This chapter covers the steps necessary to set up data and control files prior to going live with the rental programs. Before entering data, a new user should undergo training to become familiar with the system and know how to access and use the manual. Examples are given in each manual chapter. Next, determine what data needs to be gathered from the current business files.
II. SEQUENCE FOR SETTING UP DATA FILES
The following basic data files should be built in the order shown. There are many more control files beyond those listed here. However, setting up these files is enough to get the rental counter up and running. This list is followed by a summary of each task and a reference to the related chapter in this Manual.
1. Multi-Company File (This is set up by Thermeon's Customer Support Dept.)
5. Edit Option Posting Accounts (optional - used only when multiple posting codes are used)
6. Reimbursement Accounts (optional - used only when multiple reimbursement accounts will be used)
9. Profit Center Conversion (optional - used if only when multiple profit centers are used)
12. Group Names (optional - only if location groups will be used)
14. Hours of Operation (optional)
16. Miscellaneous Control Fields
17. Terminal Records (Stand-alone systems only. For CARS+ Internet, this is done by Thermeon's Customer Support Dept.)
22. Color Codes (optional - only if standardized colors will be used.)
23. Maker Codes (optional - only if purchasing program vehicles with the same grounding limits)
25. License Entities (optional - used when vehicles are registered to multiple municipalities.)
29. Currency Codes (This is set up by Thermeon's Customer Support Dept.)
30. Exchange Rates optional - used when rates will be in foreign currency or when foreign currency is accepted at the rental counter.)
36. Free Mile Modifiers (optional - used if mileage/km allowances and methods will be flexible.)
37. Rate Groups (optional - sometimes used if there are multiple rate sets)
38. Drop Zones (optional - used if 'zones' will be used)
41. Direct Bill & Special Customers
44. Credit Card Definitions File (This is set up by Thermeon's Customer Support Dept.)
47. Country Codes (This is set up by Thermeon's Customer Support Dept.)
48. Conversion Records - (optional - used when codes on electronically received reservations differ from codes set up in CARS+)
50. Special Document Codes (optional - used for promo coupons)
51. Frequent Traveler Codes (optional - used if frequent traveler points will be awarded for rentals)
52. Frequent Traveler Program Dates (optional - used if frequent traveler points will be awarded for rentals)
55. User Access (Basic set up by Thermeon's Customer Support Dept. for internet users.)
56. Secure needed Vehicle Status Codes
58. Enter all Future Reservations
User tip: The steps listed above for entering data are the minimum steps required to go live at the rental counter. There are many features of the system that require additional set up. Refer to the section Overview Chapters on Special CARS+ Features for details.
1. MULTI-COMPANY FILE. The system is usually set up with two rental company files, a "live" set of files and a training set of files. The Multi Company File is used to define Company Codes for additional Corporate entities.
2. COMPANY FILE. This file will contain the company name and address. The company report name entered will appear on all print-outs in the system. The company display name will display on all CARS+ Menus at the bottom of the screen. This file also contains some system information such as phone number, email address, etc.
For detailed instructions, users with the RealWorld AR module should see the Maintain Company Data chapter in the A/R Manual. Users without the RealWorld A/R module should see the Edit Company File Chapter of CARS+ Manual.
3. VALID G/L ACCOUNTS FILE. All G/L accounts to which rental activity may be distributed must be entered into the system. This includes accounts such as T&M, sales tax, customer deposits, accounts receivable, cash, discounts, etc.
Refer to the chapter Edit Valid GL Account File.
Users with the RealWorld G/L module will find detailed instructions in the Maintain Chart of Accounts chapter. Then follow the directions in the Set-up Procedures Chapters of the G/L Manual to copy the accounts from the Chart of Accounts into the Valid G/L Accounts File.
4. G/L POSTING TABLES. The system uses the posting codes to determine the G/L accounts to which rental revenue is posted. Multiple posting codes may be set up so that revenue can be posted to separate G/L accounts based on vehicle type or RA type. Each vehicle in the fleet is assigned a posting code. In addition, RA Types may be assigned Posting Codes.
Refer to the Edit G/L Posting Tables chapter of this manual for detailed instructions.
5. OPTION POSTING ACCOUNTS. If more than one Posting Code is set up (see Item # 4 above), the alternate G/L accounts to be used by those Posting Codes must be set up through this program.
Refer to the Edit Option Posting Accounts chapter of this manual for detailed instructions and examples.
