rate Product is not a tiered rate. Instead, this rate is either a Daily rate, a Weekend rate or a Period rate.

The actual type of rate within the non-tiered category is determined by your responses to certain fields on page 2 (Earliest/Latest Pickup and Return) of the Rules record.

Daily Rates are defined by accepting the default values of the Earliest/Latest Pickup and Return fields on page 2 of the Rules.

Weekend Rates are defined by altering one or more of the default values of the Earliest/Latest Pickup and Return fields on page 2 of the Rules.

Period Rates are defined by entering a number in the Min Days for Week and Period Max Days fields.

USER TIP: This field should NOT be used for any rates being sent from the Hertz National Reservation deliveries, leave this field blank.

L = Lump Sum. The number of free generator hours entered into Field 7b above is for the entire length of the rental.

T = Time. The number of free generator hours entered into Field 7b above is a daily allowance.

EXAMPLE: Type T (RET)

USER TIP: Please note that T would be the default selection if any other letter is keyed in this field other than L or P.

The next 12 fields are displayed in three columns of four rows each. The meaning of these fields will vary slightly between tiered and non-tiered Rate Products. The following material first covers these fields for non-tiered products and then for tiered Rate Products (both stepped and non-stepped).

FIELDS 8 THROUGH 19: NON-TIERED RATES

For non-tiered Rate Products, these fields are used to define how free miles are offered on rentals.

    (unused)   Miles     Meth
Dy:  8       9        10
Wk: 11      12        13
Mn: 14      15        16
XW: 17      18        19

The four rows are labeled on the left with a two character code. These codes are:

Dy = Daily

Wk = Weekly or Period

Mn = Monthly

XW = either Extra Day or Weekend depending on how the Rate Product is defined.

Note: ANY rate requiring use of the Extra Day/Weekend field should not be used for complex wholesalers.

(UNUSED) The first column (Fields 8, 11, 14 and 17) is not used on non-tiered Rate Products.

NOTE: UNLIMITED FREE MILES -- When unlimited miles/kms are granted, no entries are required in these fields. Rate Products with unlimited free miles are defined on the Rate Record.

MILES This column (Fields 9, 12, 15, 18) is used to define the number of free miles offered per increment of time. For example, entering 100 in Field 9 provides the renter with 100 free miles each chargeable rental day. The mileage allotment entered in these fields applies to local rentals (same opening and closing owned location) as well as those rentals between owned locations. Mileage allotments for one way rentals from your location to a foreign location are discussed later on in this chapter.

User tip: Fields on page 4 of this record can be used to override the general free mileage allotment entered here. However, realize that values must be placed in the field on page 4 in order for the logic to work. Blank fields (same as zero) on page 4 will not override the miles entered here.

METHOD This column (Fields 10, 13, 16, 19) defines how free miles are applied to a rental agreement. The three possible methods are:

T = TIME -- Free miles are multiplied by the number of time units (days, weeks, etc.) and then applied to the rental. If you offer 100 free miles per rental day, use this method.

L = LUMP SUM -- A single allotment of free miles is offered the renter and the amount does not change with the length of the rental. If you offer 200 free miles total on a special weekend Rate Product, use this method.

P = PRO-RATED -- Under this logic, a set amount of free miles is defined for a period and any days beyond that period are given additional free miles at a prorated amount. If 1000 free miles are offered for a 30 day rental, the 31st day would receive 33 additional free miles (1000 free miles divided by 30 days).

The maximum number of free miles per rental regardless of rental length can be set in the Location record for the opening location. If this field is not blank, the maximum number of free miles are capped at the amount specified.

The above method codes can be combined on a single Rate Product to produce various programs. The following are just of a few of the possibilities:

EXAMPLE 1:

7 Rate type N
    (unused)   Miles    Meth
Dy:  8       9   100 10 T
Wk: 11      12   700 13 T
Mn: 14      15  3000 16 L
XW: 17      18   100 19 T

This product offers free miles in the following manner:

100 free miles per day.
700 free miles per week.
100 free miles per extra day beyond any full week.

But the maximum allowed when the rental reaches one month is 3000 miles. (The number of days in a month are defined system-wide on the Edit Miscellaneous Controls screen or may be defined for a particular Rate Product in the "Days per Month" field of the Rules Record. This field will be addressed later on in the chapter.)

NOTES:

• When the "L" method is used in the "day" or "week" time periods, free mile entries in longer time periods are ignored.
• In order to invoke a Lump Sum value, the rental duration must reach or exceed the time period marked with an "L". This means care should be taken not to enter unreasonable values for shorter time periods.

EXAMPLE 2:

7 Rate type N
    (unused)   Miles    Meth
Dy:  8       9   100 10 T
Wk: 11      12   500 13 T
Mn: 14      15  2000 16 P
XW: 17      18       19

This product offers free miles in the following manner:

100 free miles per day
500 free miles per week
2000 free miles per month
67 free miles for each day beyond 30 days (2000 miles divided by 30 days)

EXAMPLE 3:

7 Rate type N
    (unused)   Miles    Meth
Dy:  8       9   100 10 T
Wk: 11      12   700 13 T
Mn: 14      15  3000 16 T
XW: 17      18   250 19 L

This product has been defined in the appropriate fields on page 2 as a weekend product. Therefore, the fourth row shows the weekend allowance. Free miles are offered in the following manner:

250 free miles for weekend period (a lump sum).

If the customer keeps the vehicle beyond the weekend period, 100 free miles will be given for each additional day, 700 miles for a week, etc.

FIELDS 8 THROUGH 19 ON TIERED RATE PRODUCTS

When a Rate Product is defined as a "tiered" product, Fields 8 through 19 re-display as follows:

Tier   Days   Miles    Meth
T1:  8      9       10
T2: 11     12       13
T3: 14     15       16
T4: 17     18       19

The four rows above represent four tiers of time in days.

TIER DAYS

Fields in the first column (Fields 8, 11, 14, 17) define the length of rental in days covered by each tier of time. As an example, assume a tiered Rate Product has the following structure:

$52.95 per day for rentals of 3 days or shorter.
$50.95 per day for rentals from 4 through 6 days
$48.95 per day for rentals from 7 through 14 days
$45.95 per day for rentals longer than 14 days.

To define the tiers, the first column is filled out as follows:

Tier   Days   Miles    Meth
T1:  8    3  9      10
T2: 11    6 12      13
T3: 14   14 15      16
T4: 17   99 18      19

Note that the last tier (row T4) has 99 days. This entry is required on tiered rates to indicate that the final tier applies to rentals of indefinite length. If the Rate Product you are creating has a defined maximum rental period, use the "Max Days" field on page 2 to set that restriction, not the final tier. Therefore, to restate the rule, in all cases, the final field used in the Tier Days column must have the entry "99".

It is not necessary to use all four tiers on a Rate Product. The following is appropriate:

Tier   Days    Miles    Meth
T1:  8    5  9   100 10 T
T2: 11   29 12   100 13 T
T3: 14   99 15  2000 16 P
T4: 17      18       19

In this case the first tier covers rentals from 1 through 5 days. The second tier covers rentals 6 to 29 days in length. And the final tier applies to rentals 30 or more days in length. The fourth tier is not used.

The two columns that define free mileage/kms (Miles and Method) behave with tiered Rate Products just the same as they do with non-tiered products. In the fields illustrated above, free miles are offered as follows:

100 free miles per day are given on rentals 29 days or less.
2000 free miles are given on rentals of 30 days.
66 free miles are given for each additional day over 29 days.

FIELDS 8 THROUGH 19 ON STEPPED TIERED RATE PRODUCTS

When a Rate Product is defined as an "alternate tiered" product (stepped tier), Fields 8 through 19 re-display as follows:

Tier   Days   Miles    Meth
T1:  8      9       10
T2: 11     12       13
T3: 14     15       16
T4: 17     18       19

The four rows above represent four tiers of time in days.

TIER DAYS

Fields in the first column (Fields 8, 11, 14, 17) define the number of days IN each tier of time. As an example, assume a tiered Rate Product has the following structure:

$52.95 per day for the first 3 days of a rental.
$50.95 per day for the next 4 days (days 4 through 6)
$48.95 per day for the days in the second week (days 7 through 14)
$45.95 per day for rentals longer than 14 days.

To define the tiers, the first column is filled out as follows:

Tier   Days   Miles    Meth
T1:  8    3  9      10
T2: 11    4 12      13
T3: 14    7 15      16
T4: 17   99 18      19

Note this is NOT the same as the tiered logic described above.

• Tiered logic, the days in the tier define the entire rental length
• Stepped Tiered, this is the number of days in each individual tier that build on each other

FIELDS 8 THROUGH 19 ON HOURLY TIERED RATE PRODUCTS

When a Rate Product is defined as an "hourly tiered" product, Fields 8 through 19 re-display as follows:

Hours    Miles    Meth
H1:  8       9        10    
H2: 11      12        13    
H3: 14      15        16    
H4: 17      18        19

The four rows above represent four tiers of time in hours.

TIER HOURS

Fields in the first column (Fields 8, 11, 14, 17) define the number of hours in each tier of time.

Assume a tiered Rate Product has the following package pricing structure:

$20.00 for rentals of 3 hours or shorter.
$35.00 for rentals from 4 through 6 hours
$60.00 for rentals from 7 to 24 hours
(regular daily rate)

The first column is filled out as follows:

Hours    Miles    Meth
H1:  8 3     9        10    
H2: 11 6    12        13    
H3: 14 24   15        16    
H4: 17      18        19

Hourly package rate products normally have a defined maximum rental period of 1 day. Since the maximum number of hours you can use in an hourly tiered rate is 99, use "Max Days" field on page 2 to set the restriction -- not the final tier.

Similar to regular tiered rates, you do not have to use all four tiers on an Hourly Rate Product.

CHAUFFEUR HOURS

Use these fields in a similar manner to those of Tier Hours except that Field 49, "Hrs Chg to Day", defines how many hours make up a "day". For example, once a chauffeured rental reached 10 hours, you may want to switch the rental to a daily chauffeured rate instead of using the hourly rates.

FREE MILE MODIFIERS

Any specific rental or reservation can have its free mile allowances modified through the use of a Free Mile Modifier Record. For instructions on how to define these additional records see the chapter, Edit Free Mile Tables.

FREE MILE PACKAGES

In addition, an Optional Charge can be set up that will allow the renter to purchase additional blocks for free miles that will be added to the allocation defined here.

20. FREE MILES/HOUR

Enter up to 4 numeric characters to indicate the number of free miles allowed for each additional hour charged. If free miles are not offered on a hourly basis, skip this field.

EXAMPLE: Type 25 (RET)

21. GRACE MINUTES

Enter up to 3 numeric characters to indicate in minutes the grace period allowed. If a grace period is not offered on this product, skip this field.

