CARS+ can be configured to prompt the question "Email RA to Customer" every time an RA is saved in:

• RA Close
• Batch RA Close
• Edit Closed RA
• Edit Posted RA
• Reprint RA

To email an open RA to the customer, use Reprint RA.

Set Up Steps:

1. Edit Miscellaneous Control Fields, page 5, field 1, Email RA to Cust

   This field is used to activate a prompt in selected programs asking if a copy of the rental agreement should be emailed. Currently, the RA Close suite of programs and Reprint RA are supported. If the user indicates that a copy of the rental agreement should be emailed, a pop-up window will display the various email addresses on file that are associated with the RA. The user may select from one of the existing addresses or may manually enter an email address. Please refer to the Rental Agent Instructions section below for more details.

   Enter:

   N (or blank) = No, do not prompt the user to email a copy of the rental agreement.

   
   C = When saving a rental agreement on any of the RA Close programs (including Edit Posted RA), the user will be prompted to email a copy of the rental agreement.

   1 = In addition to being able to email the RA from the RA Close programs, also allow it to be emailed from Reprint RA.
   
   A = When closing a RA in RA Close or Batch RA Close, automatically email the RA to the renter's email address. If there is no email address for the renter, automatically email it to the bill-to party's email address. If neither email is on the RA, a pop-up window will display so that the user can manually enter an email address. When reprinting or editing a closed or posted RA, the email copy is not sent automatically. The pop-up window will display so that the user can select one of the existing email addresses or can manually enter an email address.
   

   EXAMPLE: Type C (RET)
   
   NOTE: The "C" setting for this field does not apply to the Reprint RA program.
2. Edit Miscellaneous Control Fields, page 1 , field 20, Email Address Flag :
   
   This field is used to configure CARS+ to prompt for (and optionally require) a customer email address when opening a rental agreement, and it controls how the email address field is presented on the RA Open screen. If this field is set to "Y" (yes) or "M" (mandatory), an "email" field will appear on the RA Open screen. Putting the cursor on that field will cause an email pop-up window to appear for entering the appropriate email address.
   
   

   Enter:
   

   Y = Yes. Prompt Mode. On RA Open, if the email address was left blank, the user will be asked when saving an RA if they want to enter an email address for the renter. Entering an email address is optional. This mode also causes an email field to appear on the Main Window of RA Open. Placing the cursor in that field causes the email pop-up window to come up automatically.

   M = Mandatory. If the customer's email address is not entered or is not already displayed in the AD Subwindow of RA Open, when saving the RA a pop-up window will display in the center of the screen with the message:

   ENTER EMAIL:

   Data must be entered in the field.
   

   N = No. No message will be displayed on RA Open if the email address field is left blank. However, the email address pop-up window can be accessed by pressing Shift/F7 in the Address field.
   
   R = Required on Reservation. In order to save a reservation, data must be entered in the email address field in the main window. (Email address not required to save a RA.)
   
   

   B = Both Reservations and RA Open. In order to save a reservation, data must be entered in the email address field in the main window. When saving a RA in RA Open and the customer's email address field is blank, a pop-up window will display where the email address can be entered. If the email is left blank, entering the user code of the opening employee will bypass the field.

   EXAMPLE:Type Y (RET)

   User Tip: The email address field can be accessed on RA Open by pressing Shift/F7 while the cursor in on Field 2 (Address) of the Main Window.

   NOTE: By default, any string of text will be accepted as the email address. CARS+ can be set to run in a more stringent mode where it will insist upon at least two characters preceding the "@" sign and at least 5 characters after. If you wish to have the system run in this mode, please contact the Thermeon Customer Support Department and ask that GVT record CHKEMAIL be set up.

Rental Agent Instructions:

When the email feature is activated, the prompt to email the RA will follow the prompt asking if the RA should be printed. Regardless of whether or not the RA is printed, the prompt will display:

Email RA to customer?

Y = Yes, email a copy of the RA to the customer.

N = No, do not email a copy of the RA.

If "Y" was selected, a pop-up window will appear with a list of email addresses associated with the RA. The pop-up window will appear similar to the following example:

┌───────────────────────────────────────────────────────┐ │Select Email Source │ │ │ │1) Bill-To: ACCOUNTING@THERMEON.COM │ │2) Customer: FRED@HOTMAIL.COM │ │3) Reservation: none │ │9) Manual Entry: │ │ │ │Choice: │ └───────────────────────────────────────────────────────┘

Enter the line number of the desired email address.

Line 9 will always be reserved for manual entry of an email address.

If, at this point it is decided not to email a copy of the rental agreement, pressing "Esc" (Escape) will exit the pop-up window without emailing.

EMAILING RESERVATION CONFIRMATIONS

CARS+ can be configured to prompt the question "Email confirmation to customer?" every time a Reservation is saved.

Set Up Steps:

1. Edit Miscellaneous Control Fields, page 6, field 27, Email Res to Cust

This field is used to activate a prompt in the Reservations program asking if a confirmation should be emailed. If the user indicates that the confirmation should be emailed, a pop-up window will display the various email addresses on file that are associated with the Reservation. The user may select from one of the existing addresses or may manually enter an email address.

Enter:

N (or blank) = No, do not prompt the user to email a copy of the reservation.

Y = When saving or editing a reservation, the user will be prompted to email a copy of the confirmation.

2. Edit User Access File, PAGE 2, FIELD 27: Confirm Print Y/N

The user must be allowed to print a reservation confirmation.

Enter:

Y = Yes, this user will be prompted on the Reservation screen as to whether a reservation confirmation should be printed. And if emailing the confirmation is turned on in Edit Misc. Control Fields, the user will be prompted as to whether the confirmation should be emailed.

3. Edit Locations or Edit Print Library - A confirmation library number must be entered in one of these control files.

4. Thermeon's Support Dept. must perform the following setup tasks:

• Set up a printer named RESEMAIL in the cars+ configuration file.
• Set up a printer type Terminal Record for RESEMAIL, type is PS.
• Ensure that Confirmations print to the RA printer in Edit Print Library Control Record.

Rental Agent Instructions:

When the email feature is activated, the prompt to email the Reservation confirmation will follow the prompt asking if the confirmation should be printed. Regardless of whether or not it is printed, the prompt will display:

Email confirmation to customer?

Y = Yes, email a copy of the Reservation confirmation to the customer.

N = No, do not email a copy of the confirmation.

If "Y" was selected, a pop-up window will appear with a list of email addresses associated with the reservation. The pop-up window will appear similar to the following example:

┌───────────────────────────────────────────────────────┐ │Select Email Source │ │ │ │1) Bill-To: ACCOUNTING@THERMEON.COM │ │2) Customer: FRED@HOTMAIL.COM │ │3) Reservation: none │ │9) Manual Entry: │ │ │ │Choice: │ └───────────────────────────────────────────────────────┘

Enter the line number of the desired email address.

Line 9 will always be reserved for manual entry of an email address.

If, at this point it is decided not to email a copy of the confirmation, pressing "Esc" (Escape) will exit the pop-up window without emailing.