Fuel credit cards represent an alternative way to charge for fuel on rental agreements. Fuel cards are issued by the rental operator on certain RAs. The rental customer uses the credit card to purchase fuel for the duration of the rental. A fuel charge is calculated on the RA at the time of Close based on the number of miles/kms driven.
II. REQUIRED SET-UP STEPS
A. SETTING UP FUEL CARD FUEL RATES
HERTZ OPERATORS: EDIT FUEL CARD RATES
This program, for use by Hertz operators for CDPID accounts, is on the Fuel Control Files Menu. It is used to set up Fuel Card Rates. Rates can vary by:
- Rate Set
- Rate Code (Rate Product)
- Pricing Code
- Class Code
- Fuel Type
- Effective Date
Data is entered into the screen in much the same way as the rates page of the Edit Rental Rate and Rules screen. A partial screen is shown below.
| OPTION: EDIT FUEL CARD RATES # *Rate *Rate *Prc *Class *Fuel Rate Term # *Set *Code *Code *Code *Type *Eff Date Per KM Date 01 02 03 04 05 06 07 |
Data must be entered in the first two columns, Rate Set and Rate Code, as well as in the Effective Date column. The other columns are optional. However, if data is entered in them, be aware of the hierarchy that in is in place that dictates which items take precedence over the others. The hierarchy from highest to lowest is:
By Rate Product, Rate Set, Pricing Code, Class, Fuel Type, and date ------- By Rate Product, Rate Set, Class, Fuel Type, and date (no Pricing Code) By Rate Product, Rate Set, Pricing Code, Fuel Type, and date (no Class) By Rate Product, Rate Set, Fuel Type, and date (no Pricing Code or Class By Rate Set, Pricing Code, Class, Fuel Type, and date (no Rate Product) By Rate Set, Class, Fuel Type, and date (no Rate Product or Pricing Code) By Rate Set, Pricing Code, Fuel Type, and date (no Rate Product or Class) By Rate Set, Fuel Type, and date (no Rate Product, Pricing Code or Class
If no match is found, the system then uses the records in Edit Fuel Rates.
NON-HERTZ OPERATORS: EDIT MODEL CODES
Data Field 25: FUEL CARD RATE
Enter the rate per mile/km used to calculate the fuel charge.
When a fuel card is assigned to a RA, the fuel charge at Close is calculated by multiplying the miles/kms driven by the applicable fuel card rate from the rate entered in the vehicle's Model Code record.
EXAMPLE:
| OPTION: __ EDIT MODEL CODES 1 Model SUNBIRD 20 Revs/mile 2 Year 13 21 Tax Code 3 Description SUNBIRD 4 Class C 22 Phone Incl 5 Surcharge 23 Annual Fee . 6 Doors 24 Fuel Code 7 Make PONTIAC 25 Fuel Card Rate .1100 8 Type 4 26 Model Option 9 Group 27 Charge Option 10 Style 28 Alt. Model 11 Options Mod Date 08-04-12 12 1st tank size 15.00 Mod Time 1513 13 2nd tank size Mod Employee ANNE 14 Fuel type U 15 Est MPG 21.00 16 Pricing code C 17 Post code F 18 Service flags 0000000000 19 VIN 1st 8 1 2 3ERASE 4 5BACKUP 6 7HELP 8 |
B. ADDING FUEL COMPANIES TO THE VENDOR FILE
The fuel companies issuing the credit cards must be set up as Vendors in the Vendor File.
VENDOR FILE MAINTENANCE
Data Field 1: VENDOR NO.
Enter up to 8 alphanumeric characters for the vendor number. (Imbedded spaces are not permitted.)
Date Field 2: NAME
Enter up to 25 alphanumeric characters for the vendor name.
Although data may be entered in other fields, only Fields 1 and 2 are required.
EXAMPLE: (Partial screen is shown below)
| OPTION: __ VENDOR FILE MAINTENANCE 1 Vendor No. UNION 21 Discount Last Yr. 2 Name UNION 76 22 Default Acct. 3 Address 1 23 Group Code 4 Address 2 24 Comm Plan ID # 5 Address 3 25 Original ID # 6 Phone No. 26 Group Vend 7 Fax No. 27 CDPID # 8 Tax ID 28 GDS 9 Type 29 PrePay FOP 10 Comm. Pct Mod Date 11 Terms |
C. FUEL CARD FILE MAINTENANCE
In order to assign a fuel card to a vehicle or to a RA, the fuel card must be set up first in this program.