CARS+ will apply the grace minutes at the end of any 24 hour period or multiple thereof from the time of check-out. A grace period allows the renter to return the vehicle late without having to pay for additional rental charges.

EXAMPLE: TYPE 59 (RET)

22. CHARGE FOR GRACE

This field determines how charges are handled when the customer returns the vehicle after the grace period has expired.

Y = Yes indicates the customer will be charged for the entire time he is late, grace period included.

N = No indicates the customer will only be charged for the time beyond the grace period.

EXAMPLE: Type N (RET)

23. DISCOUNTABLE

Y = Discounts may be applied from the Reservation, RA Open or RA Close screens.

N = Discounts are not allowed. Access to the discount fields on the Reservation, RA Open and RA Close screens will be blocked. Standard discounts recorded in the Customer File for repeat customers will be ignored.

EXAMPLE: Type Y (RET)

24. EDITABLE

Y = Using the reservation screen or the Open and Close screens, rental rates can be edited by any user who has been granted the authority to edit rates in their Edit User Access screen.

N = Rate fields in the Reservation, Open and Close screens may not be edited by any user.

EXAMPLE: Type Y (RET)

25. INCLUDE CVG1 & CVG2

26. INCLUDE CVG3 & CVG4

These are Yes/No fields used to indicate if these coverages are given to the renter at no charge.

In order to take advantage of this feature, the coverages must be set up as follows:

CVG1: This refers to LDW. A "Y" in this field indicates LDW is given to the renter at no charge with this rate product.

CVG2 - CVG4: Because an unlimited number of coverages can be set up in the Options File, it is necessary to designate which 3 coverages (other than LDW) might be given to a renter at no charge. Therefore, the coverages to be included must be set up under the reserved Option Codes of CVG2, CGV3, and CVG4. For instance, if PAI is set up as CVG2, to show that PAI is given at no charge with this rate, mark a "Y" in the CVG2 field.

Y = This coverage is included on the RA at no charge. As a result, when this product is used, rental agents will be blocked from selling the coverage on the RA Open screen.

Note that only Coverage 1 can be “unbundled”— that is, a percentage of the rate entered on page 3 of this product can be extracted on the Accounting DBR and allocated to LDW. Likewise, it posts to your G/L accounts accordingly. The percentage is defined in a field on page 2 of the Location record. For Coverages 2, 3, and 4, no revenue is extracted from the Time charges. But an estimation of such an extraction can be seen on the Net Time and Mileage Report.

N = This product does not include the coverage in the Time charges.

EXAMPLE: Type N (RET)

User tip: Caution must be exercised when using these fields and the "change to" fields for minimum or maximum days rules. When opening a RA, the system determines whether or not items are included in the rate by checking these fields. If a RA changes to another rate because of the minimum/maximum days fields, the inclusive factor is not revisited.

User tip: These fields are not used for net (wholesale voucher) rates. Included options for net rates must be set up using Option Sets.

27. MIN DAYS FOR WEEK

For weekly Rate Products, enter the minimum number of days a customer must keep a vehicle in order to qualify for the weekly rate. This field overrides the Best Price Logic. There is a similar field on the Edit Misc. Control Fields screen. These two fields interact as follows:

1. If data is entered in this field, it is used rather than the data in the Edit Miscellaneous Control Fields program.

2. If this field is blank, the value in the corresponding field on the Edit Miscellaneous Control Fields screen is used.

3. If both fields are blank, the Best Price logic is free to give the renter the weekly rate when it is to the customer's benefit regardless of the length of the rental.

EXAMPLE: Type 5 (RET)

When using a 5 day minimum for the weekly rate, "5 days" is taken literally.

Let’s use an example to illustrate this with the following rate structure:

$ 49.95  Daily rate
$199.95  Weekly rate
$ 11.00  Extra hours

A rental that began Monday at 8 am and ended Saturday at 8 am (five 24-hr periods) would be calculated at $199.95 since it met the 5 day minimum for the weekly charge. But a rental that began Monday at 8 am and ended Friday at 11 am (4 days and 3 hours) would be calculated as follows:

4 days at $49.95
3 hrs. at $11.00
Total =  $232.80

For Period Rate Products, enter a single numeric character to indicate the minimum number of days a customer must keep the vehicle in order to qualify for the period price. The next field must also have data entered in it to create a Period Rate Product.

EXAMPLE: Type 3 (RET).

28. PERIOD MAX DAYS

This field is used to define a rate as a Period Rate. If this field is blank, then the rate is not a Period Rate. Because a rate cannot be both a Period rate and a Weekend rate, access to this field is denied if any of the weekend defining fields on page 2 have been altered from their default values.

For Period rates, enter up to two numeric characters to indicate the maximum number of rental days which are covered by the period price. This field in conjunction with the previous one defines the number of days covered by the period price. By entering the same number as is in the previous field, you can define a period for a specific number of days rather than a range of days.

EXAMPLE: Type 5 (RET)

User tip: The "Multi Period" field on the next page can influence how a Period Rate is calculated. It is "recommended reading" for those Thermeon customers who use Period Rates.

29a. DAYS PER MONTH

For Rate Products with a monthly rate, enter the number of days that constitute a rental month. The exact meaning of this field and how it affects rental calculations is determined by the value entered into the second field on this line. This second field on line 29 is only accessible if a number is entered in the first field. After entering a number, the literal "Type" will appear and the cursor will advance to this field rather than line 30.

EXAMPLE :Type 28 (RET)

M or (blank) = Days Per Month is the minimum elapsed days that must occur before the monthly rate is applied. See the further description below.

There is a field on the Edit Miscellaneous Control Fields screen that also refers to monthly rentals. It is used to define the number of days a rental must run in order for the charges to start again after a monthly rate is charged. In other words, it is the maximum number of days that fall under the monthly rate.

These 2 fields interact as follows:

1. If a value is entered in this field, it is used to define the minimum number of days for the monthly rate. The field in Edit Miscellaneous defines the maximum number of days for the monthly rate.
   
   Example:If "25" is entered in this field and "30" is in the Edit Miscellaneous Field, it means that rentals from 25 to 30 days will qualify for the monthly rate. A rental of 24 days would be charged at 3 weeks and 3 days (even if the monthly rate is less expensive.) A rental of 31 days would be charged at 1 month and 1 day.
   
   Best price logic still dictates, that if the daily and weekly rates are less than the monthly rate, the monthly rate is ignored and the contract charges will be computed using the weekly and daily rates.
2. If this field is blank, the value in the Edit Miscellaneous Control Fields screen is used to define the maximum number of days for the monthly rate and there is no set minimum. CARS+ is free to charge the monthly price when ever "Best Price" determines that it is to the renter's benefit.
   
   Example: Assuming "30" is in the Edit Miscellaneous Field, a rental for 25 days @ $25.00/day = $625.00 which is greater than the monthly rate of 619.95 so the monthly price will be used. In this case, additional daily charges will not be calculated until the rental exceeds 30 days.

C = Days per month is the maximum days within a chargeable month. In this case, the value in Field 29a replaces the value in Edit Miscellaneous Control Fields for rentals with this rate.

EXAMPLE: Type C (RET)

30. COMM Y/N

This field can be used to block a travel agent commission from being paid on rentals using this rate. Enter:

Y (or blank) = Yes, commissions can be paid on this rate.

N = No, this rate is not commissionable.If a travel agent or other referral source books under this rate, no commission will be paid.

EXAMPLE: Type N (RET)

User tip: A Privilege Code can be used to override this field.

COMM CAT

Using the Edit Commission Plans program, commissions paid to referring sources can vary by length of rental, by vendor, and/or by rate. This field is used to designate which category this rate product falls under is when using the Commission Plan logic. For example, a highly profitable rate may provide a higher commission than a discounted rate.

If this rate is part of a commission plan for certain vendors, enter up to 2 alphanumeric characters to indicate the Commission category for this rate product.

EXAMPLE: 2A (RET)

31. DFLT RA TYPE

By entering a RA Type Code in this field, the Valid Type Code will be applied to every RA where this Rate Product is used. The Type Code field will not be editable on the RA Open screen. The Type Code from this field overrides a Type Code entered on a Reservation.

Notes:

• The Type Code must already exist in the Type Code File.
• G/L Posting Codes can be linked to Type Codes. Type Codes can be linked to Rate Products. Rate Products can be linked to Customers.

32. CORP STD

This field is used to restrict access to a Rate Product and to define a rate as one created by a corporate headquarters operation. Enter:

C = This Rate Product Code is designated as a corporate rate. This Rate Product cannot be edited from the Edit Local Rates program, nor can a new version with a more recent effective date be created in that program. The rate can, however, be viewed from that program.

L = This rate is designated as a local corporate rate.

N (or blank) = This rate is not designated as a corporate negotiated rate.

Codes "C" and "L" also work in conjunction with a field in the Edit Miscellaneous Control File which can require that a CDPID number be present on a reservation or RA in order to use a Rate Product designated as "corporate standard". The rate can only be loaded automatically from applying a valid CDPID number to the transaction. It blocks the user from adding the rate manually to a reservation or RA.

For Thrifty installations, this field must be set to "C" for the template rate product that is used to merge corporate rates. This identifies the rate as one created by corporate headquarters.

For Hertz installations, this field affects the data transmitted in the EDRB. Refer to the Hertz Addendum - Edit Rental Rules/Rates chapter of the manual for details.

EXAMPLE: Type C (RET).

33. SEARCHABLE

A search of the Rate File is available from the Reservation and RA Open screens using the F6 key. This field determines whether or not this Rate Product will be included or skipped when searching the Rate File.

N = No, the rate will not be searchable

Y = Yes, the rate will be searchable

A = The rate is searchable, but the question "USE QUOTED RATES?" will not be prompted on the RA Open screen when the vehicle selected for the RA is of a different class than the rate class.

EXAMPLE: Type Y (RET).

34. HIDE?

The rental agreement print program can be enhanced so that on rentals involving this rate, the following choices are available as to whether calculated charges will print on the RA:

Y = Yes. Each time a RA is printed with this rate product, prompt the user with a question asking whether or not the rates should print on the RA.

H = Hide. When a RA is printed with this rate product, the rates are always hidden and there is no prompt for the user.

N (or blank) = No, rates and charges should print in detail on RAs with this rate product.

User tip: When the rates are flagged as hidden, a phrase similar to the following can be configured to print:

Your rental is covered by a special rate agreement and will be billed directly to the responsible party.

EXAMPLE: Type N (RET)

User tip: The 'hide rates' feature is also available through customer type, 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.

35. NO INVOICE

This field can be used to block a rate from being used for any RA with a bill-to or voucher. That is, the rate can only be used on RAs where customers have paid in full by the time the RA close. Enter:

Y = Yes. This rate cannot be used on RAs with a bill-to party or a voucher.

N (or blank) = No. This rate may be used any type of RA regardless of whether it has a bill-to party or voucher.

