OPERATIONS DBR (DAILY BUSINESS REPORT)
PURPOSE
A. The DBR (Daily Business Report) is the centerpiece of the rental activity reporting system. Following are some of the many uses of this report:
B. Two types of DBRs are available:
As a result of being "contract oriented", the DBRO always reflects the current status of the RAs being reported. Therefore, a DBRO run at different times for the same selection criteria can produce different results if one or more RAs were edited in the intervening time. The DBRO is not necessarily "repeatable".
As a result of being "time/revenue oriented", the DBRA, when looking at posted RAs (see note below), always reflects the status of the RAs being reported as they were on the date and time of the report. A DBRA run at different times for the same selection criteria will always be the same, regardless of whether one or more RAs were edited in the intervening time. The DBRA is entirely "repeatable".
Note: Prior to posting, if a payment is taken on a closed RA, by default the payment date will be the date and time the RA closed, unless specifically overridden by entering a different date and time in fields 4, 8, 12, etc. of the Payments Subwindow. In this event, if a DBRA is run for unposted RAs and a payment is taken some time later (but still prior to posting) and then a second DBRA is run for the same unposted criteria, the two reports will be different. Once an RA is posted, any change made to it (editing charges, taking payments, etc.), will receive a DBR date of the date and time the change was made and will appear on a DBR for that date in the Edits to Posted RAs section. Therefore, a report looking at posted data is "repeatable".
The remaining portion of this chapter is divided into the following sections:
I. GENERAL NOTES THAT APPLY TO BOTH DBRs
II. DATE SELECTION
III. READING THE REPORT
IV. OPERATIONS DBR
I. GENERAL NOTES THAT APPLY TO BOTH THE OPERATIONS AND ACCOUNTING DBRs
DBR DATE. On-line RA activity (opens, closes and voids) are assigned a DBR date and time at the moment the transaction is stored. This information is taken from the internal computer clock and may not be changed by the user. When batch-entering RA transactions (opens and closes), the DBR date and time will initially be the same as the computer clock time. However, if the user is allowed via their User Access Profile, they may edit these values.
The DBR Date for Deposits is the current system date for on-line entered transactions and the Payment Date for Batch entered transactions.
The DBR Date for exchanges is the current system date for on-line entered transactions and the exchange Date/Time entered on batch transactions.
The DBR Date for voids is the current system date at the time of the void.
LOCATION GROUPING. Regardless of the selection criteria, the report will always group transactions by location. That is, a multi-location DBR will have sections for one location printed prior to the sections for the next location. At the end of the RAs Closed section, there will be a summary adding up revenue columns for all reports:SORT BY OPENING OR CLOSING LOCATION. In the RAs Closed section of the DBR, rental agreements can be grouped by either the location at which they were originally opened or by their closing location. This feature provides the following types of reports:
- BY OPENING LOCATION. In this mode, Closed RAs are grouped by their opening location. Because revenue reporting in the accounting system can be made sensitive to opening location by means of the profit center, a DBR report in this mode can be compared against certain accounting reports, either the A/R Distribution report or a G/L Profit and Loss statement for a selected profit center.
- BY CLOSING LOCATION. In this mode, Closed RAs are grouped by their closing location. This kind of DBR can be used to compare against a collection of closed RAs done at a particular location.
FIVE SECTIONS. There are up to five sections printed for each location reported on the Operations DBR. They are:
- RAs Closed
- RAs Opened
- Deposits
- Vehicles Exchanged
- RAs Voided
The user may select one or all sections to be printed. Each section begins on a new page but sections will only print if there is at least one transaction to report in that section. When more than one location is reported, each location has these sections. At the end of each section there are sub-totals for the number of transactions reported and for any monetary amounts shown.
1. RAs CLOSED SECTION. This section shows the detail of each closed RA in at least three lines of data.
The first two lines have column labels at the top of the page. The total charges are shown in the "Gross" column. Then a series of other columns show the breakdown of the individual charges and the payments.
Days - A field in the Edit Misc Control Fields record is used to determine how the days are calculated. (Page 5, Field 3: DBR Day Method)
The number of days shown are either 'chargeable' days or '24-hour method' days.
