MAIN WINDOW

OPTION:

Pull Up An Existing RA:

The Option Field can be used to pull up previously opened RAs by the RA number. To do this, enter the RA Number preceded by the number sign "#".

EXAMPLE: Type #12345(RET)

The status of the RA displays in the upper right corner of the screen.

RA STATUS CODES

At any given time, an RA will be in one of the following statuses:

OPEN - Rental Agreement is active. The RA has not been closed and final charges have not been calculated by the computer.

WAIT - An RA was opened without a vehicle being assigned. The RA is on "wait" status until a vehicle is available and assigned. A RA is taken off the wait status through the On-Line Open RA program when the vehicle is assigned and the RA is saved. The status then changes to Open.

HOLD - This status is only possible for locations which are using the Dispatching logic. Hold means that the RA has been opened but the vehicle has not been released from the lot. The program Release Vehicle on the Dispatch menu will change the status from Hold to Open.

VOID-P - (Void due to a preprint) Rental agreement was preprinted from reservation information. The Batch Open program is used to change this status to Open. If a preprinted RA is never changed to the open status, it will be processed as a voided RA.

VOID-X -(Void due to an exchange) If the system is configured to issue a new RA number when there is a vehicle exchange, the original RA is marked as a VOID-X due to the exchange.

VOID-I - (Void due to an insurance logic change) Some operations (such as Hertz) use a separate set of RA numbers for insurance rentals. When the RA is opened as a retail and then an insurance voucher is added to it, an insurance logic number has to be assigned so the original RA is voided with VOID-I. Likewise, if the RA was opened as an insurance rental and the voucher is removed, a retail RA number must be assigned so the original RA is voided with VOID-I.

VOID - An Open RA has been cancelled by using the Void RA program.

CLOSED - RA is no longer active. Final charges have been calculated by the computer.

POSTED - Data from this closed RA has been posted to various CARS+ and accounting files by the Accounting DBR program.

Note: Open RAs can also be found by performing an F6 search of the RA File.

To retrieve a RA by Form Number, type “F#form-number” (RET). Note that the “Require Form Number” feature must be activated in order to retrieve an RA by this method. Please refer to the chapter Edit Locations to activate this feature.

A field in Edit Misc. Control Fields can block a user from bringing up a RA that did not open at their location or is not due in to their location. If the block is in place, the following message will display and the RA will not appear:

THIS RA CANNOT BE EDITED AT YOUR LOCATION.

EXAMPLE:Type F#18563472 (RET)

Scrolling through RA's:

Use the "Page Up" and "Page Down" keys to scroll through RAs one after the other. With the cursor at the main "OPTION" field, pressing "Page Up" will scroll back to the previously numbered RA. Pressing "Page Down" will scroll forward to the next RA.

For example, if RA # 10001234 is currently displayed on the screen, pressing "Page Up" will bring up RA # 10001233. Pressing "Page Down" will bring up RA # 10001235. If no RA is currently displayed, pressing "Page Down" will bring up the lowest numbered RA in the system.

To skip to the first RA in the file, press the "Home" key. To skip to the last RA in the file, press the "End" key.

Masking: Depending on how the system is configured, when viewing an existing RA, a customer's credit card, drivers license, date of birth, address, other ID, and/or frequent traveler number may be masked with a series of "X's".

User tip: Refer to the chapter of the manual titled Overview - Masking Customer Data for full details in how to set up and use the masking logic in CARS+.

Creating New RA's:

Rental Agreements can be started by the following methods:

A. Using a swipe reader or bar code scanner:

If the system is set up to swipe only credit cards, press F2 at the OPTION field and swipe the credit card. Refer to the chapter Electronic Draft Capture Counter Operations Guide for details.

If the system is set up to swipe or scan the drivers license, Press F2 at the OPTION field and swipe/scan the license. (When the drivers license swipe/scan is set up, the credit card is swiped from Field 7, FOP.) Refer to the chapter Overview - Swipe/Scan Drivers License for details.

In either case, if a customer's name has already been entered in Field 1 and the name on the credit card or the license does not agree to the last name and first initial of the credit card or license, a warning question is asked.

B. Selecting a reservation from On-Line Res Display

C. Retrieving a reservation using the OPTION field:

To pull up a reservation by reservation number, type "R#reservation number" (RET).

EXAMPLE: Type R#5167 (RET)

To pull up a reservation by confirmation number, type "RC#confirmation number" (RET).

EXAMPLE: Type RC#MBE123456 (RET)

If the reservation's pick up location differs from the rental location, the following message may display:

THIS RESERVATION IS NOT FOR YOUR LOCATION, IT CANNOT BE USED.

The above message is shown when the "Cross Location Rental" field in the Edit Misc Control Record is set to prevent the opening location from using a reservation for another location. The reservation cannot be used to open a RA.

Dollar operations may see the following message:

CORPORATE ACCOUNT GHOST CARD. DO NOT ASK FOR A FORM OF PAYMENT

In this case, it is not necessary to see the customer's credit card as it is on file through their corporate account.

D. Retrieving a previously stored customer record whether or not there is a reservation:

To pull up a customer record by the customer number, type "C#" customer number" (RET).

EXAMPLE: Type C#347 (RET)

To pull up a customer record by an Other ID Number, type "O#other ID number" (RET). For many rental organizations, this is a corporate frequent renter number (such as the Hertz "Number One Club Number").

EXAMPLE: Type O#260873 (RET)

To pull up a customer record by driver's license number, type "L#" (RET). A message will display at the bottom of the screen prompting for the entry of the license number. Upon entering the driver's license number, a search of the Customer File will automatically display. Select the line number for the Customer record desired.

Note that the drivers license can be read by either a swipe (magnetic stripe) reader or a bar code a scanner. Refer to the chapter Overview - Swipe/Scan Drivers License for details.

To pull up a customer record by credit card number,(See Note below) type CC# (RET). A message will display at the bottom of the screen prompting for the entry of the credit card number. Upon entering the credit card number, a Credit Card search will automatically display if the credit card number is associated with a customer record. Select the line number for the card desired, and the Customer data associated with the credit card will be loaded.

NOTE: Due to Credit Card Encryption, this feature no longer works properly. Cars+ no longer stores the full credit card.

To pull up a renting customer by Tax ID Number, type “PF#tax-id-number” (RET). This will load the associated customer data into the main window as primary renter information.

EXAMPLE: Type: PF#569871654 (RET)

To pull up a direct-bill customer record by Tax ID Number, type “PJ#tax-id-number” (RET). This will load the associated customer data into the B sub-window as direct-billing information.

EXAMPLE: Type PJ#569871654 (RET)

To pull up a customer by the frequent traveler number, type F# (RET). A prompt will display at the bottom of the screen prompting to "ENTER FF# ". Enter the frequent traveler code, a forward slash, and the number.

EXAMPLE: Type: AA/1234567

D. Entering data for a new customer who does not have a reservation.

IS THIS THE RENTERS CORRECT EMAIL ADDRESS?

Y = Yes, it is the renter's e-mail and, therefore, will be entered in the AD subwindow and added to the customer record.
N = No, it is not the renter's e-mail. It will not be added to the AD subwindow nor to the customer record.

Customer's last and first names
Drivers license data
Date of birth

NAME DOES NOT MATCH RES (NAME FROM RES APPEARS HERE) CONTINUE? (Y/N)

Enter:
N = the reservation is removed and a new RA can be started.
Y = continue to open the RA with the name that was typed in the pop-up window.

If "Y", another pop-window is automatically displayed requiring the user to enter a reason for the mismatch.The reason must be a minimum of 10 characters. This reason is noted on the second line of data on the Res Name Variance Report underneath the location and reservation number.blockquote { margin-left: 0.39in; margin-right: 0.39in; background: transparent none repeat scroll 0% 0%; }p { line-height: 115%; margin-bottom: 0.1in; background: transparent none repeat scroll 0% 0%; }a:link { color: rgb(0, 0, 128); text-decoration: underline; }

1. Passport or ID - Enter up to 20 alphanumeric characters describing the ID source such as PASSPORT or MILITARY ID.
2. ID Number - Enter up to 20 alphanumeric characters for the ID number.
3. Additional ID Country - Enter the country code of the country issuing the ID. (Use Shift/F7 to call the country code list.)
4. Expire Date - Enter the expiration date for the ID.
5. Issue Date - Enter the date the ID was issued.
6. Country of Birth - Enter the country code for the country of birth.
7. Place of Birth - Enter up to 50 alphanumeric characters for the city of birth.
8. Federal Tax ID - Enter up to 20 alphanumeric characters for a Federal ID number.
9. Email Address - Enter up to 50 alphanumeric characters for the customer's email address.
10. Privacy - Enter a Y or N for the "Privacy" field.
11. Bank Name - Enter up to 30 alphanumeric characters for a bank name.
12. IBAN No. - Enter up to 30 alphanumeric characters for an IBAN (International Bank Number.)
13. Company Tax ID - Enter up to 30 alphanumeric characters for the Company Tax ID
14. Comany Email - Enter up to 30 alphanumeric characters for the Company Email.
15. Company Dest Code - Enter up to 30 alphanumeric characters for the Company Dest Code.

THIS VEHICLE HAS GPS, SEAT. RENT THESE?Y/N

DO YOU WANT TO SELECT ANOTHER VEHICLE? Y/N

User tip: Reloading Res Data

After beginning the RA and making some changes, it may be necessary to re-load the reservation data. The ability to do this is controlled by a field in Edit Feature Edit Profile Codes. (Refer to the chapter for details.) This privilege can be granted in RA Open and/or Batch Open before the RA is saved and/or in Edit Opening Fields on saved RAs. If the code assigned to the user in their User Access File record allows it, press Shift/F8. The following message will display:

RELOADING RES, DATA ENTERED MAY BE LOST. ARE YOU SURE? Y/N

Entering "Y" will cause the original CDPID, rate. class, and return date from the Reservation to be re-loaded. Other data entered on the Open screen such as address and drivers license will remain. Note, however, that if changes were made to the customer's name or if the customer record was changed, the original customer on the reservation will NOT be re-loaded. To re-load the original customer, start again from the beginning by pulling up the reservation.

SHALL THE RESERVATION BE TERMINATED?

Enter:

N = exiting RA Open continues as usual
Y = another pop-up window is displayed and a turndown code must be entered. Only those turndown codes defined as type "O" in Edit Res. Turndown Codes can be used. The status of the reservation will remain 'O" (open), and will normally be converted to status "N" (noshow) when Process Noshows is run.

1a. NAME (LAST)

Enter the customer's last name using up to 18 alphanumeric characters. This person is the driver/renter.

EXAMPLE: Type PETERS(/)

User tip: If your system is configured to swipe or scan a drivers license, you may do so from this field by pressing F2. Please refer to the chapter Overview - Swipe/Scan Drivers License for details.

1b. NAME (FIRST)

Enter the customer's first name followed by a space and an optional middle initial. A first name is required; the system will not accept a single initial. This field will accept up to 12 alphanumeric characters.

EXAMPLE: Type STEVEN (RET)

1c. NAME (TITLE)

This field is optional. When used, it is for a title such as "JR", "SR", "III", "DR". This field will accept only those titles (up to 3 characters) that have been previously set up in the Edit Title Codes file. Use Shift/F7 to display a pop up window showing available choices for this field.

EXAMPLE: Type JR (RET)

User tip: This field can be defined as required for in the Edit PID (Personal ID) Config. record.

Extended Name Feature:

If the "extended name" feature of CARS+ is being used, a special pop-up window will appear for entering the name. It displays as follows:

The Last Name field accepts up to 18 characters.

The First name field accepts up to 60 characters (including spaces). While the entire name will be saved, only the first 12 characters will display on line 1 due to space constraints.

The Title field accepts up to 10 characters. (The title must have already been set up in the Edit Title codes control file.)

Automatic Searches:

As soon as the RET key is pressed, the system automatically executes the following file searches:

1. Reservation File search. The program looks for a reservation with a matching name for the renting location and has a pickup date and time within a window of time between 24 hours earlier or later than the current system date and time. If a reservation appears in the search window matching the transaction about to be entered, type the line number in the"OPTION:" field. Data from the reservation is then loaded into the appropriate fields of the screen. If the reservation is for an existing customer and there is a discrepancy between the name on the reservation and the name on the customer record. If none of the displayed reservations are for the rental customer press the "ESC" key to proceed.

User tip: A field in the Edit Main Control Record can be used to turn off the automatic search of the reservation file. The following message will display:

MUST ENTER R# OR RES# AND RES NUMBER

Enter the Reservation number at the option as shown in the example below:

EXAMPLE: Type R#5167 (RET) or Type RES#5167 (RET)

Note: Frequent Traveler Codes may display automatically in a window if:

• Frequent traveler codes already exist in the customer’s record; or
• Frequent traveler codes were transmitted with the reservation. If the transmitted code is a new one, it will be added to the Customer’s record. In any case, when it is part of the reservation, it will be designated with an asterisk (*).

Once a frequent traveler code is selected from the window, the following message displays:

THIS FF# WILL BE ADDED TO THIS RA. OK?

Enter Y (yes) or N (no) appropriately.

If the customer wants to use a frequent traveler card that is not already in the customer record, it can be added in Field 3 of the A/D subwindow.

2. Customer File Search. If a reservation is not found or selected, the system will automatically perform a search of the Customer File to take advantage of data previously entered. If a record for the customer appears on the search window, enter the line number in the "OPTION:" field and all recorded customer data (except the credit card number from the Customer record) will be displayed in the Main Window. Note: For Hertz operations, an exception for the credit card is made. When the credit card on file in the Customer record is a Hertz credit card, it is loaded with the other customer data.