EXAMPLE: Type N (RET)

36. INCL OPT SET

This field is used when a rate is inclusive. That is, the rate entered on page 3 is meant to include items such as coverages, taxes, airport fees, or other options. When items are included in a rate, an Option Set is used to define which items are included. (Option Sets are created in the Edit Option Set program.)

When a rate with an Inclusive Option Set is used on the RA Open screen, the included items are blocked from being sold. When the RA posts, revenue for the included items is extracted from the gross rental rate and the various revenue accounts are credited. The rate is allocated amongst everything that is included.

If this rate is an inclusive rate, enter in this field the appropriate Option Set that defines the included items.

To search the Option Set file, press Shift-F7 from this field.

EXAMPLE: Type A (RET)

User tip: If "change to" rates (page 2) or alternate rates (below) are referenced on a Rate Product that has an Included Option Set, the same Option Set must be present on the referenced rates.

For more information on Inclusive Rates, refer to the chapter in this manual titled Overview - Inclusive Rates.

37. ADDON OPT SET

This field is used to automatically add certain options to a RA when the Rate Product is placed on a RA in RA Open. For example, a government rate can be set up to automatically add the GARS fee to every RA which uses that Rate Product.

Options are added on by creating an Option Set which defines the items that are to be added to the RA. (Option Sets are created in the Edit Option Set program.)

Options added to a RA from an add-on Option Set Code cannot be removed.

To search the Option Set file, press Shift-F7 from this field.

For Hertz Australia, the Add-On Option Set is used on the insurance Rate Product to designate additional items such as taxes, fees, and coverages which are the insurance company's responsibility. (The Rate Product is entered in the insurance company's Insurance IT Code record.) These items will be automatically added to the contract and charged to the insurance company for the voucher period.

EXAMPLE: Type G (RET)

User tip: The options are added when the rate is placed on the RA from the RA Open program. Therefore, if the rate is used as a 'change-to' rate and it's called at the time of RA Close, even though the rate may change, the options will not be added.

38. FPO INC/MAN

Rates can be defined as including the Fuel Purchase Option. Or it can be marked as being a mandatory charge, or it can be blocked from being sold. Enter:

Y = Yes, FPO included into the T&M charge. The prepaid fuel field on the RA will be set to "N" and cannot be edited.

M = Mandatory. FPO is mandatory on this rate product. The prepaid fuel field on the RA will be set to "Y" and cannot be edited.

B = Blocked. FPO is blocked from being sold when this rate product is used. The prepaid fuel field on the RA will be set to "N" and cannot be edited.

N ( or blank) = No, FPO is not embedded into the T&M charges for this rate and, therefore, can be sold on the contract.

EXAMPLE: Type N (RET).

User tip: The setting in this field can be overridden by a similar field in the Privilege Code or when FOP is included in a voucher.

39. ONEWAY MILES

If there is a different rate for extra miles/kms for one-way rentals to foreign locations, enter the number of free miles allotted per day when this Rate Product is used for a one-way rental to a foreign location.

Note: If this field is blank, it is interpreted as zero free miles/kms, and all will be chargeable.

EXAMPLE: Type 100 (RET)

ALTERNATE RATE PRODUCTS

The next 2 fields allow the link up of up to three rate products together as an extension of the Best Price logic. Best Price, as controlled by the fields on the Edit Miscellaneous Control Fields screen, seeks to give the customer the lowest charges within a single rate product. Alternate Rate Products allows the Reservations, RA Open, Batch Close and RA Close programs to choose which product will give the customer the lowest possible charges. Except in rare cases (see below), alternate rates will not be considered if there is a rule violation on the original check-out Rate Product.

Suppose you have the following two rate products:

Product   Characteristics
-------------------------------------------------------
METRO     Low time charges with 100 free miles per day.
METU      Higher time charges but unlimited mileage.

If METRO is linked to METU and METU is linked to METRO, regardless of which product is quoted on a Reservation or when opening the RA, the Closing program will choose the one that gives the customer the lowest possible charges.

User tip: In order for mileage charges to be included in the alternate rate logic, Field 2 ("Miles in Best Price Calc") on the Edit Miscellaneous Control Fields, must be set to "Y".

The alternate logic only goes through one cycle. If the check-out Rate Product METRO has as its alternates Rate Products METU and SAVER, and then METU in its own Rules Record has a product called VALUE as its alternate, only METU and SAVER will be considered.

If the one of the Alternate Rate Products is chosen, the following message will appear at the bottom of the Rates Sub-window:

ALT RATE SELECTED

EXCLUSIONS:

• Certain corporate accounts can be flagged as exempt at RA Close from the best price logic offered by alternate rates. A field in the Edit Privilege Code record controls that feature.
• Alternate Rates are not supported by the insurance voucher and tour voucher logic.

Enter data as follows:

40. ALT RATE 1

Enter the Rate Product Code of an alternate rate which should be considered when creating a reservation, opening a RA, or closing a RA with this Rate Product. If there are no alternatives, leave this field blank.

EXAMPLE: Type METRO (RET)

ALT RATE 2

Enter the Rate Product Code of a second alternate rate, or leave this field blank.

EXAMPLE: Type SAVER (RET)

ALTERNATE RATES AND RULE VIOLATIONS

The following outlines the interaction between alternate rates and rule violations (defined on page 2 of the Rules record):

1. If a rule of an alternate rate is violated at the time of close, the alternate is ignored as an option in the closing calculation.
2. If a "Change to" Rate Product is selected because rules were violated on the check-out product, alternate Rate Products linked to the "Change to" product are considered. Alternate products linked to the original check-out product are ignored.

WARNINGS:

• Through improper use of rate restrictions and alternate rates, it is possible to set up a situation where no valid rate is found at the time of Close. This point is discussed in more detail later in this chapter.
• In RA Open the rules of alternate rates are NOT checked. The assumption is that all alternate rates share the same rate rule characteristics. Rules ARE checked in RA Close. As an example, if Rate A is a standard rate while Rate B is restricted as a weekend rate, the two can be linked as alternate rates. In RA Open it is possible for the weekend rate to be selected for a non-weekend rental (the rules of Rate B are not checked if Rate A is found to be acceptable). But at the time of RA Close Rate B will be rejected. As a result, it is best to only link rates with the same rule characteristics as alternates.

41. CURRENCY

This field is used to indicate if the rates entered on the third page of this record are quoted in a foreign currency rather than your local currency. The Edit Exchange Rates program on the Accounting Controls Files Menu is used to maintain exchange rates between foreign currencies and your local currency.

If the rates shown on page 3 of this record are in a foreign currency, indicate in this field the appropriate 3 character currency code as set up in the Edit Exchange Rates program.

If the rates quoted are in your local currency, leave this field blank.

THIS FIELD IS REQUIRED if the system is configured to run in Multi-Currency Mode (see the chapter on Edit Main Control Record). Under this configuration, a Currency Code is required even if the rate is quoted in the local currency.

EXAMPLE: Press (RET)

NOTE: For any Hertz Res Rate Templates, this field should be left blank. The locations have the currency code set, so the reservations will be converted once the reservation is loaded.

USER TIP: That when offering options on a reservation with this rate product, that the only options that will be offered are options with the same currency code.

42. CALENDAR DAY CALC

This field is used to indicate how a "day" is defined for this rate. There are the following three possibilities:

N (or blank) = Days are defined as 24 hour increments. A rental from noon one day to 12 noon the next day is a 1 day rental.

Y = Calendar Day Calculation. Rate charges are calculated by calendar day rather than in 24 hour increments. For example, a vehicle rented at 4 PM one day and returned at noon on the next day will be charged for 2 rental days (the vehicle was on rent during two separate calendar dates). This method of calculation is often used on insurance replacement rentals.

Calendar day rates are strictly daily rates and should have ONLY daily rates entered on page 3. There are no weekly, monthly, extra day, or extra hour charges on calendar day rates. In addition, grace minutes do not apply to calendar day rates.

NOTE: If you have Calendar Day Calulation marked as Y then you cannot also have seasonal rates marked with Y on Page Two.

H = Hotel Calculation. Much like a hotel's check-in and check-out policy, locations that use rates of this type have a definite time when all vehicles must be returned. If the vehicle is returned after the return time, an additional day is charged. For example, if the location's return time is 12 noon, a rental that starts at 4pm one day and returns at 2pm the next day (22 elapsed hours) will be charged two rental days. This method of calculation is often used on RV rentals.

In order for this logic to work, fields must be set up in the Location File to define the standard check-out and return times.

EXAMPLE: Type N (RET)

43. STATUS FLAG

Enter one of the following:

(blank) = This Rate Product is or will be effective as per the effective date/time in Fields 3 and 4.

T = This Rate Product has been Terminated and, therefore, this version and all previous versions are unusable.

P = This Rate Product has been flagged for Purging and this version is unusable. Previous versions without a "P" or "T" in this field are usable.

EXAMPLE: Type T (RET).

TERMINATING verses PURGING Rate Products

When opening a reservation or a RA, CARS+ writes the rental rate amounts into the new RA or reservation record, however the fields of Rate Rules are NOT recorded. Instead, the reference for the appropriate Rules record is stored so that the rules can be looked up when needed. Therefore, both the Reservation and RA Files are dependent on the fact that all referenced Rules records are kept on file. It is for this reason that Rate Rules records CANNOT be deleted out of the Rate File. Instead, records must either be terminated or purged.

Termination -- A terminated status Rate Product cannot be used on a new reservation or a new RA. If a Rate Product is quoted on a reservation or RA before it is terminated, that product is still valid for the transaction for which it was quoted. Terminated products cannot be purged off the system. When searching through the rate file for a valid rate based on the pickup or open date and time, if CARS+ encounters a Terminated rate before finding a valid rate, the search is terminated and that rate product cannot be used on that Res or RA. A terminated product can be re-activated by merely erasing the termination flag in the Status Flag field. Through this method, a rate can be turned on and off very easily.

Purging -- Like a terminated status rate, a Rate Product flagged for purging cannot be used on new reservations and RAs. These records are eligible to be purged out of the Rate File if they meet the other purge requirements (see the chapter, Purge Rate Products). Rates that are flagged with the Purge Status behave as if they are not there. That is, instead of terminating the rate, the system skips over the purge status records and uses an earlier version of the rate product if there is any.

For a more detailed discussion on the Terminate and Purge Status see the Advanced Discussion on Rate Dates at the end of this chapter.

44. HOURS PCT

Please note:

This field can be used only with tiered or alternate (stepped) tiered rates. Because the daily rate for a tiered rate depends on the number of rental days, more than one hourly rate may be needed. This field provides the ability to calculate an appropriate hourly rate based on a percentage of the daily rate from whatever tier is used.

To use this feature, the hourly rate field on page 3 of the Rate Record should be left blank. Enter up to 3 numeric characters representing a percentage. The appropriate daily tiered rate will be multiplied by the percentage in order to calculate an applicable daily rate.