A. Chargeable Days:
The calculation of partial days is dependent on each RA's hourly rate. The hours are expressed as a part of the daily rate. If the hourly rate is 1/3 the daily rate, an extra hour charge is 33% (.33). If the hourly rate is 1/2 the daily rate, an extra hour charge is 50% (.50).
Example: Hourly rate is 1/3 of the daily rate:
Actual Days Actual Hours Chargeable (DBR) Days 2 0 2.00 2 1 2.33 2 2 2.66 2 3 3.00 2 23 3.00 3 0 3.00
Example: Hourly rate is 1/2 of the daily rate.
Actual Days Actual Hours Chargeable DBR Days 2 1 2.5 2 2 3.0
B. 24-hour method days
Hours are expressed as a part of a 24-hour day. Example:
24-hr Method
Actual Days Actual Hours 24 hr method days Comment 2 0 2.00 2 1 2.04 2 days and 1 hour charged; 1 hour is 1/24 of a day or .04 2 2 2.08 2 days and 2 hours charged; 2 hours is 2/24 of a day or .08 2 3 3.00 3 days charged 2 23 3.00 3 0 3.00
The third line does not use column labels but displays the closing employee code, Rate Code, daily rate and payment breakdown. (If using tiered rates, the elapsed days on the RA are used to determine the daily rate that prints.) In the case of one-way rentals between owned locations, the other location code will also appear on the third line.
An optional fourth line showing the detail of option charges will print when requested.
In addition, on the Accounting DBR there are two optional lines:
revenue split line
money received at foreign location line.Foreign RAs entered through the Foreign RA Entryprogram appear in this section with a different format than other RAs. See the section at the end of the Foreign RA Entry chapter for an explanation of these differences.
This section can be further subdivided into the following three sections through the use of Field 16 (Print Group Summary):
- Your use of owned vehicles.
- Your use of foreign vehicles.
- Foreign use of owned vehicles.
Inclusive Rates: On rentals whose rates are inclusive, both DBRs extract the inclusive items (such as taxes, airport fees, coverages, and optional charges) from Time and report them in the appropriate column. The revenue is allocated to the various items included in the rate. The Time column and Time in option detail, if requested, is the remaining revenue allocated to Time.
2. RAs OPENED SECTION. This section shows one line of brief identification data for each RA opened including the RA#, Customer # and name, Length of Rental, DBR Date, Due Date, Vehicle #, FOP authorized, opening employee, source code, vendor #, whether or not it is an airport RA, whether or not it is an insurance or wholesale RA, the rate product, class, daily rate, and bill to #. If Option Detail was requested, a second line prints indicating which optional charges are on the RA.
3. DEPOSITS SECTION, PETTY CASH. One line of data is shown for each deposit received through the Reservation, RA Open, or transactions entered through the Petty Cash programs. Also shown are payments taken on Sundry Invoices and Vehicle Sundry Invoices.
4. VEHICLES EXCHANGED SECTION. This section shows one line of data per exchange showing the vehicles involved and the reason for the exchange (if it was entered in the Exchange Subwindow).
5. RAs VOIDED SECTION. The final section of the DBR lists the following:
- All RAs that were voided during that date range. Brief identification data is shown. If a contract is voided at a location other than the one where it originally opened, the fact of the void will be reported on both the opening and voiding location's DBRs and included in the count for the opening location only.
- Unopened pre-printed contracts which were voided due to the reservation being processed as a no-show. These are indicated by the employee code of "NOSHOW".
- Any refunded deposit amounts that may exist on either a voided RA or on a Reservation that has been cancelled or marked as a NOSHOW.
It should be noted that deposits of this sort are NOT automatically processed by the system. The user is given the freedom to determine if the deposit should be refunded or logged as revenue (See the Chapter on the Deposit Reconciliation Report, for more detailed instructions).
FORM OF PAYMENT SUMMARY – At the end of the report, a summary of the Forms of Payment found on the report is shown. Transactions are sorted by FOP Code. Closed RAs with a balance owing are sorted using the Customer code for the responsible party (either the direct bill customer or the renter).