6. REIMBURSEMENT ACCOUNTS. If more than one GL account will be used for customer reimbursements, use this posting table to set up the GL accounts.
See the Edit Reimbursement Accounts Chapter of this manual for detailed instructions.
7. EDIT A/R CONTROL FIELDS and MAINTAIN A/R CONTROL DATA. CARS+ uses G/L accounts defined in the A/R Control File to post RAs. This file also determines whether RAs will post to the A/R files in detail or summary fashion.
Users with the RealWorld A/R module can find detailed instructions in the Edit AR Control Fields Chapter of this manual and the Maintain A/R Control Data chapter in the A/R Manual.
Users without the A/R module can find instructions in the Edit AR Control Fields Chapter of this Manual.
8. A/R TERMS CODE FILE. For users with the RealWorld A/R Module, define a Terms Code for COD rentals and any terms you may have for direct billing customers.
See the chapter in the RealWorld A/R Manual titled "Maintain Terms Codes" for detailed instructions.
9. PROFIT CENTER CONVERSION. For users who want to use multiple profit centers for accounting purposes, this program is used to copy the G/L accounts from one profit center to another.
See the Profit Center Conversion Chapter of this manual for detailed instructions.
10. LOCATION FILE. Each rental location must be assigned a separate location code. Many functions in CARS+ are affected by the way data is entered for each location. There are multiple pages of fields for each location providing flexibility in how the system is configured. Foreign or non-owned locations that are involved in one-way rentals are NOT entered into this file but rather in the Customer file.See the Edit Locations Chapter of this manual for detailed instructions.
11. CASH DRAWERS. All drawers handling rental monies must be defined. In addition to rental counter cash drawers, drawers should be defined for accounting and back office personnel.
See the Edit Cash Drawers Chapter of this manual for detailed instructions.
12. GROUP NAMES. Users with multiple locations or who belong to a franchise or corporate network may wish to group locations for reporting purposes.
See the Edit Group Codes Chapter in this manual for detailed instructions.
13. TIME PERIODS. For fleet scheduling and anticipating future needs, use this program to create a record for each location wherein its business day is divided into segments.
See the Edit Time Periods Chapter in this manual for detailed instructions.
14. HOURS OF OPERATION. Normal business hours for each day of the week can be defined as well as days when the business is closed. The Reservations and RA Open programs check these entries to verify that the business will be open when the customer wants to pickup or return the vehicle.
See the Edit Hours of Operation Chapter in this manual for detailed instructions.
15. MAIN CONTROL RECORD. This record contains a number of parameters including how new customers are to be handled. The record also contains various constants such as required fields.
See the Edit Main Control Record Chapter in this manual for detailed instructions.
16. MISCELLANEOUS CONTROL FIELDS. This record contains many parameters for how the software will operate the best according to how the rental business is run. Items included are choices such as using the 24 or 12 hour clock and how many chargeable days make up one chargeable month.
See the Edit Misc. Control Fields Chapter in this manual for detailed instructions.
17. EDIT TERMINAL RECORDS. These records will already be set up for CARS+ Internet users.
Stand alone systems are delivered with one terminal port and one printer port configured for use. The Edit Terminal Records program is used to configure all other needed ports. WARNING: You MUST sign-off and sign back on to the system after defining terminal records and prior to entering the first vehicle.
See the Edit Terminal Records chapter in this manual for detailed instructions.
18. VEHICLE STATUS CODES. This file is used to define vehicle Status Codes, such as on-rent, available, idle, repair, grounded, etc.
See the Edit Vehicle Status Codes Chapter in this manual for detailed instructions.
19. VEHICLE CLASS CODES FILE. This file is used to define all vehicle classes in the fleet. Class Codes must be defined before rates or vehicles are entered into the system.
See the Edit Class Codes Chapter in this manual for detailed instructions.
20. FUEL ADJUSTMENT. To give a more accurate representation of the fuel
actually left in the tank, this file can be used to set up
modifications to the fuel calculation at RA Close so that a more
accurate reading is in effect. The code is entered on the Model Code.
See the Edit Fuel Correction Codes Chapter in this manual for detailed instructions.
21. MODEL CODES. Model Codes are used to define common features of a vehicle model and must be defined before vehicles are entered into the Vehicle Inventory file.
See the Edit Model Codes Chapter in this manual for detailed instructions.
22. COLOR CODES. This optional control file is used to create standard color codes.
See the Edit Color Codes chapter of the manual for details.