In the Reservations and RA Open programs, the anticipated tier will be used to calculate the hourly rate. In the RA Close program, the hourly rate will be recalculated based on the actual tier charged on the contract.

User tip: This field is already considered a decimal figure.

EXAMPLE: To enter 25%, type:25 (RET)

EXAMPLE: To enter 33.4%, type 33.4 (RET)

45. YIELD PERCENTS

Please note: Yield percents are not supported via WebXML.

See the section on Yield Managed Rates at the end of this Chapter.

46. TIER PERCENTS

This field can be used only with tiered or alternate (stepped) tiered rates. For speed of data entry, percentages can be entered here for ease in setting up tiered rates. Assume the following rate structure is used on a tiered rate:

Class   Tier 1 Rate
CCAR       50.00
ICAR       55.00
SCAR       60.00
MVAR       70.00

Also assume that the Tier 2 Rate is 95% of the Tier 1 Rate. That is, when the customer keeps the vehicle for enough days to qualify for Tier 2, a 5% discount is given. Similarly, if the rental runs long enough to get to Tier 3 or Tier 4, the rate is 90 percent or 80 percent (respectively) of the Tier 1 Rate.

Rather than having to enter in all the rates on page 3 for each tier, entering percentages in these fields will cause an automatic calculation of Tiers 2 - 4 when the Tier 1 rate is entered.

The above percents would be entered as follows:

EXAMPLE:    46 Tier Pcts   2 95.00   3 90.00   4 80.00

When the Tier Percent fields have data in them and a Tier 1 rate is edited, the following prompt is displayed:

RECALCULATE RATES?

Reply with "N" (No) if the rates in Tiers 2-4 should not be recalculated from the Tier 1 rate.

Reply with "Y" (Yes) if the rates in Tiers 2-4 should be recalculated.

47. ALLOW LOCAL

This field is reserved for those Hertz locations doing Seamless Reservations with OKC and/or obtaining rates for walk-up rentals from OKC using Seamless. Certain reservations are made locally (such as those for trucks or certain insurance replacement customers) and, thus, use CARS+ rates. Likewise, walk up RAs for truck rentals and certain other circumstances use rates from CARS+ instead of using Seamless for rate quotes from OKC. The rate products used on these local transactions must have a "Y" (or blank) in this field.

Other users should ignore this field.

Y (or blank) = Yes, this rate can be used for all transactions.

N = No, this rate can be used only on a Seamless transaction.

EXAMPLE: Press (RET)

48. SEGMENT CODE

This field is intended to be used to identify the type of business for which this rate is designed such as leisure, corporate, government, etc.

Development sometime in the future is planned for the use of this code.

49. HRS CHG TO DAY

This field is accessible only with Rate Type "C" (chauffeur hourly tiered rates). Refer to the special chapter on Chauffeur Logic for details.

50. HRS XHRS LOGIC

This field is accessible only with Rate Type "C" (chauffeur hourly tiered rates). Refer to the special chapter on Chauffeur Logic for details.

51. MILES IN INCL

For inclusive rates, indicate if the mileage charge is tax inclusive. Enter:

Y = All percentage based options that are included in the Time charge by means of an inclusive Option Set which are also defined in the Percentage Matrix as applying to Mileage will be extracted from the mileage charge, and, therefore, will be hidden as are all other extracted charges.

N (or blank) = Percentage based charges that are included in the Time charge are not included in the Mileage charge. Therefore, if they apply to the mileage charge, they will appear on the rental as an additional calculated charge, calculated on top of the mileage charge.

EXAMPLE: Press (RET)

WARNING: If this feature is used, it is likely that the RA Print program and the invoicing programs will need to be updated. This is a chargeable enhancement. Contact Thermeon's Customer Support Dept. for more information.

52. EXEMPT OPT SET

This field is used to exempt an RA using this rate from automatically and/or dependently applied options. Enter an Option Set which defines the charges that should be exempt.

To search the Option Set file, press Shift-F7 from this field.

EXAMPLE: Press (RET)

User Tip: This field cannot be used to prevent upsells on this rate. In fact, no Option Set that includes a "U" type option is allowed in this field.

53. DISC ONLY TIME (Y/N)

Use this field to control whether percentage discounts are calculated on time charges only, or on time and mileage/km charges. Enter:

Y = Yes, discount percentages should apply to only the time charges when this rate is used.

N (or blank) = No, discount percentages do not apply only to time. They apply to both the time and mileage/km charges.

EXAMPLE: Type Y (RET)

User tip: In addition to this field, discounts can be limited to just Time by setting a similar field in either the Miscellaneous Control File, Location record, or the Class record. If the field in any of these files is set to "Y", discounts apply to time charges only.

User tip: This feature should NOT be used by any Hertz operation that transmits RAs via EDRB. The OKC systems are set up for discounts to apply to the total Time and Mileage/Kms.

Y = Use Seamless to requote the rate and drop charge
D = Use seamless to requote only the drop charge
N = Do not use Seamless to requote the rate or the drop charge

Y = Yes, if this rate must be prepaid when used on a reservation. If yes, in order to save the reservation, there must be a deposit entered into the reservation that is equal to or greater than the estimated charges. Note: Rates that are defined as Pre-Paid Rates cannot be used as the out of voucher rate on tour reservations.

N (or blank) = No, a deposit is not required to create a reservation with this rate.

EXAMPLE: (PRESS RET)

MOD DATE

This field displays the date that the rules were last modified.

MOD TIME

This field displays the time that the rules were last modified.

MOD EMPL

This field displays the employee code of the user who last modified the rules.

1. EARLIEST PICKUP

Enter one of the following codes to indicate the first day of the week a weekend rental can begin.

MON = Monday
TUE = Tuesday
WED = Wednesday
THU = Thursday
FRI = Friday
SAT = Saturday
SUN = Sunday

EXAMPLE: Type THU (RET)

2. TIME

Using your selected time format, enter the time of day that weekend rates become available.

EXAMPLE: Type 12N (RET)

3. LATEST PICKUP

Using the day of week codes listed above, enter the last day of the week that a weekend rental can begin.

EXAMPLE: Type SAT (RET)

4. TIME

Using your selected time format, enter the time of day (last minute) that weekend rates are no longer available.

EXAMPLE: Type 6P (RET)

5. EARLIEST RETURN

Using the day of week codes listed above, enter the first day a customer can return a vehicle and still qualify for the weekend rate. Note: This CANNOT be the same day of the week that was entered in Field 1. The earliest return day must be at least one day after the earliest pickup day.

EXAMPLE: Type SUN (RET)

6. TIME

Using your selected time format, enter the earliest time of day a customer can return a vehicle and still qualify for the weekend rate.

EXAMPLE: Type 12N (RET)

7. LATEST RETURN

Using the day of week codes listed above, enter the last day a customer can return a vehicle and still qualify for the weekend rate.

EXAMPLE: Type MON (RET)

8. TIME

Using your selected time format, enter the time of day (last minute) a customer can return a vehicle and still qualify for the weekend rate. This field can be made invalid by your response to Field 9.

EXAMPLE: Type 12N (RET)

The following examples show possible uses of these eight fields:

SAMPLE 1:

1 Earliest pickup THU   2 Time 1200N
3 Latest pickup   SAT   4 Time 0600P
5 Earliest return SUN   6 Time 1200N
7 Latest return   MON   8 Time 1200N

This illustrates a typical weekend situation. Customers must begin rentals between noon on Thursday and six o'clock Saturday evening to qualify for this special rate. In addition, the vehicle must be returned between noon on Sunday and noon on Monday.

SAMPLE 2:

1 Earliest pickup TUE   2 Time 1200N
3 Latest pickup   WED   4 Time 0600P
5 Earliest return FRI   6 Time 1200N
7 Latest return   MON   8 Time 1200N

This illustrates a special lower mid-week rate. The special rate is no longer available to rentals beginning after six o'clock Wednesday evening. But in order to qualify, the vehicle must be kept until noon Friday. Fields 5 -8 are set to encourage the customer to keep the vehicle over the weekend.

TO REMOVE THE WEEKEND RULES: To remove the weekend rules follow the following steps:

• Clear fields 6, 7 and 8 first.
• Then clear field 5
• Finally fields 1 though 4 can be cleared.

The next fields define what occurs if the day and time conditions in Fields 1 through 8 are violated at the time of Close.

9. PROBLEM RETURN CHG TO

Enter the Rate Product that will be used if the renter fails to return the vehicle at the proper time such as in the following two situations.

1. The renter returns the vehicle before the earliest return date and time (Fields 5 and 6).

2. When late return is not allowed (Field 11) and the renter returns the vehicle after the latest allowable time (Fields 7 and 8).

EXAMPLE: Type METRO (RET)

User tip: WARNING!! The setting for the field "Change to Best Rate" in Edit Misc. Control Fields can have a dramatic effect on the 'change-to' logic. If the field in Edit Misc. is blank or set to "N", the change-to logic works as described above. However, if it is set to "Y", when closing an RA and there is a problem return, the rate on the RA will ONLY change to the "Change-to" rate defined here if it will result in a LOWER Time and Mileage charge. If the change will NOT benefit the renter, the RA will close using its existing rate -- even though this rule has been broken.

Note: For Hertz users, making a change to a weekend rate or creating a new weekend rate, this field is required.

10. END METHOD

This field defines the method the system uses to determine the end of the weekend period. Enter one of the following choices.

BLANK = Leaving the field blank means that the weekend period ends at exactly at the day and time defined in Fields 7 and 8. In the illustration below, the weekend ends exactly at noon on Monday.

1 Earliest pickup THU   2 Time 1200N
3 Latest pickup   SAT   4 Time 1200N
5 Earliest return SUN   6 Time 1200N
7 Latest return   MON   8 Time 1200N

This means that a rental which began at 5:00 pm on Friday must conclude before noon on Monday to qualify for the weekend rate.

There is a strange behavior related to this method when late returns are allowed ("Early-late" field, see below).

Given the weekend parameters above, a rental beginning at 8:00am Friday qualifies for the weekend rate until noon on Monday. If the vehicle is returned at Monday noon, the charges are as follows:

3 weekend days (Friday 8 am to Monday 8 am)

plus an additional weekend day (Best Price will round up the four extra hours to an additional weekend day)

But if the vehicle was returned at 2 pm, the charges are:

3 weekend days (Friday 8 am to Monday 8 am)

plus 1 regular day (because the rental extended beyond the weekend period, the fractional weekend day [4 hours] was added to the hours outside the weekend period and charged at the regular daily rate)

The rule in this first method when combined with late returns is that any fraction of a weekend day is combined with time outside the weekend parameter and charged at the regular daily rate.

