Use this program to:

Note: This program has undergone extensive changes in the recent months. The following material describes the current functionality of this program in the latest release of CARS+. What is presented below will not be true of earlier releases. To use this program you must be on a current release of CARS+.

I. CREATING THE SPREADSHEET

A. Create the spreadsheet on a PC or computer that is also used to access CARS+.

Click here to download a template file with the header row already completed.


B. Entering data in the spreadsheet

Although the link above provides a template, the columns for the spreadsheet do not need to be in any particular order, and all columns need not be present. For your own purposes, the spreadsheet can contain additional columns unknown to CARS+. What is required is that the columns that contain data to be merged MUST have the column header specified in the chart shown at the end of this chapter.
  • Create a row for each customer record that should be imported or updated.
  • Enter the data to be added or changed in the appropriate column(s). (See the "User Tip" below regarding the date format.)
  • Use the special character "*" (asterisk) in a cell to inform the program to "blank out" the current value of a field in a customer record. (Required fields cannot be cleared.)
  • No updates to fields in the customer record are done from blank cells on the spreadsheet. That is, a “blank” cell on the spreadsheet does not override existing data in the record.

User tip: Date format can be either:

YYYYMMDD (Example: 20150927 for September 27, 2015)

The local date format of either: MM-DD-YY or DD-MM-YY (This is specified in Edit Misc Control Record.)

C. Naming the spreadsheet file.

When saving the spreadsheet, the name assigned to it should follow Unix file name conventions which are:

  • Maximum of 30 characters
  • No spaces or slashes in the name

D. Saving the spreadsheet.

First save it in your spreadsheet program's native format (for example if using Microsoft's Excel program, save it as .xls).

Re-save a copy in .csv format.

If an error in the data is discovered by the merge program, go back to the file in the native format and easily make any corrections. Then re-save it again as a comma delimited file (.csv format).

It is the copy saved in .csv format that will be used for the import. The first row of column headers must be included.


II. UPLOADING THE FILE FROM THE PC TO CARS+

Create the spreadsheet on a PC or computer that is also used to access CARS+. Once the spreadsheet is saved in the csv format, sign into CARS+ using the same computer.

To access the Import Customer File Records program, type IMPCUST (RET) at any menu "OPTION:" field or the appropriate line number on the Import Data sub-menu of the System Management menu.


WARNING: Because the fields in the Customer File record often change through the opening and posting of rental agreements, a test should be made of the input file on a testing data base before importing data into a production data base.


III. RUNNING THE IMPORT PROGRAM

The screen will then display:

OPTION: __ IMPORT CUSTOMER RECORDS

1. File named

2. Only load new custs N

NOTE: DATE FORMATS HAVE CHANGED. ACCEPTABLE FORMATS ARE:
MM-DD-YY
YYYYMMDD






1DO MERGE 2 3 4UPLOAD 5 6 7 8


Enter data as follows:

1. FILE NAME

 The file can be loaded for processing by either:
a. typing the file name in this field - or
b. searching for it. To search, press F6 from this field. A search window will appear on the lower half of the screen. Select the appropriate file by typing the row number. An example is shown below.



OPTION: __ IMPORT CUSTOMER RECORDS

1. File named

2. Only load new custs N

NOTE: DATE FORMATS HAVE CHANGED. ACCEPTABLE FORMATS ARE:
MM-DD-YY
YYYYMMDD





Option: _ CUSTOMER FILE SEARCH
F2=NEXT 8 F4=PREV 8
File Name Create Date
1 customer-081115.csv Aug 11 2015
2 customer-080215.csv Aug 3 2015
** No More Records **





Select the appropriate file by typing the row number.

2. ONLY LOAD NEW CUSTS
 Enter:
Y = Ignore customer records that already exist. Do not update them. Import new records only.
N = In addition to importing new customer records, update existing customer records with any changes.
EXAMPLE: Type N (RET)

Press "F1" to begin.

As the processing is done, a log file is created indicating which records were merged successfully. The line for each record is prefixed with either "PASSED" or "FAILED". The log file is created in the same place from which the original file was obtained and is called: CSVCUS2.csv.log


User tip: Some fields appear on the customer screens, but they are not actually fields from the customer record. These fields should be skipped.
Freq. Tvlr (Frequent Traveler number)
Commission %
Commission Group
Commission Plan
Location Number


A listing of the fields which can be imported is shown below. This chart is in the same order as the template provided in the link earlier in this chapter.