23. MAKER CODES. This optional control file is used to establish standard 'make' codes. A manufacturer may have the same grounding limits for multiple model codes.
See the Edit Maker codes chapter of the manual for details.
24. FOREIGN VEHICLE DEFAULTS. For operations involved in "one-way" rentals between foreign locations, this control file must be set up. It defines default codes and revenue split rules.
See the Foreign Vehicle Defaults Chapter in this manual for detailed instructions.
25. LICENSE ENTITIES. If vehicles are registered in more than one state, province or country, use this file to set up license entities. When the vehicle is entered into the Vehicle Inventory file, entering a License Entity will distinguish which municipality (entity) issued the license plate.
See the Edit License Entities Chapter in this manual for detailed instructions.
26. FUEL RATES. Rates for fuel can differ when fuel is pre-purchased at the start of the rental as compared to fuel charged at the end of a rental. In addition, it can differ by type of fuel, location, date, and for privileged corporate customers. Use this file to set up the varying fuel rates.
See the Edit Fuel Rates Chapter in this manual for detailed instructions.
27. PRICING CODES. Pricing codes are used to set up different prices for the coverages and options that may vary by class of vehicle or rate. For example, LDW for an economy car can be priced lower than LDW for a minivan or SUV. A pricing code is assigned to each vehicle. Pricing codes can also be assigned to rates and corporate privilege codes.
See the Edit Pricing Codes Chapter in this manual for detailed instructions.
28. FLEET INVENTORY FILE. This file contains data for each vehicle including unit number, description, VIN, purchase date, etc. In addition, the Inventory file provides fields for depreciation, grounding criteria, and maintenance schedules.
See the Vehicle Inventory Control Chapter in this manual for detailed instructions.
29. CURRENCY CODES. For operators who have some rates quoted in foreign currencies or they accept foreign currencies in payment of RAs, this control file must be set up to define the codes used for those currencies. (Normally this will be set up by Thermeon's Customer Support Dept.)
See Edit Currency Codes Chapter in this manual for detailed instructions.
30. EXCHANGE RATES. For operators who have some rates quoted in foreign currencies or they accept foreign currencies in payment of RAs, this control file is used to set up monetary exchange rates.
See the Edit Exchange Rates Chapter of this manual for detailed instructions.
31. OPTIONAL ITEMS. This program is used to define codes for coverages and other charges that can be added to a RA. These charges can include surcharges, taxes, fees for additional drivers, airport fees, and rent for equipment such as hand trucks, infant restraint seats, ski racks or luggage racks, and miscellaneous charges such as a cleaning fee, lost key, or traffic ticket.
See the Edit Optional Items Chapter in this manual for detailed instructions.
32. OPTION RATES. Once the Optional Items are defined (see above step), rates and the method of calculation are set up in this file.
See the Edit Optional Rates Chapter in this manual for detailed instructions.
33. PERCENTAGE MATRIX. For optional items that are calculated as a percentage, this program is used to define exactly what items should be included in the calculation.
See the Edit Percentage Matrix Chapter in this manual for detailed instructions.
34. OPTION SETS. This program is used to create a group of options for inclusive rates, add-on rates, and rates that exempt certain options.
See the Edit Option Sets chapter of the manual for details instructions.
35. RENTAL RATE TABLES. Standard rental rate tables are created for all vehicle types, corporate specials, promotions, etc. Default rate codes for reservations and walk-up rentals can be assigned to each Location.
See the Edit Rental Rules/Rates Chapter for detailed instructions. In addition, the Edit Hourly Rates program can be used to load or make global changes to hourly rates.
36. FREE MILES MODIFIERS. Free Mile Modifiers are used to change the free miles allowances and method on rates when booking a reservation or opening an RA.
See the Edit Free Mile Tables chapter in this manual for detailed instructions.
37. RATE GROUPS. If different rate sets are used for locations, a rate group can be established to allow a location to use rates from more than one rate set.
See the Edit Rate Groups chapter for details instructions.
38. DROP ZONES. For operations with multiple locations, drop zones representing a group of locations can be used to simplify the set-up of drop charges on one-way rentals.
See the Edit Drop Zones Chapter in this manual for detailed instructions.
39. DROP CHARGES. This file is used to define drop charges for one-way rentals between drop zones and/or individual locations.
See the Edit Drop Charges Chapter in this manual for detailed instructions.