This fraction rule applies to all fractions no matter how large. For example, using the previous weekend parameters, a rental beginning at 1pm Friday calculates as follows if returned by noon Monday;

2 weekend days (Friday 1 pm to Sunday 1 pm)

plus an additional weekend day (Best Price will round up the 23 extra hours to an additional weekend day)

But if the vehicle is returned at 1 pm, the charges will be:

2 weekend days (Friday 1 pm to Sunday 1 pm)

plus 1 regular day (the fractional weekend day [23 hours] is combined with the one hour outside the weekend period and the result is charged at the regular daily rate).

Of the three End Methods, leaving this field blank is the most stringent and punitive.

A = The weekend period ends on the day specified in Field 7 but at the time that the RA originally opened. In the illustration below, the weekend ends on Monday at the same time of day as each RA's original open time.

1 Earliest pickup THU   2 Time 1200N
3 Latest pickup   SAT   4 Time 1200N
5 Earliest return SUN   6 Time 1200N
7 Latest return   MON   8 Time 1200N

11 Early-late(ELBO) A

For example, a rental beginning at 5:00 pm on Friday must conclude before 5:00 pm on Monday to qualify for the weekend rate.

Similar to regular daily rentals, the grace period is applied to the last day of the rental. And with this method, days are always charged for 24 hour periods.

B = This method is a combination of both of the first two methods mentioned above.

If the rental start time is earlier than the time of day specified in Field 8, the rental behaves like Method "A". For example, using the parameter below a rental starting at 8 am Friday must end by 8 am Monday.

But if the rental start time is later than the time of day specified in Field 8, the rental behaves like the first method (Method blank). For example, a rental starting at 5 pm on Friday must end by noon on Monday.

1 Earliest pickup THU   2 Time 1200N
3 Latest pickup   SAT   4 Time 1200N
5 Earliest return SUN   6 Time 1200N
7 Latest return   MON   8 Time 1200N

11 Early-late(ELBO) B

EXAMPLE:Type A (RET)

11. EARLY-LATE (ELBO)

This field indicates whether a rental can begin or end outside the defined weekend period and have the weekend period still qualify for the weekend rate. There are five possible responses:

E = Early Pickup Allowed. A weekend rental may begin prior to the date and time in Fields 1 and 2. When early pickup is allowed, the renter is charged the hourly rate for each hour prior to the start of the weekend period. The "Best Price " logic will round these extra hours into an additional regular day when it is to the customer's benefit. The weekend rate is then applied in 24-hour increments from the start of the weekend period (Fields 1 and 2).

If early pickup is not allowed, this Rate Product cannot be quoted on a reservation or at the time of open if the Pickup Date/Time is prior to the start of the weekend period.

L = Late Return Allowed. The rental may extend beyond the end of the weekend period (Fields 7, 8 and 10) without loss of the weekend rate. When late return is allowed, the renter is charged the hourly rate for each hour beyond the weekend period. The "Best Price" logic will round these extra hours into an additional daily charge when it is to the customer's benefit.

If Late return is not allowed, this Rate Product:

1. Cannot be quoted on a reservation or at open if the Return Date/Time exceeds the weekend period.
2. Will change to the alternate Rate Product referenced in Field 9 if the vehicle is returned after the weekend period ends.

B = Both Early Pickup and Late Returns Are Allowed. In this case, a rental may both begin and end outside the weekend period without losing the special weekend rate. The hours outside the weekend period are added together and charged at the specified hourly rate.

O = A Rental May Either Begin Early Or Return Late -- But Not Both. This means a rental may extend beyond the weekend period on only one end of the rental without forfeiting the weekend rate.Hours outside the weekend period are charged at the specified hourly rate.

If at the time of close, it is discovered that the rental is both early and late, the rate will be changed to the alternate Rate Product in Field 9.

BLANK= No Weekend Extensions. In order to qualify for the special weekend rate, the rental CANNOT begin prior to the day and time in Fields 1 and 2 NOR extend beyond the end of the weekend period (Fields 7, 8 and 10).

This Rate Product cannot be quoted on a reservation or at time of open if this rule is broken. If at time of close, this rule is violated, the rate will change to the alternate Rate Product.

EXAMPLE: Type L (RET)

12. PACKAGE RATE

Weekend charges can be offered in two ways:

• The weekend charge can be a special daily rate.Like any other daily rate, this charge is multiplied by the appropriate number of weekend days.
• The weekend charge can be a single "packaged" charge that covers the entire weekend period and does not vary with the number of weekend days used (this should not be confused with Period Rates mentioned earlier in this chapter).

This field determines which of the two methods is used for weekend rentals with this Rate Product.

Y = This Rate Product has a single charge for the entire weekend period. (a "package" rate)

N = This Rate Product has a special daily charge for each weekend day.

EXAMPLE: Type N (RET)

13. WKND RATE MAX DAYS

Enter the maximum number of days that a weekend rate can run on a RA. Once the maximum is passed, instead of the weekend rate being used, the daily (and/or weekly) rate will be in effect.

For example, assume the customer picks up the vehicle Friday at noon and is supposed to return Monday at noon. However, they extend the RA until Thursday.

If late return is not allowed (Field 11 does not = L or B), the rate on the RA would change to the rate code entered in Field 9 on this page.

If late return is allowed, it is the number entered in this field which determines whether the weekend rate will be charged for the weekend days, or if the daily/weekly rate from the rate product will apply.

If the maximum days in this field are sufficient to cover the total days on the RA, the weekend rate will apply to the weekend days, and the daily/weekly rate on the rate product will apply to the days that are outside of the weekend period.

If the maximum days in this field are not sufficient to cover the total days on the RA, the weekend rate will not apply at all. Instead, the daily/weekly rate on the rate product will apply to all days of the rental.

EXAMPLE: Type 6 (RET)

User tip: Prior to this field being added, the rule that was always imposed on weekend rates was that a weekend rate could not apply to RAs longer than 6 days. Therefore, leaving this field blank is the same as entering a “6”.

Besides the actual rental rate, option rates can also be calculated using weekend logic. That is, the daily rate for the weekend can be different from the normal daily rate. Weekend option rates must be set up in the “XDAY” column in the Edit Optional Rates program. Enter:

Y = Use the weekend option rate for the weekend days.

N (or blank) = the normal option rate applies.

QUOTING WEEKEND RATES.

Fields 1 -8 are used in conjunction with Field 10 and 11 when quoting a rate to determine if the renter qualifies for this special weekend Rate Product. For example, if early pickups are not allowed (Field 11) and the pickup date/time on a reservation is earlier than Fields 1 and 2, a rejection message will appear at the bottom of the reservation screen. Another Rate Product will have to be quoted.

The possible rejection messages are:

OUT TOO EARLY FOR WEEKEND RATE
OUT TOO LATE FOR WEEKEND RATE
IN TOO EARLY FOR WEEKEND RATE
IN TOO LATE FOR WEEKEND RATE
OUT-EARLY IN-LATE: BOTH NOT ALLOWED ON WEEKEND RATE

The above rate qualifying features are active on both the Reservation and RA Open screens, thereby preventing you from misquoting weekend Rate Products.

User Tip: For those CARS+ users who receive reservations from an outside reservation center, the weekend start and end parameters on the weekend rate in this file should match the parameters that the reservation center uses. For example, suppose you have set up a rate product called WKEND and Fields1 and 2 show that your weekend begins Thursday at noon. Then assume that the Res Center books a reservation using the WKEND rate with a pickup time of 8 a.m. on Thursday. When the reservation comes in through the Reservation Interface program, CARS+ would reject the rate code because the pickup time is outside of the rules for your rate product WKEND. The reservation would use the weekend template rate.

CHANGE-TO RULE CHECKING

If at the time of close, the system discovers that the renter broke one or more of the weekend rules, the rate on the RA will automatically change to the Rate Product defined in the field "Problem Return Change-to". (See **EXCEPTION below.) It should be noted that this field is not the only "change-to" field in the rules record. There are also the Min/Max Days fields on this page as well as the Alternate Rate fields on Page 1. If a single rate has more than one of these rules fields filled out, the following is the sequence the system uses to test for rule problems at close:

• All weekend rule fields are tested first. If an infraction is found, the Problem Return Change to rate is used and no other rules are tested on the original rate.
• If no weekend rate problems are found, then the Min/Max days rules are tested. If a problem is found, the appropriate change to rate is used.
• If no problem is found with either the weekend rules or Min/Max requirements, then the alternate rates are tried. Which ever rate produces the lowest total T&M charge will be used.

As far as net rates on vouchers, only the first two steps are used at the time of open to find the proper net rate to value a voucher. The Alternate Rate Products logic does not apply to net rates.

**EXCEPTION: The setting for the field "Change to Best Rate" in Edit Misc. Control Fields can have a dramatic effect on the 'change-to' logic. If the field in Edit Misc. is blank or set to "N", the change-to logic works as described above. However, if it is set to "Y", when closing an RA that breaks rute and a 'change to' rate should be imposed, the rate on the RA will ONLY change to the "Change-to" rate if it will result in a LOWER Time and Mileage charge. If the change will NOT benefit the renter, the RA will close using its existing rate -- even though the rule has been broken.

CHANGE-TO PROBLEMS

The following two problems can occur with improperly set up Change-to rules:

1. LOOPING CHANGE-TOs - If a rate rule on Rate Product "A" has a change-to that calls Rate Product "B" and Rate Product "B" has a rule that calls Rate Product "A" a logical loop can occur.
2. ENDLESS CHANGE-TOs - If Rate "A" calls "B" and "B" calls "C" and "C" calls "D" and that pattern continues, a second problem can occur. CARS+ will only trace the change-to path through 10 possible Rate Products.

If either of the above two problems occur, the system will return the following error message and the rental agreement cannot be closed:

NO APPROPRIATE RATE FOUND FOR RA

The set up error must be found and corrected before the RA can be closed.

15. START DAY MTWTFSS

For rates that do not use the weekend logic above, these 7 fields (representing the days of the week) allow you to designate on which day(s) of the week the rental must begin. To restrict pickup to a particular day or days, enter "N" for "no" or "Y" for "yes" under the particular day.

Example 1: This example shows a rate that requires the customer to start the rental on Tuesday or Wednesday.

Start Day MTWTFSS
          NYYNNNN

Example 2: This shows a rate that requires the customer to start the rental on Friday.

Start Day MTWTFSS
          NNNNYNN

If the rate can begin on any day of the week, leave this field blank.

16. START DAY CHG-TO

This field works in conjunction with the one above and is used to define what Rate Product will be used if the rental actually begins on a day of the week that is not allowed. (For example, a reservation may be made using the rate with a Friday pickup date, but the customer arrives late and the rental actually begins on Saturday.)

In order for this "change to" rate to be used, the "Use Change to Rates at Open" flag in the Edit Miscellaneous Control File page 1 field 27 must be turned on.