SUMMARY ONLY REPORTING. When summary information is requested (rather than detail), transaction details will be suppressed. Only section summaries and sub-totals will print.
II. DATE SELECTION
The Operations DBR provides 2 date type selections for reporting:
SELECTION BY DBR DATE. All five transaction types (opens, closes, additional deposits, exchanges, and voids) are selected by DBR date and time.
Example 1: A RA was opened a week ago and an exchange was made yesterday. The DBR for yesterday will only show the exchange transaction.
Example 2: A customer dropped the keys to a vehicle through the night drop after closing hours yesterday. The closing transaction is batch entered this morning with yesterday's date as the closing date but with today's date as the DBR date. The transaction will appear on today's DBR, not yesterday's.
When selecting transactions by DBR date, the report gives a snapshot of transactions ENTERED into the system during the time period selected.
The Accounting DBR always uses the DBR date - there is no other choice.
SELECTION BY OPEN-CLOSE DATES. In this method, the opens and closes are reported by the actual open and close dates, not the DBR date. (Additional deposits, exchanges, and voids are reported on their DBR date.)
III. READING THE REPORT
As mentioned earlier, when detail is requested there will be three or four lines of data for each closed RA. The first two lines have column labels at the top of the page. The third line displays the closing employee, Rate Product Code, daily rate and any payment breakdown. The final line displays optional charge data if requested.
A. ASTERISKS & SYMBOLS ON THE REPORT
Asterisks and symbols on the DBR are used to indicate situations which may be of interest to management. They will appear under the following conditions:
1. RAs that were either Batch Opened or Batch Closed. Because batch programs can be misused by counter agents to alter the check-out or check-in date and time, RAs that have been handled by either of these programs will have an asterisk printed after the RA number.
2. Contracts that have been closed using the Multiple Invoiced Rental program are noted on the DBR by the exclamation point "!" after the RA number.
3. Out of range payments. The range of a DBR is the location and date range requested. On closed RAs on the Operations DBR, all payments received for a contract will be shown for the RAs listed even if the payment was taken at a location or time which is outside the range of the report. These "out of range" payments are indicated with an asterisk after the FOP code on the payment line in the Closed Section and summarized on the last page of the report.
For example, assume a payment was added this morning to an unposted contract which closed yesterday. If the payment was added with today's date, it will be marked as an out of range payment when running a DBR for yesterday's date. (If the payment was added with yesterday's date, it will not be considered out of range.)
If the out of range payment indicates that an error was made in data entry, use the following steps to correct the rental:
a. Search the Deposit/Payment file for the out of range payment.
b. Use the Batch Receive RA Payments program to correct the entry. This must be done in two steps:
i. First enter a negative payment equal to the amount in question with the date, location and drawer exactly like that on the original payment.
ii. Second, enter a positive payment with the correct date, location and drawer.
NOTE: Once a RA has closed, Batch Receive RA Payments will accept only transactions with a date/time the same as or later than the closing date/time of the RA.
4. RAs whose rental rate was manually edited are indicated by an asterisk after the Rate Product Code.
5. Lower case "a" in front of Rate Product Code means an airport surcharge has been added to this RA.
6. When a Reimbursement is added to a RA from the Open screen some time prior to closing the RA, the RA Charge Record for the Reimbursement will have a different date/time assigned to it than the closing DBR Date. If a DBR is run for a date/time range that doesn't include the date/time that was assigned to the Reimbursement record, an asterisk will appear on the payment line between the amount and the code REIMB.
7. An asterisk after the Tax amount indicates that the tax rate on the RA has either been edited or the customer (either the renter or the bill-to party) has a Tax Code. The net result is that the tax on the RA is different than the rate in the Edit Option Rate record for that effective date.
8. A hashtag (number sign) " # " after the vehicle number indicates that there is a Model Option recorded in the Model Code record.
9. A "W" in the RAs Opened section indicates a 'Wait" status RA (a RA opened without assigning vehicle.) These RAs should be converted to an Open RA by assigning a vehicle or Voided. They should not be allowed to linger.
