This addendum to the RA Open documentation covers the unique features of RA Open that apply to Hertz users. Click on the item of interest to jump directly to that section.
I. Customer Personally Identifiable Information (PID)
II. Unique characteristics of data fields in the Main Window and Option Pop-up window.
VI. Handling Hertz One-Trip-Travel Orders.
VII. State Government Services Cards
XI. Authorization Request Numbers (Hertz Mexico)
XII. Hertz Canada - Ski Lift Tickets
XIII. Estimates for Gold Reservation RAs
XIV. Insurance Replacement - Hertz Canada Corporate
XV. Seamless Reservations and RAs
XVI. Number 1 Club Numbers (Hertz Canada Corporate)
XVII. Government Rates (Hertz Canada Corporate)
XVIII. Hertz Canada - Airport Arrival Question
XIX. Hertz Australia – Preprinting Gold service reservations
XX. Hertz
Canada Corporate – Tour and SVV rentals; Incident Entry
XXI. Insurance Replacement - US licensees
XXII. Hertz Australia - Printing Number 1 Club applications
XXIII. Hertz Canada - DNR Check
XXIV. Hertz Canada - Quickie Exchanges
XXVII. Hertz Canada - Pre-printing RAs
XXVIII. Hertz Australia - Transurban Toll Processing
XXX. Credit Card Check on Stated Value Vouchers
XXXI. Drop Charge on Voucher (Hertz Mexico)
I. CUSTOMER PERSONALLY IDENTIFIABLE INFORMATION (PID)
If your system is configured for masking customers' Personally Identifiable Information (Customer PID), and an existing RA or Damage Report is recalled to the screen, the drivers license number, street and zip code will be masked (filled in with "X"'s) for users who are subject to masking (in the User Access File.) For US and Canada users who are exempt from masking, the data will display; however, an entry is written to a log file recording the fact that the data was accessed by that employee. (To configure your system to mask PID data, contact Thermeon's Customer Support Dept. and request that GVT record"MASKSCN" be set up.)
Searching the Customer File: A manual search of the Customer File can be performed only after entering data in one or more of the following PID fields :
Other ID (Hertz Number 1 Club number)
Driver's License
Credit Card #
The assumption is that by having one or more of these pieces of data, the customer is granting the right to see personal data to do a rental.
The 3 pieces of PID data are used in the order listed above. That is, as long as there is a match for the Name, the Other ID# takes precedence over Driver's License and Credit Card. If the Other ID field is blank, then the data in the Driver's License field is used. If both the Other ID# field and the Driver's License field are blank, then the credit card number is used. However, if the card presented doesn't match the card used on the reservation or the card in the Customer record, CARS+ will treat the renter as a first time customer and all personal data will need to be entered. This will result in multiple customer records for the same individual.
The search is an exact match (rather than a "begin with" search). For instance, after entering the driver's license and then entering "SMIT" for the name, the search would find only those customers with a last name of "SMIT". (The search would not go on to "SMITH. SMITH, OR SMITHSON"."
Searching Reservations: Any reservation can be searched without PID data.
Opening a RA: In opening a RA from a reservation, please note:
Gold reservation for the renting location: No PID masking is applied
Gold reservation for another location (and the pickup location on the Res. and the user's current location both belong to the a Location Group with a Type Code of "T): No PID masking is applied.
Gold reservation for another location and one of the 3 PID data fields (Number # 1 Club #, Drivers License, or Credit Card Number) has data previously entered and it matches: No PID masking is applied
Reservation for an applicant: No PID masking is applied
RA for a repeat renter or #1 Club member and one of the 3 PID data fields has data previously entered and it matches: No PID masking is applied.
RA for a repeat renter or #1 Club member or a Gold Reservation from another location and one of the 3 PID data fields does not have data previously entered or the data entered doesn't match, then a prompt appears at the bottom of the screen to enter the driver's license number. If it matches, no PID data is masked. If it doesn't match, and the Reservation has a #1 Club number, a prompt appears at the bottom of the screen to enter the Number 1 Club number. If that matches, no PID data is masked.
If none of the above apply, the reservation will be pulled to the RA Open screen, but no PID data is displayed. The user must manually enter all of the personal data (address, driver's license, phone, date of birth, credit card, Number 1 Club #),
Additional Drivers: The automatic search of the Customer File occurs after both a name AND the driver's license number is entered. The search is a name search which looks for an exact match of the driver's license number.
Swiping credit cards: For those locations using credit card swipe readers, swiping the credit card is normally the first thing that a Rental Agent does to start the process of opening a RA. This results in an automatic search of the Reservation File or the Customer File (if no reservation is found.) With the PID logic in place, that may be a wasted search if the card swiped is not the same card the customer used on the previous rental. Therefore, it may be necessary to enter data in one of the PID fields prior to swiping in order to have the search be effective.
II. UNIQUE CHARACTERISTICS OF DATA FIELDS IN THE MAIN WINDOW AND THE OPTION POP-UP WINDOW.
Neverlost and Sirius Radio messages:
If the customer's preference for Neverlost or Sirius Radio is indicated on the reservation used to open the RA, the following advisory messages will display:
NEVERLOST PREFERRED
SIRIUS RADIO PREFERRED
Once a RA is opened, the Neverlost question (APPLY MODEL SURCHARGE OPTION NVL?) will not be asked again, even when the RA is brought up in Edit Opening Fields.
On-Line Check-In
Hertz allows customers (other than Number 1 Club members) to enter their personal data, such as address and driver’s license number, into their reservation in order to expedite the check-out process at the rental counter. When the reservation is interfaced to CARS+, a customer record is created from the data that they enter in the reservation.When one of these on-line check-in reservations is selected to open a RA, a pop-up window appears to prompt the entry of the driver’s license data.
When the driver’s license number entered by the rental agent matches the one in the reservation, the data from their customer record is loaded onto the Open screen. When the driver’s license number entered does not match the one in the reservation, the customer data is not loaded, and the following message displays:
DL# DOES NOT MATCH DATA IN RES, PROCEED?Y/N
Enter:
Y = accept the driver’s license number entered by the rental agent, and proceed without the customer data that was sent with the reservation.
N = clear the screen
If you do not want to
use the on-line check-in logic, contact Thermeon’s Customer Support Dept. and
ask to have the feature turned off. (GVT record HTZONLIN)
Data Fields
The following material either supersedes or modifies the data field explanations presented earlier in the RA Open chapter. It is presented in the order the fields appear on the various windows of the Open screen.
A. MAIN
WINDOW
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MAIN WINDOW OPTION: |
Swiping a Hertz Credit Card:
Upon swiping the card, an automatic search for the Hertz Credit Card number is performed. If found, the Customer record associated with it will display on the lower half of the screen.By selecting a line number from the display, the customer's data is loaded onto the RA Open screen.If the card is not found, then a search of the Customer File is done based on the name read from swiping the card. |
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1a. NAME (LAST) |
For Hertz users, this field will not accept numeric or punctuation characters such as periods, commas, hyphens etc. |
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1b. NAME (FIRST) |
For Hertz users, this field will not accept any numeric or punctuation characters. |
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3a. C (CITY) |
For Hertz users, this field will not accept numeric or punctuation characters. |
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4. PH/DOB/GEN |
Following the data in this line, the letter "Y" or "N" may appear in a display only field.