EXAMPLE: Type METRO (RET)

MIN/MAX FIELDS: These next 4 fields can be used to define a minimum or maximum number of days required for the use of a particular rate. If the minimum is not reached or the maximum is exceeded, the rate on the RA changes to the "change to" rate product defined.

Note: The field "Use change to Rates at Open" in the Edit Miscellaneous Control File will turn this feature on. The "Change To" Rate Code associated with these min/max rules, if broken, will automatically replace the Rate Code entered previously.

User tip: There is a field in Edit Locations that controls the maximum length of rental for that location. When this maximum is imposed, users are blocked from entering a return date which indicates a rental period longer than this number of days.

User tip: Caution must be exercised when using these fields and the CVG1 - 4 fields on page 1. When opening a RA, the system determines whether or not items are included in the rate by checking the coverage fields. If an RA changes to another rate because of the minimum/maximum days fields, the inclusive factor is not revisited.

User tip: The "Rules Days Chargeable" field in the Edit Miscellaneous Control File defines whether the minimum and maximum days are defined as "chargeable" days or "elapsed" (whole) days. Be aware of how that field is set before using the Min and Max fields.

Rates that refer to each other:
When rates point to each other under this method, the maximum days on one rate should be one day less than the minimum days on the other rate.

Effective date:

When closing a RA and a rule has been violated (maximum or minimum keep is not met), the closing date/time of the RA is used to find the 'change to' rate in effect.

Example Rates:

Rate code MAX2 is set up with a 2 day maximum. If the rental goes longer than 2 days, change to Rate code MIN3 that has a 3 day minimum.

Rate code MIN3 is set up with a 3 day minimum. If the minimum is not met, change to Rate MAX2 that has a 2 day maximum.

Chargeable Days/Hours: If "Rules Days Chargeable" field is set to "Y" or is blank.

This set up considers chargeable hours.

Example 1: A reservation is made for 2 days and 2 hours using rate code MAX2.

Multiple things will influence how a reservation or RA that runs for 2 days and 2 hours is charged:

• The hourly rate compared to the daily rate
• Whether or not there is a grace period
• If there is a grace period and it is exceeded, is there a charge for the grace period

Reservations and rental calculations take all of these things into consideration.

If 2 days and 2 hour results in a charge of 2 days plus extra hours and has NOT rounded to 3 chargeable days, the rate MAX2 will apply.

On the other hand, if 2 days and 2 hours results in a charge of 3 rental days, the rate will be automatically changed to MIN3.

Elapsed (whole) Days: If "Rules Days Chargeable"field is set to "N"

In this set up, minimum and maximum days are measured in whole 24 hour periods on non-calendar day Rate Products. Hours are not considered.

Example 2: A reservation is made for 2 days and 2 hours using rate code MAX2.

The rate will not change to MIN3 until 3 full 24 hour period have elapsed. If the rental if for 2 days and 23 hours, even though 3 days will likely be charged it will remain under the rate code MAX2.

Once the RA runs for 3 full days, the rate will switch to MIN3.

17. MIN DAYS

Enter up to 2 numeric characters to indicate the minimum rental length that is required for this rate product.

If the requested rental period is too short when booking a reservation or opening a rental, the following message will appear at the bottom of the screen and the agent will have to use another Rate Product.

RENTAL DURATION TOO SHORT FOR RATE XXXXX

Where XXXXX is the Rate Product Code quoted.

If the customer returns the vehicle too soon to qualify for this product, the same message will appear at the bottom of the RA Close screen and the Rate Product on the rental will change to the product defined in the next field.

EXAMPLE: Type 3 (RET)

User tip: Refer to the discussion of the MIN/MAX Fields above.

Note: The field "Use change to Rates at Open" in the Edit Miscellaneous Control File will turn this feature on. If the minimum days entered here are broken, the "Change To" Rate Code entered below will automatically replace the Rate Code entered previously.

18. CHG TO

Enter up to 12 alphanumeric characters to indicate a "change to" Rate Product that should be used if the Minimum Days restriction (Field 16) is not reached. Typically, the Rate Product entered here should not have a minimum days restriction defined on its own Rules Record.

EXAMPLE: Type METRO (RET)

User tip: If the rules on the rate indicate it is discountable, the Change To rate entered in this field must be discountable as well. Once the discount is quoted on a RA, it is marked as a discounted contract and changing to a non-discountable rate via these fields is prevented.

User tip: Refer to the discussion of the MIN/MAX Fields above and the discussion on Change-To rules that appears after the weekend rate rules.

User tip: WARNING!! The setting for the field "Change to Best Rate" in Edit Misc. Control Fields can have a dramatic effect on the 'change-to' logic. If the field in Edit Misc. is blank or set to "N", the change-to logic works as described above. However, if it is set to "Y", when closing an RA with less than the minimum days defined in the previous field, the rate on the RA will ONLY change to the "Change-to" rate defined here if it will result in a LOWER Time and Mileage charge. If the change will NOT benefit the renter, the RA will close using its existing rate -- even though this rule has been broken.

WARNING: It should be noted that if a change-to rate code is entered with no minimum days, the RA open program will always follow the rule (if greater than zero days) and select the "change-to" rate instead of the original rate. This feature is intentional for certain customers who have particular reasons for employing this method. Other customers should avoid entering a change-to rate unless it is the subject of a minimum days rule.

Note: The field "Use change to Rates at Open" in the Edit Miscellaneous Control File will turn this feature on. When the minimum days rule above is broken, this "Change To" Rate Code entered here, will automatically replace the Rate Code entered previously.

19. MAX DAYS

Enter up to 2 numeric characters to indicate the maximum number days that is allowed for this rate product.

If the requested rental period is too long when booking a reservation or when opening a rental, the following message will appear at the bottom of the screen and the agent will have to use another Rate Product.

RENTAL DURATION TOO LONG FOR RATE XXXXX

Where XXXXX is the Rate Product Code quoted.

If the customer keeps the vehicle too long to qualify for this product, the same message will appear at the bottom of the RA Close screen and the Rate Product on the rental will change to the product defined in the next field.

EXAMPLE: Type 7 (RET)

User tip: Refer to the discussion of the MIN/MAX Fields above.

User tip: There is a field in Edit Locations that controls the maximum length of rental for that location. When this maximum is imposed, users are blocked from entering a return date which indicates a rental period longer than this number of days.

Note: The field "Use change to Rates at Open" in the Edit Miscellaneous Control File will turn this feature on. If the maximum days entered here are broken, the "Change To" Rate Code entered below will automatically replace the Rate Code entered previously.

20. CHG TO

Enter up to 12 alphanumeric characters to indicate a "change to" Rate Product that should be used if the Maximum Days restriction (Field 18) is exceeded. Typically, the Rate Product entered here should not have a maximum duration restriction defined on its own Rules Record.

Access to this field is blocked unless a value has been entered into Field 18.

User tip: If the rules on the rate indicate it is discountable, the Change To rate entered in this field must be discountable as well. Once the discount is quoted on an RA, it is marked as a discounted contract and changing to a non-discountable rate via these fields is prevented.

EXAMPLE: Type METRO (RET)

User tip: WARNING!! The setting for the field "Change to Best Rate" in Edit Misc. Control Fields can have a dramatic effect on the 'change-to' logic. If the field in Edit Misc. is blank or set to "N", the change-to logic works as described above. However, if it is set to "Y", when closing an RA with more than the maximum days defined in the previous field, the rate on the RA will ONLY change to the "Change-to" rate defined here if it will result in a LOWER Time and Mileage charge. If the change will NOT benefit the renter, the RA will close using its existing rate -- even though this rule has been broken.

User tip: Refer to the discussion of the MIN/MAX Fields above.

Note: The field "Use change to Rates at Open" in the Edit Miscellaneous Control File will turn this feature on. If the maximum days entered above are broken, the "Change To" Rate product entered here will automatically replace the Rate Code entered previously.

21. INTERCITY CHG TO

If this Rate Product can be used on one-way rentals to foreign locations leave this field blank.

If this Rate Product cannot be used on one-way rentals to foreign locations, enter up to 5 alphanumeric characters to indicate a "fall back" Rate Product that should be used. The product entered here MUST have this field blank on its own Rules Record.

If this product cannot be used for one-way rentals to foreign locations, and you attempt to use it on an inter-city rental:

• On the reservation or RA Open screen, the following message appears at the bottom of the screen and the agent will have to use another Rate Product.
  
  INTERCITY RENTAL NOT ALLOWED ON RATE XXXXX
  
  
• On the Batch Close RA program the same message appears at the bottom of the screen and the Rate Product on the rental changes to the "fall back" product defined in this field if you enter a foreign location as the Return Location.

EXAMPLE: Type METRO (RET)

Rental operations that do not allow any one-way rentals to foreign locations still must define one Rate Product as inter-city to be used in this field on all other products. Failure to create such a product will make it impossible to batch close an RA that illegally checked into a foreign location.

User tip: The "1Way" column on page 4 works in conjunction with this field. For example, when this field is left blank (one-ways are allowed), they can be blocked for individual classes on page 4. Furthermore, the column on page 4 can be used to allow or block one-way rentals between owned locations.

User tip: WARNING!! The setting for the field "Change to Best Rate" in Edit Misc. Control Fields can have a dramatic effect on the 'change-to' logic. If the field in Edit Misc. is blank or set to "N", the change-to logic works as described above. However, if it is set to "Y", when closing a RA that went one-way to a foreign location, the rate on the RA will ONLY change to the "Change-to" rate defined here if it will result in a LOWER Time and Mileage charge. If the change will NOT benefit the renter, the RA will close using its existing rate -- even though this rule has been broken.

WARNING: Through improper use of rate restrictions and alternate rates, it is possible to set up a situation where no valid rate is found at the time of Close.

As an example, look at the following rules involved in an 8 day one-way rental that was opened under the METRO Rate Product.

Rate Product      Rule Fields
------------      ------------------------------
METRO             Intercity Chg to  SAVER
SAVER             Min Days  14    Chg To  SUPER
SUPER             Max Days   7    Chg To  METRO

When closing this RA the following occurs:

1. Because METRO's Inter-city rule is violated, the rate changes to SAVER.
2. But the 8 day rental does not meet SAVER's 14 day minimum rule and the rate changes to SUPER.
3. But SUPER is only valid for rentals of 7 days or less, so the rate changes again to METRO.
4. And because METRO had no alternative linked rates, no valid rate product could be found.

As you can see, the program could get stuck in a endless loop. To prevent this, the following rules apply:

1. If a "Change To" product is invalid and refers back to a previously tested product that was also found invalid (Step 3 above), the program attempts to use the alternate Rate Products from the last "Change-To" product tried.
2. If an endless loop is encountered and all alternate rates (if any) are invalid, the error message below is displayed.
3. When 10 successive products are found invalid, the following error message is displayed.

NO ACCEPTABLE RATE - RA #nnnnnnnn CANNOT BE CLOSED

Where nnnnnnnn is the rental agreement number.