Required Column Header
 Field #
 Field Description
 Comments
 Fields that CANNOT be initialized with the asterisk "*"

PAGE 1



Cust_number
 1
 Customer number

If left blank, the next customer number in the sequence will be assigned.
Last_name 2a Last
Last name
 *
Title
 2b
 Title
 First name
First_name
 3
 First

*
Address_1
 4
 Addrs-1
*
Address_2
 5
 Addrs-2
*
City
 6
 City
*
State
 7
 State
*
Zip_code
 8
 Zip
*
Phone
 9
 Phone

Country
 10
 Country

Cell_phone
 11
 Cell Phone

Fax_number
 12
 Fax #

Email
 13
 Email address

Bill_to
 14
 Bill-to number
 Name and City are display only

Emplr_name
 15
 Emplr Name
 Employer name
Emplr_add
 16
 Emplr Address

Emplr_city
 17
 Emplr City

Emplr_state
 18
 Emplr State

Emplr_zip
 19
 Zip


Emplr_phone
 20
 Emplr Phone


CDPID
 21
 Corp ID

Type
 22
 Cust Type
*
Dl_number 23
 DL Number
*
Dl_state 24
 State Driver license state
 *
Dl_expire 25a
 Exp
 Driver License Expire Date (DD-MM-YY) *
DL_Issue_Date 25b
 Issue
 Driver License Issue Date (DD-MM-YY)
Fop_name 26
FOP Code
 Form of Payment Code
Fop_no 27
 Number
 Form of Payment Number
Fop_exp 28
 Expire
 Form of Payment Expire Date (MM-YY)
Birth_date 29
 Birth Date
*
Gender 30
 Gender M/F

Other_id 31
 Other ID Number

Tax_id 32
 Tax ID Number

Contact
 33
Contact 1
 Contact 1 Name
Contact1_Pos 34
 Contact 1 Pos
 Contact 1 Position
Contact2 35
Contact 2
 Contact 2 Name
Contact2_Pos 36
Contact 2 Pos
 Contact 2 Position
PAGE 2



Fed_tax_id 1
 Fed Tax ID#

Fed_id 2
 Add'l ID#

Fed_Id_Ctry 3
 Add'l ID Country

Id_ctry 4
 Add'l ID Desc

Fed_id_Iss_Date 5
 Add'l ID Issue
 Issue date for ID (DD-MM-YY)
Fed_id_Exp_Date 6
 Add'l ID Exp
 Expire date for ID (DD-MM-YY)
Birth_Place 7
 Birth Place

State_id 8
 State Tax ID

Fop_no_2 9
 CC Number
 Second Credit Card Number
Fop_exp_2 10
 CC Exp Date
 Second Credit Card Expire Date (MM-YY)
Fr_exp_date 11
 FT Exp Date
 Frequent Traveler Expire Date (DD-MM-YY)
Priv_block 12
Opt Out
 Privacy setting
Doc_scanned 13
Doc Scanned

Scan_date 14
Scan Date
 Scan Date (DD-MM-YY)
Freq_tvlr 15
Freq Tvlr
 Frequent Traveler Number
Inv_rnt_name 16
 Renter Name on TD

Alt_ID 17
 Alt ID

1club_date 18
 #1 Club Print Date
 Number 1 Club Print Date (DD-MM-YY)
1club_quest 19
#1 Club Question #

Ins_co 20
Insurance Co.

Policy_name 21
 Policy Name

Policy_no 22
 Policy No

Policy_exp
 23
 Policy Exp Date
 Policy Expiration Date (DD-MM-YY)
Policy_ded 24
 Policy Deduct

Last_dl_Chk 25
 DL Check Date






PAGE 3



Class
 1
 Veh Class

Retail_rate
 2
 Retail Rate Prod

Vchr_rate
 3
 Vchr Rate Prod

Options 4
 Options

FPO
 5
 PPD FUEL

Opset 6
 OptSet

Disc_pct 7
 Discount %

Tickets
 8
 Tickets

Ticket_date 9
 Last Date
 Ticket Date (DD-MM-YY)
Accidents
 10
 Accidents

Accident-date
 11
 Last Date
 Last Accident Date (DD-MM-YY)
Entry_date 12
 Entry Date
*
Last_activity 13
 Last Activity
*
Times_rented 14
 Times Rented
*
Wsale_calc 15
 Wsale Calc Met