The automatic search of the customer file by name can be prevented if desired. To have this feature turned on, contact Thermeon Support and ask that GVT record M1SCNCST be set up. The F6 search of the customer file can still be performed, and loading the customer record from the customer number, license, or credit card will also remain in effect. It only negates the customer search by name.

Customers who are not allowed to rent

For various reasons, some customers are flagged with a customer type that is set up to prevent renting to those customers. When an existing customer is selected, their customer type is checked to see if rentals are allowed. If not allowed, a message will display on the bottom of the screen and the customer information will not be entered into Field #1.

Likewise, if the customer selected has the same drivers license number as another customer record that is flagged to disallow rentals (a duplicate customer record), the customer cannot be used.

If a customer record is not selected, and the data entry continues and the drivers license number entered is the same as another customer record that is flagged to disallow rentals, the RA will be prevented from being saved.

If none of the customers displayed matches the customer, press "ESC" to exit the search and position the cursor at Field 2a on the Main Window.

NOTE: Only customers with a date entered in the birth date field of their customer record will be included in the search of the Customer File.

See the section on file searches in the chapter Overview - Search Programs for a detailed discussion on these automatic file searches.

For operations with large customer files, the system can be configured so that the automatic customer file search requests the renter's birth date first. This narrows the range of customer records read for a potential match. The following field will appear at the bottom of the screen:

ENTER BIRTHDATE:*

Using your selected date format, enter the renter's date of birth. If no reservation or customer record is found, the date entered into this field will be transferred to Field 4b. To bypass entering the birth date, press "ESC".

Depending upon how a flag is set in the control file, a message may display the number of times the customer has rented and date of last rental, and/or last rental's vehicle class and rate.

If a repeat customer is found and the system is configured to check the client's credit limit, one of the following two messages may be displayed if there is a problem:

CLIENT HAS A BALANCE DUE, RENTAL NOT ALLOWED.

This message appears if the system is configured to prevent rentals to any repeat customer if they have any balance remaining from a previous rental. (Refer to Edit Misc. Control Fields, page 6, Field 9: Block on Bal Due.)

CURRENT BALANCE = 1257 LIMIT = 1000 (where the first number displayed is the client's current accounts receivable balance and credit limit and the second number id their credit limit)

This message appears if the system is configured to check if the client has a receivable balance that is greater than their credit limit.

In either case, the opening of a rental agreement for this client will not be allowed unless the user has been granted the authority to override any credit block (see the chapter on Edit User Access).

Modifying the renter's name when there is not yet a customer record:

When an attempt is made to modify the name under which the reservation was booked, the following message displays in order to verify that the change is intentional:

NAME CHANGE; ARE YOU CHANGING RENTERS?

Enter:

N = No, this is not a change. Therefore, the edits to the name are accepted (as long as the customer type allows edits to the name).

Y = Yes, this is a change in renter.

When a CDPID number is attached to the reservation and the user indicates with a "Y" that this is a change in renter, the default logic in CARS+ assumes that the new renter does not have the CDPID privileges that were on the reservation. Therefore, they are removed.

The system can be configured with one of two overrides to this logic:

A. The CDPID data from the reservation is not removed.
B. A question can be displayed asking if the CDPID data should be removed or not.

To have your system configured with either of these overrides, contact the Customer Support Dept. and ask that GVT record SAVECDP be set up.

If an attempt is made to modify the name of an existing customer, the following message will display:

NAME CHANGE; ARE YOU CHANGING RENTERS?

Enter:

N = No, this is not a change in renter. Therefore, the edits to the name are accepted (as long as the customer type allows edits to the name).

Y = Yes, this is a change in renter. The following message displays:

DO YOU WISH TO CREATE A NEW RENTING CUSTOMER?

Enter:

N = No. The change entered is removed.

Y = Yes. The customer record and all customer details are removed so that data for a new customer can be entered.

Extended Name feature is used:

To change the renter's name when using Extended Name, place the cursor in the name field and press Shift/F7. The Extended Name pop-up window will appear. The same block and questions as shown above apply.

"Do Not Rent" customers:

If customers are selected who have a Customer Type indicating rentals are not allowed, the following message displays:

PROBLEM CUSTOMER - CALL MANAGER.

A field in the User Access record determines if the user is allowed to override this message and continue with the rental.

If customers are selected who have a Customer Type which designates that rentals are not allowed, the following message displays:

RENTALS ARE NOT ALLOWED FOR CUSTOMER TYPE XXX

Where "XXX" is the Customer Type. This message may not be overridden.

Previous Renter Information Messages:

A field in the Edit Miscellaneous Control File can be set so that when a previous renter's customer record is used, certain prompts will display on the Reservation and RA Open screens which provide information to the counter agent about the customer's history: The first message is:

XXX HAS RENTED YYY TIMES, LAST RENTAL: ZZZ

Where XXX is the last name of the renter; YYY is the number of times the customer has rented, and ZZZ is the date of the last rental.

A second message can display instead of or in addition to the one above:

LAST RA INFO:CLASS: AAA, RATE = $ BBB

Where AAA is the class of vehicle last rented and BBB is the daily rate from the last rental.

Customer Rewards Messages:

If a local renter rewards program is in effect and the renter is a repeat customer and the renter's customer type is not set up in the rewards program, the following messages may display:

DO YOU WISH TO ENROLL IN THE FREQUENT RENTER AWARDS PROGRAM Y/N?

Enter:

Y = Yes, the renter wants to participate. The following message will display:

ENTER FREQUENT RENTER PROGRAM TYPE

Enter a customer type that is set up for the rewards program. The renter's customer type will be automatically changed to the customer type entered.

If the customer type entered is incorrect, the following message will display:

INVALID AWARDS PROGRAM TYPE

After press (RET) the prompt for the customer type will come up again.

N = The customer will not be enrolled in the program.

The message below displays when the renter is already enrolled in the program and has rented the number of times required to earn a reward.

CUSTOMER ELIGIBLE FOR XXX, ACCEPT Y/N

Where XXX is a description from a Promo special document such as: 1 FREE DAY

Enter:

Y = Yes, the customer wants to use the award on this rental. The points will be deducted from their accumulated total.

N = No, do not use the award. The customer's points will keep building.

For details on setting up and using a local renter rewards program, refer to the chapter: Overview - Local Renter Rewards Program.

The message below displays when the opening location requires that the renter's driver's license be scanned and either:

• This is a first time renter
• Or their driver's license has expired since it was last scanned.

PLEASE SCAN THE RENTER'S DOCUMENTS

Duplicate Credit Card Numbers

The "One RA Per CC" field in Edit Misc. Control Fields can be used to turn on logic which blocks a credit card from being used for authorization if the credit card is already on another open RA. An alternate setting in the field will warn about the credit card, but allow the user to continue.

Set to block: The following message will display and another credit card number will be removed from the FOP field.

OPEN RA#XXXXXXXX EXISTS WITH SAME CC, USE ANOTHER FOP

( Where XXXXXXXX is the other open RA.)

Set to warn: The following message will display and all users can choose whether or not to continue.

OPEN RA#XXXXXXXX EXISTS WITH THIS CREDIT CARD, CONTINUE? Y/N

User tip: When the setting to block is in place, the field "Override CC/Lic Block" in the User Access File record can allow certain users to bypass this block by providing the warning message rather than the block.

How to match up a reservation and a customer record:

Sometimes a reservation for a previous customer will be created in CARS+ without the customer record being attached to it. This often happens when reservations are received and interfaced electronically from a central reservation system. On a manually entered reservation, it may be that the spelling of the name differed enough from the existing customer record that the customer record was not found when creating the reservation. To match up a reservation with an existing customer record, perform the following steps:

• Bring the reservation to the RA Open screen.
• Using the F6 key, perform a search of the Customer File for renters (Letter C).
• Select the appropriate customer record, and proceed with the transaction.

When opening a walk-up RA, numerous searches for repeat customers are done as more data is entered on the Open screen. The name invokes the first search. Searches are made based on the drivers license number and credit card as well.

User tip: Reservations received via the reservation interface programs for Dollar and Hertz operations depend on the 'Other ID' field to find a match to an existing customer record in CARS+. If the reservation does not have an Other ID number, or a customer record in CARS+ does not have a matching Other ID number, the reservation does not find the customer record. During the process of opening the RA for such a reservation, a search may be done on the drivers license or name and the customer record may likely be found. If that customer record has a CDPID, note that the corporate rate attached to the CDPID will NOT override the rate on the reservation.

2. ADDRESS

Enter up to 30 alphanumeric characters to indicate the customer's street address.

EXAMPLE: Type 455 CHAPLET PLACE (RET)

Note: For addresses, CARS+ can work in two modes. The address fields illustrated below are those used in the "standard mode". Additional address fields are provided when running in the Extended Address Mode. Refer to the overview chapter of the manual titled Extended Addresses for further information and for an illustration of the screen.

User tip: If your system is configured to swipe or scan a drivers license, you may do so from this field by pressing F2. Please refer to the chapter Overview - Swipe/Scan Drivers License for details.

E-Mail address:

An e-mail address can be added to a RA by pressing Shift/F7 when the cursor is in this field. A pop-up window will appear where the e-mail address can be added. The e-mail address will be added to the Customer's record in the Customer File. Press (RET) to exit the pop-up window.

It can be viewed and edited at any time by pressing Shift/F7 from this field when the RA is displayed.

There is also a field for the e-mail address in the Customer Information subwindow (subwindow AD).

If the e-mail address is supposed to be requested or is required (a field in the Edit Misc. Control Fields can be set to either setting), a separate field for the E-Mail address will appear at the bottom of the main window. Passing the cursor through that field will automatically call the pop-up window.

A second field in the pop-up window, "Opt Out", is a Y/N field and sets a corresponding flag in the customer record. Customer records that have this field set to "Y" can be excluded from the Selected Customer Reports and the Selected Customer Labels programs.

User tip: The e-mail address entered a reservation is for the reservation only. Due to the fact that it may be the e-mail address for someone other than the traveler (such as a travel agent's or assistant's e-mail address) it is not brought forward as the customer's e-mail address on the Open screen nor does it update the customer record.

Note: There is a feature in the Edit User Access File which can require a Manager override to allow for changes to the existing Customer's Address. See page 4 "Customer PID Override".

3a. C (CITY)

Enter up to 16 alphanumeric characters to indicate the customer's city.

EXAMPLE: Type NEWPORT BEACH(/)

User tip: If your system is configured to swipe or scan a drivers license, you may do so from this field by pressing F2. Please refer to the chapter Overview - Swipe/Scan Drivers License for details.

3b. S (STATE)

Enter up to 3 alpha characters to indicate the customer's state, province or foreign country. State, Province, and Country Codes are validated against data in the Country Codes File. A pop-up window is available to display choices for Country Codes. To activate the pop-up window, press Shift F7 while the cursor is in this field. To jump to codes that begin with a particular letter such as "M", type the letter.

In the pop-up window, the Country Codes are initially sorted by the code, not the name of the country. To sort the list by country name, press F6 once the list is displayed in the pop-up window.

EXAMPLE: Type CA (/)

3c. Z (ZIP)

Enter up to 10 alphanumeric characters to indicate the customer's zip or postal code.

EXAMPLE: Type 92664 (RET)

USER TIP: US state and Canada provinces

In Edit Main Control Record, the field "Use US/Canada State Codes" (page 1, Field 32) is used to turn on validation logic for addresses and phone numbers for US states and Canada provinces. When turned on, and the address is a US state or Canada province, US zip code and Canada postal code logic is in effect. The Zip Code entered for a US address must be valid for the state entered in Field 3b and must be 5 numeric characters or 5 characters dash "-" 4 numeric characters.

EXAMPLE: Type 92664(RET) or

OR: Type 92664-2002 (RET)

Canada postal codes must be entered in the format "alpha number alpha space number alpha number".

EXAMPLE:Type M9C 5K6 (RET)

If the zip code or postal code is not valid, the code will be rejected and the following message will appear at the bottom of the screen:

US STATE CODE AND ZIP CODE ARE INCONSISTENT

If the customer cannot provide a valid US Zip Code, enter five numeric characters, a dash, and four zeros. This will be accepted and allow the data entry to continue.

EXAMPLE: Type 92664-0000(RET)

For residents of all other countries, this field will accept any alphanumeric code or it may be left blank unless it is set as a required field. See User Tips below.

User tip: For operations outside the USA and not using the extended address logic, a field in the Country Code record can be set to require the entry of the state code for US addresses. The state and zip code must be entered together in the zip code field.

User tip: This field can be defined as required for renter addresses regardless of country in the Edit PID (Personal ID) Config. record.

EXAMPLE: Type CA92780 for the state of California and zip code 92780.

Enter up to 12 alphanumeric characters to indicate the customer's home phone number.

EXAMPLE: Type 7145551212(/)

USER TIP: US state and Canada provinces

In Edit Main Control Record, the field "Use US/Canada State Codes" (page 1, Field 32) is used to turn on validation logic for addresses and phone numbers for US states and Canada provinces. When turned on, and the address is a US state or Canada province, the phone number must be 10 digits. It is not necessary to enter dashes; they will be furnished automatically after pressing (RET).

If US or Canada phone numbers are entered incorrectly, the following message will display:

PHONE NUMBER SHOULD BE IN 111-111-1111 FORMAT.