To access the Fuel Card File Maintenance program, type EDITFCD (RET) at any menu "OPTION:" field or the appropriate number on the Rental Control Files Menu. The screen will then display:
| OPTION: ____________ FUEL CARD FILE MAINTENANCE 1 Card No 2 Oil Company 3 Exp Date 4 Status 5 Vehicle Mod Date Mod Time Mod Empl 1SAVE 2NEXT 3ERASE 4 5 6SEARCH 7HELP 8 |
Enter data as follows:
|
1. CARD NO |
Enter up to 20 alphanumeric characters representing a valid fuel charge card number. EXAMPLE: Type T1234567890 (RET) |
|
2. OIL COMPANY |
Enter up to 8 alphanumeric characters representing the Vendor Number of the oil company issuing the fuel charge card. The Vendor Number must already exist in the Vendor File. EXAMPLE: Type UNION (RET) |
|
3. EXP DATE |
Using your selected date format, enter the expiration date for the fuel credit card. EXAMPLE: Type 123116 (RET) |
|
4. STATUS |
When entering a new card, this field should normally be left blank. To turn off the ability to use a card, enter a single letter such as "L" for lost. These single letter status codes are not predefined. Any letter entered in this field will make the card invalid. EXAMPLE: Press (RET) |
|
5. VEHICLE |
If the fuel card is permanently assigned to a vehicle, enter up to 6 alphanumeric digits representing the vehicle number. Otherwise, leave this field blank. EXAMPLE: Press (RET) |
|
MOD DATE |
This field displays the last date that the record was modified. |
|
MOD TIME |
In conjunction with the above field, this displays the last time that the record was modified. |
|
MOD EMPL |
This field displays the code of the last employee who modified the record. |
The screen will then display:
| OPTION: ____________ FUEL CARD FILE MAINTENANCE 1 Card No T1234567890 2 Oil Company UNION 3 Exp Date 12-31-16 4 Status 5 Vehicle Mod Date Mod Time Mod Empl 1SAVE 2NEXT 3ERASE 4 5 6SEARCH 7HELP 8 |
Press "F1" at the "OPTION" field to save the record.
If the card had been assigned to a vehicle, the screen would look like this:
| OPTION: ____________ FUEL CARD FILE MAINTENANCE 1 Card No T1005489210 2 Oil Company UNION 3 Exp Date 12-31-16 4 Status 5 Vehicle M40012 Mod Date Mod Time Mod Empl 1SAVE 2NEXT 3ERASE 4 5 6SEARCH 7HELP 8 |
D. TURNING ON FUEL CARD LOGIC AND ALLOWING EDITS
EDIT MISCELLANEOUS CONTROL FIELDS
Fuel Card logic is turned on with a field in the Miscellaneous Control File.
Page 2, Data Field 11: ENABLE FUEL CARD TRACKING
Enter "Y" in this field to enable the fuel charge card logic. This field must be set to "Y" to allow access to the Fuel Card subwindow of RA Open.
The field below allows any user to remove or add a fuel card to a RA within the first 2 hours of the RA. (This field also allows edits to the "L" type option and
Page 3, Data Field 27: EDIT 2 HRS
Enter "Y" in this field to all edits (addition or removal) of a fuel card in the first 2 hrs of a RA.l
E. FUEL CARDS FOR CORPORATE RENTERS
Issuance of a fuel card is one of the privileges that can be designated for corporate renters.
Field 13: Fuel Card
Enter "Y" in this field to create a fuel card privilege code.OR
Enter "M" in the field to make the fuel card mandatory.
Field 34: Fuel Card Open
Enter "N" in this field if the fuel rate of the expected return/closing location should be used to compute the refueling charge rather than the opening location's rate.
Field 35: Fuel Card Res Class
Enter "Y" if the fuel rate for the vehicle class should come from the reservation rather than the actual class of the vehicle on the RA.
Field 4: RATE CODES
For those corporate accounts that should have the Fuel Card feature, enter the Privilege Code that was created for fuel cards.
F. FUEL ACCOUNT NUMBER
For users of the fuel card logic, special programs may be written to transfer data between CARS+ and the fuel company issuing the charge cards. When Thermeon customers use a shared system (multiple licensees or a corporate entity and licensees on the same system), each entity has a unique account number with the fuel company. When data is transferred, it is necessary to identify which entity (corporate or licensee) is sending the data. A field in the Location Record is used to identify that location by their account number.
Page 3, Data Field 40:FUEL ACCOUNT
Enter up to 10 alphanumeric characters representing this location's account number with the fuel company.