Symbol Symbol name Symbol Location Signifies * asterisk after the RA Number Batch processed ! exclamation point after the RA Number Multiple Invoiced Rentals * asterisk after the FOP Code Out of range payment * asterisk after the Rate Code Edited rental rate a lower case 'a' before the Rate Code Airport arrival flag * asterisk payment line between amount and the code REIMB Reimbursement added prior to Close date * asterisk after the Tax amount Tax was edited or the customer has a Tax Code # hashtag after the vehicle number Model Option in the Model Code W W after the RA Number Wait status RA
B. COLUMN TITLES ON THE RA CLOSED SECTION.
Certain columns on the RA Closed section may not be immediately apparent. These include:
DAYS = chargeable days. The calculation is dependent on the each RA's rate. The days are expressed in full and partial days based on the rate (carried out 2 decimal places.) One of two possible formulas are used in CARS+ to calculate this figure. To chose the formula to be used in this as well as over fifty other CARS+ reports, go to Page 5, Field 3 of Edit Miscellaneous Control Fields.
MILES = Elapsed miles/kms driven (not the chargeable number of miles/kms.)
GROSS = Total of all charges less discounts, customer service adjustment, and reimbursement.
DATE = Closing date of the RA, not the DBR date.
TIME = Total of all time charges for the rental of a vehicle. This includes Upsell (when the U subwindow is used) and insurance voucher revenue but it excludes wholesale revenue on the Operations DBR. (Wholesale revenue is included in this column on the Accounting DBR.)
COVERAGES - The DBR provides room for 4 coverage columns. They are used to report coverages in the following manner:
The first coverage column is used for all "L" type coverages (LDW or CDW).
On the second line of that column, the coverage which uses "CVG2" as its code is listed. The column heading is the "short description" from the Option Code record.
In the next column, the coverage which uses "CVG3" as its code is listed. The column heading is the "short description" from the Option Code record.
Finally, on the second line of that column, all other coverage type options are combined and listed using the column heading "OTH" - for "other coverages".
MISC = Miscellaneous Charge. This is a listing from any options that were created in Edit Optional Items that are labeled "M" (Type Flag).
OTHER = Total of the Optional Charges fields (except taxes which are included in "TAX" and Upsell revenue which is included in "TIME"). If the report is run with "Option Detail" a fourth line of data showing the option charges is provided for each contract. This is a listing from any options that were created in Edit Optional Items that are labeled "O" (Type Flag).
TAX = Total of sales tax and all other taxes including tax on wholesale contracts. Tax inclusive rates have the tax portion extracted from the "TIME" figure and included here.
DISC = Discount plus any promotional coupon and frequent flier coupon reductions, plus any "N" type option (negative options). This field is negative and therefore reduces the total charges.
DEPOSIT = Accumulated total of all deposits received and now applied to the closed RA.
CS-ADJ = The Customer Service Adjustment entered on the RA Open screen. Like the discount column this is a negative number. On the Accounting DBR, the CS Adjustment is added into the Discount column.
PAID = Total of all payments received at close.
A/R BAL = Balance due for this RA, either from the driver or the Bill-To customer. Note: This figure does not include receivable FOPs nor does it include insurance or wholesale vouchers.
The Accounting DBR has the following 2 additional columns:
WHLSALE = Total value of a wholesale voucher.
IO A/R = Inter-office receivable due to payments taken at the closing location on one-way rentals between owned locations. Note: This column is not present on the DBRO as it does not apply.
C. DISPATCH STATUS CODES ON THE RA OPENED SECTION.
Dispatch Status Codes may appear next to open RAs that were created by locations using the Dispatch logic. A "H" or "W" appearing before the customer number in the RA Opened section indicates the status of the RA, at the time the DBR was run. Status Codes reported are:
H = RA is on Hold,
W = RA is on Wait.
All RAs that still have an H or W status at the end of the day should be investigated. The RA should be opened or voided.