Using your selected date format, enter the date-of-birth of the driver.

EXAMPLE: Type 031074 (RET)

User tip: For date of birth, it is customary to enter a 2-digit year. When the 2-digit year is less than or the same as the current year, the prefix '20' is added to the year. Example: Entering '03' will result in the birth year 2003.
If the 2-digit year is greater than the current year, the prefix '19' is added to the year. Example: Entering '92' will result in the birth year 1992. If at any time the system misinterprets the year entered, enter it a second time with all four characters.

User tip: A field in the Edit Misc Control Fields is used to define if a birth date entered on a reservation is brought forward to this field or whether it is in a Note on the reservation.

Minimum Age

If the age of the renter is less than the minimum age defined on the control files, the following message will appear at the bottom of the screen and the renter will be rejected:

UNDERAGE DRIVER

To rent to someone who is younger than the minimum age defined in the control files, use a Rate Product which has an exception to the minimum age. Leave the date of birth field blank until the Rate Product in Field 13c. Then return to this field and enter the renter's date of birth.

If an automatic underage driver surcharge has been defined and the renter's age falls within the defined limits, the following message appears at the bottom of the screen and the surcharge is added to the RA:

AGEnn OPTIONAL CHARGE APPLIED

(where nn is the maximum age at which the surcharge is applied.

User tip: If more than one driver is underage (added through the Q subwindow), the underage fee is charged for each underage driver. However, the system can be configured to apply the underage surcharge to the RA only one time rather than for each underage driver. To have the system configured this way, contact Thermeon's Customer Support Dept. and ask that GVT Code NODRVQTY be set up.

Note: Some rates may be exempt from charging the underage charge.

As a maximum age limit, the software will not accept any driver who was born before the year 1901.

In addition, in the Edit Location File, a maximum age limit can be configured. If this limit is exceeded the following message will display:

DRIVER OVER UPPER MAXIMUM AGE - CANNOT RENT

In a similar manner of charging a surcharge for underage drivers, there can be a surcharge for older drivers. If that has been set-up, and the driver does not exceed the maximum age but falls within the age range subject to the surcharge, that optional charge will be added automatically to the RA. The following message will display:

DRIVER OVER MAXIMUM AGE - PROCEED?

If "Y" is entered, the next message displayed is:

OVER xx OPTIONAL CHARGE APPLIED

(where "xx" is the age at which the Upper Age surcharge applies.)

Enter one of the following:

M = Male

F = Female

This field may be defined in the Edit Main Control Record or in the Edit PID (Personal ID) Config. record as a required field.

Enter up to 30 alphanumeric characters to indicate a local contact. This could be a local phone, hotel, company, etc.

Enter up to 20 alphanumeric characters to indicate the customer's driver’s license number.

The field "Default Cust Data" in the Edit Misc Control Fields program defines whether or not the driver’s license data stored in the Customer’s record will load automatically for a repeat customer. Therefore, this field may be blank for a repeat customer or it may be filled in automatically from the driver’s license data stored in the Customer's record.

EXAMPLE: Type N21574350(/)

User tip: The system can be configured in two ways to validate that the driver's license number entered is unique for the customer.

1. The first configuration examines the license number only and does not allow a duplicate. If the number exists on another customer record, the following message will display:

A CUSTOMER WITH THIS DL# IS ALREADY ON FILE, USE THEM? Y/N

Enter:

Y = the customer record with that driver's license number will be brought to the screen.

N = The driver's license number will be removed.

To configure the system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "UNQDL#".

2. The second configuration examines both the license number and state/country code and does not allow a duplicate. In this case if the existing customer record with a matching license and state code is not used, the state code is removed. To configure the system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "DLSEARCH".

THIS DL# IS ALREADY ON ANOTHER OPEN RA, SAVE TERMINATED.

The field "Limit by DL" in in Edit Misc. Control Fields can be set to block a drivers license from being used on a RA when there is another open RA with the same license number (i.e., customer record). User tip: When the setting to block is in place, the field "Override CC/Lic Block" in the User Access File record can allow certain users to bypass this block by providing the warning message (shown below) rather than the block.

THIS DL# IS ALREADY ON ANOTHER OPEN RA, CONTINUE SAVE? Y/N = Y

Similar to the previous message, the field "Limit by DL" in in Edit Misc. Control Fields can be set to warn when a drivers license is being used on a RA when there is another open RA with the same license number (i.e., customer record). Or the user's User Access File record permits continuing.

Note: There is a feature in the Edit User Access File which can require a Manager override to allow for changes to the existing Customer's Driver's License data. See page 4 "Customer PID Override".

Note: To prevent user's from using accent letters in this field contact Thermeon's Customer Support Dept. to set up the GVT record "STRICTDL"

Enter 2 alpha characters to indicate the U.S. state or Canadian province that issued the driver license.

EXAMPLE: Type CA (/)

For licenses issued by other countries, enter a three character alpha code to indicate the country that issued the license. This country code is validated against records in the Country Code File. A pop-up window is available to display available Country Codes for this field. To activate the pop-up window, press Shift F7 while the cursor is in this field.

EXAMPLE: Type UK (/)

User tip: A field in the Country Code record can be used to indicate that a Federal ID number is required for customers with drivers licenses from that country. If the Federal ID is required, the Customer subwindow is automatically accessed when (RET) is pressed after entering data in this field. The cursor goes direction to the Federal ID # field.

User tip: A field in the Country Code record can turn on a check for the license number entered. If entered incorrectly, the following message displays:

DRIVERS LICENSE CHECK DIGIT ERROR

6c. EX (EXPIRATION DATE)

Using the selected date format, enter 6 digits representing the expiration date of the driver's license. The year is entered using 2 digits; therefore, June 28, 2021 would be entered as shown below.

EXAMPLE:Type 062821 (RET)

The system requires the full date on which the license will expire.

Note: There is a feature in the Edit User Access File which can require a Manager override to allow for changes to the existing Customer's Drivers License Expiration. See page 4 "Customer PID Override".

6d. VER (VERIFICATION)

If using a Driver’s License Bureau or other agency to verify a driver’s license, enter the verification number received.

FOP (FORM OF PAYMENT) DATA

Lines 7 and 8 are used for entering a credit card which is being used to secure the rental, i.e., only an authorization is being obtained. Data entered into these fields will NOT appear on the Drawer Balance Report or on the DBR as a bankable deposit received. If a rental is being secured by a cash deposit or by actually charging the credit card, the deposit amount must be entered into the Deposit Subwindow. Fields 7 and 8 are used ONLY for credit card pre-authorizations.

When entering a credit card into this data group skip this field by entering a slash "/" and enter the card number into Field 7b. After a credit card number has been entered into the second field and expiration date is entered in the next field, when (RET) is pressed, the system will identify the card by displaying the proper FOP Code in this field.

User tip: A field in the Edit Miscellaneous Control Fields program controls whether or not the credit card data stored in the Customer’s record will load automatically for a repeat customer. Therefore, this field may be blank for a repeat customer or it may be filled in automatically from credit card data stored in the Customer's record. The Customer's record has the capability of storing an alternative credit card number as well. To access the alternative number, press Shift/F7 when the cursor is in Field 7. A pop-up window will appear displaying the alternative credit card information. To select a credit card from the window, highlight it with the cursor and press (RET).

WARNING: The preferred setting for Thermeon customers doing EDC through CARS+ is to configure your system so that credit card data is NOT automatically loaded. If you configure it so that CARS+ loads the customer's default credit card into the Reservation or RA and the rental agent does not re-swipe the card or load the card into the card reader, the transaction will be transmitted to the credit card processor as a CARD NOT PRESENT transaction and will be subject to higher processing fees. This can also increase your fraud risk and merchant and bank initiated chargebacks.

User tip: If your system is configured to swipe a credit card, you may do so from this field by pressing F2.

User tip: Forms of Payment that are issued by a national franchising organization can be defined in Edit Card Definitions to be used only in the S Subwindow of this program and NOT accepted here.

User tip: To access a popup window for any credit card(s) on file from the RA, Customer, or Reservation Files enter SHIFT F7 from this line.

7b.# (CARD NUMBER)

Enter up to 20 alphanumeric characters to indicate the credit card or debit card number.

CREDIT CARDS:

EXAMPLE: Type 5419873331777778 (/)

If the credit card check digit logic has been activated for the FOP, the following message appears when an invalid credit card number is entered:

INVALID CARD# PRESS RETURN TO CONTINUE

Press RETURN and retype the correct card number.

If bad credit card numbers have been entered in the Bad Credit Card File on the Control Files menu, and the card number entered is one of the bad cards, the following message will display:

BAD CARD; CALL MANAGER

Upon pressing (RET), the credit card number will be automatically erased from the screen.

Certain credit card number ranges can be blocked from being used at the time of RA Open. If this is the case, the following message will display:

NOT A VALID FOP FOR RA OPEN. USE AT TIME OF CLOSE ONLY.

If the rental is a walk up or from a reservation without a customer record assigned to it, upon entering the credit card number a search of the credit card number is automatically performed. If the credit card number is found and selected from the search, the customer data associated with the credit card number will be loaded onto the screen.

Any credit card used on a Reservation or RA Open transaction creates a record in a cross-reference file. Records from that file can be searched by credit card number in order to find the customer associated with the credit card. (Credit cards used with a Letter of Authority are an exception to this logic and no cross reference record is made for them.)

Duplicate Credit Card Numbers

The "One RA Per CC" field in Edit Misc. Control Fields can be used to turn on logic which blocks a credit card from being used for authorization if the credit card is already on another open RA. If the credit card number entered is currently used for an auth. on an open RA, the following message will display and another credit card number will be removed from the FOP field.

OPEN RA ALREADY EXISTS WITH THIS CC, USE ANOTHER FOP

Gold and Platinum Credit Cards

When a renter provides a gold or platinum credit card, they don't take the LDW because the card covers damage. The following are some suggestions on how to handle this situation:

1. Set up a LDW-inclusive rate which prevents LDW from being "sold" on the contract. OR
2. Create a CDP (corporate) account for this purpose which provides the renter with LDW at no charge.

When a renter presents a gold or platinum card, apply the inclusive rate or the CDP number to the RA.

In either case, it is possible to have your RA print program configured to indicate that LDW is "included" on the contract. Contact Thermeon's Customer Support Dept. regarding changes to your RA print program.

Security ID

In addition to the embossed credit card number, many credit cards have a 4 digit non-embossed number printed on the face. This is the Security ID number.

A field in the Edit Credit Card Definitions file is used to define whether or not a security ID number from the credit card must be entered when a credit card is manually keyed in rather than being swiped.

At the time of this writing only American Express (AMX) actively makes use of it. The VISA and MC have a Security ID number, but it is the same as the first 4 digits of the card number.

The AMX rule is if the card is not swiped (such as in taking a phone deposit), the security ID number MUST be recorded.

Therefore, logic in the Reservations, RA Open and RA Close programs is such that when a card is not swiped and it is designated that that the Security ID is required, the following message will appear on the screen:

Enter Security ID _________________

Credit Card Masking

Refer to the chapter Overview - Masking Customer Data for details on masking. The basics are covered here:

In order to protect a customer’s privacy, the system may be configured to “mask” part of the credit card number when an existing RA is brought back up to the RA Open screen. (The masking process replaces certain digits in the credit card with the letter “X”. Or, if the system is set up for PCI compliance, the masking format is 4 digits, an asterisk, and 4 digits.) At first the credit card will be masked. To see the entire credit card number, Shift/F4. User will be prompted for usercode and password.
If the user is masking exempt, the credit card number will display. The Display employee code, date and time will show in the lower right side of the Main window and "CONFIDENTIAL" displays on the top line before the Res #. If not exempt, the request is rejected.

(Credit card masking is turned on in the Edit Miscellaneous Control File. A field in the Edit User Access File controls whether or not each user is subject to masking.)

Changing the Credit Card number:

How the system handles clearing a card from Field 7 depends upon the circumstances of the situation.

Prior to saving the RA: To clear the card out of the field, move the cursor to Field 7, and press F3 (Erase). The entire field will be cleared, and a different card number can be entered. Because the RA was not saved, no record of the card number will be made.

After saving the RA: To clear the card out of the field, move the cursor to Field 7, and press F3 (Erase). Although the card and auth are cleared from the field, the record of the auth remains in the Deposit/Payment File. A new card number can then be entered..

User tip: Those operations using Thermeon's Electronic Draft Capture (EDC) module should refer to the chapter of the manual titled Electronic Draft Capture Counter Operations Guide for details in how the EDC logic handles the change in the authorized credit card.

DEBIT CARD

Thermeon can provide operations with ranges of debit card numbers so that they can be identified when the card is entered in this field. This will block a debit card from being used to secure (pre-authorize) a rental.

Additionally, Thermeon offers the ability to request credit checks with Equifax when the customer wants to use a debit card for pre-authorization when opening a RA. If the credit score returned by Equifax exceeds a pre-determined level, the debit card will be allowed to secure the rental.

Refer to the chapter Overview - Debit Cards and Equifax for details on both features.

7c. EX (EXPIRATION DATE)

Enter 4 numeric characters in the format MMYY to indicate the expiration date of the pre-signed voucher.

EXAMPLE: Type 0421 (RET)

7d. LOA

In certain jurisdictions, a Letter of Authority (LOA) can be issued by a credit card holder. The letter grants another party the authority to the use of the credit card for a specific purpose. When a LOA is in effect, the credit card used on the rental is not stored in the renter's Customer record. (The card cannot be used by the renter on future transactions.)