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7a. FOP |
A field in the Edit Miscellaneous Control Fields program controls whether or not the credit card data and driver’s license data stored in the Customer’s record will load automatically for a repeat customer. If the flag is set to “N” the data is not loaded. However, an exception is made for a Gold service customer. Regardless, when a reservation has a Hertz Credit Card, and another credit card is swiped when opening the RA, the swiped card will not replace the Hertz card. Note, if an Air Travel Card is used to secure the rental, data must also be entered into the B Sub-window. See the notes on the B Sub-window for additional information. Debit Cards: When records are set up in the Edit Credit Card Definitions file, debit cards are normally blocked from being used at the time of Open to secure the rental. An exception is made for Gold reservations.For Gold reservations, the block on using debit cards at Open is ignored IF the card number is supplied with the reservation. However, if the card is manually entered, the block is enforced. A file is available from Hertz OKC which contains number ranges of Visa and Mastercard Debit cards. Once the file is imported to CARS+, cards within the ranges cannot be accepted to secure a transaction (cannot be entered in this field). However, they are accepted for deposits on the Reservations or RA Open screen and payments at the time of Close. If the card entered in this field matches one of the ranges in the Debit Card file, the following message will display:
For some Hertz operations, Hertz Credit Cards are entered in the Special Documents Subwindow. Note that entering a Hertz Credit Card in the Special Documents subwindow will cause any other type of card entered in this field to be removed from the rental record. When a Hertz Credit Card, OTTO (One Trip Travel Order) or FVV (Full Value Voucher) is entered in the Special Documents subwindow, access it blocked to this field. And if an attempt is made to enter data in this field, the following message will display:
User tip: Use the Edit HCC Patterns program to identify the characteristics of Hertz Credit Cards accepted in your country for SVV, FVV, OTTO, and TOUR transactions.
FORMS OF PAYMENT & AND SPECIAL DOCUMENTS/ VOUCHER RESTRICTIONS Due to the way data is received via the EDBR program, Hertz OKC imposes rules on taking multiple Forms of Payment on a RA. In general, only one Hertz billable party can be entered on a RA (meaning Hertz OKC is responsible for clearing the payment.) For example, it is not permitted to enter a HCC (Hertz Credit Card) and an AMX (American Express) where both will be collected by OKC. On the other hand, however, if the AMX is collected locally, that is permitted. Likewise, entering Cash and a HCC is permitted. Your system can be configured to allow the following FOP's on the same RA:
Multiple FOP combinations that are NOT allowed are:
Hertz Australia When an applicant reservation is used to open the RA, the FOP supplied by the reservation cannot be edited. |
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9c. ID |
When a CDPID number is manually entered on a RA and it cannot be validated in the Corporate Contract records file, the following prompt is displayed:
Platinum Select Transactions: CDPID Numbers are masked on this level. Also, a GVT record can be set up identifying certain CDPID numbers as Platinum numbers. For these CDPID numbers, reservations must come in from the reservation center:a local reservation is not allowed nor is a walk up rental. |
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11. RETURN DATE/TIME |
For Hertz Australia:When the FOP number and the bill-to number fields are blank, the length of the rental cannot be greater than the number of days in the month as defined in the Edit Miscellaneous Control File. |
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12a. RETURN LOCATION |
A field on page 4 of Edit Misc Control Fields can be used to chose whether owned or foreign locations are searched when Shift/F7 is used in this field. When the vehicle is going one-way and foreign locations are searched, enter the location code or press Shift/F7 to invoke a search of the foreign location records. In the example below, the location number "218411" has been entered using the "F2 Full Numeric" search:
Press (RET) to load the Customer Number into the field.
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13a. VEH |
For Hertz Australia locations there are unique behaviors in this field:
For Hertz Canada Corporate locations:
c. U.S. owned vehicles. Hertz Canada Corporate locations renting a U.S. owned vehicle will see the following message display:
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FUEL POP-UP WINDOW |
For Hertz Australia, the Fuel Pop-up Window charges include the GST in the quoted prices. |
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NOTES SUBWINDOW: |
The Notes window will not flash when a Note is on a Reservation received through the reservation interface program unless the Note contains data in lines 1 or 2. | ||
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DIRECT BILL WINDOW |
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2. NAME |
For Hertz users, this field will not accept any numeric or punctuation characters. If an Air Travel Card (FOP Code "ATCxx") was used on the Main Window, Fields 2 through 4 should have the billing name and address which is imprinted on the ATC card. |
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4a. CITY |
For Hertz users, this field cannot accept any numeric or punctuation characters. |
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3. FREQ TVLR# |
For Hertz users, the format for this field is a two character alpha code indicating the airline followed by a space and then the renter's frequent flier number. Both the airline code and the frequent flier number are validated against the Frequent Traveler Codes File. EXAMPLE: Type AA 1234567(RET) It has been discovered that the Hertz Reservation Center does not validate the frequent flier numbers that they send with a reservation. As a result, CARS+ re-validates frequent flier numbers when you press F1 to save the RA. If an OKLAHOMA CITY supplied frequent flier number fails this test, you will be required to correct the error before the RA can be saved. |
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OPTION SHIFT/F5 POP UP WINDOW
Some Hertz operations have their reservation interface program configured to identify when an option was offered to a customer while making the reservation, and the customer did not decide at the time to accept or decline the option. In the Option pop-up window, these options are indicated with an "O" in the 'charge customer' column. Unless they are removed (by replacing the "O" with an asterisk), they are included in the charges when an estimate is done and are automatically converted to a "C" when saving the RA.
(This logic is dependent upon GVT record RZMRG4BR.)
III. "A" SUB-WINDOW (TIME & MILEAGE RATES)
A. Hertz Australia - Insurance Replacement Rentals
For Hertz Australia, when doing insurance replacement rentals, the difference between the gross voucher rate (Voucher Period Rate) and the retail rate is displayed.
The mileage/km rate is not displayed if the Insurance IT record indicates that the insurance company is to be billed for kilometers.
B. One-Day Surcharge
Hertz has an agreement with IBM that on rentals of 1 day or less that begin on a peak day of the week(Tues - Thurs) a surcharge can be added to the daily rate. The application (or removal) of the surcharge is handled through a Privilege Code which must be set up in the Edit Privilege Codes program. When the Code is referenced by the CDPID# on the transaction, the surcharge amount increases the Daily and Hourly rates; it not a separate charge.
When setting up the Privilege Code, a selection must be made as to when to apply the surcharge to transactions. They possible choices are:
1. Walk up rental only
2. Walk up rentals, rentals from location reservations, and any rental where the rental dates don't match the reserved dates.
3. All rentals
(The following discussion applies to those operations not running in Seamless mode.)
When choice 1 or 2 is selected:
The one-day surcharge is added to the daily and hourly rates on IBM rentals of 1 day or less when the rental is created as a walk up or from a locally made reservation.
When choice 3 is selected, in addition to the above:
On reservations of 1 day or less made through OKC, the daily rate has already been increased to include the surcharge. As long as the rental concludes as a one-day (or less) rental, no further action is needed.:
However, for reservations that are for longer than one day, and the vehicle is returned early and thus creates a one-day rental, the one-day surcharge is added to the reservation daily rate.
And, for reservations that are for one day (and have the surcharge included in the daily rate), and the renter extends and thus creates a multiple day rental, the rate from the reservation (which already included the surcharge) is ignored and the CDPID number is used to load the corporate rate from the CARS+ Rate file.
C. City Surcharge
The application of a city surcharge is handled through a Privilege Code which must be set up in the Edit Privilege Codes program. Like the One-Day surcharge outlined above, the starting days of the week and a rental length must be defined. When the Code is referenced by the CDPID# on the transaction, the surcharge amount increases the daily, weekly, monthly, and hourly rates; it not a separate charge.
EXEMPTING THE AUTH PAD
To exempt Hertz forms of payment (HCC, OTTO, and FVV) from the auth pad, enter a setting of "H" in the Exempt Auth Pad field of Edit Main Control Record.
Hertz Australia – the FOP code “FCH” cannot be used as a deposit.
For corporate locations, the field "Multi CC" in the Hertz Control Record can be used to allow the use of more than 1 credit card for deposits at Open and for payments at Close.
V. "S" SUB-WINDOW (PROMOS/CERTIFICATES/VOUCHERS)
This window is used to enter Hertz coupons, rental
certificates and vouchers.
User tip regarding PC Codes:
Promotional Code (referred to as a "PC #" or "PC Code") may be part of a reservation received from the Hertz Res Center. If the code is set up in Edit Special Documents in CARS+, a Special Document record is created on the reservation (S subwindow.)
If the PC Code is NOT set up in CARS+:
Canada locations (corporate and licensee): A pop-up window will appear advising that the PC Code is unknown. Instructions for the counter staff can appear in the pop-up window. Please contact Thermeon Customer Support to have the instruction text set up. (User tip for Thermeon Support: the text file is A/ PCHELP.txt.)