D. POTENTIAL PROBLEMS
it is recommended that each day's the DBR be studied to identify potential problems in the following areas:
- The number of RAs reported as closed should match the actual printed RAs.
- Be sure that all amounts in the A/R Balance column are legitimate receivables.
- Research any credit balance RAs
- Look for data printed in a column that is normally not used or is only used under unique situations (example: reimbursement).
- Compare the vehicle involved, rate and number of days to the Time, Mileage and LDW charges to see if the charges are reasonable.
- Look for asterisks between the RA # and the Customer # to identify batch processed RAs.
- Compare the names of no-shows on the Reservation Manifest to the names of those who rented that day looking for reservations that were missed.
- At the end of the DBR check to see if there are any "out of range payments". If there are, identify the payments by looking for an asterisk after the FOP Code on the RAs Closed section payment lines.
- Verify that vehicles that were exchanged due to mechanical problems have been checked out.
- Look for deposits on voided RAs or cancelled reservations that need to be processed.
- Look through the Open RA section for "Wait" status RAs. By the end of the day, these should all have cleared and none should be listed on the report.
E. OUT OF BALANCE RAs.
CARS+ programs are filled with validity checks to prevent transactions from going out of balance (debits not equaling credits). Yet, in the past, users have made irrational edits to closed RAs in such a way that some of these checks have proved ineffective and the RA is left out of balance. When a system error such as this is reported, Thermeon makes every effort to correct the related programs to prevent future occurrences.
As an added precaution, the DBR program checks each closed RA to verify that it is currently in balance. If an out of balance situation is detected, the following message prints on the third line of the RA;
**** WARNING:RA IS OUT OF BALANCE
In addition, the following message appears on the Summary Page.
**** WARNING: DBR IS OUT OF BALANCE
PLEASE CHECK FOR WARNINGS IN RA DETAIL
If such a warning should appear, do the following:
1. Using the F8 key, recalculate the contract on the Edit Closed RA screen and then reprint the DBR.
2. If after recalculation the RA is still out of balance, contact Thermeon's Customer Support Department.
F. CREDIT BALANCE RAs.
In the RAs Closed section, if there is a minus sign (-) beside the figure in the A/R Bal column, it is a credit balance RA. This negative balance means the amount is owed to the customer. It is considered an account payable to the Driver/Renter or Bill-To customer. It will post as an open credit to the A/R Open Item File.
TIPS. Whenever possible, it is recommend that an accurate DBR be kept on file for research purposes whether it is a printed report or an e-mail. When adjustments are necessary after posting RAs using the Edit Posted RA program, the adjustment shows on that day's Accounting DBR. However, on the Operations DBR it will be reflected on the original DBR closing date if the DBR was re-run for that date.
A DBR can be run for any time period providing the required RAs still exist in the system. Purging should not be done unless an accurate DBR is on file for the time period being purged.
IV. OPERATIONS DBR
A. PURPOSE OF THE OPERATIONS DBR
The Operations DBR is a transaction report designed for use by non-accounting managers. As a result this program does not post rental transactions to the A/R files. In addition, this report will not include wholesale revenue in the closed RA calculations. DBR revenue amounts for closed RAs should therefore match the figures printed on the RAs.
ACCESSING AND RUNNING THE OPERATIONS DBR
This report may be configured to run automatically at night. Users interested in this feature should contact Thermeon's Customer Support Dept. for further information.