If the credit card being used falls under a Letter of Authority, enter a "Y" In this field. Otherwise, leave this field blank.

If a "Y" is entered in this field, the pop-up window shown below is displayed.

Example type:///Y

Enter:

Field 1: Name of the person authorizing the use of the credit card. (Cardholder's name)

Field 2: Relationship of that person to the renter.(mother, brother, friend, company, etc)

Field 3: Date of the transaction (current date is the default)

Field 4: Location at which the physical letter is filed. (user's location is default)

User tip: Note this will not appear on the printed rental agreement, but the pop-up window can be viewed at anytime on a previously stored RA, place the cursor in Field 7 and type ///shift F7.

7e.

When initially creating a RA, this field is blank. When a RA is recalled to the Open screen, this field displays (in parentheses) the number of authorizations already obtained on the credit card. The example below shows 1 authorization:

7 FOP/#/Ex/LOA VI/4456*0111/04-21/*/(1)

8a. ATH# (AUTHORIZATION NUMBER)

Enter up to 12 alphanumeric characters to indicate the credit authorization number received when a credit check is made on the pre-signed voucher. For American Express cards, this field must contain a 2 character numeric authorization number.

If using the EDC module, leave this field blank and use the F11 Function key to request an authorization check. (See the Electronic Draft Capture Counter Operations Guide for a detailed discussion on the Credit Card Handling Module.)

Access to this field may be blocked. A field in the Edit Main Control Record can block the ability to take a credit card authorization.

EXAMPLE:Type 256(/)

User tip: A field in the Edit Misc. Control Fields record can be used to control what happens when a RA has both a credit card as the Form of Payment in the Main window and a direct bill customer. The field can be configured so that when a bill-to party is added to a RA, any data in the authorization field in the Main window is erased and it prevents the cursor from accessing Field 8. The following message will display:

RENTAL HAS A BILLING ACCOUNT, CREDIT CARD AUTHORIZATION NOT ALLOWED.

THIS AUTH NUMBER HAS ALREADY BEEN USED, GET A NEW AUTH

User tip: If your system is configured to swipe a credit card, you may do so from this field by pressing F2.

User tip: Sometimes multiple authorizations are processed before saving the RA. For example, after obtaining an authorization for the estimate, the customer may decide to add some options or coverages. An additional authorization is needed to cover the new estimate of charges. In order to see the details of each authorization before the RA is saved, place the cursor in this field and press Shift/F7. A pop-up window will display the details of each authorization in process.

User tip for Non-EDC transactions:

• If an edit is made to both the authorization number and the authorization amount, it is interpreted as a new additional authorization.
  
• If an edit is made to the authorization number only, it is interpreted as an edit to the existing authorization.

8b. AMT (AUTHORIZATION AMOUNT)

Enter up to 10 numeric characters to indicate the amount authorized. Enter this amount in dollars with a decimal point and cents.

User tip: An estimate of rental charges can be obtained once the data has been entered on the Open screen and the Option pop-up window. Use the F8 "Estimate" Function key to get an estimate. The total of the estimate will be automatically entered in this field as the default.

(See the discussion on the Estimate later on in this chapter.)

EXAMPLE: Type 725.39 (RET)

User tip: A field in the Location record can be used to impose a minimum authorization amount when pre-authorizing a credit card at the time of opening a RA.

User tip: A field in the Class Code record can be used to define an Auth Pad amount by vehicle class. In addition, the amount will be entered in the this field automatically.

User tip: A "shortfall" field in the Edit Misc Control record determines what action occurs if the obtained security amount is insufficient to cover the estimated charges.

User tip - recalling a RA to the screen: When a RA is brought up again to the Open screen, the last item on Field 8 is the total amount authorized displayed in parentheses. The example below shows that authorizations totaling $850.00 have have been taken on a Open RA.

8 Ath#/Amt/cur/RoE*/*/*/*/(850.00)

ADDITIONAL DATA ENTRY STEPS INVOLVING CREDIT AUTHORIZATION

Taking additional authorizations. To take an additional authorization on a previously saved RA, pull the RA back up on the Open screen and enter a new authorization number and the additional amount of credit authorization. This new authorization number and amount is also written to the Deposit/Payment file.

THIS AUTH NUMBER HAS ALREADY BEEN USED, GET A NEW AUTH

When a RA is saved, the authorization number and amount are written to the Deposit/Payment File. These records can be examined by using the Deposit/Payment File search. Authorization records are indicated by type code "A".

User tip for Non-EDC transactions:

• If an edit is made to both the authorization number and the authorization amount, it is interpreted as a new additional authorization.
  
• If an edit is made to either the authorization number or the amount, it is interpreted as an edit to the existing authorization.

8c. CUR (CURRENCY)

This field is reserved for certain Thermeon customers who make use of the CARS+ DCC feature. Other users should skip this field.

8d. RoE (RATE OF EXCHANGE)

This field is reserved for certain Thermeon customers who make use of the CARS+ DCC feature. Other users should skip this field.

Source Codes are used to track where reservations originate. The Source Analysis Report and the Revenue Analysis Report provide statistical data using the Source Codes. A field in Edit Main Control Record controls whether or not this a required field.

Enter up to 5 alphanumeric characters to indicate the source of the reservation. These codes must be defined in the Source Codes File. A pop-up window (Shift F7) is available to display available choices for this field.

Opening a RA from a Reservation: If the rental is being created from a reservation with a source code, access to this field is blocked. (In order to change the source code, it must be changed on the reservation.)

Hertz exception: If the reservation was created locally, the source code may be changed (unless the change is blocked in the User Access File record of the user.)

User tip: The Source Code on a transaction can be provided in multiple ways. It may be automatically entered by being linked to the vendor, bill-to customer, voucher issuer, or corporate account record. Therefore, a hierarchy determines the order of precedence. That order, from highest to lowest, is:

Corporate ID
Vendor record
Voucher issuer (customer record for the wholesale company)
Bill-to customer record

SOURCE CODE CHANGED TO THAT OF XXXX

(where XXXX is the record number.)

User tip: When a CDPID number is linked to a Source Code, the CDPID number will be automatically applied to the RA. (See field 9c below) When a Source Code is linked to a CDPID, when the CDPID is entered into field 9c, the corresponding Source Code will be placed into field 9a and cannot be changed. If the CDPID number is removed, the Source Code will be removed as well. A Source Code linked to a CDPID record takes priority over other Source Codes.

EXAMPLE: Type REZ (/)

Enter up to 2 alphanumeric characters to indicate the type of RA that is being written. This code can be used to:

1. Produce separate DBRs and other reports for different types of rental transactions, such as truck versus passenger car rentals, retail vs insurance rentals, etc.
2. Post RA transactions to different General Ledger accounts based on the Type Code. Posting Codes assigned to a Type Code take precedence over the Post Code in the Vehicle Inventory Record.

To make use of this field, all Type Codes must be first defined in the Edit Valid Types file. Similar to Source Codes, a field in Edit Main Control Record can make this a required field, thus forcing the user to enter a valid Type Code.

To activate a pop-up window to display available choices, press Shift F7 while the cursor is in this field.

Type Codes can be loaded automatically from a Rate Code record or a CDPID Account. In that case, the Type Code will not be editable.

User tip: Note that the Type Code can require that the direct bill party’s (or renter’s) own insurance data be entered in the Insurance Data (AC) Subwindow in order to save the RA.

9c. ID (CORPORATE ID #)

Depending on a set up field in Edit Misc Control Fields, this field is either:

• A free form text field that does nothing else
• Or this customer's corporate identification number, commonly referred to as the CDPID Number that may apply a corporate, rate, discount or special privileges.

Enter up to 15 alphanumeric characters to indicate this customer's CDPID Number.

If the CDPID number is not known, the F6 Search feature may be used from the Main Window "OPTION" field to initiate a search of the CDPID File by name. Additionally, a field in the Edit Misc Control Fields record can enable a Shift/F7 search of the CDPID file directly from this field.

CARS+ can be configured so that each CDPID record has a single name, or CDPID records can have multiple names. If multiple names are allowed, the search behaves a bit differently:

If the search is by CDPID name, selecting the row with the desired name loads that CDPID name on the reservation or RA. This is the preferred method for searching.

If the search is by CDPID number, the CDPID record will be shown under the first name associated with the CDPID according to the alphanumeric sort rules and that name will be loaded on the reservation or RA.

User tip: For Hertz Operations in North America (US and Canada), in order to have all of the special privileges and discounts associated with the CDP applied to the RA, the CDP must be applied to the RA using one of the search methods (F6 or Shift-F7). Direct entry of the CDP number into this field will cause the CDP number to be linked to the RA, but none of the special privileges will be applied.

CDPID numbers reference a corporate contract record which may specify a particular Rate Code or discount percent. In addition, the corporate contract may provide for special privileges, such as special prices for coverages, fuel, or other options, an exemption from an airport fee or other option, or a special minimum age designation. If the contract record references a particular Rate Code, it will be automatically loaded in Field 13c.

If the customer rents a class of vehicle that is not included in the contract's rental rate, the contract is "broken". Upsells are an exception to this rule. When an upsell is made to a class of vehicle that is not included in the corporate contract's rental rate, the "contract broken" logic does not apply.

If the primary corporate Rate Code is not valid for the opening location, the fall-back contract rate code from the corporate account record will be used or a discount may apply to regular retail rates.

In addition, Subwindow W will automatically display showing detailed information about the privileges associated with the corporate contract.

Some CDPID records have a credit card attached to them. If a CDPID is added to a RA that does not already have a credit card number applied, the credit card from the CDPID record is used.

If a repeat customer has a credit card and the CDPID has one, the following question will display:

USE THE CREDIT CARD ATTACHED TO THE CDPID? Y/N

If a CDPID card is used on a RA, the credit card number is NOT written to the customer's record.

Some CDPID records allow for a one-time amount discount and the following message displays:

CORP DISC OFxxx APPLIED

(where xxx is the amount of the discount.)

Some Corporate Account records have a booking date range. If the current date is outside of that range and an attempt is made to apply the CDPID to the reservation, the following message will display and the CDPID will be be accepted:

CDPID NOT VALID FOR SELECTED DATES

A field in the Corporate Account Record can be used to prevent the CDPID from being added to a reservation or RA manually. That is, the CDPID must come in electronically on an interfaced reservation. If an attempt is made to add such a CDPID to the reservation, the following message displays and it is blocked:

THIS CDPID CANNOT BE MANUALLY ADDED TO A TRANSACTION

EXAMPLE: Type:7134800000 (RET)

Refer to the chapter Overview - Corporate Accounts for details about corporate accounts.

Some CDPID records require that a PIN be entered in order for the CDPID number to be added to the Reservation or RA. When this is the case, the following message will display:

CDP PIN REQUIRED

At that point the cursor will be blinking in the lower right corner of the screen. Enter the PIN number. It will not appear on the screen as it is typed. If a valid PIN is entered, the transactions will proceed as usual. If an invalid PIN is entered, the following message will display:

INVALID PIN NUMBER, CDP WILL BE REMOVED

And the CDPID number will be removed from this field.

CDPID numbers assigned to credit card FOP's:

Some credit card records defined in the Credit Card Definitions file may have a CDPID numbers linked to them. When such a credit card is used as the pre-authorized FOP on a RA and no other CDPID number is on the RA., the CDPID assigned to the FOP is added to the RA .

When there is already a CDPID number on the transaction and it doesn't match the one from the pre-authorized FOP record, a comparison is made of the time charges using the original corporate rate less the FOP's discount (if the RA's rate is discountable) and the time charge using the FOP"s corporate rate.

If the FOP's corporate rate is less, the FOP's CDPID number and corporate rate are added to the RA replacing the and corporate rate.

If the original corporate rate is less, the FOP's CDPID is added to the RA replacing the original one. However, the original corporate rate remains on the RA and the corporate discount from the FOP's CDPID replaces the current discount on the RA (if the RA's rate is discountable.)

A field in Edit Misc. Control Fields can be set to prevent both a bill-to customer and a voucher on the same transaction. In that case, when a voucher is already on the transaction and a CDPID with a bill-to customer is entered, the following message will display and the CDPID will be removed:

REMOVE VOUCHER FIRST BEFORE ADDING A BILL-TO

CDPID Hierarchy

A CDPID can be attached to various records that are part of a RA. In a situation where multiple CDPID numbers would apply to the same RA, a hierarchy exists to determine which CDPID takes precedence.

The hierarchy from lowest to highest is:

• User manually added CDPID (See NOTE below)
• FOP's CDPID is applied only if no other CDPID is on the RA. However, only privileges and discounts are applied; the rate product is NOT changed to the CDPID contract rate.
• Source Code
• Vendor
• Customer - renter
• Customer - bill-to party
• Special Document
• IT Code (either tour or insurance)
• User manually added CDPID (see NOTE below)

NOTE: A manually enter CDPID can be treated as the lowest or highest in the hierarchy depending on when it is entered on the RA or Reservation.

If a CDPID is manually entered and some other thing is placed on the RA afterwards (source code, vendor, bill-to, etc.) the manually entered CDPID is overridden by the other ones in the hiearchy.

User tip: When a CDPID number is linked to a Source Code, the CDPID number will be automatically applied to the RA. When a Source Code is linked to a CDPID, when the CDPID is entered into field 9c, the corresponding Source Code will be placed into field 9a and cannot be changed. If the CDPID number is removed, the Source Code will be removed as well. A Source Code linked to a CDPID record takes priority over other Source Codes.