40. CUSTOMER TYPE CODES. Customer type codes are used to define user created customer types and to set standards for them, such as the credit limit and monthly billing cycle for direct bill customers.See the Edit Customer Type Codes Chapter in this manual for detailed instructions.
41. DIRECT BILL & SPECIAL CUSTOMERS. Since the Customer file will grow with usage, it is not necessary to enter all regular customers before going on-line. But those regular customers who qualify for standard discounts or preferential rates should be entered as well as companies to whom credit is extended. Also, unwanted customers can be entered with customer type code "BAD" (or other Customer Type flagged as a "do not rent" customer type) which will trigger a warning message to rental agents.
See the Customer File Update chapter in this manual for detailed instructions.
42. FOREIGN LOCATIONS. Foreign locations involved in one-way rentals should be entered into the Customer file.
See the Customer File Update Chapter in this manual for detailed instructions.
43. FORMS OF PAYMENT CODES. Codes for all Forms Of Payment such as cash, Visa, Mastercard, etc. must be defined in the Customer file.
See the Customer File Update Chapter in this manual for detailed instructions.
44. CARD DEFINITIONS. After setting up the Forms of Payment Codes in the Customer File, they must be further defined in the Card Definitions File.
See the Edit Card Definitions Chapter in this manual for detailed instructions.
45. VALID TYPE CODES. If rental agreements will be categorized by type, RA Type Codes must be defined in this file. Certain reports can be run based on Type Codes.
See the Edit Valid Types Chapter in this manual for detailed instructions.
46. SOURCE CODE FILE. Rental transactions can be tagged with a code to identify source of business such as shop referral, yellow pages, repeat customer, etc. Certain reports can be run based on Source Codes.
See the Edit Source Codes Chapter in this manual for detailed instructions.
47. COUNTRY CODES. This file is used to define the acceptable codes for foreign countries. (This is set up by Thermeon's Customer Support Dept.)
See the Edit Country Codes Chapter in this manual for detailed instructions.
48. CONVERSION RECORDS. This file is used by customers who receive reservations from a national network. It converts class and location codes from one value to another.
See the Edit Conversion Records Chapter in this manual for detailed instructions.
49. CLASS GROUPS. This file is used to create groups of vehicle classes specifically for the Rental Activity Report.
See the Edit Class Groups Chapter in this manual for detailed instructions.
50. SPECIAL DOCUMENT CODES. This file is used to build validation records for accepted discount and promotional coupons.
See the Edit Special Documents Chapter in this manual for detailed instructions.
51. FREQUENT TRAVELER CODES. This file is used to build a validation table of accepted frequent flyer and hotel programs.
See the Edit Frequent Traveler Codes Chapter in this manual for detailed instructions.
52. FREQUENT TRAVELER PROGRAM DATES. This file is used to specify an effective date range for each frequent flyer and hotel program.
See the Edit Frequent Traveler Program Dates Chapter in this manual for detailed instructions.
53. BAD CREDIT CARDS. This file is designed for the user to enter credit card numbers that are labeled as "bad" and are not accepted.
See the Edit Bad CC Records Chapter in this manual for detailed instructions.
54. MENU ACCESS. The system provides the ability to limit employee access to only those programs relating to specific job responsibilities. This is done by creating different menu levels.
See the Select Items for Menus Chapter in this manual for detailed instructions on how to create menu levels.
55. USER ACCESS. Each employee is set up in the User Access File and assigned the appropriate menu level. In addition, several privileges are granted or denied in the User Access File on an employee by employee basis.
See the Edit User Access File Chapter in this manual for detailed instructions on how to set up access for each employee.
56. SECURE STATUS CODES. After defining menu access levels, return to the Vehicle Status Codes screen and secure any codes that need to be protected from unauthorized changes.
See the Edit Vehicle Status Codes in this manual for detailed instructions.
57. RESERVATION FILE. To make immediate use of the reservation system, all reservations having a pick-up date in the future must be entered into the reservation file.
See the Reservation Chapter in this manual for detailed instructions.
58. BATCH IN ALL OPEN RAs. This phase of the conversion process requires that all RAs that are currently open be entered in the system. This is done so that they can be closed on the system when the customer returns.
See the Batch RA Open chapter in this manual for detailed instructions.
User tip: There are other control files not mentioned on this list which are used occasionally to configure CARS+ in certain ways for the user. Please refer to the Control Files sections of the manual for more information or contact Thermeon's Customer Support Dept. to discuss specific system configurations.