Locations outside Canada: A message will display when the Reservation is used to open a RA:
PC XXXXXX PROMO CODE NOT DEFINED
This message advises that a Promo Code is on the reservation, but it is not defined in CARS+. Therefore, the customer may be overcharged unless the Promo Code is set up in Edit Special Documents. Note that CARS+ does NOT create PC Codes; the user must create them. If the PC code is not set up, it will be ignored.
In general, data supplied by the Reservation Interface program cannot be edited. An exception is a tour voucher record created without a voucher number. In this case, the voucher number can be entered. For vouchers entered manually (not part of a reservation received electronically), all voucher fields can be edited.
CARS+ will accept up to 5 entries of the same document type into the S Sub-window for each RA. For example, multiple Stated Value Vouchers (SVV's) can be entered on the same RA. However, entering more than one receivable type Form of Payment or special document on the same RA is not permitted. For example, a SVV and a TOUR voucher or Insurance voucher cannot be entered on the same RA. Likewise, a HCC (Hertz Credit Card) and an OTTO (One Trip Travel Order) cannot be entered on the same RA.
The Hertz Electronic DRB logic limits the RA to a
single PC number. Multiple coupons
with the same PC# are allowed, but not multiple PC numbers.
When a Special Document record is marked as a "Local Promo", it is not subject to the PC check digit logic. Further, it is transmitted to Hertz as a cash deposit.
Control Files affecting this subwindow:
Because it may be difficult for a rental agent to know whether a Hertz voucher document is an OTTO, SVV, FVV, or Tour, the Edit HCC Patterns, located on the Hertz Control Files menu, can be used to identify Hertz Charge Card patterns and whether they are used for OTTOs, Vouchers (SVV or FVVs), or Tour Vouchers.
The Edit Valid Document Types, located on the IT Control Files menu, can be used to define what types of Special Documents can be entered in this subwindow. For example, you may want to prevent the use of “SVV” and “FVV” and, instead, use “VCHR”. This control file allows you to define which document types can be used.
Vouchers created on reservations which are carried through to the RA Open screen and display in the S subwindow in detail.
To access this Sub-window, type S (RET) at the
'OPTION" Field of the Main Window.
For North America locations, the typical Sub-window appears as follows:
| OPTION:____________ HERTZ PROMOS/CERTIFICATES/VOUCHERS F1=SAVE F4=DELETE 1 Document type * (PROMO FF CERT SVV FVV TOUR MCO AWARD) |
For Europe and Brazil locations, the typical subwindow appears as follows:
| OPTION:____________ HERTZ PROMOS/CERTIFICATES/VOUCHERS F1=SAVE F4=DELETE 1 Document type * (PROMO FF CERT SVV FVV TOUR MCO AWARD OTTO HCC) |
For Australia locations, the typical subwindow appears as follows:
| OPTION:____________ HERTZ PROMOS/CERTIFICATES/VOUCHERS F1=SAVE F4=DELETE 1 Document type * (PROMO FF CERT SVV FVV TOUR MCO AWARD OTTO HCC INS) |
Remember: The
screen illustrations above are examples only. If your operation has used the Edit Valid Document Types
program to define what types of Special Documents are allowed in the subwindow,
the types of documents displayed may be different.
User tips:
Editing Entries: From the "OPTION" field in the subwindow, enter the Field number for the document. (This is normally Field 12.) This will retrieve the record. Make edits as necessary. Resave the RA.
Deleting Entries: From the "OPTION" field in the subwindow, enter the Field number for the document. (This is normally Field 12.) This will retrieve the record. Press "F4" to delete.
Enter data as follows:
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1. DOCUMENT TYPE |
Enter one of the following Document Type Codes: PROMO = Hertz promotional coupons. EXAMPLE: Type PROMO (RET) After entering a code, CARS+ displays additional fields. Occasionally the renter may arrive at the counter with a promotion certificate (PC#) that has not been previously loaded into the Special Documents file. In this case, a pop-up window displays in the center of the screen. The message in the window includes the PC# from the reservation and instructions to call the 24 hour hot line in OKC. (The actual text in the window comes from the PCHELP.txt file which can be controlled by the user.) Once the particulars about the PC# have been obtained, the data can be entered in the S subwindow which is automatically accessed after pressing (RET). The following sections cover each of the document types. |
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A. PROMOTIONAL AND FREQUENT FLIER COUPONS Promotional and frequent flier coupons include days off, dollars off, dollars per day off, percentage off, free upgrade and special promotional rate coupons. On a printed RA, these documents appear as an adjustment before the first Time and Mileage subtotal. When the Code "PROMO" or "FF" is
entered into Field 1, the screen displays the following additional fields:
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2. DISCOUNT TYPE |
Promotional coupons can adjust the rental charges in one of six possible ways. In this field, enter one of the following codes to indicate the nature of the promotion. $ = Dollars off promotional coupon. EXAMPLE: Type $ (RET) After entering the proper Discount Type Code, the system displays additional fields that are appropriate for the type of promotional coupon or frequent flier coupon being used. Each discount type is described individually in the following sections. |
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After entering "$" in Field 2, the screen
will display:
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3. VALUE |
Enter the dollar value of the coupon. EXAMPLE: Type 10.00 (RET) |
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4. PC # |
Enter the coupon's Promotion Code number (PC#). The code must be entered in the following format:
EXAMPLE Type: PC15982 (RET) The PC# will be subjected to a Hertz check digit test. If the number is mistyped, the following message appears at the bottom of the screen:
Certain PC#'s are valid for Hertz Rental Certificates only. These are defined in the "Cert" Promo Code File. If you mistakenly enter a Certificate PC#, the number will be rejected and the following message will appear at the bottom of the screen:
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DAYS OFF COUPONS After entering "D" in Field 2, the screen
displays:
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3. DAYS |
Enter the number of free days. EXAMPLE: Type 1 (RET) |
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4. VALUE |
Using the daily rate of this rental, manually calculate the dollar value of the coupon and enter it in this field. EXAMPLE: Type 59.95 (RET) |
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5. PC # |
Enter the coupon's Promotional Code number (PC#). The code must be entered in the following format:
EXAMPLE Type: PC1234 (RET) The PC# will be subjected to a Hertz check digit test. If the number is mistyped, the following message appears at the bottom of the screen:
Certain PC#'s are valid for Hertz Rental Certificates only. These are defined in the "Cert" Promo Code File. If you mistakenly enter a Certificate PC#, the number will be rejected and the following message will appear at the bottom of the screen:
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DOLLARS PER DAY OFF COUPONS This coupon subtracts a given dollar amount for each
rental day up to a stated maximum amount off. These coupons are only effective on rentals of less than one
week. After entering "P"
in Field 2, the screen displays:
Enter data as follows: |
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3. AMOUNT PER DAY |
Enter the dollar amount that is to be subtracted each rental day. EXAMPLE: Type 10.00 (RET) |
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4. MAX AMOUNT |
Enter the maximum value of the coupon. EXAMPLE: Type 30.00 (RET) |
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5. PC # |
Enter the coupon's Promotion Code number (PC#). The code must be entered in the following format:
EXAMPLE Type: PC1234 (RET) The PC# will be subjected to a Hertz check digit test. If the number is mistyped, the following message appears at the bottom of the screen:
Certain PC#'s are valid for Hertz Rental Certificates only. These are defined in the "Cert" Promo Code File. If you mistakenly enter a Certificate PC#, the number will be rejected and the following message will appear at the bottom of the screen:
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PERCENT OFF COUPONS. After entering "%" in Field 2, the screen displays:
Enter data as follows: |
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3. PERCENT |
Enter the discount percent. EXAMPLE: Type 10 (RET) |
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4. PC # |
Enter the coupon's Promotion Code number (PC#). The code must be entered in the following format:
EXAMPLE Type: PC1234 (RET) The PC# will be subjected to a Hertz check digit test.If the number is mistyped, the following message appears at the bottom of the screen:
Certain PC#'s are valid for Hertz Rental Certificates only. These are defined in the "Cert" Promo Code File. If you mistakenly enter a Certificate PC#, the number will be rejected and the following message will appear at the bottom of the screen:
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UPGRADE COUPONS
Enter data as follows: |
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3. PC # |
Enter the coupon's Promotion Code number (PC#).The code must be entered in the following format: The letters "PC" followed by the PC#. EXAMPLE Type: PC1234 (RET) The PC# will be subjected to a Hertz check digit test.If the number is mistyped, the following message appears at the bottom of the screen:
Certain PC#'s are valid for Hertz Rental Certificates only.These are defined in the "Cert" Promo Code File.If you mistakenly enter a Certificate PC#, the number will be rejected and the following message will appear at the bottom of the screen:
Note: Entering an upgrade coupon will NOT automatically change the vehicle or rate on the rental. You must enter a vehicle of the proper class in Field 13 of the Main Window. The S Sub-window merely allows you to record the PC#. |
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SPECIAL RATE COUPONS After entering "S" in Field 2, the screen displays:
Enter data as follows: |
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3. PC # |
Enter the coupon's Promotion Code number (PC#). The code must be entered in the following format: The letters "PC" followed by the PC#. EXAMPLE Type: PC1234 (RET) The PC# will be subjected to a Hertz check digit test. If the number is mistyped, the following message appears at the bottom of the screen:
Certain PC#'s are valid for Hertz Rental Certificates only. These are defined in the "Cert" Promo Code File. If you mistakenly enter a Certificate PC#, the number will be rejected and the following message will appear at the bottom of the screen:
Note: Entering a special rate coupon will NOT automatically change the rental rate on the rental. You must enter the appropriate rate code in the Main Window. The S Sub-window merely allows you to enter the PC#. |
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When "CERT" is entered into Field 1, the
screen displays:
Enter data as follows: |
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2. CERTIFICATE # |
Enter the certificate number. EXAMPLE: Type 3769234 (RET) |
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3. VALUE |
Enter the dollar value of the certificate. EXAMPLE: Type 10.00 (RET) |
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4. PC # |
Enter the certificate's Promotion Code number (PC#).The code must be entered in the following format: The letters "PC" followed by the PC#. EXAMPLE: Type PC1234 (RET) PC Numbers are validated against records in the "Cert" Promo Codes File.If the number entered does not match a record in this file, the following message will appear at the bottom of the screen:
PC Numbers may be defined with starting and ending effective dates (see Edit "Cert" Promo Codes, Hertz Programs Menu). If the PC# entered in Field 4 is not valid due to its effective date, the following message will appear:
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Multiple certificates may be entered for each RA. If more than one rental certificate is to be applied to a single rental agreement, enter the first certificate in the subwindow and save it at the Subwindow "OPTION" field by pressing F1. Then enter the next certificate and save it in the same manner by pressing F1 again at the Subwindow "OPTION" field. Continue this procedure until all certificates have been entered. When you save the contract, all entries in the Subwindow will be saved. Domestic and Foreign Certificates The determination of whether the certificate is issued domestically or foreign is dependent upon the data entered in Field #25 of the Hertz Control Record and the PC number entered in Field # 4 when entering a "CERT" type document. For certificates issued domestically, the PC number entered should match the number entered in the area number's Hertz Control Record. When the match is made, the certificate is viewed as being issued domestically, and the FOP code "CERT" is used. If the PC number doesn't match the one designated in the Hertz Control Record, the certificate is viewed as being of foreign issued. Although the code "CERT" is still entered in Field #4, it will automatically be changed to the FOP code "CUPI" when the RA is saved. By using 2 FOP codes, the domestic and foreign certificates to be tracked separately.
When "SVV" or "FVV" is entered
into Field 1, the screen displays:
Note: Some reservations for FVV rentals may be transmitted from OKC flagged as "voucherless". If this is the case, an advisory message will display and the voucher data may not be edited or removed. User tip: The value for SVV and FVV vouchers transmitted in the reservation is taken from the "VP" mnemonic field within the Hertz reservation. The fields within the BR section are ignored. Enter data as follows: |
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2. IT # |
Enter the IT# printed on the voucher. The first two characters of the IT# must be the letters "IT". EXAMPLE: Type ITWPKR (RET) If your operation is set up to validate IT numbers and the IT number entered is set up defined as a Tour, the following message will appear at the bottom of the screen:
In addition, if you are set up to validate IT numbers, the document type entered must agree with the Tour Family value entered on the IT record.If it does not agree, a message similar to the one shown below will display:
Where xxx is the document type entered in Field 1, and " yyy" is the document type from the IT record. The document type will then be changed to the document type from the IT record. When an IT record has a CDPID # on it, the CDPID number will be loaded on the RA.Although the CDPID number will not change the rental rate on the RA, all privilege codes that are flagged as applying to all rates will be applied to the contract. In addition, privilege codes that are referenced in the Optional Rates files for privileged rates (such as responsibility levels on coverages) are applied. SVV's and FVV'S without an IT number: When entering SVV's or FVV's that do not have an IT number, use "ITUSDIRECT" as the IT number, and enter the 12-digit Hertz Charge Card number (begins with "26") in the "Acct #" field below (Field 5b). Those operations that are set up to validate IT numbers must have an IT record for "ITUSDIRECT" set up in the IT record with tour Family "V" indicated. |
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3. VOUCHER # |
Enter the voucher number. EXAMPLE: Type 4872350 (RET) The following message may appear and the use of this voucher # will be blocked:
This message is due to a setting in the "Check Reuse" field in Edit Hertz Credit Cards that blocks the use of a SVV or FVV whose Hertz Credit
Card number has been used in a previous RA. T |
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4. VALUE |
If this is a Full Value Voucher, Field 4 defaults to 9999. Either accept this maximum value or enter the dollar limit printed on the voucher. For Stated Value Vouchers, enter the value of the voucher. Hertz Australia- Referral vouchers may be entered as a SVV with a zero value providing that the GVT record "REFVCHR" has been set up. When a zero value is entered, the following question displays:
EXAMPLE: Type 500 |
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5a. EURO (Y/N) |
Enter Y if the voucher originated in Europe. This automatically changes the IT# to "ITUSDIRECT". Enter Nif this is a domestic voucher. EXAMPLE: Type Y / |
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5b. ACCT # |
Enter the 12 character Hertz Charge Card (HCC) number. EXAMPLE: Type:263738859941 (RET) |
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User tip: Use the Edit HCC Patterns program to identify the characteristics of Hertz Credit Cards accepted in your country for SVV and FVV transactions. The pattern must be set up in that file before it can be used in the Accnt # field. Up to 3 vouchers are allowed on any one rental agreement. To enter additional vouchers, follow the instructions outlined in Section B above.
Generally, the value on a Stated Value Voucher (SVV) is given in USD.For Hertz operations outside of the US, it is necessary to convert its USD value to a domestic currency value. Exchange Rates can be created that are Rate Code sensitive. If there is an Exchange Rate set up for a Rate Code that matches the Rate code in the Reservation notes field or the Rate Code on the RA, the SVV's value is converted and the exchange rate will display in subwindow "S" (Special Documents) on the RA Open screen). If there is no Exchange Rate record referencing either Rate Code, then the SVV's value is assumed to be in domestic currency and no conversion takes place. An example of a SVV that has a matching Exchange Rate
is shown below:
For Hertz Australia operations entering "FVV" or "SVV", the subwindow displays:
Enter data as follows: |
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2a. ACCOUNT # |
Enter the card number.This Hertz Card number is validated against the Hertz Card records in the Edit Credit Card file. EXAMPLE: Type 243101788889 (RET) |
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2b. CTRY |
This field defaults to the country from the Hertz Control Record. To enter a different country, use Shift/F7 in this field to bring up a listing of the Country Codes EXAMPLE: Press (RET) |
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COMPANY |
The company name displays in this field |
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3. VALUE |
This field defaults to 9999 for FVVs. For SVVs, enter the stated value. |
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4. IT# |
This field is not accessible; the cursor skips this field. |
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5. VOUCHER # |
Enter the Voucher Number in this field.. |
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6. ISSUED BY |
Data from the reservation may display in this field. |
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7. SPEC INST 1 |
Data from the reservation may display in this field. |
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8. SPEC INST 2 |
Data from the reservation may display in this field. |
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The related Hertz Credit Card CDPID number will be entered on the RA if the CDPID number field is blank. Likewise, the Hertz Credit Card IATA number will be entered on the RA in the vendor number field if that field is blank.