11a. RET DATE (RETURN DATE)

Using your selected date format, enter the expected return date.

EXAMPLE: Type 091217 (/)

Note: Entry of a date representing a rental period greater than the allowable maximum set in the Location File is prohibited with the following exceptions:

RAs using the Mutliple Month or Long-Term rental logics are not subject to the Location maximum days restriction. They can though be limited by a maximum days restriction for Multi-Month or Long-Term rentals defined in Edit Miscellaneous Control Flags.

Insurance and tour RAs with vouchers are allowed to run for more days than the Location's maximum days (to the length of the voucher period.)

MESSAGES:

If the rental is based on a reservation and the return date and time are manually edited to an earlier date and time, if the Early Return penalty logic is turned on and the transaction is not exempt from the penalty, the following message will be displayed and the penalty Option will automatically be added to the rental:

EARLY RETURN FEE OF $NN.NN APPLIED

(where nn.nn is the flat fee charge for the Early Return penalty Option). See Edit Misc. Control Fields page 6 for a complete explanation of this charge.

Using the selected time format, enter the expected return time.

EXAMPLE: Type 530P (RET)

Messages:

OPERATING HOURS FOR TUS ARE 0600 TO 1800

If a record in the Hours of Operation Control File has been set up for the return location, the return date and time are verified as to whether or not they fall into the designated operational hours. If the return date/time are outside of the operating hours, a message similar to the one above defining the hours of operation will display and Field 11b will be cleared.

BEFORE/AFTER-HOURS RETURN. DO YOU WISH TO CONTINUE?

Hours of Operation can be overridden if in the Location record of the return location it is indicated that the location has an after hours drop box. Enter Y or N as appropriate.

TRANSACTION OUTSIDE THE LOCATION’S HOURS OF OPERATION, CONTINUE? Y/N

This message appears when the return time is outside of the location’s operating hours. However, the user logged in is designated (In the User Access File record) as one who is able to override the restrictions imposed by the Hours of Operation control file. Answering “Y” will allow the transaction to continue. Answering “N” will erase the return date and time from this field.

LOCATION IS CLOSED AS OF xxxxxx

(where xxxxxx is the close date). A field in the Location record is used to define the closing date of a location. RAs cannot have pickup or return dates after the close date.An exception is made when extending the return date on an existing RA. Then the return date can be later than the close date in the Location record.

RENTAL EXTENSIONS

To extend the Return Date/Time on a previously opened RA, the user must have been granted the privilege through the Edit User Access File program. If the user is not allowed to make extensions, the cursor will not access this field when an existing RA is called to the screen. If allowed, make the appropriate changes. Use the F8 Estimate key to check if an additional credit authorization is required. Then re-save the RA.

Entry of a date representing a rental period greater than the allowable maximum is prohibited.

If the RA is extended beyond the date when the vehicle’s registration will expire, the following message will display:

VEHICLE TAB EXPIRED (xx-xx-xx); CANNOT EXTEND RENTAL

(where xx-xx-xx is the expiration date from the Vehicle Inventory record.) The newly entered date will be removed.

When a hard hold code is place on the vehicle and an attempt is made to extend the RA, the following message will display:

VEHICLE HAS A HOLD ON IT, RA CANNOT BE EXTENDED

And the return date will revert back to what it was.

Enter up to 6 alphanumeric characters to indicate the return location. The default value for this field is either the user's current location or the location specified on the related reservation. This location can either be company owned or a foreign location.

Company Owned Locations: Enter any valid location code that has previously been defined in the Location file. To search for a location, press Shift/F7 to bring up a pop-up window. Use the up and down arrow keys to scroll through the locations. To jump to codes that begin with a particular letter such as "T", type the letter. Or press F2 and type a few characters that will be used to match the Location name. For example, the location with the name of "THERMEON AIRPORT" could be found by entering "THER", "MEO", or "AIR".

Foreign Owned Locations: If the vehicle is to be returned to a location that is not owned, that location must first be entered into the Customer File as a "Foreign Location". One of the searches available (using F6 from the OPTION field) is a search of the Customer File for foreign locations only. (See the Customer File Update chapter of this manual for a more detailed explanation of how Foreign Location records are set up.)

Some rates can be set up with a different allotment for free miles when the rental returns to a foreign location rather than when it returns to an owned location. Likewise the rate for chargeable miles can also differ on one-way rentals to foreign locations. See the Edit Rental Rules/Rates chapter of this manual for details.

If a penalty drop charge has been defined in the Edit Misc. Control File, then only those locations defined in the Drop Charge File are allowed in this field. If a drop charge is specified for this location, the amount will automatically be loaded into Field 12b.

Restrictions:

• The next message means that a penalty drop charge has been set up in the Edit Miscell. File and that there is no record set up in the Edit Drop Charge program that allows a one-way rental from the pick-up location to the return location.

INVALID DROP LOCATION (PRESS RETURN)

Refer to the Edit Drop Charge chapter of the CARS+ Manual for details on how to set up drop charges and prevent one-way rentals to certain locations.

• The next message is shown when the Drop Charge record blocks one-ways between the pick up and return locations:

ONE WAY RENTAL NOT ALLOWED FROM XXX TO YYY AT THIS TIME

(where XXX is the pick up location and YYY is the return location.

• A similar message to the one above is shown when the Drop Charge record blocks one-ways between the pick up and return locations but the user's User Access File record allows an override of that block:

ONE WAY RENTAL NOT ALLOWED FROM XXX TO YYY, OVERRIDE?

(where XXX is the pick up location and YYY is the return location.

Entering "Y" overrides the block.

• If the pick up location is configured to block ALL one-way rentals from it, the following message will display and the return location must be the same as the renting location. There is no override for this block.

ONE WAY RENTALS ARE BLOCKED FOR THIS OPENING LOCATION

• If the return location is configured to block ALL one-way rentals to it, the following message will display and the return location must be the same as the renting location. There is no override for this block.

ONE WAY RENTALS ARE BLOCKED FOR THIS CLOSING LOCATION

(Locations can be configured with these blocks in the Location record - refer to the chapter Edit Locations.)

One ways can also be limited via the Ideal Fleet logic.

If the one-way rental will cause the renting location's anticipated fleet count to go below the Low Limit on the return date. The warning message is as follows:

25FT'S ONE WAY FROM TUS, RESTRICTED (were 25FT is a Class Code)

If the one-way rental will cause the closing location's anticipated fleet count to go above the High Limit on the return date. The warning message is as follows:

25FT'S ONE WAY TO TUS, RESTRICTED

These Ideal Fleet messages can be overridden if the user has the ability to book overbooked classes in their User Access File profile.

DROP CHARGE CHANGED FOR CORPORATE RATE

If a voucher is set to be Intercity inclusive, but the drop city changes at RA Open or RA Close, the drop will no longer be included in the voucher. Will be charged to the renter.

Enter up to 7 numeric characters to indicate any drop charge or inter-city charge. A default value will appear if a charge has been defined in the Edit Drop Charge file for the location entered into Field 12a.

A field in the Edit User Access File controls whether or not the user has access to this field. If the user is blocked, no edits are allowed.

A manually entered drop charge is not accepted if the return location is that same as the renting location.

EXAMPLE: Type 25 (RET)

User tips: Several things can influence the calculation of the Drop Charge:

• All Drop Charge records have an effective date. Some may also have a termination date.
• The charge can vary by type of vehicle (this is referred to as a "Drop Category".)
• The charge can vary based on the Rental Rate. A field in the Rules/Rate record can link a particular Drop Charge to the Rate.
• The charge can vary by Privilege Codes. Some corporate customers may have a unique charge or no Drop Charge at all.
• Length of the rental - Drop charges can vary by the length of the rental.
• Minimum days - If a minimum number of days is specified in the Drop Charge record and the contract has more elapsed days than the minimum, no drop charge is applied. If the contract runs the number of minimum days or less, an alternate calculation is made and is used if it is less than the Drop Charge.
• To reward customer for moving vehicles one-way to certain locations, drop charges may be negative.

User tip: Because so many things can influence the drop charge applied, additional information about how the drop fee was selected is available by pressing Shift/F7 in this field.

Vehicles can be assigned to a RA in several ways, and each is addressed in this section:

• Vehicle is assigned to a reservation.
• Enter a vehicle number in Field 13a
• Automatic selection of a vehicle by CARS+
• Search the Vehicle File

Vehicle is Assigned to the Reservation

In this case, the vehicle number will already be in this field. If there is no change to be made, press (RET).

Enter The Vehicle Number

User tip: The Return Date must be entered prior to selecting a vehicle. If the return date is not yet entered, the following message will display:

CHECK IN DATE OR TIME MISSING

Enter the vehicle number assigned to this rental agreement.

If there is only one vehicle on file with the unit number entered, all pertinent data relating to that vehicle will be transferred to the rental agreement.

If more than one vehicle is on file with this unit number (multiple owners), the Vehicle File Search program will automatically be called and all vehicles with a matching unit number will be displayed for selection.

EXAMPLE: Type 14592 (RET)

If the Main Control Record requires a vehicle check digit, enter up to 11 alphanumeric characters. The last character will be one of the following, depending on the check digit method selected:

• A computed check digit based on a pre-selected formula.
• A check digit taken from the last character of the vehicle license number.

After the check digit is entered and used to validate the vehicle number, it is automatically erased off the screen.

EXAMPLE: Type 914592A (RET)

Sometimes the vehicle selected will not have the same Pricing Code as the the pricing code on the reservation, and the following message will display:

VEHICLE'S OPTS ARE PRICED DIFFERENTLY, USE PREVIOUS RATES?

Enter:

Y = keep the Pricing Code that is already on the RA.

N = change the Pricing Code for the RA to the one that corresponds to this vehicle.

Refer to the section on Option Rates later on in this chapter for more information about Pricing Codes.

Assets Linked to Vehicles

A feature in CARS+ allows the user to link non-vehicle assets, such as a GPS unit and/or a child seat, to the vehicle they have been placed in when it was prepped for rental. When there is a reservation, the following series of messages displays when first starting the RA. When there is not a reservation, the messages below will display when the vehicle is selected.

Equipment is linked to a vehicle using the Assign Assets to Vehicleprogram on the Dispatch Menu.

An example of a message advising that the vehicle already has equipment in it is shown below:

THIS VEHICLE HAS GPS, SEAT. RENT THESE? Y/N

DO YOU WANT TO SELECT ANOTHER VEHICLE? Y/N

Automatic Selection of a Vehicle by CARS+

If the flag in the opening location's Location Record has been set to execute automatic vehicle selection, skip Field 13a. Enter the car class in Field 13b. If vehicles in that class are available, the one with the lowest odometer reading will be selected automatically and its unit number will be entered in Field 13a.

Operations that have more than 1 parking lot for available fleet may have a feature turned on which limits the choice of vehicles to only those that are available in the lot assigned to the user's Drawer record.

On one-way rentals, a field in the Edit Miscellaneous Control File can be used to give preference to vehicles owned by the fleet pool assigned to the return location. Vehicles which have a match on the owning fleet pool and class will be selected first by the automatic selection program. If the class doesn't match, then all vehicles with a match on the fleet pool are displayed in the vehicle search. If no vehicles are available that match the owning fleet pool of the return location, the regular automatic selection logic is used.

The following message will display at the bottom of the screen:

VEHICLE SELECTED

This message indicates that a flag in the Location File has been turned on so that CARS+ is automatically selecting an available vehicle of the proper class for the contract.

If there are no vehicles in the class specified, the following message will display at the bottom of the screen:

NO VEHICLE AVAILABLE FOR THIS CLASS

Search the Vehicle File

A Vehicle file search will display all available units. It can be done in either of these ways:

• Press Shift/F7 when the cursor in Field 13a, the Vehicle Field. Or
• Press F6 when the cursor is at the "OPTION:" field and select the Vehicle search.

If the vehicle class has already been selected in the Main Window, available units at the opening location of that class will automatically display. When searching for a single location, the vehicles will be listed according to the hierarchy order in the Class Code record (traditionally, least expensive to most expensive). If a Location Group is entered instead of a single location, the vehicles will be listed in alphabetical order by their Class Codes. To have the Location Group list arranged by the Class Code hierarchy, a default Location Group Code can be entered in the Location record (page 7, field 19 Vehicle Search Group.)

User tip: The Return Date must be entered prior to searching for a vehicle. If the return date is not yet entered, the following message will display:

CHECK IN DATE OR TIME MISSING

User tip: The search can be configured to show which vehicles have snow tires. The color field is shortened in order to show which vehicles have the Vehicle Option "SN" in their record. To have the system configured this way, contact Thermeon Customer Support and request that GVT record SNOWTIRE be set up.

The Vehicle file search can also be used to determine if other locations have vehicles of the type needed. The "current location" in the search can be a single location, all locations, or a location group.

A Vehicle File search SHOULD ALWAYS BE EXECUTED when:

1. Renting a vehicle to a foreign location. CARS+ can display all vehicles owned by that foreign location which are currently at your location by using the F5 key in the Search screen and entering the owning location.

On one-way rentals, a field in the Edit Miscellaneous Control File can be used to give preference to vehicles owned by the fleet pool assigned to the return location. If turned on, vehicles which have a match on the owning fleet pool are displayed in the search regardless of class. If a vehicle is not selected, pressing (ESC) causes the normal search of the vehicle file to be displayed.

