1. VEND#

Enter up to 8 alphanumeric characters to indicate the Vendor Number.

Commissions may be paid to existing persons or companies in the Vendor File or to new agents.

EXISTING AGENTS: Entering a valid vendor number (or code) will cause data from the Vendor File to be displayed here. A pop-up window (Shift F7) is available to display available choices for this field.

EXAMPLE: Type 2 (RET).

SEARCHING THE VENDOR FILE

Pressing the "F6" key when the cursor is at the Main Window "OPTION:" field will allow you to call the search routine for the Vendor File. Vendors eligible to receive commissions will display in high intensity on the screen. Selecting a vendor by entering a line number into the Search "OPTION:" field will load that vendor's information into the Commissions Sub-Window.

In some cases, a vendor may also have a customer record, and the 2 records are "linked". This is done when a travel agency is the referring source for a rental and is owed a commission - while at the same time they are supposed to be set up as the direct bill party on the rental. "Linking" the vendor record and the customer record is a way to synchronize the accounts so that a change of address or phone number in one account is reflected in the other.

A field in the Edit Misc Control Fields record can be used to prevent a reservation or RA from having both a vendor commission and a discount on the transaction. If that logic is in place, and there is already a discount on the transaction, a message will display when saving the reservation.

Access to this field on existing reservations and RAs can be blocked through a field in Edit Miscellaneous Control Fields. This block applies to all users who are NOT defined as a "Manager" in the User Access File.

CAMPAIGN

If the vendor is taking advantage of an incentive campaign, enter up to 10 alphanumeric characters representing the campaign number. This number must have already been created in the Edit Incentive Campaign program.

EXAMPLE: Type:NV1234 (RET)

Note: Because the pickup date of the reservation is compared to the valid dates of the Campaign, a pickup date and time must already be entered in the Main Window in order to access this field.

If the date is outside the range of the Campaign period, the following message will display:

RESERVATION'S CHECKOUT DATE IS OUTSIDE OF VALID DATE RANGE

(For details on Incentive Campaigns, refer to the chapter on Edit Incentive Campaigns in this manual.)

If a Campaign code is successfully entered in this field, Field # 10 (Agent ID#) will then become accessible. (See instructions for Field 10 below.)

ENTERING NEW VENDORS

After entering the Vendor number of a new vendor, the following message appears at the bottom of the screen:

VENDOR NOT FOUND

Press RETURN twice and begin entering data as follows:

2. NAME

Enter up to 25 alphanumeric characters for the name of the travel agency or individual who is to be paid a commission on this reservation.

EXAMPLE: Type WHIRLWIND TRAVEL INC (RET)

NOTE: A field in Edit User Access can block a user from being able to edit the name, address and commission percent on existing Vendor records.

3. ADDRESS 1
4. ADDRESS 2
5. ADDRESS 3

Enter up to 3 lines of 25 characters each for the new vendor's mailing address.

EXAMPLE: Type ANNA JOHNSON (RET)

22 PLAZA DEL REY (RET)

CUPERTINO, CA 94563 (RET)

6. PHONE

Enter the telephone number of the new vendor.

EXAMPLE: Type 714-555-5555(RET)

7a. PCT

A transaction can have a percentage or amount commission; not both. Either may default from the vendor record.

Enter up to 5 numeric characters to indicate the commission percentage rate. The commission amount will be computed as a percentage of the Time and Mileage revenue. If a percentage commission is used, the default value for this field will be:

The standard percentage rate from the vendor record.

The standard percentage rate will be superseded by the appropriate rate from the vendor's Commission Plan if the vendor is subject to a Commission Plan and the rate product has a designated rate category. Note that upon closing the RA, the appropriate commission rate from the Commission Plan will be applied based on the actual length of the rental.

EXAMPLE: Type 7.5 (RET)

NOTE: A field in the User Access File controls whether or not the user has the ability to access the commission percent and amount fields.

The Miscellaneous Control file defines the maximum commission percentage that can be offered on any RA. If the figure entered in Field 2a is greater than this maximum, the following message will display at the bottom of the screen:

INVALID PERCENT Press RETURN to continue

7b. AMT

Instead of offering a percentage of T&M, commissions can be dollars and cents the amount of commission to be paid. A standard flat fee amount may default from the vendor record. A transaction can have a percentage or amount commission; not both.

EXAMPLE: Type 10.00 (RET)

8. TAX ID

Although not a required field, this field can be used to enter the TAX ID number of the vendor.

EXAMPLE: Type 051386732

10. GROUP VEND CODE

Enter a up to 3 characters to indicate the commissions group to which this vendor belongs. Group Codes may be created to designate the frequency commissions are to be paid (ex. W = weekly, B = bi-weekly, M = monthly) or the week they are to be paid (ex. 1 = first week, 2 = second week, etc.).

It can also be used to group a travel company that may have multiple offices with different IATA numbers for each office.

EXAMPLE: Type B (RET)

User Tip: This field is not accessible for Europcar RAC operations. The value in this field will default from the Group Vendor Prefix from the Europcar Res Control Record.

11. AGENT'S ID#

This field is accessible only when a valid campaign code has been entered in Field 1a. It is used to track which agent made the booking for a particular campaign where incentives are being offered for bookings.

Registered campaigns: Enter the employee's ID #, which must already exist in the Vendor Employee File. The record in the Vendor Employee File must match the IATA number (Vendor number) entered in Field 1.

Open campaigns: A record in the Vendor Employee File can be used but is not required. If it does not exist, Hertz Brazil operations must enter a valid Federal ID number in this field.

Press Shift/F7 to search the Vendor Employee File.