Another issue in Europe (and possibly elsewhere) concerns prepaid reservations taken on the web site. These are prepaid reservations such as a e-ticket type booking. (They are not tour reservations, and there is no need for a voucher.) The reservation interface program for Europe creates a SVV for these reservations (minus the voucher number.) When the customer arrives, the user must fill in the voucher number to save the SVV (it's displayed as PPF Number on the right side of the S subwindow). This way the billing goes back to Hertz in the normal way and the renter is liable for all additional charges.
D. TOUR
VOUCHERS.
Voucher records attached to Reservations received through the Res Interface program from OKC are automatically added to RAs, and the voucher information cannot be edited. It can be deleted, however.
When manually entering tour vouchers, enter "TOUR" in Field 1. The screen will then display:
| OPTION:____________ HERTZ PROMOS/CERTIFICATES/VOUCHERS 1 Document type TOUR 2 IT # * |
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2. IT # |
Enter the IT# printed on the voucher. The first two characters of the IT# must be the letters "IT". EXAMPLE: Type ITUSAGNO (RET) If you are set up to validate IT numbers, the number entered here must be a valid tour IT#. Otherwise, the following message appears at the bottom of the screen:
In addition, if you are set up to validate IT numbers, the document type entered must agree with the Tour Family value entered on the IT record. If it does not agree, a message similar to the one shown below will display:
Where xxx is the document type entered in Field 1, and " yyy" is the document type from the IT record. The document type will then be changed to the document type from the IT record. User tip: For most operations, an IT record has only one HCC account number. In Europe, however, a single IT record may have numerous HCC accounts. When that is the case, a prompt will ask you to enter the HCC number. Once a valid IT number has been entered, the screen will then display:
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3. VOUCHER # |
Enter the voucher number. EXAMPLE: Type 223664 (RET) User tip: Voucher records created by the Res Interface program that are missing their voucher numbers permit the voucher number to be edited. |
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4. Euro(Y/N) |
Enter Y if the voucher originated in Europe. Enter Nif it is a domestic tour voucher. EXAMPLE: Type Y / |
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4b. ACCT # |
For European tour vouchers, enter the account number of the tour operator. EXAMPLE: Type 263738859978(RET) User tip: Use the Edit HCC Patterns program to identify the characteristics of Hertz Credit Cards accepted in your country for TOUR transactions. |
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4. CLASS |
Enter the car group (vehicle class) if printed on the voucher. EXAMPLE: B (RET) User tip: The Class on a tour voucher is validated against the TPR or net rate defined for the IT records and not against the Class defined for the out of voucher rate. |
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5. DAYS |
Enter the number of rental days the voucher authorizes. If there are multiple vouchers, enter the total voucher days from all vouchers. EXAMPLE: Type 7 (RET) User tip: Indicate multiple vouchers in Field 11. A pop-up window will appear where the other voucher numbers can be entered |
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6. ITINERARY DAYS |
If a chauffeur itinerary applies, enter the number of itinerary days. |
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7.VALUE |
Data can be entered in this field only if the IT record entered in Field 2 is defined as a "gross" tour rather than a "net" tour. The value for Gross Tour family vouchers is transmitted in the reservation is taken from the "VP" mnemonic field within the Hertz reservation. The fields within the BR section are ignored. Hertz Pre-Pay vouchers MUST be set up as a "G" Gross Tour family in their IT Code record. This field is blank for ghost (net) tours, and value of the net tour voucher is taken from the field BR-TTL-CHARGE-AMT in the BR section of the reservation record sent from OKC. |
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8. BOOK REF |
If data is displayed in this field, it is the Booking Reference from the reservation. Hertz Canada users cannot edit this information. However, for other Hertz users, this field is editable. |
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9. COMPANY OR |
If data is displayed in this field, it is the Company Order from the reservation. Hertz Canada users cannot edit this information. However, for other Hertz users, this field is editable. |
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10. REFERRED BY |
If data is displayed in this field, it is the Referred By data from the reservation. Hertz Canada users cannot edit this information. However, for other Hertz users, this field is editable. |
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11. MULTIPLE |
Indicate if the transaction involves multiple vouchers. If a "Y "is entered in this field, a pop-up window will appear for entering the other voucher numbers. When there are multiple vouchers, remember to enter in Field 5 of this subwindow the TOTAL number of voucher days from all vouchers. |
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INCLUDES |
This field displays the items that are included in the voucher such as taxes, coverages, and other options. When operating under Canada method, this data comes from the IT record. When operating under Australia method, this data comes from the inclusive Option Set indicated on the tour Rate Product. |
NOTES ABOUT TOUR RENTALS:
Estimate: When a tour voucher has been entered, the estimate feature ("F8" key) on the Open screen will display only those charges for which the driver/renter is responsible.
Voucherless tours: For voucherless style IT Codes, entry of voucher information into the S subwindow is blocked from RA Open. However, it is allowed from Edit Opening Fields.
Voucher required: For voucher required IT codes, the tour information is also in the reservation received from OKC. However, it is not brought into the RA Open screen because it is subject to change. Therefore, the renter MUST present the original voucher (or copy if allowed) to do the tour rental. Otherwise, the rental is opened as a retail rental.
Drop charges: Drop charges (also referred to as Intercity Fees) for one-way rentals may be handled in different ways depending on how the IT record is defined:
The drop charge is included in the will not be applied to one-way rentals. (The tour operator is exempt from drop charges.)
Drop charges are not included. The renter is responsible for paying the drop charge.
Drop charges are not included and will be applied to one-way rentals. The tour operator is responsible for the drop charge. The drop charge will be billed to the tour operator in addition to the voucher.
The drop charge is selected according to the following hierarchy:
Reservation: A drop charge included in the reservation takes precedence.
Edit IT Drop Charges: If there is no drop charge on the reservation, the drop charge from the IT Drop Charge record is used.
Edit Drop Charges: If there is neither a drop charge on the Reservation nor in the IT Drop Charge file, then the drop charge comes from the regular Drop Charge file.
Display of Voucher Charges: A field in the User Access File controls whether or not each user has the ability to display the voucher charges on the RA Close screen.
Deleting Vouchers: From the "OPTION" field in the subwindow, enter the Field number for the voucher. (This is normally Field 12.) This will retrieve the voucher. Press "F4" to delete the voucher.
Editing Vouchers: Data supplied by the Res Interface program on reservations from OKC cannot be edited. An exception is a tour voucher record created without a voucher number. In this case, the voucher number can be entered. If the voucher record needs correcting, delete the voucher and re-enter it. For vouchers entered manually (not part of a reservation received electronically), the IT# and the Voucher # can be edited. To change any other fields (Class or # number of days), delete the voucher and re-enter it.
Optional charges: Items included in the voucher are automatically applied to the RA for any out-of-voucher charges. For example, if LDW was included in the voucher, it will be automatically added to the RA for any days beyond the voucher period.