2. Renting vehicles parked at another location.

3. Your location is using the vehicle dispatching feature.

Notes regarding dispatch: Only those vehicles that have been made available will display. Operations that have more than 1 parking lot for available cars may have a feature turned on which limits the choice of vehicles to only those that are available in the lot assigned to the user's Drawer record.

NOTE: If your location is making use of the dispatching features of CARS+, the ability to search other location's vehicles will not be available from this program.

Availability Messages:

After entering a vehicle number, one of the following messages may appear at the bottom of the screen:

The first two messages may appear when processing a walk-up rental.

WARNING - APPROACHING FULL BOOKING

This message indicates that for the vehicle class the first warning level defined in the Planning Calendar will be reached at some point during the requested time period. Depending on the percentages set, overbooking is possible. Appearance of the warning message does not prevent renting the vehicle.

WARNING - POSSIBLE OVERBOOKING

This second message indicates that for the vehicle class the second warning level defined in the Planning Calendar will be reached at some point during the requested time period. Depending on the percentages set, overbooking is possible - perhaps even probable. If the warning level is realistic and no-shows are not a large problem, careful consideration should be made before completing this rental. Depending on how the system is configured, the appearance of this warning message may or may not prevent taking this reservation.

User tip: A field in the Location Control File is used to define whether or not bookings can be made when the second warning level is reached.

The above two warning messages are issued if utilization exceeds the first or second warning levels any time during the requested rental period. This means that vehicles could be available for some or most of the requested period. In order to see the anticipated utilization for the requested dates, perform a search of the Class Availability file. You can then determine whether this rental should be made or if another class or date range should be suggested. For a detailed description of this feature, refer to the chapter Introduction to Planning.

CANNOT RESERVE VEHICLE - BLACKOUT IN EFFECT

This message indicates that a blackout has been placed on this class of vehicles for one or more of the dates requested. This message prevents proceeding with the rental. Searching the Class Availability File will indicate which dates are blacked out. Perhaps a difference class will need to be selected.

User tip: Blackouts can be placed by setting the warning percentage to 999%.

THIS CLASS IS ON OFF-SELL - CHECK AVAILABILITY

This message appears only on walk-up rents and indicates that a off-sell has been placed on this class of vehicles for one or more of the dates requested. Although this message will NOT prevent proceeding with the rental, it indicates that this unit may be reserved for another customer. Searching the Class Availability File will indicate if it is safe to proceed with this rental. Perhaps a difference class will need to be selected.

User tip: Off-sells can be placed by setting the warning percentage to 888%.

THIS CLASS IS OVERBOOKED, USE IT ANYWAY? Y/N

The message indicates that a blackout has been placed on the class or that an overbooking situation exists. However, the user has the authority to bypass the overbooking message.

User tip: A field in the Edit User Access record can be set to grant authority to a user to bypass the overbooking messages.

Alternate Classes:

When a class is overbooked or a blackout is in effect, a pop-up window may appear offering alternate classes if they are available. An example is shown below:

CARS+ uses the hierarchy rating of the vehicle class entered to determine what other types of vehicles could be considered for the transaction. Using the hierarchy ratings in the Class records, the next available class down (less expensive) and the next available 3 classes up (more expensive) are shown in the pop-up window. If there are no classes are available, the following message will display:

NO SIMILAR CLASSES ARE AVAILABLE FOR THIS TIME PERIOD.

If no message appears, either the Planning Calendar is turned off or the anticipated utilization for the dates requested is currently low enough as to not warrant a warning.

Other messages:

VEHICLE NOT AT THIS LOCATION

This message indicates that the system does not believe that the requested vehicle is currently at the renting location.

A field in the Edit User Access record is used to control whether this message is simply a warning (which allows the user to continue and use the unit) or whether the system prevents the user from selecting the vehicle.

VEHICLE STATUS IS O; CANNOT BE RENTED

This message indicates that the requested vehicle is not in an Available type of Vehicle Status and as such is not available for rental (in the above example, the vehicle has Status Code "O", On-Rent). This message will appear to users who:

• Do not have access to the Make Vehicle Available program.
• Have access to the Make Vehicle Available program but whose Menu Access Level is not high enough to override the Vehicle Status.

As the message implies, the vehicle cannot be rented. Either select another vehicle or seek assistance from a user who has a higher level of access.

WARNING: VEHICLE STATUS IS O

This is the message concerning Vehicle Status that appears to users who DO have access to the Make Vehicle Available program and who have sufficient Menu access level to override the Status. This is only a warning. To rent this vehicle, press RETURN and continue with the rental process.

VEHICLE GROUNDED, MILES: 14000

This message appears when a vehicle has exceeded its grounding odometer reading specified in the Vehicle Inventory Record. The current odometer reading on the vehicle has exceeded its scheduled grounding odometer reading which is shown in the message. This vehicle IS NOT available for rental. In order to free up this vehicle for rental, someone with access to the Vehicle File must alter this unit's grounding odometer or extend the grounding date by using the Edit Vehicle Grounding program.

VEHICLE GROUNDED, STATUS: EMPLOYEE USAGE

This message will appear when a vehicle is in a status that is defined as “not available”. Therefore, this vehicle is NOT available for rental. In order to free up this vehicle for rental, someone with access to Make Vehicle Available must change its status.

CURRENT ODOM GREATER THAN ROAD USE ODOM, USE ANYWAY? (Y/N)

The message above is advising that the vehicle record has a prepaid road use km. setting which has now been exceeded. Enter:

N = No, don't use this vehicle. The field is cleared.
Y = Yes, use this vehicle anyway.

The next series of messages are generated by dates entered in the vehicle record. The message is either a warning or a block depending on a series of fields in the Location record, the Vehicle record, and the User Access record. These messages are self-explanatory.

REGISTRATION WILL EXPIRE BEFORE RETURN DATE, USE ANYWAY?Y/N

REGISTRATION WILL EXPIRE BEFORE RETURN DATE, SELECT ANOTHER VEHICLE.

VEHICLE IS SCHEDULED TO BE GROUNDED BEFORE RETURN DATE, USE ANYWAY? Y/N

VEHICLE IS GROUNDED, SELECT ANOTHER VEHICLE.

INSURANCE WILL EXPIRE BEFORE RETURN DATE, USE ANYWAY? Y/N

INSURANCE WILL EXPIRE BEFORE RETURN DATE, SELECT ANOTHER VEHICLE.

MAINTENANCE CERTIFICATE WILL EXPIRE BEFORE RETURN DATE, USE ANYWAY? Y/N

MAINTENANCE CERT. WILL EXPIRE BEFORE REUTRN DATE, SELECT ANOTHER VEHICLE.

TOURIST CERTIFICATE WILL EXPIRE BEFORE RETURN DATE, USE ANYWAY? Y/N

TOURIST CERTIFICATE WILL EXPIRE BEFORE REUTRN DATE, SELECT ANOTHER VEHICLE.

More Messages:

VEHICLE IS ON OPEN TRNX xxx. YOU MUST CLOSE THIS FIRST.

Where "xxx" is a RA number or a Non-Rev number. This message will appear to prevent more than one transaction (Open RA, open Non-Rev) from being open at the same time for a vehicle. A field in the Edit Miscellaneous Control File is used to configure this feature.

VEHICLE IS ON AN OPEN RA, USE IT ANYWAY?

Some locations prefer to prevent the same vehicle from being on 2 open RAs. The 'Force Close" field in the Location record can be used to force the close of the existing RA before placing the vehicle on a new RA. When the above message displays, answering "N" will clear the vehicle number field, and a new vehicle number can be entered. Answering "Y" takes you automatically to the Batch RA Close screen where the existing open RA is automatically loaded. Enter the closing information and save it. Press ESC (as normal) to exit the Batch RA Close screen. The session will automatically return to the RA Open screen with all previously entered data in place. The vehicle can now be used on the new RA, and you may continue as usual.

A field in the Location file or the Class Code File can be used to turn on a feature that tracks which vehicles are assigned to reservations. This feature also produces warnings when a conflict arises. Under this method whenever a vehicle is assigned to a Reservation, RA, or Non-Rev movement, the system performs a check of availability for that individual vehicle. If a conflict arises because the vehicle is already assigned to a reservation, the following message is displayed:

THIS VEHICLE IS ALREADY ON RES xxxxxx, USE IT ANYWAY?

(where "xxxxxx" is the Reservation number.) Answering:

N = Clears the field in the current transaction so that another vehicle number can be entered.

Y = Causes the following message to display:

DO YOU WISH TO REMOVE yyyyyy FROM RES xxxxxx?

(where "yyyyyy" is the Vehicle number and "xxxxxx" is the Reservation number.)

N = Clears the field in the current transaction so that another vehicle number can be entered.

Y = Removes the vehicle from the Reservation it was assigned to. The vehicle number is then accepted on the current transaction.

YOU CANNOT RENT A FOREIGN OWNED VEHICLE.

VEHICLE CANNOT BE USED ON DOMESTIC RENTALS, SELECT ANOTHER.

Special Equipment Messages:

If the vehicle is defined as having special equipment, such as Neverlost or Sirius Radio, for which there is a mandatory charge, an advisory message will display such as:

NEVERLOST CHARGE APPLIED

SIRIUS CHARGE APPLIED

The following message appears if a Vehicle Option Code has been added to the vehicle record using the Vehicle History Update program:

THIS VEHICLE IS INSTALLED WITHxx

(where "xx" is the description of the Vehicle Option such as "SNOW TIRES".)

Vehicle Class Attribute Codes:

When Edit Class Attribute Codes are used, the user can access a pop up window by selecting Shift/F6 directly after entering the vehicle number in 13a. This will display the feature of this class. Examples can be the average amount of boxes the interior will hold, the weight max or interior dimensions of large vans. This pop up window can also be viewed at the Reservations screen by selecting Shift/F6 directly on the Class, field 5a.

Types of Locations:

A field in the Location File can be used to identify a location as one that does either:

• Daily retail rentals
• Lease contracts only
• Both Daily rental and lease contracts
• Fleet management contracts only (Lease rentals of non-owned vehicles)

Fleet management vehicles: (Lease rentals of non-owned vehicles)

If an attempt is made to rent a fleet management type vehicle from a location that is not designated as a Fleet Management type location, the following message will display and the vehicle is removed from the transaction:

FLEET MANAGEMENT VEHICLES CANNOT BE RENTED OUT OF THIS LOCATION

Hold Code Messages:

If the system is configured to use Hold Codes (which control the ability to rent vehicles), various messages may display which fall into one of two categories:

WARNING MESSAGES: Warning messages are just that; they are a warning about the circumstances of the vehicle, such as:

• the vehicle is due for service
• its registration renewal date is approaching
• its grounding date/odometer is approaching

Enter “Y” to continue or “N” to discontinue – in which case a different vehicle will need to placed on the rental.

HARD MESSAGES: Hard messages advise that the vehicle cannot be rented (registration is expired; grounding date/odometer limitation). A new vehicle must be chosen for the transaction.

Because users can create their own Hold Code messages, they will vary for each CARS+ customer.

User tip: For more information on the Hold Code messages, refer to the chapter of this manual titled Introduction to Hold Codes and Edit Hold Code Messages.

Saving a RA without an assigned vehicle:

If no vehicle of the customer's desired class is available, this field may be left blank. However, Field 13b, Vehicle Class, is required. A RA saved in this fashion will be assigned status code "W" to indicate that it is "waiting" for the assignment of a vehicle. See the discussion at the end of this chapter for a further discussion of Wait status RAs.

Changing the vehicle number on an existing RA (Quick Exchange)

A vehicle on a saved RA can be changed directly through this field only when done within the first 59 minutes of the rental (referred to as "a quick exchange").

Note: The quick exchange logic can be turned off in Edit Misc Control Fields (page 5; field 6). When that is the case, users must use the Exchange (X) Subwindow for all exchanges once an RA has been saved..

When doing a quick exchange the status of the original vehicle is set to the default check-in status as defined in the Location record.

To change the vehicle on a contract after 59 minutes have elapsed, the Exchange (X) Subwindow must be used.

13b. CL (VEHICLE CLASS)

This field is the Vehicle Class Code field. After entering a valid vehicle number in Field 13a, the Vehicle Class Code will appear in this field. In this case, this field cannot be edited.

If a vehicle of the customer's desired class is not available and no vehicle number is assigned, a valid Class Code is required in this field. A RA saved in this condition will be assigned a "W" status to indicate that it is waiting for a vehicle.

User tip: A flag in the Edit Class Codes record is used to identify certain vehicle classes where an additional form of ID must be taken in order for the rental to be allowed. If this class is so designated, the additional ID data must be entered in Fields 5 and 6 (Additional ID#, ID# Description) of the AD subwindow.

Or, if a vehicle number has not been entered, press Shift/F7 to view a list of vehicle Classes. Depending on the Classes that are set up for the user's location, the window will look similar to that shown below:

The current odometer reading of the vehicle is automatically loaded in the this field. This value should be correct if proper care has been taken to update the Vehicle History File with all non-rental transactions that involve moving the vehicle. Regardless, the odometer reading displayed should always be verified at the time of check-out. If the value furnished is not correct, edit this field. Press the SLASH key if the odometer is correct.

The need to edit this field implies that either an incorrect entry was made on the last check-in or the vehicle has been driven for some unaccounted reason. In order to track the lost miles/kms, a lost mileage record is automatically written to the Vehicle History File using Service Code 94.