To access the Operations DBR, type DBRO (RET) at any menu "OPTION:" field or the appropriate line number on the Daily Procedure menu. The screen will then display:
| OPTION: __ OPERATIONS DBR 1 Start Date 02-03-12 18 Zero Tax Rate RA's Only N 2 Start Time 0000 19 Lease RA's Only B 3 End Date 02-03-12 L=Lease, N=Non-Lease, B=Both 4 End Time 2359 20 Retail/Ins/Whl ALL 5 Location TUS (R=rtl,I=ins,W=whl) 6 List by Open or 21 Employee ALL Close Loc (O/C) C 7 RA Type(s) ALL 8 DBR Type ALL 9 Detail/Summary D 22 Opens print vendor/cdp 1 10 Option Detail N (1=print Vend No., 2=print CDPID) 11 Drawer ALL 23 Forced Charges Only N 12 RAs B (O=owned, F=foreign, B=both) 13 Vehicles B (O=owned, F=foreign, B=both) 14 Prt Grp Summary N 24 DBR Date or Open-Close 1 15 Print/Display P Printer: /dev/tty 1=DBR Date, 2=Open-Close dates 16 Res Types ALL 17 Airport Commission B 25 Pring Open Contract Data N (C=comm, N=non-comm, B=Both) 26 Fleet Type ALL 1BEGIN 2 3ERASE 4 5 6 7HELP 8 |
Enter data as follows:
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1. START DATE |
Using the selected date format, enter the Starting DBR Date. Press RET to default to today's date. EXAMPLE: Type 020212 (RET) |
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2. START TIME |
Using the selected time format, enter the Starting DBR Time. Press RET to default to midnight EXAMPLE: Type 0700(RET) |
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3. END DATE |
Using the selected date format, enter the Ending DBR Date. Press RET to default to today's date. Note:The size of the date range may be restricted. (Refer to the chapter Edit User Access File). If a date range that is larger than what is allowed is entered, the following message will appear at the bottom of the screen when "F1" is pressed to start the report:
EXAMPLE: Type 020212 (RET)> |
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4. END TIME |
Using your selected time format, enter Ending DBR Time. Press RET to default to one minute before midnight. EXAMPLE: Type 1300 (RET) |
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5. LOCATION |
Enter:
Note: The user's access may be limited as to the locations for running this report. If access is restricted and an attempt is made to enter a location or location group which is outside the allowed parameters, the following message will display at the bottom of the screen and the selection will be ignored:
EXAMPLE: Type TUS (RET) User tip: When a Location Group is entered in this field, the order in which the locations are processed are: individual locations (in alphabetical order) are listed first, then the groups are processed in alphabetical order, and then the locations within each group in alphabetical order. |
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6. LIST BY OPEN OR CLOSE LOC (O/C) |
Enter 1 alpha character to indicate if closed RAs will be selected and grouped by their opening or closing location. Enter:
EXAMPLE: Type C (RET) |
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7. RA TYPE |
This field can be used to do either of the following: Enter up to 2 alphanumeric characters to indicate a single RA Type whose RAs are to be reported. Press RET to default to ALL Types. EXAMPLE:Type C (RET) Enter a negative sign followed by a RA Type Code to indicate a single type whose RAs are NOT to be reported. This can be used, for example, to exclude noncommissioned rentals from a DBR report. EXAMPLE:Type -C (RET) |
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8. DBR TYPE |
Enter 1 numeric character to select the DBR Type to print. Press RET to default to ALL.
EXAMPLE: Press (RET) Note: When Type 5 is selected, the following question appears at the bottom of the screen:
Enter:
For Hertz users selecting Type 5, Voided RAs are reported by their original opening location. |
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9. DETAIL/ |
Enter 1 alpha character to select the report format.
