When rental rates for net tour RAs are set up, the rates entered in the TRP (Tour Pricing Record) record is a total (or "bundled") price. That is, the rate may include coverages, fuel purchase option, taxes, and other options. How the revenue is allocated (or "unbundled") to the various income accounts when the RA posts to the accounting records is determined by the settings in Global Net Rates.
Some included options may be set up in this table with a "net rate" - that is, a discounted rate rather than the regular retail rate. Other options may be eligible to be included in a voucher, but will not have a discounted rate.
Percentage based options do not need a rate entered on this table. All percentage calculated charges are unbundled based on their actual percentage rate.
Those options that are normally charged on a one-time flat fee rate are treated as daily rates in this table. Therefore, a determination must be made for an average daily rate to use for those options. For example if a location charges a one-time fee of $3.50 for a convention center tax, and that tax is to be included in tour rentals, a daily rate needs to be assigned. If the average length of a tour rental is 7 days, it would make sense to set up the daily rate for the convention center tax at $.50 per day in this record. However, be aware that for contracts less than 7 days, the amount for the tax would be under allocated, and for contracts over 7 days, the amount for the tax would be over allocated.
User tip: Because of the above, flat fee taxes such as illustrated in the previous paragraph will need to be paid to the governmental authority based on the number of contracts written and NOT on the total amount that posts to the General Ledger account.
Limit on tour rental free kilometers for Canada licensees: See field 18 -21.
To access this program: To access the Edit Global Net Rates program, type GLOBRATE at any menu "OPTION:"field or the appropriate line number on the IT Control File Menu. The screen will then display:
| OPTION: __ EDIT GLOBAL NET RATES 1 Location 2 Eff Date 3 FPO Opt Code Rate Opt Code Rate 4 11 5 12 6 13 7 14 8 15 9 16 10 17 18 Daily Free Miles 19 Weekly Free Miles 20 Weekly Multiplier 21 Gross Mile Rate 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
Enter data as follows:
Note: The first record created in this file is viewed by the system as the Master Template. Field #1 MUST be left blank when creating the template record. It is this template record which defines what options could possibly be included in any voucher at any location. The other records with the Location Code filled can define the rate allocation for each rental location.
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1. LOCATION |
Enter up to 6 alphanumeric characters representing a Location Code. EXAMPLE: Type SNA (RET). |
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2. EFF DATE |
Enter the date that the rates go into effect. EXAMPLE: Type 010108 (RET) |
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3. FPO |
Enter the net price that should be allocated to Fuel Purchase Option (prepaid fuel) for those packages where FPO is included. This rate will apply to ALL tour vouchers where FPO is included - regardless of the tank size of the vehicle involved. EXAMPLE: Type 28.00 (RET). |
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4. - 17. OPT CODE & RATE |
For all options that may be included in a tour voucher, enter the Option Code and a net per day amount that should be allocated to each option in the unbundling process. Leave the rate column blank if the option is charged on a percentage basis or if the normal retail rate should be used in the process of unbundling the revenue. Only 14 options can be defined as included in any TPR rate. EXAMPLE: Type 1 (RET). User tip: For Hertz locations, licensees doing net tour rentals may have mileage/km caps on vouchers. (Corporate locations do not.) As the IT records may be shared between the corporation and licensees, Fields 18 - 21 are provided to give licensees a means to set a mileage/km cap that overrides the fields in the shared IT and TPR records. |
The next 4 fields were added for licensees in Canada who need to impose a limit on free kilometers for tour rentals. |
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18. DAILY FREE MILES |
Enter the amount of free miles/kms per day that are to be included in the voucher for this IT record. Amounts entered in this field override the free miles/kms in the TPR record. Any miles/kms over this amount will incur an extra charge on the RA based on the rate entered in Field 21 and will be the responsibility of the renter. EXAMPLE: Type 100 (RET). |
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19. WEEKLY FREE MILES |
Enter the amount of free miles/kms per week that are to be included in the voucher for this IT record. Amounts entered in this field override the free miles/kms in the TPR record. Any miles/kms over this amount will incur an extra charge on the RA based on the rate entered in Field 21 and will be the responsibility of the renter. EXAMPLE: Type 850 (RET). |
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20. WEEKLY MULTIPLIER |
Enter a single digit to indicate at which day of the rental the weekly free miles (Field 19) should apply. For example, entering a "6" means that vouchers for 6 or 7 days will qualify for the weekly free mileage allotment. Entering a "7" means that vouchers for 7 days will have the weekly allotment allowed. Vouchers for 6 days will be allowed 6 times the daily amount of free miles. EXAMPLE: Type 7 (RET). |
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21. GROSS MILE RATE |
Enter the rate per mile/km that should be charged when the rental exceeds the free allotments entered in Fields 18 and 19 above. EXAMPLE: Type .25 (RET) |
A sample screen will display as follows:
| OPTION: __ EDIT GLOBAL NET RATES 1 Location SNA 2 Eff Date 01-01-08 3 FPO 28.00 Opt Code Rate Opt Code Rate 4 DRIVR 5.00 11 5 CNFEE 12 6 TAX 13 7 LDW1 9.00 14 8 CVG2 2.50 15 9 LDWT 9.00 16 10 17 18 Daily Free Miles 100 19 Weekly Free Miles 850 20 Weekly Multiplier 7 21 Gross Mile Rate .25 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
User tip: It is assumed that the total net rate on the tour voucher will be large enough to cover all items included on the voucher.
PRESS "F1"AT "OPTION" TO SAVE.