Set up Steps: Prior to creating records in this program, the following set up steps are required:
A. Customer file: (Hertz Australia) Create a customer "INS" with customer type "INS". If this company is going to make reservations using the Argo reservation interface, and there is a requirement to use the Export Insurance Contracts program, then a customer should be created that is specific to this company. It must also have customer type "INS".
B. Set up Rental Rates. Three rates are entered in the IT record. If using the Argo reservation interface, these rates must NOT be designated as Corp Standard Rates.
1. Insurance company rate (net rate). This is the rate the insurance company authorizes and will be billed for.
To designate additional items such as taxes, fees, and coverages as the insurance company's responsibility, those items must be defined in an Add-On Option Set entered in the Rate Rules record. These items will be automatically added to the contract and charged to the insurance company for the voucher period.
2. Voucher Period Rate (gross rate). This is the rate the renter is charged during the voucher period. If the same as the insurance company rate, the renter's rate would net to zero. If greater than the insurance company rate, renter is responsible for the difference between this rate and the insurance company rate.
3. Retail Rate. This is the rate in effect after the voucher period. Renter is responsible for entire amount.
C. Hertz Australia: Set up Hertz Credit Cards. A Hertz Credit Card number is entered in the "Billing Account #" field on each insurance IT record. This is how billings to the insurance company will be posted.
D. Set up CDP records for the insurance companies for special option rates or privileges. If using the Argo reservation interface, and automatically or dependently applied options are to be exempted, this must be achieved by using Exempt-OptSet in the rate configuration and not via contract privileges.
To access the program, type EDTINSIT (RET) at any menu "OPTION:" field or the appropriate number on the IT Control Files Menu. The screen will then display:
| OPTION: __ EDIT INSURANCE IT CODES 1 IT CODE 2 Loc Code 3 Eff Date 4 Description 5 End Date 6 Billing Acct# Billing Acct Name 7 Retail Rate 8 CDPID 9 Ins Co Rate 10 Voucher Period Rate 11 Min Age 12 Max Drop Charge 13 Bill for KM 14 A/R Customer No. INS 15 Insurance rider 16 Addon Optset 17 Bill for Fuel 1SAVE 2NEXT 3ERASE 4PREV 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. IT CODE |
Enter up to 20 alphanumeric characters to representing an Insurance IT Code. : EXAMPLE: Type ITDCS10A (RET) |
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2. LOC CODE |
If this IT record is location sensitive, enter the Location Code to which it applies. If the record applies to all locations, leave this field blank. EXAMPLE: Press (RET) |
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3. EFF DATE |
Using the selected date format, enter the date that this IT record becomes effective. EXAMPLE: Type 010108 (RET) |
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4. DESCRIPTION |
Enter up to 50 alphanumeric characters to describe the IT Code. EXAMPE: Type AAMI DISCOUNT SERVICE (RET) |
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5. END DATE |
Using the selected date format, enter the date that this record is scheduled to expire, or leave the field blank if no expiration is scheduled. EXAMPLE: Press (RET) |
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6. BILLING ACCT# |
Hertz Australia: Enter the 12-digit Hertz Credit Card number for this insurance company. The voucher will be billed to this credit card. Numbers entered here are validated against the Hertz Credit Card file. EXAMPLE; Type: 160208099988 (RET) |
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BILLING ACCT NAME |
The name associated with the Hertz Credit Card will display in this field. |
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7. RETAIL RATE |
Enter up to 5 characters representing the Rate Product that will be in effect should the renter keep the vehicle beyond the insurance voucher period. If this field is left blank then any rate can be entered into the Main window of Reservations or RA Open for the out of voucher rate. EXAMPLE: Type 140E (RET) User tip: Although regular rental rate codes can be up to 12 characters in length, note that insurance rates are limited to 5 characters. |
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8. CDPID |
