The following steps are performed after the license number and date are entered:

1. The vehicle is identified by the license number.

2. The RA File is searched for all RAs involving that vehicle that were open on the date of the citation.

3. If no RA is found, a search is made of the Exchange File in case more than one vehicle was involved in the rental. If a RA is found in Steps 2 or 3, a full description of the driver/renter will appear on the subsequent report.

4. If no RA is found by Steps 2 and 3, the Non-Rev File is searched for Non-Rev tickets for the vehicle that were open on the date of the citation.

5. If no Non-Rev ticket is found, the program assumes that the RA has been purged out of the RA File and searches the Vehicle History File for an abbreviated RA record. If a record is found, the report will print enough information to facilitate pulling a printed file copy of the RA.

6. The system can also be configured to perform additional functions such as:

a. Automatically update the customer's record
b. Write a vehicle history record
c. Print a report of tickets researched
d. Print a letter to the renter
e. Print a letter to the issuing authority
f. Save the issuing authority as a vendor
g. Assess administrative processing fees to the renter
h. Charge either the Customer's Account or credit card for the ticket and administrative fees
Note: A field in Edit Miscellaneous Control Fields determines if drivers of Non-Revs are invoiced for traffic citations.

Refer to the sections at the end of the chapter for information on these options.

User tip: Extended name and address are currently not supported by this program.

Searching for processed tickets: A ticket search is available on the RA Open program. The ticket search is listed with other files that can be searched when pressing F6 from the main OPTION field. Tickets can be searched by the ticket number, the RA number, or the processing date. (The Vehicle History file is searched for service code 91 transactions.)

To access the Ticket Processing Report, type TICKET (RET) at any menu "OPTION:" field or the appropriate line number on the Ticket Processing Sub-Menu of the History/Maintenance Menu. The screen will then display:

OPTION: ____ TICKET PROCESSING REPORT 1 Ticket No. 2 Vendor No. 3 Ticket Issuer 4 Ticket Date 5 Ticket Time 0000 6 License No. 7 Ticket Amt 1BEGIN 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8

Enter data as follows:

1. TICKET NO.	From the citation, enter the ticket number. EXAMPLE: Type 2345-35612 (RET)
2. VENDOR NO.	Enter the vendor number, up to 8 alphanumeric characters, for the party to whom the ticket is owed. This field will only accept existing numbers from the Vendor File. Records in the Vendor file can be searched using the F6 key at the "OPTION", or by pressing Shift F7 when the cursor is in this field. If the vendor does not exist as yet in the vendor file, leave this field blank. An opportunity is given later on in the program to create a new vendor when printing a liability letter. EXAMPLE: Type 344 (RET)
3. TICKET ISSUER	Enter the name of the municipality that issued the ticket. EXAMPLE: Type SANTA ANA (RET)
4. TICKET DATE	Enter the date of traffic violation in the appropriate format, (either MM-DD-YY or DD-MM-YY). EXAMPLE: Type 040811 (RET)
5. TICKET TIME	Enter the time of the traffic violation. EXAMPLE: Type 1030 (RET)
6. LICENSE#	Enter up to 11 alphanumeric characters for the vehicle license number stated on the citation. EXAMPLE: Type 3TPH916 (RET)
7. TICKET AMT	Enter the amount of the ticket. EXAMPLE: Type 35.00 (RET)

When (RET) is pressed at Field 6, the system will automatically display rental agreements or non-rev tickets matching the vehicle and ticket date and time. If two or more transactions included the same date and time, they will each be listed. Select the transaction by entering the line number.

A series of questions will then display:

UPDATE CUSTOMER AND HISTORY FILES? (Y/N)

Enter:

Y = The Customer's record will be updated to reflect the ticket by incrementing the ticket count by one and noting the date of the ticket. Upon the next rental by this customer, a warning message will appear during the RA opening process. Additionally, a vehicle history record will be created on the vehicle for the ticket under Service Code 91.

N = The Customer and History Files will NOT be updated, and the following question will display:

PRINT REPORT INFO? (Y/N)

Enter:

Y= Yes, this information should print on the Ticket Processing Report.

N = No, this information should not print on the report.

Note:If the system is configured to print letters to the renter and/or the authority issuing the ticket, this question ALSO controls whether or not those letters will print.