EXAMPLE: Type 5692 (/)

Enter 1 numeric character to indicate the fuel tank level at the time of check-out. Fuel levels are measured in eighths. Possible values are:

8 = 8/8 = FULL TANK
7 = 7/8 = SEVEN EIGHTHS FULL
6 = 3/4 = THREE QUARTERS FULL
5 = 5/8 = FIVE EIGHTHS FULL
4 = 1/2 = HALF FULL
3 = 3/8 = THREE EIGHTHS FULL
2 = 1/4 = ONE QUARTER FULL
1 = 1/8 = ONE EIGHT FULL
0 = 0/8 = EMPTY

The system can be configured so that the value of this field will default to 8. An alternate set up is one where this field defaults to the tank level recorded at the vehicle's last checked in.

EXAMPLE: Type 8 (RET)

User tip: When a vehicle has a fuel type "E", (Electric Vehicle) this field will change to "B" for battery level. For more information regarding electric vehicles see the overview chapter in the manual. Overview Electric Powered Vehicles

14a. RATE (RATE PRODUCT CODE)

This field is for the Rate Product that will be used on this rental. The value of this field will default to one of the following:

1. If this rental is being created from a reservation, this will be the reserved Rate Product.
2. If the renter is a repeat customer and they have a default Rate Product defined in their customer record, that rate will be used.
3. If the a wholesale voucher is added to the reservation, the retail rate associated with the voucher is used.
4. If a bill-to customer is added to the reservation, the rate in the bill-to customer record takes precedence.
5. If none of the above situations exist, the code displayed will be the default walk-up Rate Product defined for the opening location.

To search for a Rate Product by the Comment Field, press Shift/F7 when the cursor is in this field. A pop-up window will display all searchable rates that are applicable for the location and rental dates. They are sorted by the data entered in the Comment Field of the Rates/Rules record. Typing a single character such as A-Z or 1-9 will cause the search to redisplay with rates whose comment begins with the character entered. The following rates are excluded from this search:

• Rules that are flagged as terminate or purge
• Rules that are not effective
• Rules that are not searchable
• Rules that do not have text entered in the Comment Field
• Rules with a value in the Corp. Standard Flag field.

To change the default Rate Code, enter up to 12 alphanumeric characters representing another rate code defined in the Rental Rate file.

EXAMPLE: Type SAVER (RET)

User tip: A field in the user's User Access File record may be used to impose controls on changing the rate code, rate class, and the monetary rates in the A subwindow when opening a RA and when editing an existing RA. In the chapter Edit User Access File refer to the field: Open Rate Edit.

Upsells:

When the upsell option (option type "U") is on a RA, the rate product, rate class, and rates in the A subwindow cannot be edited. If attempts are made to edit these, the following message will display:

RA HAS UPSELL, CANNOT EDIT

The following messages may appear after a rate has been entered:

If the Rate Product is not valid for the opening location or it is not effective for the date and time of this rental, the following message will appear at the bottom of the screen and a new product will have to be selected.

RATE RULES NOT FOUND: A/XXXXX PRESS RETURN

(where XXXXX is the Rate Product Code entered.)

If the Rate product is not valid for the Vehicle Class in Field 13d, the following message will appear at the bottom of the screen and a new product will have to be selected.

RATE NOT VALID FOR THIS CLASS PRESS RETURN

Rate Restriction Messages:

Each Rate Product can have various restrictions that limit the ability to use the product. The following are the possible messages and their meaning. In each case, the appearance of one of these messages indicates that the Rate Product has been rejected for this rental and a new product must be selected. Although the Rate Product has been rejected, the rules associated with the product are loaded into the Rules Subwindow (Subwindow R) so that they can be examined for the rule violation.

RENTAL DURATION TOO SHORT FOR RATE XXXXX

(where XXXXX is the Rate Product Code entered.)

Rate Products can have a minimum rental length defined. The above message means that the length of rental is not long enough to qualify for this Rate Product.

RENTAL DURATION TOO LONG FOR RATE XXXXX

(where XXXXX is the Rate Product Code entered.)

Rate Products can also have a maximum rental length defined. The above message means that the length of rental is too long to qualify for this Rate Product.

INTERCITY RENTAL NOT ALLOWED ON RATE XXXXX

(where XXXXX is the Rate Product Code entered.)

Rate Products can be defined as invalid for one-way rentals to foreign locations. This message may occur if the Return Location is foreign.

DISCOUNT NOT ALLOWED ON RATE XXXXX

(where XXXXX is the Rate Product Code entered.)

Rate Products can be defined as either discountable or non-discountable. Because repeat customers can have a standard discount defined in their customer record, a discount may be loaded when a customer is selected. If the Rate Product selected is non-discountable, the above message will appear and the rate will be rejected.

In order to use a non-discountable Rate Product on a discount customer, first erase the standard discount from the Renter Info (AD) subwindow.

Tier type rate products cannot run longer than 999 days. If the rental is scheduled for longer than that, the tier rate cannot be used and the following message will display:

RENTAL TOO LONG FOR RATE STRUCTURE

If the rental needs to stay open for more than 999 days, change the rate to one with a daily/weekly/monthly/extra day structure.

The following five messages will only appear on Rate Products that include a special weekend rate.

OUT TOO EARLY FOR WEEKEND RATE

Weekend products have a defined period in which the rental must begin. The above message will appear if the RA Open Date/Time is before the defined start of the weekend period and this product does not allow early pickups.

OUT TOO LATE FOR WEEKEND RATE

The above message will appear if the RA Open Date/Time is after the defined start of the weekend period.

IN TOO EARLY FOR WEEKEND RATE

Weekend products have a defined period in which the vehicle can be returned. The above message will appear if the return date/time is before the earliest acceptable return date and time for this product.

IN TOO LATE FOR WEEKEND RATE

The above message will appear if the return date/time is after the latest acceptable return date and time for this product and this product does not allow late returns.

OUT-EARLY IN-LATE NOT BOTH ALLOWED ON WEEKEND RATE

This indicates that both the pickup date/time and the return date/time on this rental are outside the defined weekend period and this is not allowed on the Rate Product selected.

INTERCITY MILEAGE RATE APPLIED

On a one-way rental to a foreign location, this indicates that the rate product used has a different per mile/km rate for chargeable miles/kms than the standard rate for a rental which will return to an owned location.

INTERCITY MILEAGE RATE REMOVED

This indicates that a rental which was originally slated to return to foreign location is now returning to an owned location. The rate for chargeable miles/kms has been changed from the one-way rate back to the standard rate.

RATE XXXXX IS NOT AVAILABLE FOR THESE DATES; SELECT ANOTHER

(where XXXXX is the Rate Product Code entered.)

This message refers to a capacity controlled rate which is monitored by the Rate Planning Calendar. The maximum capacity (number of bookings) has been reached for the rate product. Select another rate product in order to continue.

THIS RATE REQUIRES A CDPID NUMBER

This message advises that the Rate Product entered has been designated a corporate standard rate and cannot be added manually to a contract. This Rate Product can be used only when a valid CDPID number is added to the rental and the rate is called automatically because it is linked to that CDPID number.

CONTRACT RULES BROKEN

Some CDPID numbers entered in Field 9c are linked to a contract rate that carries with it special privileges, such as a special price for a coverage, exemption from an airport fee or other option, or a special minimum age designation. If the contract rate is replaced by entering another rate in this field, the rules regarding the privileges designated on that corporate contract have been broken. However, the corporate contract can be set up in either of the following ways:

a. If a rate other than the corporate contract rate associated with the CDPID number is used, the privileges and exemptions no longer apply. This is what prompts the message shown above, "CONTRACT RULES BROKEN".

b. The corporate contract may be set up so that even when the corporate contract rate is replaced with another, the privileges and exemptions defined in the corporate contract still apply to the RA.

RATE CANNOT BE RESERVED LOCALLYOther related rate messages:

"AIRPORT" OPTIONAL CHARGE APPLIED

This message indicates that an option designated as the airport arrival charge has been automatically added to the contract. Either the location or drawer has been flagged to automatically charge the option. (The Option Code for the location's airport fee will replace the word "airport"in this example.)

AIRPORT OPTIONAL CHARGE REMOVED

This message indicates that although the airport option was applied initially to the contract, (see message above), the rate product or corporate privilege code are exempt from the airport charge. Therefore, it has been removed from the contract.

FOR THIS RATE, RENTAL MUST START ON : xxx

(where "xxx" is the day or days of the week designated for when the rental must begin.)

THIS RATE MUST BE RESERVED; IT CANNOT BE USED HERE.

The message above advises that this rate is designated as one that must be reserved and cannot be used on a walk up rental.

THIS RATE MUST BE RESERVED xxx DAYS IN ADVANCE.

(where "xxx" is the number of advance days ahead that a reservation must be booked in order to use this rate.) It cannot be used on a walk up rental.

DISCOUNTS NOT ALLOWED ON RATE XXX, REMOVE DISCOUNT? (where XXX is the rate product)

When the customer or direct bill record has a discount, the discount is automatically applied. This message displays when a non-discountable rate product is selected. Enter:

Y = The rate product is removed from the RA, and the discount remains. Enter another rate product.

N = The rate is applied, and the discount is removed.

Length of Rental Messages:

These messages are the result of records in the Rate Rules governing the use of the rate in relation to the anticipated LOR (length of rental).

RATEzz IS BLACKED OUT FOR THIS DATE.

(where zz is the rate code.)

This message indicates that the rate product cannot be used; it is blacked out for the starting date of the rental.

THIS RATE CAN ONLY BE USED ON RENTALS LESS THAN xx DAYS OR GREATER THAN yy DAYS

(where xx is the maximum number of days allowed on a short-term rental and yy is the minimum number of days required for a long-term rental.)

This message indicates that the anticipated length of the rental is either too long for the maximum days allowed for a short term rental, or too short for the minimum days required for a long term rental.

THIS RATE CAN ONLY BE USED ON RENTALS LESS THAN xx DAYS.

(where xx is the maximum number of days allowed on a short-term rental.)

This message indicates that the anticipated length of the rental is too long for the maximum days allowed for a short term rental.

THIS RATE CAN ONLY BE USED ON RENTALS GREATER THAN yy DAYS.

(where yy is the minimum number of days required for a long-term rental.)

This message indicates that the anticipated length of the rental is too short for the minimum days required for a long term rental.

THE LENGTH OF RENTAL IS NOT APPROPRIATE FOR THIS RATE; USE IT ANYWAY? Y/N

This message indicates that one of the "length of rental" restrictions above applies, but the user has been granted the authority in their User Access Record to override the restriction. Enter "Y" to continue and accept the rate or "N" to deny the use of the rate.

RENTAL TOO LONG FOR RATE STRUCTURE

This message displays when a tiered rate is used and the rental is longer than 999 days. Tiered rates cannot be used for rentals of more than 999 days.

Miscellaneous Rate Restriction Messages:

ALT RATE SELECTED

Rate Products can also be linked together. Linking rate products allows CARS+ to choose which product will give the customer the lowest possible charges. Up to three Rate Products can be linked together as alternates. If an Alternate Rate Product will give the renter the lowest charges, the above message will appear at the bottom of the screen.

CONTRACT VOUCHER RATE, CANNOT EDIT

The retail rate product defined for a wholesale voucher cannot be changed.

LEASE RATE, CANNOT EDIT

The rate product from a lease cannot be changed.

CONTRACT BILL-TO RATE, CANNOT EDIT

The rate product from a bill-to customer's record cannot be changed if in the bill-to customer record the "Block Rate" field is set to "Y".

RESERVED RATE, CANNOT EDIT

The rate product from a reservation cannot be changed unless a setting for editing rates in the user's record in the Edit User Access File allows it.

SOLD RENTAL RATE, CANNOT EDIT

The rate product on a RA cannot be changed unless a setting for editing rates in the user's record in the Edit User Access File allows it.

Finally, if there are no restrictions, the following message will display:

RATE SELECTED

This message indicates that the rate entered has met all logic checks and it is a valid rate and has been selected for the contract.

Pre-Paid Rates - This is a rate which when used on a reservation requires that the renter place a deposit on the reservation that is equal to or greater than the estimated charges Refer to the chapter of the manual titled Overview – Pre-Paid Rates for details.

User tip: The "Open Rate Edit" field of the User Access File can be used to prevent selected users from editing the rate product on existing RAs and when opening an RA from a reservation.

This field is the Rate Class field. The value of this field will default to:

• The Rate Class from the reservation if this is a reservation backed rental.
• The Vehicle Class Code of the vehicle entered into Field 13a for all other rentals.

This field can be changed in order to rent a vehicle for a rate that normally is not associated with the class of vehicle in Field 13b.

EXAMPLE: Type ECAR (RET)

Upsells:

When the upsell option (option type "U") is on a RA, the rate product, rate class, and rates in the A subwindow cannot be edited. If attempts are made to edit these, the following message will display:

RA HAS UPSELL, CANNOT EDIT

Rate Class Restriction Messages:

LEASE RATE, CANNOT EDIT

The rate class from a lease cannot be changed.

RESERVED RATE, CANNOT EDIT

The rate class from a reservation cannot be changed unless a setting for editing rates in the user's record in the Edit User Access File allows it.

SOLD RENTAL RATE, CANNOT EDIT

The rate class on a RA cannot be changed unless a setting for editing rates in the user's record in the Edit User Access File allows it.

CLOSED TOUR RENTAL, CANNOT EDIT

The rate class on closed Hertz ghost tour rentals cannot be changed.

Upgrades:

By definition, an upgrade can only occur if a rental is being made from a reservation (there must be a reserved class to upgrade from). Within the topic of upgrades, there are two types, Forced and Sold.