EXAMPLE:Type D (RET) |
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10. OPTION DETAIL |
Enter 1 alpha character to indicate if detailed data about the options and prepaid fuel should be shown. If option detail is chosen, the following occurs: A. If the report is run in detail (see previous field)
B. Report is run in summary (see previous field)
Enter:
EXAMPLE: Type Y (RET) |
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11. DRAWER |
Enter up to 3 numeric characters representing a drawer number to limit the report to those transactions from that drawer. Press RET to default to ALL Drawers. EXAMPLE: Press (RET) |
| FIELDS 12 &13 |
Rental operations which are part of a national franchising organization are faced with several types of rental situations. These situations are summarized in the chart below: Vehicle Ownership RA Description Fields 12 and 13 provide the ability to select which of the four types of rentals listed above will be reported in the Closed RAs section of the DBR. As a result, this also determines which RAs are included in the revenue averages and other statistics. 1. 100% of the Time and Mileage/Km revenue is included in the "Eligible Revenue" subtotal; not just your percentage of the revenue. Therefore, the averages are overstated. 2. No Time and Mileage/Km revenue is included in the "Eligible Revenue" subtotal; therefore, your averages will be understated. 3. Only your percentage of the Time and Mileage/Km revenue is included in the "Eligible Revenue" figure. |
| 12. RAs |
Enter:
EXAMPLE: Type B (RET). |
| 13. VEHICLES |
Enter:
EXAMPLE:Type B (RET). Obviously, the combination of responses to Fields 12 and 13 will produce several different kinds of reports. For example: Type of report Field 12 Field 13 Note: It is suggested that this report be run daily with the default values of "B, B" in order to account for all transactions that took place at the location. After that, additional reports can be run for unique rental situations. |
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14. PRINT GRP SUMM |
Enter:
EXAMPLE: Type Y (RET). |
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15. PRINT/ |
Enter:
EXAMPLE: Type P (RET) |
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16. RES TYPES |
This field applies only to a particular CARS+ user and has no relevance to other users |
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17. AIRPORT COMMISSION |
Enter:
EXAMPLE: Type B (RET) |
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18. ZERO TAX RATE RA'S ONLY |
This field allows the report to be run so that only those RAs with zero taxes are included. (Taxes are either missing or have a zero value.) Note that "taxes" in this instance refers to options that are set up with Option Type "t" or "f". It does not apply to "T" type options. Enter:
EXAMPLE: Type N (RET) |
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19. LEASE RA'S ONLY |
Enter:
EXAMPLE: Type B (RET) |
| 20. RETAIL/ INS/ WHL |
Enter:
Or press (RET) to include ALL RAs. EXAMPLE: Press (RET) |
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21. EMPLOYEE |
To limit the report to transactions done by one employee, enter the employee's user code in this field.Otherwise, press (RET) to include transactions done by all employees. When a single employee code is entered, records reported are selected as follows:
EXAMPLE: Press (RET) |
| 22. OPENS PRINT VENDOR/CDP |
In the RAs Opened section of the report, several columns of data are provided. This field is used to select either a column showing the Vendor number or a column showing the CDPID number. Enter:1 = A column will be provided for the vendor number (not the CDPID number).EXAMPLE: Type 1 (RET) |
| 23. FORCED CHARGES ONLY |
When an individual has a balance due on their RA and there is no direct bill customer, the RA is referred to as a "forced charge". Use this field to obtain a report of RAs that have a balance
due (balance in the AR column) but do not have a direct bill customer. Enter:Y = list only forced charge RAs - (See User Tip Below)EXAMPLE: Press (RET) This report can be used by location managers to promptly follow up with customers who owe a balance. User Tip: When selecting "Y" for Force Charges Only, change field 8 "DBR Type" to "1" for Closed RA's Only. |
| 24. DBR DATE OR OPEN-CLOSE |
This field controls the date when Open and Closed RAs are reported. Enter:1 = DBR Date. Report the closed RAs by the close DBR date. Report the Open RAs by the open DBR date.EXAMPLE: Press (RET) |
| 25. PRINT OPEN CONTRACT DATA |
To print more detail information from the open contract data (example list customer phone number, email address, local contact, etc.) Enter:Y = Yes, print more contract data.EXAMPLE: Press (RET) |
| 26. FLEET TYPE |
Enter up to 8 alphanumeric characters using shorthand descriptions for vehicle type (CPE, 4DR, HTP, VAN, 2DR H/B, etc). Press (RET) to include all sections. |
The screen will then display:
| OPTION: __ OPERATIONS DBR 1 Start Date 02-02-12 18 Zero Tax Rate RA's Only N 2 Start Time 0000 19 Lease RA's Only B 3 End Date 02-02-12 L=Lease, N=Non-Lease, B=Both 4 End Time 2359 20 Retail/Ins/Whl ALL 5 Location TUS (R=rtl,I=ins,W=whl) 6 List by Open or 21 Employee ALL Close Loc (O/C) C 7 RA Type(s) ALL 8 DBR Type ALL 9 Detail/Summary D 22 Opens print vendor/cdp 1 10 Option Detail Y (1=print Vend No., 2=print CDPID) 11 Drawer ALL 23 Forced Charges Only N 12 RAs B (O=owned, F=foreign, B=both) 13 Vehicles B (O=owned, F=foreign, B=both) 14 Prt Grp Summary Y 24 DBR Date or Open-Close 1 15 Print/Display P Printer: /deve/tty 1=DBR Date, 2=Open-Close dates 16 Res Types ALL 17 Airport Commission B 25 Print Open Contact Data N (C=comm, N=non-comm, B=Both) 26 Fleet Type ALL 1BEGIN 2 3ERASE 4 5 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO BEGIN.