ACCEPT LIABILITY? (Y/N)

User tip: The answer to this question can have major implications in how the transaction is handled in CARS+. Please be sure to read and understand the following section.

Enter:

Y = Yes. Your company, as the car rental operator, will accept the liability (responsibility) for this ticket. Your company will pay it directly and charge the customer for it.

N = No. Your company, as the car rental operator, will not accept the responsibility for this ticket. Instead, information will be furnished to the issuer of the ticket so that they may pursue the renter directly.

Whether the answer is Yes or No, your system can be configured to print an appropriate letter to the renter. In addition, if the answer was "N" (your company is not accepting liability), a second letter directed to the issuer of the ticket can be printed.

The wording within the letters can vary according to the following parameters:

A. Whether or not liability was accepted

B. The payment method that was used on the RA. There are 3 payment categories for RAs:

1. Renter paid with cash (or check or travelers checks)

2. Renter paid with credit card

3. Rental was a direct bill

Each letter has room for up to 13 lines of text, including the salutation and closing. Thermeon's Customer Support Dept. will set up each of the 6 letters with the text you provide for each situation. To change the terms that are standard and not part of the 13 lines of text, the translation logic can be used to do that. (Refer to the special chapter of the manual on Foreign Language Translation for instructions. Translation of this program follows the same methods as translating RAs and Report Headings.)

The program chooses which of the six letters is appropriate in each case:

Accepting Liability and:

Renter paid by cash

Renter paid with credit card

Rental was a direct bill or insurance logic RA

Not accepting Liability and

Renter paid by cash

Renter paid with credit card

Rental was a direct bill or insurance logic RA

Standalone Users: Please refer to the section at the end for the file naming convention used for the six different text files.

Whether or not liability is accepted, a provision is made within each letter for you to include up to two additional charges such as an administrative fee and tax. Those fee amounts and the corresponding General Ledger accounts are defined in the Edit Ticket Charge Codes on the Accounting Control Files Menu. Once defined, the fees are charged on every transaction.

Shared systems: When a system is shared between corporate and licensees, the administration fee may vary for the different operations. Each entity can set up their own distribution record in the Edit Ticket Charge Codes . The Ticket Processing program obtains the administrative charges from the Ticket Charge Distribution record for the posting company defined in the user's location record.

Automatic Charges:

In addition to the letters, Petty Cash entries are automatically created for each transaction. Please study the chart below.

Accept Liability?	How was RA Paid?	Letter to Renter	Letter to Ticket Issuer Authority	Accounting Action
Yes	Cash	Yes - includes itemization of charges for infraction, admin. fee, etc.	No	Petty Cash entry charging customer's account for ticket plus admin. fees. (Uses Cust. # for FOP & creates receivable.)
Yes	Credit Card	Yes - includes itemization of charges for infraction, admin. fee, etc.	No	Petty Cash entry charging credit card for ticket plus admin. fees.
Yes	Direct Bill	Yes - includes itemization of charges for infraction, admin. fee, etc.	No	Petty Cash entry charging direct bill account for ticket plus admin. fees. (Uses Bill-To Cust. # for FOP & creates receivable)
Yes	Non-Revenue Ticket with a Driver	If in Edit Miscellaneous Control Fields, the invoicing of Non-Rev drivers is turned on, yes, a letter will be printed for the driver with an itemization of charges for infraction, admin. fee, etc. If in Edit Miscellaneous Control Fields, the invoicing of Non-Rev drivers is turned off, no letter will be printed.	No	Petty Cash entry charging driver's account for ticket plus admin. fees. (Uses Cust. # for FOP & creates receivable.) No accounting transaction.
No	Cash	Yes - advises customer that information has been sent to ticket issuing authority. Bills for admin. fee charges.	Yes - provides renter's name and address.	Petty Cash entry charging customer's account for admin. fees. (Uses Cust. # for FOP & creates receivable).
No	Credit Card	Yes - advises customer that information has been sent to ticket issuing authority. Advises that charges for admin. fee have been processed on credit card.	Yes - provides renter's name and address.	Petty Cash entry charging credit card for admin. fees
No	Direct Bill	Yes - advises customer that information has been sent to ticket issuing authority. Bills for admin. fee charges.	Yes - provides renter's name and address	Petty Cash entry charging direct bill account for admin. fees. . (Uses Bill-To Cust. # for FOP & creates receivable)
No	Non-Revenue Ticket with a Driver	If in Edit Miscellaneous Control Fields, the invoicing of Non-Rev drivers is turned on, yes, a letter will be printed for the driver that advises them that information has been sent to ticket issuing authority. Bills for admin. fee charges. If in Edit Miscellaneous Control Fields, the invoicing of Non-Rev drivers is turned off, no letter will be printed.	Yes - provides renter's name and address No letter is printed	Petty Cash entry charging driver's account for ticket plus admin. fees. (Uses Cust. # for FOP & creates receivable.) No accounting transaction.