E. VOUCHERS
If “VCHR” is one of the defined choices and is entered in Field 1, the screen displays as follows:
| OPTION: ______________ HERTZ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE 1 Document Type VCHR (PROMO FF CERT TOUR MCO AWARD VCHR HCC INS) 2 Account# * 12 * 13 * 14 * 15 * |
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2. ACCOUNT # |
Enter the HCC number from the document. This will be validated against the HCC Patterns file, and the corresponding FOP code will display. All other fields appropriate for that FOP will come up on the screen. If the HCC number is one that is used for FVV and SVVs, since the same account number range is used for both, you will be prompted to identify the document as either the Full Value or Stated Value Voucher. |
F. MISCELLANEOUS CHARGE ORDERS.
When "MCO" is entered into Field 1, the screen displays:
| OPTION:____________ HERTZ PROMOS/CERTIFICATES/VOUCHERS 1 Document type MCO 2 Voucher # MISC CHG ORDERS 3 Class * 4 Days * 5 Value * 6 Airline * |
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2. VOUCHER # |
Enter the MCO number from the document. EXAMPLE: Type 8034278648(RET) |
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3. CLASS |
Enter the vehicle class if printed on the MCO. If no class is shown, press RET. EXAMPLE: Type C (RET) |
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4. DAYS |
Enter the number of days authorized by the MCO. If days are not printed on the MCO, press RET. EXAMPLE: Type 1 (RET) |
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5. VALUE |
Enter the dollar value of the MCO. EXAMPLE: Type 200.00 (RET) |
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6. AIRLINE |
Enter up to 2 characters representing the airline code. EXAMPLE: Type US (RET) |
A field in the frequent traveler code record is used to define whether or not MCO's are accepted. If your system is configured such that MCO's are not accepted for the airline, the following message will display:
MCO'S ARE NOT ACCEPTED FROM THIS AIRLINE
G. AWARD
Hertz often times participates with hotel chains where, after a certain number of stays, the customer receives a voucher for a free or discounted car rental. CARS+ allows up to 3 award type entries on the same RA.
When "AWARD" is entered in Field 1, the screen displays as follows:
| OPTION: ______________ HERTZ PROMOS/CERTIFICATES/VOUC 1 Document Type AWARD (PROMO FF CERT SVV FVV TOUR MCO NEVER AWARD) 2 IT # * Voucher/Cert #1 3 Certificate # * 4 Value * Voucher/Cert #2 5 Certificate # * 6 Value * Voucher/Cert #3 7 Certificate # * 8 Value * |
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2. IT # |
Enter the IT# printed on the voucher. The first two characters of the IT# must be the letters "IT". EXAMPLE: Type ITUSAGNO (RET) If you are set up to validate IT numbers, the number entered here must have a valid record entered in the Edit IT Codes program. Otherwise, the following message appears at the bottom of the screen:
In addition, if you are set up to validate IT numbers, the document type entered must agree with the "Tour Family" value entered on the IT record. If it does not agree, a message similar to the one shown below will display:
Where xxx is the document type entered in Field 1, and " yyy" is the document type from the IT record. The document type will then be changed to the document type from the IT record. |
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3. CERTIFICATE # |
Enter up to 20 alphanumeric characters representing the certificate number on the award. Type: SAM092769 (RET) |
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4. VALUE |
Enter the value of the award. EXAMPLE: Type:50.00 (RET) |
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FIELDS 5. - 8. |
Fields 5 - 8 may be used to enter up to 2 more awards on the same RA. |
H. OTTO (One Trip Travel Order)
For those locations who enter OTTO's in the S Subwindow, use this section for instructions. Those locations that do not use the S Subwindow for OTTOs should refer the section on One Trip Travel Orders later on in this chapter.
When an OTTO is on the RA, the RA is exempt from the max days rules. OTTOs are not accepted on multiple invoiced rentals or long term rentals.
When "OTTO" is entered in Field 1, the screen displays as follows:
| OPTION: ______________ HERTZ PROMOS/CERTIFICATES/VOUC 1 Document Type OTTO (PROMO FF CERT SVV FVV TOUR MCO AWARD OTTO HCC INS) 2 Account # * Company 3 Voucher # * 4 Dept * Bill Addr 5 Issued by * 7 Spec Inst 1 * 8 Spec Inst 2 * * * * * |
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2a. ACCOUNT # |
Enter the card number. This number must meet the standard Hertz check digit logic. EXAMPLE: Type 243101788889 (RET) User tip: Use the Edit HCC Patterns program to identify the characteristics of Hertz Credit Cards accepted in your country for OTTO transactions. Certain card number sequences have restrictions on them and can be used only for certain types of transactions. The 11th digit on the card must be "8" for it to be used as an OTTO. Therefore, one of the following message may display:
In addition, a flag in the Hertz Control Record is used to turn on a feature where Hertz Credit Card numbers are validated against the Hertz Credit Card File. If the card is validated, the related Hertz Credit Card CDPID number from the credit card record will be entered on the RA if the CDPID number field is blank. Likewise, the Hertz Credit Card IATA number from the credit card record will be entered on the RA in the vendor number field if that field is blank. |
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2b. CTRY |
This field defaults to the country from the Hertz Control Record. To enter a different country, use Shift/F7 in this field to bring up a listing of the Country Codes . EXAMPLE: Type CA (RET) If the Country Code entered doesn't correspond to the Account Number entered in Field 1 and card numbers are validated in the Hertz Credit Card File, the following message will display: NOT A LOCAL ACCOUNT, ENTER THE COUNTRY CODE FOR THE ISSUING COUNTRY. |
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COMPANY |
The company name displays in this field. |
3. VOUCHER # |
Enter up to 20 characters representing the voucher number printed on the OTTO. EXAMPLE: Type H1020502 |
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BILL ADDR |
If the card is validated against the Hertz Credit Card file, the billing address displays in this field. |
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4. DEPT |
Using up to 25 characters, enter the department of the company that issued the OTTO. EXAMPLE: Type PERSONNEL |
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5. ISSUED BY |
Enter the name of the person who signed the OTTO on the "Issued By" line. EXAMPLE: Type STEVE JENSEN (RET) |
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6. & 7. SPEC INST |
Use these 2 fields to enter any special billing instructions that appear on the OTTO.Each field accepts up to 30 alphanumeric characters. EXAMPLE: Type MARK FOR PERSONNEL DEPT |
Once an OTTO has been added to a RA, the details cannot be edited.If it needs correcting, delete the OTTO and re-enter it.
I. HCC (Hertz Credit Cards)
For those locations who enter Hertz Credit Cards in the S Subwindow, use this section for instructions. Those locations that do not use the S Subwindow for Hertz Credit Cards should use the normal Form of Payment fields.
When "HCC" is entered in Field 1, the screen displays as follows:
| OPTION: ______________ HERTZ PROMOS/CERTIFICATES/VOUC 1 Document Type HCC (PROMO FF CERT SVV FVV TOUR MCO NEVER AWARD OTTO HCC INS) 2 Account # * * * * * |
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2. ACCOUNT # |
Enter the Hertz Credit Card number in this field. EXAMPLE: Type 140208099988(RET) User tip: Use the Edit HCC Patterns program to identify the characteristics of Hertz Credit Cards accepted in your country for Hertz Credit Card transactions. |
J. INS (Insurance voucher)
User tip: Prior to entering the voucher information, the dates and class of vehicle must be entered in the main window.