SAMPLE REPORT
Date/Time Range: The range is for all transactions of 4-27; thus all activity for the previous day.
Location: Only the transactions for TUS (Tustin) are listed.
Open/Close: One-way contracts that closed will be listed by the location where they closed (rather than where opened.)
RA Types: The report can be limited to a specific RA Type, or all Types can be included.
Lease and Non-Lease RAs: - The report can be limited to lease RAs, non-lease RAs, or include both.
Airport Comm: All contracts, whether or not they are designated as airport arrivals, are included.
Drawer: All cash drawers at the location are included.
Posted: All contracts, whether or not they have been posted to the accounting records, are included.
This report has the following sections:
RAs Closed
RAs Opened
Deposits and Petty Cash Payments
Vehicle Exchanges
Voided RAs and Cancelled or No-Show Reservations with Deposits
Form of Payment Summary
1. The first line of the column headings identifies the top line of information on each contract. For the first contract:
RA Number is S370256
Customer’s number is 001002 and last name is Goda
“Days” represents the chargeable days (based on the RA's rate.) This contract is for 3 days and 2 hours, which resulted in 4 chargeable days.)
Gross (total) amount of the rental is $161.57 (Total charges less discount and customer service adjustment.)
2. The second line of column headings identifies the second line of information on each contract. For the first contract:
Vehicle number is 001825
Direct Bill customer number and name appears here if contract is billed to another party
Number of miles/kilometers elapsed is 607
Date the contract closed is 4-27
3. Detail of charges: The next several columns show a breakdown of the Gross charges. Because most headings are self-explanatory, only a few are mentioned here.
Fuel: Charges for either Prepaid fuel sold at the start of rental or fuel charges assessed at close
Drop – If the contract is a one-way rental, the applicable drop charge will be shown here.
Misc – This is usually a punitive charge which is assessed during the rental or upon closing it. (Lost keys, parking ticket, damage, clean-up fee.) On this contract there is a Misc. Charge of $15.00.
Other : This is the total of any Options charged on the rental. (Baby seat, additional driver fee, airport fee, surcharge, equipment rental, underage driver charge, phone cards, etc.)
CS Adj – Customer Service Adjustment – An adjustment (deduction) given to satisfy a customer who had a complaint about the rental. On this contract, there is a $20 adjustment.
For this contract the detailed charges are as follows:
Time 80.00
Mileage 62.10
PAI 15.80
Miscell. 15.00
Tax 8.67
Cust. Serv. Adj.(20.00)
Total (Gross) 161.57
4. How Paid Columns: The last group of 3 columns show how the contract is being paid:
Deposit – Total of deposits taken while the contract was open and which are being applied to the total charges upon close.
Reimbursement - This column shows reimbursement credits given to customers for expenses they incurred such as having to add oil, replace a wiper blade, fan belt, etc.
Paid – Total of payments received at closing. On this contract the payment is $161.57.
A/R Balance – any unpaid balance will be set up as an Account Receivable owed by the direct bill company (if there is one) or the customer.
5. The third line of information on each contract does not have column headings.
EM: Code used by employee who closed the RA is Nancy
RT: Rate product and class at which vehicle was rented. For this contract, the rate product is SPCL for a CCAR (compact car).
PD: Detail of payments taken at close (amount and FOP code) which is $161.57 on DC (Diners Club).
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Deposits taken on reservations and contracts.
Petty cash transactions
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