Oneway_exe 16
 One-way Exempt

Aptax_exe 17
APFEE Exempt?
 Airport Fee Exempt?
Fuel_code 18
 Fuel Code

Drop_zone 19
 Drop Zone

CDW
 20
 CDW

PAI
 21
 PAI

PEC
 22
 PEC

CRG
 23
 CRG

Use_seam 24
 Use Seamless

Block_rt 25
 Block Rate

Src_code 26
 Source Code

Clsavl_override 27
 Cls Avail Override

Exempt_Fed_Tax 28
 Exempt Fed Taxes

Allow_Retail 29
 Allow Retail Rates

Ins_Method 30
 Ins Method

Awards_Points 31
 Awards Points

Vip_Level 32
 VIP Level







PAGE 4



Pay_cust 1
 Paying Cust#

Bal_meth
 2
 Balance Meth
*
Stmnt_cycle
 3
 Stmt Cycle
 Statement Cycle
 *
Cr_limit
 4
 CR Limit
 Credit Limit
Cr_rate
 5
 CR Rating
 Credit Rating
Fin_chg
 6
 Fin Chg Flag
 Finance Charge Flag
Terms_code
 7
 Terms Code

AR_acct 8
 A/R account
 Accounts Receivable GL account #
Tax_code 9
 Tax Code

Sales_ptd 10
 Sales PTD
 Sales period to date
Sales_ytd 11
 Sales YTD
 Sales year to date
Balance 12
 Balance

Last_pmt 13
 Last Pmt Amt Last Payment Amount
Last_pmt-date 14
 Last Pmt Date
 Last Payment Date (DD-MM-YY)
Bill_format 15
 Billing Format

AR_ref 16
 AROPEN Res Ref

Req_pin 17
 Req Bill-to Auth

Bill_cycle 18
 Bill Cycle

Batch_nf 19
 Batch Tax Doc?

Vend_no 20
 IATA#

Ex_link 21
 Exempt Link


22
 Commission %
 Display only - skip this field

23
 Commission Group
 Display only - skip this field

24
 Commission Plan
 Display only - skip this field
Sales_man 25
 Salesman

AR_agent 26
 AR Agent

Write_amt1 27
 Write off amt 1

Write_code1 28
 Write off code 1

Write_amt2 29
 Write off amt 2

Write_code2 30
 Write off code 2



Cust Orig Loc
 Display only - skip this field


Corp Running Total
 Display only - skip this field


Corp Credit Limit
 Display only - skip this field


Licensee total
 Display only - skip this field


Licensee Credit Limit
 Display only - skip this field


Grand total
 Display only - skip this field


Total Credit Limit
 Display only - skip this field
PAGE 5



Locator 1
 Locator

Corp_std 2
 Corporate std

Bank_name 3
 Bank name

Iban_no 4
 IBAN No.

Toll_CC 5
 Toll CC #

Toll_CC_exp 6
 Toll CC Expiry

Toll_Status 7
 Toll Status

Webres_Skin 8
 Webres Skin

Veh_no 9
 Vehicle No.

EDI_flag 10
 EDI Flag


11
 Location Number
 skip this field
Split_Foreign 12
 % split Foreign

Split_own 13
 % split Owning

Ins_split 14
 % split Ins RA

Pay_code 15a
 Pay Code

CC_type 15b
 CC type

Corp_pay_code 16
 Corp Pay Code

Corp_cc_type 17
 Corp CC Type

Print_date 18
 Use Print Date

No_lights 19
 No lights

Bank_no 20
 Bank No

Agency_no 21
 Agency No

Agency_check 21a
 CkDgt
 Agency Check Digit
Acct_no 22
 Account No

Acct_check 22a
 CkDgt
 Account Number Check Digit





For those using extended address
See also note below

Adr_type
Address Type number

Adr_building
Building

Adr_apart
Apartment number

Adr_street
Street name

Adr_locality
Locality

Adr_town
Town name

Adr_city
City Name

Adr_county
County name

Adr_state
State Code

Adr_country
Country Code

Adr_post_code
Zip Code

Adr_type2



Adr_building2



Adr_apart2



Adr_street2



Adr_locality2



Adr_town2



Adr_city2



Adr_county2



Adr_state2



Adr_country2



Adr_post_code2





Extended Address

If using the extended address feature, note that the fields for address Type 1 and Type 2 are provided in the last columns of the spreadsheet template. Some of the fields for extended address are unique (such as "Building") while others (such as "City" and "State") have existing fields in the customer record. For the fields that exist in the customer record, the data entered in the extended address fields overlays any data in the 'normal' address fields.