If your company does not accept liability, the screen below will appear so that the particulars about the issuer of the ticket can be entered. If the Vendor Number was entered on the Ticket screen, the Vendor Account information will be shown.

The Vendor No. field will accept either an existing vendor, in which case the remaining fields will display information for that record in the Vendor File, or, you can create a new vendor record for the issuing authority by entering appropriate data in the fields

The line "RTYPE" is for the Vendor Type Code. Vendor Types are not pre-defined. However, you may want to use a vendor type of "MUN" (for municipality) in order to segregate these vendors from others in the system.

NOTE: If you do NOT want the program to charge the customer's credit card or account receivable by generating an automatic petty cash entry, answer "N" to the "Accept Liability" question and do not set up anything in the Ticket Charge Distribution File on the Accounting Control Files Menu.

User tip: By setting up a Privilege Code and attaching it for a Corporate Account record, certain corporate customers can be made exempt from the administrative fee. Refer to the chapter of the manual titled Edit Privilege Codes for more information about the field that is on page 2 of the Edit Privilege Code screen.

Once data is entered and the pop-up window is exited, a new vendor file record is stored.

ENTER THE ADDRESS OF ISSUING AUTHORITY

VENDOR NO.
NAME
ADDRESS 1
ADDRESS 2
ADDRESS 3
TYPE

When all tickets have been entered, exit the program by pressing ESC twice. The Ticket Processing Report will automatically print. The report sort order will be the same as the tickets entered.

TICKET PROCESSING WITH ELECTRONIC DRAFT CAPTURE (EDC)

The ticket processing program behaves just a little differently if the system is configured to authorize credit cards automatically through CARS+ (EDC feature). For a rental with a credit card in the presigned FOP field, the program will automatically attempt to get an authorization for the ticket amount or the administration fee (depending on how the Accept Liability question is answered). Only the presigned credit card is used. If the renter did not present a presigned credit card at RA Open (they gave a deposit at open) yet they used a credit card to pay for the rental balance at close, that credit card will NOT be used.

If a valid authorization is received, a Petty Cash record is written against the renter's credit card for the ticket charges.

If a valid authorization is NOT received, the following pop-up window is displayed:

OPTION: ____ TICKET PROCESSING REPORT 1 Ticket No. 2 Vendor No. 3 Ticke___________________________________________________________ 4 Ticke| CREDIT CARD ON RA CANNOT BE AUTHORISED | 5 Ticke| | 6 Licen| 1 Card No: 1234567890123456 | 7 Ticke| 2 Expire Date 12-12 | | 3 Auth Code: | OPTION | Auth Amount 192 | | | 1 C8205|Option: _ | |Enter another card and request a new auth using F11. | |Obtain an auth manually, enter above and save using F1. | |Issue an invoice to the Renter, use F2. | |Abort this transaction, use F4 | | | | F1=SAVE F4=ABORT F11=REQAUTH F2=INVOICE | ___________________________________________________________ 1BEGIN 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8

NOTE: This is one of the few programs in CARS+ where the credit card number is unmasked for all users regardless of their masking privilege. But the fact that the card is unmasked is recorded in the FOP View file, so the when, where and who of the unmasking is recorded.

This pop-up window gives the user the following four possible options if the credit card on the transaction cannot be used for the ticket or toll charge:

1. A different credit card can be entered than the one that was used to secure the rental. To do that:

• Type 1 (RET) to move the cursor to field one.
• Type in the new credit card and expiration date. To access a popup window of any credit card(s) on file from the RA, Customer, and Reservation Files enter SHIFT F7.
• Press the F11 function key to seek an authorization for the new credit card.