Some operations, such as Hertz Australia, enter insurance vouchers through the S subwindow. In the subwindow, enter "INS" in Field 1, and the screen will display as follows:
| OPTION: ______________HERTZ PROMOS/CERTS/VOUCHERS Page:01 F1-SAVE F4=DELETE 1 Document Type INS (PROMO FF CERT SVV FVV TOUR MCO AWARD OTTO HCC INS) 2 IT # * Company 3 Ins Rate/Cls/Days */*/* 4 Voucher#/Claim # */* 5 Cust Rate * Company Order * 6 Adjuster Name * Referred By * 12 * 13 * 14 * 15 * |
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2. IT # |
Enter the IT# of the Insurance Company. The first two characters of the IT# must be the letters "IT" and a valid record for the insurance company must already have been set up through the Edit Insurance IT Codes program on the Hertz Menu. EXAMPLE: Type ITDCS10A (RET) |
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3a. INS RATE |
This field defaults to the insurance rate on the IT record. To accept it, press (RET). Otherwise, enter the Rate Product Code to indicate the rate authorized by the insurance company. EXAMPLE: Type140I (RET) |
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3b. CLS |
Enter the Vehicle Class Code of the vehicle the insurance company is willing to pay for. If the customer has upgraded to a more expensive vehicle, do not enter the class Code of the upgraded vehicle here. Instead, it is entered in the Main Window. The combination of the Rate Product in Field 3a and the Class in Field 3b should produce the rate the insurance company is willing to pay. EXAMPLE: Type C (RET) |
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3c. DAYS |
Enter the maximum number of days for which the insurance company will pay. EXAMPLE: Type 5 (RET) |
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4a. VOUCHER # |
This field defaults to the voucher numberentered on the reservation, This field accepts up to 20 characters. EXAMPLE: 78V123 |
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4b. CLAIM # |
This field defaults to the claim number entered on the reservation. This field accepts up to 20 characters EXAMPLE: 87-748-DJ-070492 |
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5. CUST RATE |
This field defaults to the voucher period rate from the IT record. The difference, if any,between this rate and the rate in Field 3a is displayed in the A subwindow and is the responsibility of the renter. EXAMPLE: 104R User tip: The retail rate from the Insurance IT record is loaded in Field 14a of the Main Window, and will apply to any days beyond the voucher period. |
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6. ADJUSTER NAME |
Enter up to 30 characters for the Adjuster Name. EXAMPLE: Type MARY BENNETT (RET) |
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COMPANY ORDER |
This field displays information from the reservation. |
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REFERRED BY |
This field displays information from the reservation. |
After pressing "F1" to save the entry, the screen will display as follows:
| OPTION: ______________HERTZ PROMOS/CERTS/VOUCHERS Page:01 F1-SAVE F4=DELETE 1 Document Type INS (PROMO FF CERT SVV FVV TOUR MCO AWARD OTTO HCC INS) 2 IT # * Company 3 Ins Rate/Cls/Days */*/* 4 Voucher#/Claim # */* 5 Cust Rate * Company Order * 6 Adjuster Name * Referred By * 12 * 140I/78V123/C/5 13 * 14 * 15 * |
User tips:
If a CDPID number is attached to the Insurance IT record, the CDPID is added to the contract. The CDPID's privileges are added which may affect the option rates that are included in the insurance voucher or those that are sold outside of the voucher.
The insurance company rate can be defined with an Add-on Option Set. If so, the options from the Option Set are automatically added to the RA and are flagged as being billed to the insurance company. These items cannot be removed from the RA.
A maximum drop charge can be assigned to the Insurance Company in the IT record. If the drop charge is greater than the maximum defined, the renter is held responsible for the difference.
Notes about Hertz Australia Insurance Replacement Reservations from the Res. Center:
When the Tour Operator IT number (TR field) matches an insurance tour family record in the IT File, the Reservation Interface program does the following:
K. DISPLAYING, CORRECTING, AND DELETING DATA IN THE S SUB-WINDOW.
An example of the S Subwindow, with a State Value Voucher,is shown below.
| OPTION:____________ HERTZ PROMOS/CERTIFICATES/VOUCHERS 1 Document type * (PROMO FF CERT SVV FVV TOUR MCO AWARD OTTO HCC INS) 12 * SVV/ITWPKR/14020809978/$500.00 13 * 14 * 15 * F2=NEXT 4 |
To display a previously entered document, enter the Field Number in the "OPTION" field and that record will be recalled to the screen.
To correct an entry: Enter the field number of the record to be corrected or deleted. Once you press (RET), all fields of the record will display. Re-enter data in any field that needs correcting. Return the cursor to the "OPTION" field and press "F1" to save. Then press "F1" at the Main Window "OPTION" field to resave the RA
To delete the document, display it and then press "F4" from the subwindow "OPTION" field.
More user tips - Multi-Month rentals:
By definition a HCC, FVV, or OTTO covers the entire rental period. Therefore, when any of them is used on a multi-month rental, it is added to the newly cloned RA when the Multiple Invoiced Rentals program is run. When there is a SVV on the rental being closed, the SVV is also cloned to the new RA any balance left on the SVV is applied,
L. FORMS OF PAYMENT AND SPECIAL DOCUMENTS/ VOUCHER RESTRICTIONS
Due to the way data is received via the EDBR program, Hertz OKC imposes rules on taking multiple Forms of Payment on a RA. In general, only one Hertz billable party can be entered on a RA (meaning Hertz OKC is responsible for clearing the payment.)
For example, it is not permitted to enter a HCC (Hertz Credit Card) and an AMX (American Express) where both will be collected by OKC On the other hand, however, if the AMX is collected locally, that is permitted. Likewise, entering Cash and a HCC is permitted.
The system can be configured to allow the following FOP's on the same RA:
For those locations who do not enter OTTOs in the S Subwindow, this section covers those fields that are handled uniquely on rentals involving Hertz One Trip Travel Orders (OTTOs) and Airline One Trip Travel Orders (ATTOs). It is assumed that the reader is familiar with all the material discussed earlier in the RA Open chapter.
When an OTTO is on the RA, the RA is exempt from the max days rules. OTTOs are not accepted on multiple invoiced rentals or long term rentals.
Entering an OTTO or ATTO involves fields on both the Main Window and the B Sub-window.
A. Main Window
Note: Some reservations for OTTO rentals may be transmitted from OKC flagged as "voucherless". If this is the case, an advisory message will display and the OTTO data may not be edited or removed.
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7a. FOP |
Skip this field by entering a slash "/". The FOP Code "OTTO" is automatically displayed in this field if the correct billing number is entered into Field 7b. EXAMPLE:Type / |
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7b. VCHR |
Enter the billing number printed on the OTTO voucher. This number is subject to check digit logic. OTTO account numbers are identified by the following criteria: North American logic:
European logic:
If the number entered is not valid, an appropriate message appears at the bottom of the screen and you will have to reenter the number. When the number is accepted, the FOP Code in Field 7a changes to "OTTO". If any other FOP Code appears, double check the data in this field for data entry errors. |
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7c. EXP |
Because OTTOs are only valid for 30 days, enter next month's date using the format MMYY. For example, if today's date is 1/12/05, the expiration date of the voucher is entered as 02/05. EXAMPLE:Type 0205 (RET) |
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8a. AUTH# |
Enter the pre-printed OTTO number that is stamped on the voucher. EXAMPLE:Type 35601 (RET) |
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8b. AMT |
Leave this field blank. |
B. Sub-window B.
The following fields in the B Sub-window are also used for OTTOs. At least one of these four fields must be used to successfully enter an OTTO.
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7a. DEPT |
Enter up to 25 alphanumeric characters to indicate the department of the company that issued the OTTO. EXAMPLE:Type PERSONNEL DEPT/ |
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7b. ISSUED-BY |
Using up to 30 characters, enter the name of the person who signed the OTTO on the "Issued By" line. EXAMPLE:Type STEVE JENSEN(RET) |
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8. SPEC BILL 1/2 |
In these two fields, enter any special billing instructions that appear on the OTTO.Each field will accept up to 30 alphanumeric characters.To use both fields for a single message: EXAMPLE: Type MARK INVOICE CLEARLY FOR/
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The combined Main Window and B Sub-window now appears as follows:
| OPTION: ______________ RA OPEN TEST 1 Name(L/F/T) */*/* 11 Ret Dt/Tm */* 2 Address * 12 Ret Loc/Drop FAR01/* 3 C/S/Z */*/* 13 Veh/Cl/Odo/F */*/*/* 4 Ph/DOB/Gen */*/* 14 Rate/Cl/Ppd */*/N 5 Locl Cnt * 15 Cell Phone * 6 Li/St/Ex/Ver */*/*/* 16 Empl/Drw */* 7 FOP/#/Ex/LOA OTTO/261234563786/02-05/* 8 Ath#/Amt/Cur/RoE 35601/*/*/* 9 Sr/Ty/ID */*/*/* 10 Notes * O-Sub Windows |
| OPTION: ______________ DIRECT BILL INFO 1 Bill-to# * 2 Name * 3 Address * 4 City/St/Zip */*/* 5 Phone * 6 PO# * OTTO Info----------- 7 Dept/Issued By PERSONNEL DEPT/STEVE JENSEN 8 SpecBill 1/2 MARK INVOICE CLEARLY FOR/PERSONNEL DEPT |
Notes about OTTOs: An OTTO applied to a RA while it is open will automatically apply at the time of Close. If you need to apply the OTTO after the RA is closed, it can be entered directly in the D subwindow (Payments subwindow) using the Edit Closed RA program.