Page 4, Data Field 26:Fuel Card Rt Set
Enter up to 6 alphanumeric characters representing the Rate Set to use for fuel cards.
Note: Your system can also be configured for the close program to determine if fuel should be charged on multi month rentals when user closes the last Rental in the chain. In order to have your system configured in this manner, contact Thermeon's Customer Support Dept. and ask that GVT record "MULTIGAS" be set up.
III. COUNTER INSTRUCTIONS
A. OPENING RA's WITH FUEL CARDS
To assign a fuel card to a RA, use the Fuel Card Subwindow (Subwindow P):
| OPTION: P_____________ RA OPEN 1 Name(L/F/T) BILLINGS/JOHN 11 Ret Dt/Tm 08-08-12/0800 2 Address 15 SOUTH ST 12 Ret Loc/Drop FAR01/* 3 C/S/Z SANTA ANA/CA/92777 13 Veh/Cl/Rt/Cl 027204/C/SDL0/C 4 Ph/DOB/Gen 803-555-1212/02-02-60/* 14 Odm/Fuel/Ppd 20100/8/N 5 Locl Cnt * 15 Cell Phone * 6 Li/St/Ex/Ver 123/CA/02-02-16/* 16 Empl/Drw ANNE/1 7 FOP/#/Ex/LOA VI/XXXXXXXXX0111/02-16/*/* A-Rates G-Dts/Misc 8 Ath#/Amt */* B-DB/Cust H-RA Close 9 Sr/Ty/ID */R/*/* C-Deposit N-Notes 10 Notes * D-Options O-Other Windows OPTION: ______________ FUEL CARD ASSIGNMENT 1 Card No * Oil Company * 2 Start Date/Time 08-04-12/1426 |
For Hertz Australia users, CALTEX fuel cards may be swiped. From the Subwindow "OPTION" field, press F2 to Swipe the fuel card.
Enter data as follows:
|
1. CARD NO |
Enter up to 20 alphanumeric characters representing the fuel charge card being issued on this RA. Card numbers are validated against the Fuel Card File and must exist there in order for the card number to be accepted in this field. For cards that are assigned to vehicles, this field defaults to the vehicle's fuel card and cannot be edited. EXAMPLE: Type T1234567890 (RET) |
The screen will then display:
| OPTION: ______________ FUEL CARD ASSIGNMENT 1 Card No T1234567890 Oil Company UNION 2 Start Date/Time 08-04-12/1500 |
If the card number entered is not valid, the following message will display:
INVALID FUEL CARD NUMBER
If the Fuel Card subwindow is accessed after the RA has been saved, the card number assigned will display at the bottom as shown below:
| OPTION: ______________ FUEL CARD ASSIGNMENT 1 Card No Oil Company 2 Start Date/Time 08-04-12/1500 T1234567890 08-04-12 ANNE 08-04-12 |
Once a fuel card has been added to the RA, the prepaid fuel field (Field 14c) in the Main Window cannot be changed. In fact, a "C" will appear in that field indicating that a Card is in effect on the RA.
| OPTION: P_____________ RA OPEN L6060404 OPEN 1 Name(L/F/T) BILLINGS/JOHN 11 Ret Dt/Tm 08-08-12/0800 2 Address 15 SOUTH ST 12 Ret Loc/Drop FAR01/* 3 C/S/Z SANTA ANA/CA/92777 13 Veh/Cl/Rt/Cl 027204/C/SDL0/C 4 Ph/DOB/Gen 803-555-1212/02-02-60/* 14 Odm/Fuel/Ppd 20100/8/C 5 Locl Cnt * 15 Cell Phone * 6 Li/St/Ex/Ver 123/CA/02-02-16/* 16 Empl/Drw ANNE/1 7 FOP/#/Ex/LOA VI/XXXXXXXXX0111/02-16/*/* A-Rates G-Dts/Misc 8 Ath#/Amt */* B-DB/Cust H-RA Close 9 Sr/Ty/ID */R/*/* C-Deposit N-Notes 10 Notes * D-Options O-Other Windows |
Notes:
On-line Open RAs:
- Fuel Cards are not activated when RAs are saved as Pre-prints or placed in "Hold" status (when using the Dispatch Logic). Instead, the program that is used to change the status of the RA to "Open" also updates the Fuel Card record. In the case of Preprints, Batch Open updates the Fuel Card record. In the case of Hold RAs, the Release Vehicle program updates the Fuel Card record.
Batch Open RAs:
- If a Fuel Card is on a Batched Open RA, the Prepaid Fuel field set to "C".