2. Enter an authorization number against the original credit card that was obtained off system from a ZON device or from phoning the Authorization Center. To do that:

• Type 3 (RET) to move the cursor to Field 3
• The amount displayed in the Field Auth Amount is the amount for which an authorization must be sought. It consists of the administration fee plus any charge from the ticket or toll itself.
• Type in the auth number.
• Press the F1 function key to save the transaction.

3. Invoice the renter (or bill-to) directly for the ticket or toll charges. To do that:

• Press the F2 function key.
• This will cause the program to ignore the credit card that was rejected and create an invoice against either the renter or the bill-to party for the charges. Specifically a Petty Cash record will be created using the renter or Bill-to Customer number as the FOP thus creating a receivable against the responsible party.

4. Finally the user can chose to do none of the three options above. To do that:

• Press the F4 function key to abort without either processing a credit card payment or invoicing the renter.
• No letter will be prepared for the renter.
• NOTE: Aborting will still historically record the fact that a ticket was issued. This will mean that the rental car company will be accepting the responsibility to pay for any related charges or that the issue will be handled off system.

SPECIAL NOTES

There are several messages which appear when certain problems are encountered:

INVALID LICENSE NUMBER	Displayed on the screen. The license number entered cannot be found in the vehicle inventory.
NO VALID VEHICLE RECORD FOUND	Basically the same as above.
NO CUST RECORD FOUND	Shows on report. The customer record for this RA has been purged from the system.
NO RA-DTLS	Shows on the report. No RA details are presented because the RA has been purged from the system.
NOTHING FOUND	Displayed on the screen. This can either mean: a.The vehicle was not occupied on the date entered. That is, it was not on rent nor was it on a non-rev ticket. b.The license plate was assigned to more than one vehicle and the system is not configured for re-use of license plates (see page five of Edit Miscellaneous Control Flags). Under this configuration, if the Vehicle file has 2 or more vehicles with the same License number on them, the ticket program finds the first vehicle with this license number (generally the oldest), then searches for RAs and related records for only that vehicle for the specified ticket date. If another vehicle had the same license plate and that was the ticketed vehicle, it is not researched and thus not found. If licensee plates are to be re-used configure the system to run that way.

There should be no problem finding RA details even if the RA record has been purged. Use the RA number provided by the History file to find the printed file copy of the agreement. (Once a RA is purged, it cannot be reprinted.)

EXPLANATION OF FIELDS ON THE TICKET PROCESSING REPORT

Multiple rows of data will print for each RA:

Line 1: Ticket number and city of issue, License Number, Ticket Date, Vehicle Number, Rental Agreement Number, Customer Number

Line 2: Customer Name, Customer Address, City, State/Province and Zip Code/Post Code

Line 3: Bill to Name, Bill to Address, City, State and Zip Code/Post Code

Line 4: Driver License Number, State/Province, Credit Card FOP Code, Credit Card Number (masked), Expiration Date

FILE NAMING CONVENTION FOR TICKET LETTER TEXT FILES

The text files that store the 13 lines of text are named as shown below:

RNTLTRnn + Company Number + Bill Type + Liability + .TXT

nn = The library number as specified in the Edit Print Library Control Record (currently either 01, 02 or ZA)

Company Number = Ticket letters are company-specific. Specify the company number that this letter applies to (usually 00).

Bill Type = How the RA was paid: B = Bill-to or Insurance, C = Credit Card, R = Renter (Cash or balance due from renter)

Liability = How the "accept liability" question was answered, Y or N.

Example: The text file for library number 01 processed in company 00 where the RA was paid by credit card and liability was accepted would be:

RNTLTR0100CY.TXT

POSTING PARKING TICKET INVOICES

If the renter is invoiced for the ticket charge and or an administration fee, this program will create a Petty Cash record using either the renter's credit card from the RA or their customer number as the Form of Payment. For those users who are making use of Thermeon EDC, the renter's credit card will only be used if an authorization number can be obtained for the amount to be charged. These Petty Cash records will appear on the Accounting DBR along with all other Petty Cash transactions and they will post to the RealWorld A/R files when the DBR is posted. When they are written to the A/R Open Item File, the RA# and the citation number are written to the "Reference" field. The data appears in the 25 character field as nnnnnnnn-RRRRRRR where : nnnnnnnn is the ticket number and RRRRRRRR is the RA#.