Enter up to 10 characters if a CDPID number applies to this IT record. CDP numbers are used when the insurance company has special rates for options or if Privilege Codes apply. EXAMPLE: Type 1000123456 (RET) User tip: There are several ways that a CDPID number can be applied to a RA. Thus, in a situation when multiple CDPID’s could apply to the same RA, there is a hierarchy for which CDPID takes precedence. The CDPID on the Insurance IT Code has the highest priority and overrides all others. For more information on CDPID logic, refer to the chapter of the manual titled Overview - Corporate Accounts. |
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9. INS CO RATE |
Enter up to 5 characters representing the Rate Product that will be in effect for the insurance voucher (net rate). This is the rate for which the insurance company will be responsible. This rate cannot be flagged as a "seasonal" rate in the Rate Rules record. Do Not leave this field blank. EXAMPLE: Type 140I (RET) |
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10. VOUCHER PERIOD RATE |
Enter up to 5 characters representing the gross Rate Product that will be in effect during the voucher period. If this rate is more than the insurance company rate in the previous field, the customer will responsible for the difference during the voucher period. For example, if the insurance company will pay $25.00/day and the voucher period rate is $29.95, the renter will be charged the $4.95/day difference. If this field is left blank, the Main Window rate on the transaction will be used to calculate any additional per day charge owed by the renter. The same is true for tiered rates. When the highest tier with a rate (difference between the insur. co. rate and the voucher period rate) is in a tier that has less than the elapsed days on the voucher, the renter is not charged for the voucher period as long as the rental does not exceed the voucher period.Example: EXAMPLE: Type 140R (RET) User tip: This rate cannot be flagged as a "seasonal" rate in the Rate Rules record. |
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11. MIN AGE |
If the renter is required to be a minimum age, enter it in this field. EXAMPLE: Type 25 (RET) |
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12. MAX DROP CHARGE |
Enter the maximum drop charge amount for which the insurance company will be responsible on a one-way rental. If the drop charge assessed is greater than this amount, the renter will be held responsible for the difference. For example, if the Drop Charge assessed is $150, and $100 is entered in this field, the renter will be responsible for $50 of the Drop Charge. EXAMPLE: Type 100.00 (RET) |
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13. BILL FOR KM |
This field is used to determine whether the insurance company or the renter should be charged for chargeable miles/kms. Enter:
EXAMPLE: Type Y (RET) |
| 14. A/R CUSTOMER NO. |
Enter up to 6 alphanumeric characters to indicate the CARS+ customer number for the entity that should be billed for insurance vouchers accepted with this IT Code. This field is used as a reference when contracts are posted to Accounts Receivable via the Accounting DBR. EXAMPLE: Type INS001 (RET) User tip: For insurance companies with more than one IT record, this field allows transactions for all of their IT records to post to the same receivable account. |
| 15. INSURANCE RIDER | When doing an insurance replacement rental involving certain insurance
companies, it may be necessary to print an additional page, referred to
as an insurance rider, for the rental agreement at the time of open.
Enter:EXAMPLE: Type N (RET) |
| 16. ADDON OPTSET | This field is used to enable the billing of additional charges (other than time) to the insurance company. Create an Option Set with items that may be billed to the insurance company. Enter the Option Set code in this field. If any of the options on the RA match an Option Code in the Option Set, the option will be invoiced to the insurance company. EXAMPLE: Type INSA (RET) |
| 17. BILL FOR FUEL |
Use this field for marking this insurance IT record as one where the insurance company pays for the fuel charges on the RA (whether prepaid fuel or fuel at Close.) Enter:Y = Yes, fuel charges will be billed to the insurance companyEXAMPLE: Press (RET) |
The screen will then display:
| OPTION: __ EDIT INSURANCE IT CODES 1 IT CODE ITDSC10A 2 Loc Code 3 Eff Date 01-01-08 4 Description AAMI DISCOUNT SERVICE 5 End Date 6 Billing Acct# 160208099988 Billing Acct Name ADS 7 Retail Rate 104E 8 CDPID 1000123456 9 Ins Co Rate 104I 10 Voucher Period Rate 104R 11 Min Age 25 12 Max Drop Charge 100.00 13 Bill for KM Y 14 A/R Customer No. INS001 15 Insurance rider N 16 Addon Optset INSA 17 Bill for Fuel 1SAVE 2NEXT 3ERASE 4PREV 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO SAVE .