1. EDC
Is CARS+ being used to do EDC (Electronic Draft Capture)? If CARS+ is being used for credit card authorizations or settlement, and the new location is to do the same, contact Thermeon's Customer Support Dept. as soon as possible. Customer Support needs a minimum of three weeks notice in order to make EDC operational for the new location.
2. Profit Centers
Are General Ledger profit centers being used? If they are, will this new location be assigned a new profit center number? If "yes", a new profit center number must be defined. Create new G/L account numbers which include this Profit Center using either the RealWorld G/L Maintain Chart of Accounts program or the CARS+ program Profit Center Conversion (Accounting Control Files Menu). If using the G/L module, the new accounts need to be added to the Financial Statement layouts.
3. Location Record
Creating the new location:
A. If the location will be similar in set up to another location, use the program Clone Locations (Location Control File Menu) to create a new location record using the data from another location. Besides creating the location, Clone Locations can be used to clone:
- Option Rates
- Vehicle Classes
- Drop Charges
- Reservation Conversion Codes
- GL Codes
- Reimbursement accounts
B. If the location will not be similar in set up to another location, create a new location record using the Edit Locations program. If using profit centers, remember to assign the correct Profit Center to the location.
4. Cash Drawer
Create one or more new cash drawers using the Edit Cash Drawer program.
5. Employees
Employees where this new location will be the default location, update their terminal record using Edit Terminal Records for the location and relevant drawer.
6. Reimbursement Accounts
If Reimbursement accounts are used, create new records for this location using the Edit Reimbursement Codes program.
Or use the Clone Locations program to clone the Reimbursement records from one location to the new one.
7. Class Codes
Create class code records for all classes of vehicles that will be available at the new location by using the Edit Class Codes program.
Or, if the classes of vehicles at the new location will be the same as those at another location, use the Clone Locations program to clone Classes from one location to the new one.
8. Rate Set
Will this location belong to the same Rate Set as any of the existing locations? If not, create new rate records for the new Rate Set using the Edit Rental Rules/Rates program. If the location is a member of other Rate Sets then use Edit Rate Groups to create the relevant records.
9. RA Numbers and Non-Rev Numbers
Set up the number ranges for RAs and Non-Revs in Edit Next RA Ranges.
10. Optional Items
Create new Optional Items records for any new Optional Items for the location in the Edit Optional Items program.
11. Option Rates
Enter the Option Rates records for the new location by using the Edit Option Rates program.
Or, if the option rates for the new location will be the same as those at another location, use the Clone Locations program to clone Option rates from one location to the new one.
12. Drop Charges
Create any required Drop Charge records necessary for the new location using the Edit Drop Charges or Import Drop Charges programs.
Or, if the drop charges for the new location will be the same as those at another location, use the Clone Locations program to clone drop charges from one location to another.
13. Group Names
If Group Names are used, add the new location to the appropriate location groups via the Edit Group Names program.
14. Metroplexes
If the metroplex feature for the Planning Calendar is used and the new location will belong to a metroplex, enter an existing Group Code in the Location record for the new location. For more information on this see Introduction to Fleet and Rate Planning.
15. Time Periods
Create Time Periods for the new location by using the Edit Time Periods program. Note if a new metroplex has been created for this location then a record must be created for that group as well.
16. Hours of Operation
Create Hours of Operations records by using the Edit Operating Hours program.
17. Lots and Stalls
If the vehicles will be parked in numbered stalls, or the Lot Controller program will be used, records must be set up in:
18. Fuel Rates
Create Fuel Rate records in the Edit Fuel Rates program.
19. Planning Calendar
Add the location to the planning calendar: Extend the calendar and run Recalculate Class Needs. (or ask Thermeon's Customer Support to do this.). In many instances the Extend program runs automatically overnight, ask Thermeon's Customer Support for details.
20. Tax Documents
If government tax documents are printed, use the Next Tax Document Number Update program to set up the number ranges for the location's tax documents.
21. Reservations
If reservations as of a certain date should be transferred from an old location to the new location, use Change Res Location to change the pickup location from the old location to the new one.
22. Receiving Reservations
Operations that receive reservations from an outside reservation center may require more set up. Contact Thermeon Customer Support for help with this.
23. Restarting Web Services (Cass).
To ensure the new location can be seen in on your CARS+ connected Website or through brokers, WebXML or WebRES web-services need to be restarted on your CARS+ Server. Contact Thermeon Customer Support for help with this.