As this message implies, the RA CANNOT be closed on the system. If this occurs at the counter, manually close the RA using a suitable Rate Product (the Batch Close program will bypass rules and conditions). Then correct the problem that created the "No Acceptable Rate" message by being sure that an unrestricted product will be selected when a reasonable number of Rate Products have been found invalid.

22. DRVR MIN AGE

This field is available to override on this rate only the other minimum age fields in effect in the Edit Location file and the Edit Miscellaneous file.

The following notes outline the Hierarchy of the various Minimum Age rule fields within the system

A. For Hertz Canadian users, the rules for minimum age will be applied as follows:

1. The base Minimum age is taken from the Misc. Control Fields record.
2. If the opening location has a minimum age assigned to it, it overrides the value from the Misc Control File.
3. If the RA's Vehicle Class has an age assigned to it and the new Hertz Control file record's field "Use Class Age" = "Y", it becomes the minimum age for the transaction.
4. If the Rate Rules record has a minimum age assigned, it becomes the minimum age.
5. If there is a CDPID# assigned to the RA and that account has a minimum age privilege, it becomes the minimum age. This then supersedes all other rules.

B. For all other users including US Hertz licensees, the hierarchy is as follows:

1. The base Minimum age is taken from the Misc. Control Fields record.
2. If the opening location has a minimum age assigned to it, it overrides the value from the Misc Control File.
3. If the Rate Rules record has a minimum age assigned, it becomes the minimum age.
4. If there is a CDPID# assigned to the RA and that account has a minimum age privilege, and that minimum age is less than the current minimum age, it becomes the minimum age (CDPID can lower but not raise the minimum age).
5. Finally, if the RA's Vehicle Class has an age assigned to it and it is greater than the current minimum age, it becomes the minimum age (Class minimum ages can only raise the minimum age; and when it does it supersedes all other rules).

23. ALLOW ZERO RATE

This field allows the creation of a complimentary rate product for use in those situations where a rental agreement needs to be generated, but the rate is zero (complimentary). Coverages, options, and fuel, etc. can still be chargeable items. To create a zero Rate Product, all classes of vehicles to which it applies need to be loaded into page 3 (the Rate Record). However, no rates are actually entered.

Y = Yes, this is a zero Rate Product.

N = No, this is not a zero Rate Product.

X = For National Alamo Europe only. This is a Rate Product that will have its rates received from the reservation merge program. Therefore, it is not necessary to load rates on page 3. Additionally, if the dates/times are changed, do not requote the rate.

EXAMPLE: Type N (RET)

Hertz User Tip: The Zero Rate feature is not available to Hertz users of CARS+. The Customer Service Adjustment Field must be used to produce a “zero rate” rental.

24. VLF EXEMPT

Indicate whether or not rentals using this rate product should be exempt from applying the Vehicle License Fee to the contract. (This refers to an Option set up using the code "VLF" in the Option File.)

Y = Yes, VLF should not be applied to the contracts using this rate product.

N = No, this rate is not exempt from VLF. Therefore, it should be applied to contracts using this rate product.

EXAMPLE: Type N (RET)

25. AGEnn EXEMPT

This field is used to indicate if the automatic application of the underage fee should be overridden for this rate only and not applied to underage drivers who rent under this rate.

Y = Yes, the underage fee should not be charged to underage renters who rent using this rate product.

N = No, this rate is not exempt - the underage fee should be charged to any underage renters who rent using this rate product.

EXAMPLE: Type N (RET)

26. SURCHG EXEMPT

Indicate whether or not rentals using this rate product should be exempt from applying the location's designated surcharge option and/or the airport surcharge. (The Location Surcharge option is designated in the Location's record on page 3 of the Edit Location screen. The airport surcharge option is designated on page 2 in the Edit Miscellaneous Control Fields screen.)

Y = This rate is exempt from the Location Surcharge.

A = This rate is exempt from the Airport Surcharge, but not the Location Surcharge.

B = This rate is exempt from both the Airport Surcharge and the Location Surcharge.

N (or blank) = No, this rate is not exempt from the Location Surcharge nor the Airport Surcharge.

EXAMPLE: Type A (RET)

27. BLOCK FT

This field determines whether or not frequent flyer points can be awarded on this rate product. (This has no bearing on the renter redeeming a coupon which is entered in the Special Documents Subwindow.)

Y = Yes, block the application of a Frequent Traveler number on RAs using this Rate.

N (or blank) = No, do not block a Frequent Traveler number from being applied to RAs using this Rate.

EXAMPLE: Type Y (RET)

28. CROSS-REFERENCE PRODUCT

This field was created for users running in Europcar RAC mode. For ONLY Europcar users, enter a Europcar Rate Code in this field. When the rate record is saved, a record is also written to the Edit Conversion Codes file mapping the code entered here to the Rate Product named on page 1.

29. SEASONAL?

This field is used to turn on the seasonal rate logic for this Rate Product.

To illustrate this concept, assume the following versions of the rate "RETL" are in place:

Effective Date   Rate for Class CCAR
June 1           $40.00/day
July 1           $45.00/day
July 25          $47.50/day
Sept 10          $40.00/day  

Assume that a contract opens June 28 and runs through July 27.

If the "Seasonal" field on the Rules/Rate record is blank or set to "N", the rate of $40/day will be in effect for the entire rental because it was the rate in effect at the time the RA opened.

If the "Seasonal" field is flagged with "Y", the rate will change during the rental as follows:

From June 28 to July 1, the rate will be $40/day

From July 1 to July 25, the rate will be $45/day

From July 25 to July 27, the rate will be $47.50/day

In the Rates Subwindow on the Reservations or RA Open screen, the seasonal rate would display as shown below:

When the RA closes, the calculations in the Rates Subwindow from the Close screen are shown below:

User tip: With seasonal rates, rates are always charged in 24-hour increments. That is, if the rental started at 8 am June 28 and the rate record for July 1 went into effect at midnight, the change in the rate would take place at 8 am July 1 for this RA.

When weekly (and extra day rates) are part of the seasonal rate structure, each version of rate is viewed separately.

Using the same rental dates as mentioned above (June 28 to July 27), assume the rate structure is as follows:

Seasonal Rates cannot be used with Calendar Day Calculation logic.

The Rate Subwindow of Reservations and RA Open displays the rate as shown below:

When the RA closes, the calculations (in the Rate Subwindow of the Close screen) are as follows:

From the start of rental on June 28 to July 1 (the start of the next version of the rate), is 3 days, so the first 3 days are charged at $40 per day.

From July 1 to July 25 (the start of the next version of the rate) is 24 days. Therefore, the weekly rate of $270 has been charged for 3 weeks and then 3 extra days at $44 is charged for the 3 days beyond the weeks.

Finally, the 2 days from July 25 to July 27 are charged at the daily rate of $47.50.

WARNING: By design, the seasonal logic changes the meaning of the Effective Date and Time fields. Please see the description of this re-definition earlier in this chapter under the discussion of the Effective Date/Time fields. The smallest "season" is 24 hours in length. Season changes are triggered by changes in the Effective Date and Time field.

RATE TYPES THAT CANNOT BE MADE SEASONAL

Seasonal Rates require basic day, week, month pricing logic. Anything special such as periods or packages cannot be calculated across a season change. The following chart list the Rate Types that can be made seasonal.

SEASONAL TIERED RATES

For tiered rates, the tier applied is determined by the entire number of rental days. That tier is then used for the seasonal rate. Let’s use another example to illustrate this. Again, assume the same rental dates mentioned above (June 28 to July 27), and a tiered rate structure as follows:

Since there are 29 rentals days (June 28 to July 27), the seasonal rate from Tier 4 is used for all the days in the rental. Charges are computed as follows:

3 days at $37.00

24 days at $42

2 days at $46

When the RA closes, the calculations (in the Rate subwindow of the Close screen) are as follows:

STEPPED TIER RATES

When the rate changes due to the seasonal logic on Stepped Tier rates, the calculations restart with each tier. Charges are computed as follows:

June 28 to July 1: 3 days at Tier 1 ($40/day)

July 1 to July 25: 3 days at Tier 1 ($45); 7 days at Tier 2 ($44); 14 days at Tier 3 ($43)

July 25 to July 27: 2 days at Tier 1 ($49)

When the RA closes, the calculations (in the Rate Subwindow of the Close screen) are as follows:

CHANGING A RATE FROM SEASONAL TO NON-SEASONAL

The rules in effect on the transaction are always from the first seasonal rate in effect. The rules from the other versions of the rates are ignored. For an example:

Assume the following versions of the rate "RETL" are in place:

Effective Date   Seasonal Flag  Rate for Class CCAR  
June 1           N              $40.00/day
July 1           Y              $45.00/day
July 25          N              $47.50/day
Sept 10          Y              $40.00/day  

If a contract opens on June 30th through July 4th, it will be treated as non-seasonal and $40.00/day will be charged for all rental days. This is because the rule record that was effective as of the open date is defined as non-seasonal, therefore that rule applies to all rental days.

On the other hand, a rental opening on July 20th for 10 days will be treated as a seasonal rental. The first five days will be charged as $45.00/day wile the remaining days will be charged at $47.50, even though the record that became effective on the 25th is defined as non-seasonal. Again, this is because the rule record that was effective as of the open date applies to all rental days.

Enter:

Y = Yes, this is a "seasonal" rate. If the transaction spans more than one version of the Rate Product, multiple versions of the Rate Product will apply to the RA. This means that the rate may change during the course of the contract.

N (or blank) = No, this is not a "seasonal" rate product. The prices that are in effect at the start of the transaction will be in effect for the entire transaction.

EXAMPLE: Type N (RET)

30. MULTI PERIOD?

This field affects how Period Rates are calculated. (Period rates are defined in Fields 27 and 28 on the first page.) The response placed in this field determines whether the Period Rate should be used only once on a RA or if it should be used multiple times. When it is used multiple times, the first "period" is applied. Then, if the extra days are equal to or greater than the minimum days in the period, another period is charged rather than extra days.

To illustrate, assume the following:

Period Rate is defined at $250 for a period of 5 - 7 days; Xday rate is $55.00

Rental Length   Multi Period= Y          Multi Period = N        
10 days         2 X PeriodRate = $500    1 x Period Rate =   $250
                                         3 x the Xday rate = $165
                                                      Total  $435

14 days         2 X Period Rate = $500   1 x Period Rate =   $250
                                         7 x the Xday Rate = $385
                                                      Total  $635

15 days         2 x Period Rate = $500   1 x Period Rate =   $250
                1 x Xday Rate =    $55   8 x the Xday Rate = $440
                           Total  $555                Total  $690

Y = Yes, use the Period Rate multiple times.

N (or blank) = No, don't use the Period Rate multiple times. Instead, it should be used once, and all days after the maximum number of days in the period should be charged at the Extra Day rate.