- A field in the Fuel Card file is used to record the RA number to which the Fuel Card is currently assigned. If there is no RA number associated with the Fuel Card, the RA Open date/time is used to update the Fuel Card record. If there is already a RA number associated with the Fuel Card, a comparison is made of the activation date/time in the Fuel Card record and the open date/time of the RA opened via the Batch Open program. If the RA date/time is equal to or more recent than the Fuel Card's activation date/time, the Fuel Card record is updated accordingly. If the RA open date/time is older than the Fuel Card's current activation date/time, the Fuel Card record is not updated.
For those operations using the Dispatch logic, the Release Vehicle program activates the Fuel Card when the RA is changed from H (Hold) status to O (On Rent) status.
B. OPENING RA's WITH FUEL CARD PRIVILEGE CODES
When a CDPID number is present on a RA and the corporate contract associated with it is defined as one with a fuel card, the subwindow can be accessed directly or can be accessed as a choice from the Fuel Pop-up Window if your system is so configured. If accessed from the Fuel pop-up window and a fuel card number is not entered in the subwindow, the Fuel Sales pop-up window is re-displayed for another selection.
If not accessed from the Fuel Card pop-up window, and the CDPID allows a fuel card, the following message will display when assigning a vehicle to a RA during the opening process:
DOES RENTER REQUIRE A FUEL CARD?
This is a reminder to assign a fuel card to the RA. If the answer is "Y", and the vehicle has a fuel card assigned to it, the following message will display and the fuel card data will be automatically loaded in the Fuel Card subwindow:
FUEL CARD ISSUED
If the answer is "Y" and the vehicle does not have a fuel card assigned to it, the following message will display:
VEHICLE FUEL CARD NOT FOUND
In this case, a fuel card should be manually entered in the Fuel Card subwindow.
If the CDPID requires a fuel card:
"C" will be entered automatically in the prepaid fuel field on RA Open.
The Fuel Card subwindow will display. (The fuel sales pop-u window will not display.)
If an attempt is made to save the RA without a fuel card having been issued, the following message will display:
THIS RENTER REQUIRES A FUEL CARD
C. CLOSING RA's WITH FUEL CARDS
RAs with fuel cards are closed in a similar manner to any other RA. The difference is that the fuel charge is based on the distance driven and the fuel charge cannot be edited.
EXAMPLE:
| OPTION: A_________ RA CLOSE #L6060404 1 Miles/Fuel/Chg 21255/3/127.05 5 Empl/Drw ANNE/1 Total T&M 267.10 6 Notes * Total Non-T&M 130.05 FOP VI XXXXXXXXX0111 2 Discount * 3 Tax/Surcharge 9.85 A-T&M Charges name:BILLINGS Subtotal-1 407.00 C-Option Charges date:08-04-12 1500 Less Dep/Reimb * D-Payments odom: 20100 8 Less Payments 407.00 E-Other Charges veh#:027204 4 Change Back * F-RA Open Bill-To:THERMEON C Balance * O-Other Windows N-Notes F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALC F6=SEARCH ESC=EXIT |
In this example, the vehicle traveled 1155 miles/kms. (Odometer reading was 20100 at Open and 21255 at Close.) The rate as defined in the Model Code file is $.11. The fuel charge is calculated by multiplying 1155 miles/kms by $.11. The resulting fuel charge amount of $127.05 cannot be edited.
Notes:
Multiple Invoiced Rentals
- When using the Cars+ Multiple Invoiced Rentals feature, RAs that have a Fuel Card will require manual intervention after the close of the RA. A listing of these RAs can be found in Multiple Invoiced Rentals Pre-Clone Report before the next clone takes place. However as the fuel rate it calculated on milage, the fuel charge from the FUEL Card will calculate and carry over to each new OPEN RA where applicable.
D. REMOVING FUEL CARDS
Fuel Cards can be removed from contracts in statuses other than Open or Closed by accessing the Fuel Card subwindow and pressing "F3" when the cursor is at the Fuel Card No. field.
E. FUEL CHARGE AUDIT REPORT
This report can be run for:
·Only those RAs with fuel cards assigned.
- All RAs except those with fuel cards assigned.
- All RAs regardless of whether or not a fuel card is assigned.
When the report is requested for only those RAs with Fuel Cards, the Fuel Card number will print on the report. In order to make room for the Fuel Card number, certain other data must be removed from the report. Data removed from the report are the Closing data/time, the DBR Date, the EDRB transmit date, and the Posted flag.