FORCED UPGRADES. A forced upgrade occurs when there is not an available vehicle of the customer's reserved Class and another class must be substituted. This is done by entering the rented vehicle into Field 13a. The Rate Class in Field 14a (the value from the reservation) is NOT changed. The Vehicle Class in Field 13b and the Rate Class in Field 14a will be different.

Forced upgrades do not appear as Upgrades on the Extra Revenue Report. But, these rentals will appear on the Rate Edit Report because the vehicle was rented at a rate which is normally not appropriate for its Class.

SOLD UPGRADES (or Upsells). Sold upgrades differ from forced upgrades in that both the vehicle Class and the rate at which it is rented are upgraded over what was originally reserved. Sold upgrades do appear on the Extra Revenue Report. For instructions on how do an upsell, see the chapter on the U Subwindow.

Editing Established Rates:

To edit an established rate or create a custom rate structure in the A Subwindow, the following conditions must be met:

1. The user must have been granted the rate edit privilege through the Edit User Access program. Without this privilege access is blocked to all data fields in the A Subwindow.

2. The user must first load into Fields 14a and 14b a Rate Product that is editable. If a product cannot be edited, a flag indicating that will appear in the Rules Subwindow and access is blocked to all data fields in the A Subwindow.

When editing existing Rates, the changes made apply to this rental only. Future use of the Rate Product will NOT include the changes made on this rental.

Note: Changes made to a rate through this edit function will be reported on the Rate Edit Report.

14c. PPD (PREPAID FUEL)

CARS+ offers the option to pre-sell fuel at the time of open. Generally this is referred to as "Prepaid Fuel" or the "Fuel Purchase Option". This fuel charge is normally calculated at a lower price per gallon/liter than the refueling rate charged at the time of Close.

The prepaid fuel flag can be set automatically by a rate, privilege code, or voucher. See the notes below on these topics.

CARS+ can also be configured to automatically add the prepaid fuel to every RA opened at certain locations or system-wide. Refer to the chapter Overview - Fuel Charges for details.

Prepaid Fuel can also be offered as a daily charge.

Enter:

Y = YES, the customer has selected to pre-purchase a full tank of fuel. The system takes the tank size as defined in the Vehicle File and multiplies it by the Check-out rate per gallon (or liter) to calculate the tank charge. This rate may vary by type of fuel (gas or diesel), by date, and/or by corporate privilege code. The prepaid fuel charge will appear on the close screen regardless of the check-in tank level.

After pressing RET, the system displays the amount of the Prepaid charge at the bottom of the screen.

H = HALF. The customer has elected to pre-purchase a half tank of fuel. The fuel charge is calculated at half of what it would be if the full tank had been purchased. As long as the customer returns the vehicle with at least a half tank of fuel, there will be no additional charge. If the vehicle is returned with less than a half tank, the refueling rate is used to calculate an additional fuel charge for any amount less than a half tank. The refueling charge will be added to the pre-purchase price to obtain the total fuel charge. NOTE: This feature is only available if it is turned on on a system level in Edit Misc Control Fields and at the Opening Location.

After pressing RET, the system displays the amount of the Prepaid charge at the bottom of the screen.

N = No, the customer has not selected the pre-purchase fuel option.

D = Per Day charge. In order to enter a “D”, the system must be configured to offer a per day charge for fuel. Entering a "D" in this field places a daily rate for fuel on the RA. However, the fuel charge will not exceed the prepaid fuel rate for a full tank.

EXAMPLE: Type N (RET)

When appropriate, a message similar to the following one will display:

PREPAID FUEL CHARGE IS $42.00 - OK? (Y/N)

Answering "Y" places the charge on the RA. Answering "N"removes the selection of the fuel purchase option from the RA and the field is set back to "N".

For customers with a CDPID number, the rate charged may be discounted. A Privilege Code can be used to set up a discount percent that applies to the Prepaid Fuel charge.

Note on lowercase "y" : There is a flag in the Edit Miscellaneous Control File that may govern the application of the prepaid fuel option on RAs. At the time of Close, if the elapsed number of miles driven is less than the minimum required in the Edit Miscell. Control File, the RA Close program will NOT charge the renter for a full tank of fuel -- even though prepaid fuel was selected at the time of open. Instead, the renter will be charged a refueling charge based on the number of miles or kms. driven. To indicate that the Prepaid Fuel option was accepted and then later was overridden by the field in Edit Miscellaneous, a lowercase "y" is shown in this field on the RA Open screen.

FUEL CARDS (setting=C):= Once a fuel card has been added to the RA, this field is set to "C" and cannot be changed. If an attempt is made to change it, the following message will display:

RENTAL HAS A FUEL CARD, CANNOT EDIT.

Refer to the chapter of the manual Overview - Fuel Cards for more information.

PREPAID FUEL ON RATES: There is a field on the rate record for FPO. It can be set to:

Include FPO in the rate. The prepaid fuel field on the RA will be set to "N" and cannot be edited.

Make FPO mandatory on the rate product. The prepaid fuel field on the RA will be set to "Y" and cannot be edited.

Block FPO from being sold when the rate product is used. The prepaid fuel field on the RA will be set to "N" and cannot be edited.

If an attempt is made to change the setting when any of the above are in place, an advisory message will display and the edit will not be accepted.

PREPAID FUEL ON PRIVILEGE CODES:

Similar to the rate record, the same settings can be place on a privilege code:

Include FPO. The prepaid fuel field on the RA will be set to "N" and cannot be edited.

Make FPO mandatory. The prepaid fuel field on the RA will be set to "Y" and cannot be edited.

Block FPO from being sold. The prepaid fuel field on the RA will be set to "N" and cannot be edited.

If an attempt is made to change the setting when any of the above are in place, an advisory message will display and the edit will not be accepted. If there is a conflict between the FPO field setting on the rate and the privilege code, the setting on the privilege code takes precedence.

PREPAID FUEL INCLUDED ON A VOUCHER

The IT record can be defined with FPO included in the voucher. In this case, The prepaid fuel field on the RA will be set to "N" and cannot be edited. The setting from the voucher takes precedence over both the rate and privilege code.

EDITING THE PREPAID FUEL FLAG:

• Employees who have access to the Edit Opening Fields program can add or remove the prepaid fuel on any RA.
• Employees who have the ability to "Delete Other Options" ( a setting on page 2 of their User Access File record) can remove the prepaid fuel from any RA. Note that the user can then remove other options from the RA as well such as coverages.
• A Feature Edits Profile (FEP) can be created that allows edits to prepaid fuel. The FEP code must be entered in the user's User Access File record (page 3). This allows edits to prepaid fuel on any RA - either adding or removing it.
• A feature can be turned on in the Edit Miscellaneous Control Fields program which limits the time during which options, including prepaid fuel, can be added to a RA. The field is used to define a window of minutes from the time the RA opened. Once the time window is exceeded, Edit Opening Fields must be used to add prepaid fuel to the RA.

Editing the Prepaid Fuel price: There is no way to edit the amount of the prepaid fuel charge on RA Open or RA Close. If the fuel price needs to be edited, the prepaid fuel flag must be removed and then any fuel charge can be entered on the Close screen.

PREPAID FUEL ON VEHICLES EXCHANGES: The prepaid fuel charge is applied only once to a RA regardless of the number of vehicle exchanges that may occur. The following example illustrates this concept. Assume that a customer purchases the prepaid fuel for $24.00 upon renting a compact car with a 12-gallon tank. After a few days, the vehicle needs to be exchanged and the compact is returned with 1/8 of a tank (1.5 gallons). Another compact isn't available, so the customer receives a mid-size car with a 16-gallon tank. At the end of the rental, the mid-size car is returned with 1/8 of a tank (2 gallons). The original prepaid fuel charge of $24 will be the total fuel charge on the RA - despite the fact that the customer used 24.5 gallons (10.5 gallons from the first vehicle and 14 gallons from the second vehicle.)The philosophy here is that it is not the customer's fault that the vehicle had to be exchanged.

ALTERNATE FUEL CHARGE: An alternative method for fuel can be specified in the Edit Fuel Rates control file. If it is set up, a flat fuel fee is automatically added to every RA where the Fuel Purchase Option is not accepted. A mileage/kilometer limit is correspondingly designated. Upon return when the ending odometer is entered,the system calculates whether the customer drove under the distance limit set in the control file. If the customer drives under the limit and doesn't refill the tank, the flat fuel fee charge remains on the contract. If the customer goes over the mileage/km limit and doesn't refill the tank, then the refueling rate (Fuel at Close) applies to the RA. If the customer fills the tank just prior to return, the flat fee fuel charge will be removed from the RA regardless of the distance driven.

POP UP WINDOW

The system can be configured so that a Fuel Pop-Up window is automatically displayed after doing an estimate. A typical example of the pop-up window is shown below:

To have the system configured for the fuel pop-up window, ask Thermeon's Customer Support Dept. to set up GVT record "FSCFPO" with the Location field blank.

For locations using the automatic vehicle selection feature, the fuel pop-up window displays when Shift/F5 is pressed from the "OPTION" field to enter the Option Pop-up window.

For CARS+ users that issue Fuel Cards, a GVT record "CDPFUEL" can be set up so that a choice for a fuel card is listed in the Fuel Pop-Up Window for CDP rentals. If that choice is selected, the Fuel Card subwindow is automatically displayed immediately after exiting the Fuel Pop-up Window. If a card number is not entered in the subwindow, upon exiting it the Fuel Pop-up Window is re-displayed in order to choose another selection.

Enter up to 15 numeric characters representing the renter's cell phone number. This phone number will become part of the customer's record.

EXAMPLE: Type 605-555-1212 (RET)

16a. EMPL (EMPLOYEE)

Enter up to 6 alphanumeric characters to indicate employee code of the person entering this transaction. The system can be configured so that the code used on the employee sign-on screen is the default value.

In the on-line RA Open program, this field is for display only. The value shown is the Drawer Number from the Terminal Record, or the user's User Access File record, or the drawer number entered if Change Environment was used.

After entering an employee code, a field appears at the bottom of the screen requesting the corresponding Password.

ENTER PASSWORD:

Once a RA has been saved, the employee code cannot be edited or deleted through this or the Batch RA Open programs. Edits may be made through the Edit Opening Fields program.

7a. VEH

7b. ODM

7c. FUEL

7d. GEN

7E. CL

The vehicle number
Odometer reading
Fuel level
Generator reading
Class

8. EST MILES

This field is for the estimated miles so that the charge for miles can be included in the rental estimate.

It is possible within the Edit Rental Rule and Rates to define the average miles per day that are put on an RV when rented using that Rate Product. If that field in the Rate Record is filled in, this field will show the expected estimated miles by multiplying the miles per day times the number of elapsed days in fields 2 and 3. This amount can be manually edited either up or down. If edited, a "Y" will appear in the second field after the slash.

COLUMN 1
OPTION

The short description of the Option Code is displayed in Column 1.

COLUMN 2
C/*

If the customer wants to purchase the option, enter a "C" (Charge). If the customer does not want to purchase the option, leave the asterisk "* " in this field.

If an option is part of an exempt option set that is in force (such as attached to the rate or the IT Code), and an attempt is made to sell the item (mark it with a "C"), the following message will display and the "C" will be removed.

OPTION CANNOT BE ADDED OR REMOVED

COLUMN 3
RATE

Rates for the options are set up in the Edit Optional Item Rates program and are flagged there as being editable or not. If a rate is editable and the option has been selected by entering a "C" in Column 2, the cursor will advance to the rate column where it can be edited. However, the amount of the edit to the option rate may be restricted by a percentage field in the User Access record. If the restriction is in place and the edit is greater than the percentage restriction, the following message will display:

RATE CANNOT BE EDITED TO LOWER THAN XXXX

(where XXXX is the lowest possible rate allowed by the percentage restriction.)

If the option rate is not editable; the cursor will not access the rate column.

Rates can vary based on many things such as Pricing Codes and Privilege Codes.

For those locations that set up Option Rates in a foreign currency, edits are blocked in the Option Pop-Up window even if the option is marked as being "editable". After selecting the option, edits to prices must be made in the Options Subwindow (Subwindow D) where the rate will have been converted to your local currency. In that subwindow you may edit the daily, weekly, extra day, monthly, or hourly rates for those options marked as editable - but you must enter those rates in your native currency.

COLUMN 4
CALC

This column displays the method used to calculate the charge for this item such as:

DAY = Per day charge

FLAT = Flat fee multiplied by the quantity column

PCT = Percentage

The calculation method cannot be edited from this window.

COLUMN 5
QTY

Some options, such as moving boxes, can be sold in quantity (indicated by calculation method "ITM" in the previous column.) Options that are charged daily, such as child restraint seats, may also be rented in quantity. If appropriate, enter the number of items sold to the renter.

Options that are tracked as assets through the Inventory program have a quantity limit of 10.

COLUMN 6
DEDUCTIBLE

This column displays the renter's responsibility level for damage if accepting a particular coverage, such as LDW.

COLUMN 2

Inclusive rates: When a rate product has been set up to with coverages and/or other optional items included in the rate product, a "X" appears in this column and cannot be removed or changed to a "C". (The customer cannot be charged for an item when the rate product already includes it.)

Shown below is what a typical Option Window would look like when LDW and PAI are included in the rate.

If an attempt is made to change the "X" to "C", the following message will display:

xxx CANNOT BE SOLD

(where "xxx"is the code for the option.)