EXAMPLE: Type N (RET)

31. REPORT RQ

This field is for Hertz Australia users. Other users should skip this field.

For walk up RAs or RAs generated from a local reservation, the code entered in this field will be used as the RQ code when data is transmitted to OKC.

If the rate is a tiered rate (Rate Type on page 1 is "Y", "A", or "T") and the last character of the code entered in this field is an asterisk (*), the asterisk is replaced with the number of the tier for the daily rate that applies to the RA.

If the RA is a tour RA using a net rate which has a "P" entered in this field, the characters "IT" are removed from the tour operator's IT Code and the next 3 characters are sent as the rental rate.

32. RES ONLY

Use this field to designate this rate product as a rate that must be reserved; it cannot be used on a walk up rental. Enter:

Y = Yes, this rate can only be used on a reservation. It cannot be used for a walk up rental.

X = The rate cannot be used locally for RAs or reservations; it must be booked by a reservation center.

N (or blank) = This rate can be used either on a reservation or a walk up rental.

EXAMPLE: Type Y (RET)

33. ADVANCE DAYS

This feature is only in use when the above feature "RES ONLY", field 32 is set to "Y". ("Y"= Yes, this rate can only be used on a reservation.) By entering a number of advance days in this field, you are designating this rate as one that can be used for reservations only AND that the reservation must be made a certain number of days in advance. Enter the number of days in advance that is required to be able to obtain this rate.

EXAMPLE: Type 7 (RET)

34. DROP SCHEDULE

This field allows you to reference a particular record in the Drop Charges file, allowing the Drop Charge on a one-way rental to vary by Rate Product. Enter up to 2 alphanumeric characters. This same code must also be entered in the "Drop Schedule" field in the Drop Charge record.

EXAMPLE: Type D4 (RET)

QUICK PRICE EDIT FIELDS:

This next group of fields can be accessed only when editing a previously saved record or when cloning a rate from an existing record. Rather than having to alter all the rates individually on page 4, these fields allow the entry of adjustment dollar amounts which can be used to automatically update the rates on page 4. If the amounts are negative; that is, you wish to decrease the rates on page 4, enter a minus sign before the amount. If the amount is positive; that is, you wish to increase the rates on page 4, it is not necessary to enter a plus sign.

The example below illustrates that the following changes will be applied to all classes listed on page 4:

Tier 1 fields will be increased by $5.00.

Tier 2 fields will be increased by $4.00.

Tier 3 Fields will be increased by $3.00.

Tier 4 fields will be decreased by $1.00.

The charge for miles/kms beyond the free allotment will be increased by $.05

The charge for miles/kms for interc ity rentals beyond the free allotment will be increased by $.08.

Quick Price Edit Fields:

While the Quick Price Edit Fields apply easily to Tiered Rates, they can be used on non-tiered rates as well. However, it must be kept in mind that these are dollar amounts; not percentage adjustments. The logic can be very useful to adjust the daily rate for all classes. For example, you may want to increase all daily rates by $5.00. Correspondingly, you could increase weekly rates by $30. However, it would not make sense to try to adjust monthly rates in this manner since monthly rates can vary so much by vehicle class.

Note that for Yield Managed Rates, all levels will be subject to the adjustments entered in these fields.

When percentages for Tier Rates are defined on page 1 AND amounts are entered in the adjustment fields (Quick Price Edit Fields) on page 2, the following logic is in place:

Adjustment amount entered for Tier 1 only: The rates for Tier 1 will be calculated from the Quick Price Edit entry and a prompt will display asking if the percentage ratios entered on page 1 should be used to recalculate the other tiers.

Adjustment amounts entered for Tier 1 and/or other Tiers: The rates for all Tiers will be calculated from the Quick Price Edit fields and there will be no prompt asking if the percentage ratios on page 1 should be used (they will be ignored).

35. TIER 1

Enter an amount to adjust Tier 1 (or Daily) rates for all classes on page 4. Use a minus sign for negative adjustments.

EXAMPLE: Type 5.00 (RET)

36. TIER 2

Enter an amount to adjust Tier 2 (or Weekly) rates for all classes on page 4. Use a minus sign for negative adjustments.

EXAMPLE: Type 4.00 (RET)

37. TIER 3

Enter an amount to adjust Tier 3 (or Monthly) rates for all classes on page 4. Use a minus sign for negative adjustments.

EXAMPLE: Type 3.00 (RET)

38. TIER 4

Enter an amount to adjust Tier 4 (or Extra Day) rates for all classes on page 4. Use a minus sign for negative adjustments.

EXAMPLE: Type -1.00 (RET)

39. MILES

Enter an amount to adjust the mileage/km rates for all classes on page 4. Use a minus sign for negative adjustments.

EXAMPLE: Type .05 (RET)

40. INTCTY

Enter an amount to adjust the intercity mileage/km rates for all classes on page 4. Use a minus sign for negative adjustments.

EXAMPLE: Type .08 (RET)

1. TOLL OPTION IN

This field is used for clients in Australia who interface with the Transurban Toll processing company. Enter:

N = No, rentals with this rate are not registered with Transurban. It is assumed that the profitability of this rate is great enough that the car rental company can pick up the cost of the toll charges.

Y = Yes, rentals with this rate are automatically registered with Transurban.

blank = This rate does not automatically as far as toll processing is concerned.

EXAMPLE: Type (RET)

N (or blank) = No, the fixed tiered logic should not apply to this rate.

Y = Yes, this is a tiered rate product and the fixed tiered logic should apply.

EXAMPLE: Type (RET)

Leave this field blank if the daily rate averaging is not desired.

Enter the maximum number of days that the rate that is effective as of the start of the rental is to be used. For rentals greater than this number, the rate will be re-quoted on the pickup date plus the days entered here. This re-quoting will occur every X days (X = the number entered here) for the entire anticipated length of the rental. These various daily rates will be averaged together to produce the averaged daily rate that will be presented on the transaction rounding up to the nearest whole dollar. Enter up to two characters to define the re-quoting period.

So if the Requote Days value was set to "4" and for the Rate Product FRD, new prices are made effective on every Wednesday:

Rate Eff date daily price

FRD 7/31 = 125/day

FRD 8/7 = 150/day

A 7 day rental starting on Monday 8/5 would be priced at

4 X 125 =500

3 X 150 =450 (after 4 days, the rate is re-quoted and the new price is now used). Note: even though the new price of $150.00 a day became effective on Wednesday 8/7, it is not used until it is seen on the re-quoting day which is Thursday the 9th (after 4 days).

500.00 + 450.00 = 950/7 = 136.00 ( $950/7 = $135.71 but we round up to the nearest whole dollar, to the averaged daily rate is $136.00/day). Note: we always round up, so even $135.01 will round up to $136.00/day.

So what is stored in the transaction is the daily rate of $136.00. Note: The rates $125.00 and $150.00 will NOT appear anywhere in the transaction (unlike the rate change that occures with the Seasonal rate logic). They were used to arrive at the calculated daily rate of $136.00, but they are not stored in the transaction.

This logic also changes how CARS+ reacts to edits of the pickup and return dates on existing reservations. See the section "Editing Rental Dates" at the end of the chapter of Reservations for a full discussion.

EXAMPLE: Type 4 (RET)

NOTE: See more on the use of requoting on Yield Managed rates in a discussion at the end of this chapter.

COLUMN 3
1WAY

This column is used in conjunction with the “Intercity Chg to” (Inter-city Change to) field on page 2. If that field is blank it means that one-way rentals to foreign locations are allowed. However, this column can be used to restrict individual classes from one-way rentals. For example, if this rate allows one-ways to foreign locations on all classes except minivans, placing a "N" in this column for minivans will restrict them from one-way rentals.

Note: Placing a "Y" in this column will not override the general restriction against one-ways if the Intercity Chg to Field is filled out on page 2.

Enter:

N = One way rentals to foreign locations are not allowed for this class. They are allowed between owned locations.

M = One way rentals are allowed. However, the following message is displayed in Reservations and RA Open:

SPECIAL INTERCITY CONDITIONS MAY APPLY, CHECK FIELD BULLETIN

L = One-way rentals to only "local" locations (those in the same metroplex location group) are allowed.

F = One-way rentals to only the locations that are part of the same fleet pool as the renting location are allowed.

B = One-way rentals are blocked regardless of the location - whether owned or foreign.

Blank = One ways are allowed; no special message displays.

EXAMPLE: Type N (RET)

Note: For Hertz users, the CDPID Merge program may populate this field with data.

The next series of columns are used when the free mileage/km allotment varies by vehicle class. On page 1 of the Rules record, fields are provided for free mileage/km allotments. On occasion, however, that allotment may vary by vehicle class. For example, you may want to offer 100 free miles per day on the economy and compact cars, and only 50 a day on the minivan. Mileage allotments (and methods of calculation) entered on this page override the general allotment entered on page 1. Note, however, that blank fields (same as zero) on page 4 will not override the miles entered on page 1.

COLUMN 4
T1 KM

Enter the free mileage/km allotment for Tier 1 (Daily) rates for any class that differs from the allotment entered on page 1.

EXAMPLE: Type 50 (RET)

COLUMN 5
T1 M

If data was entered in Column 3, enter the method of calculation that should be used for the mileage/km allotment.

T = TIME

L = LUMP SUM

P = PRO-RATED

EXAMPLE: Type T (RET)

COLUMN 6
T2 KM

Enter the free mileage/km allotment for Tier 2 (Weekly) rates for any class that differs from the allotment entered on page 1.

EXAMPLE: Type 350 (RET)

COLUMN 7
T2 M

If data was entered in Column 5, enter the method of calculation that should be used for the mileage/km allotment.

T = TIME

L = LUMP SUM

P = PRO-RATED

EXAMPLE: Type T (RET)

COLUMN 8
T3 KM

Enter the free mileage/km allotment for Tier 3 (Monthly) rates for any class that differs from the allotment entered on page 1.

EXAMPLE: Type 1200 (RET)

COLUMN 9
T3 M

If data was entered in Column 7, enter the method of calculation that should be used for the mileage/km allotment.

T = TIME

L = LUMP SUM

P = PRO-RATED

EXAMPLE: Type T (RET)

COLUMN 10
T4 KM

Enter the free mileage/km allotment for Tier 4 (Xday/Wkend) rates for any class that differs from the allotment entered on page 1.

EXAMPLE: Type 50 (RET)

COLUMN 11
T4 M

If data was entered in Column 9, enter the method of calculation that should be used for the mileage/km allotment.

T = TIME

L = LUMP SUM

P = PRO-RATED

EXAMPLE: Type T (RET)

COLUMN 12
EMPL

This column displays the employee code of the last person to enter or edit the rates.

COLUMN 13
DATE

This column displays the last date that the rate was entered or edited.

COLUMN‌_14
TIM

This column displays the last time that the rate was entered or edited