User tip: Hertz Canada Corporate
Hertz Canada corporate locations are not limited on the return date on transaction that uses an OTTO as the Form of Payment of if the reservation is an applicant.
VII. STATE GOVERNMENT SERVICES CARDS
State employees on government business may charge their rentals on a state issued Government Services Card. Rentals of this sort can be transmitted to the Hertz Data Center for collections.In order to do this, a special record must be created in the Customer File for each state whose Government Service Card is to be accepted as a Form of Payment. Please see the Hertz Customer File Addendum for the instructions on creating these records.
A.OPENING A CONTRACT WITH A GOVERNMENT SERVICES CARD
Government Service Card rentals are treated as direct bill rentals. That is, when opening the contract, data is entered into the B Sub-window of the RA Open screen. Enter data as follows:
|
1. BILL-TO# |
Enter up the Customer Number code created for the state's Government Services Card. EXAMPLE:Type CAGSC (RET) |
|
2. NAME |
Type over the name that appears in this field, the exact name of the department within the state that is to be billed for this rental. Up tp 30 characters can be used. EXAMPLE:Type DEPARTMENT OF SOCIAL SERVICES (RET) |
|
3. ADDRESS |
Enter up to 30 alphanumeric characters to indicate the billing address of the department to be billed. EXAMPLE:Type 23450 IRVINE CENTER DRIVE(RET) |
|
4a. CITY |
Enter up to 16 alphanumeric characters to indicate the city. EXAMPLE:Type IRVINE(RET) |
|
4b. ST |
Enter up to 3 alphanumeric characters to indicate state. EXAMPLE:Type CA (/) |
|
4c. ZIP |
Enter up to 7 alphanumeric characters to indicate the zip code or postal code using the format described for Field 3b of the Main Window. EXAMPLE:Type 92707(RET) |
|
8b. OTHER ID |
Enter the card number of the Government Services Card being used. EXAMPLE: Type 1234567 (RET) |
The Direct Bill & Customer window will then display:
| OPTION: __________ DIRECT BILL & CUSTOMER Direct Bill & Employer Info---- Customer Info------------ 1 Bill-to# CAGSC Cust# * 2 Name DEPARTMENT OF SOCIAL SERVICES 7 Disc Pct/Amt 10.00/* 3 Address 23450 IRVINE CENTER DRIVE 8 Type/Other ID 1234567 4 City/St/Zip IRVINE/CA/92707 9 Freq Tvlr# UA 1234567 5 Phone 714-544-2679X23 10 Tax Code this RA NTX 6 PO# 2439DV 11 Tax ID# 1234567890 OTTO Info----------- 12 Dept/issuedBy */* 13 Spec Bill 1/2 */* |
When closing the contract, the system will notify you that the rental will be billed to the GSC Card.
The EDRB program will transmit the complete name and billing address to the Hertz Data Center.
A Vehicle Exchange causes the first RA to be voided (status VOID-X) and a new RA number is assigned to the RA.
To see the complete history of a rental, you can use the F6 Search feature to do a Link Search. It displays all linked RAs.
Some of the reservations received from the Hertz Rez Center involve corporate customers with CDPID numbers. If these reservations are received electronically, the CDPID number and the corresponding corporate rate or discount will be part of the reservation.
Discounted Corporate Rates
For certain Corporate Discount Plans, both a corporate rate AND a discount applies. When a discount on a corporate rate is transmitted via Reservation Interface, the discount is accepted when the location's City List indicates it accepts these discounts -- even though the Rate Product may be flagged as non-discountable. On these reservations, the discount percentage is not editable. Furthermore, if the Rate Code is changed to another non-discountable rate, the discount will be removed from the transaction.
Local reservations and walk up rentals
For reservations made locally or for walk up rentals, a search of the CDPID file is available on both the Reservation screen and the RA Open screen. The CDPID file can be searched by CDPID number or by company name. When a record is selected from the search, one of two things happens:
1. If a corporate rate applies, it is selected and entered into the Rate Field and the CDPID number is entered into the ID Field.
Subwindow W automatically displays information regarding the contract rules, LDW rates,and Privilege Codes. An example is shown below:
| OPTION:___ CDP Privileges Account Info Privilege Codes A2 18 YEAR OLD MIN AGE Contract No 123456 EC LDW NO/CHG Rate Plan CORPA Alt Rate Plan CORPB LDW Incl N LDW Resp 500 LDW Rates 10.00/59.00/199.00/10.00 Salesman Code/Name SAJ/STEVE JONES Phone /State 213-456-7890/NSW Surcharge exempt |
2. In some cases a contract rate does not apply.This occurs in one of the following situations:
A. Customer's company has a corporate discount rather than a corporate rate.
B. Customer's company has a corporate rate, but the rate does not cover the rate class of vehicle that the customer is renting.
In these cases, the following message displays:
NO RATE CLASS FOR CORP GROUP--DISCOUNTS ONLY APPLY
Then the discount window automatically displays as follows:
No contract rate applies to this rental.
The contract discount for standard rates is: xx %.
Check the Commerical Provisions Guide for the following Rate Codes to
see if an alternate discount applicable to other rates may be used.
A1,A2,C5,E9,L6,L9,M1
Enter discount:
The discount percentage in paragraph 2 will vary by company as will the codes in paragraph 4.
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.
Contract Broken Messages
A. When a corporate rate is manually changed, the following message wijll display:
CONTRACT BROKEN - SPECIAL PRIVILEGES REMOVED
In this case, all privileges associated with the CDPID are removed from the RA.
B. If the GVT record "KEEPPRIV" has been set up, the following message will display:
CONTRACT BROKEN, DO YOU WANT TO REMOVE THE SPCIAL PRIVILEGES?
Enter:
Y = Yes, remove the privileges associated with the CDPID.
N = No, do not remove the privileges.
Foreign CDPID Message
The CDPID file Hertz provides to US and Canada licensees contains only North American CDPID data. Therefore, CDPID numbers issued in other parts of the world are not included in the file. As an example, if a customer has a European CDPID number, the following question displays:
IS THIS A FOREIGN CDPID?
Enter:
Y = Yes, this is a foreign CDPID number. The CDPID number should remain on the RA. However, no rates or privileges are applied to the rental.
N = No. In this case, the CDPID number is removed as it is assumed the user made a data entry error.
Determining Daily, Weekly, Monthly and Extra Day Rates
Reservations received from OKC contain a field known as the "Base Rate" indicator field.It defines if the"daily", "weekly" or "monthly" rate is the "base rate" on the reservation.The reservation data sent from OKC includes the rates for just the base period and the extra days.Therefore:
When "Day" is the base rate, no weekly or monthly rates are included.
When "Week" is the base rate, no daily rate or monthly rates are included.
When "Month" is the base rate, no daily or weekly rates are included.
In order to load the rates that are not included, calculations are made based on fields from the CDPID record.As part of the CDPID record, there are weekly and monthly "multiplier" fields. These are shown in the R Subwindow (Rules Subwindow) on the Reservations, RA Open, and RA Close screens.An example is shown below and comments follow it:
| OPTION: ______________ RATE RULES ---Control Record--- Set/date A/02-28-06/0000 Alt rates */* Cont 00040000City Min days/Chg-to */* Pricing code/RQ/PMAI/CRL/* Plan 0937 Max days/Chg-to */* Fuel rate Out/In */* Code ACAGAHA1A2BSCPCQ Intercity Chg-to * Eff Optset 1 CVC5DDE3E8E9FFL9M1M2 Disc/Edit/TaxInc N/Y/* Orig RQ CRL N1P7Disc: SUM TM Grace/Charge for 59/N Discount: SDL 20SWL Cal calc/Week min */5 Wkly:Mult05.20Min6 Yield Pcts */*/*/*/* Mnth:Mult20.80Min28 |
In the illustration above, the weekly multiplieris 5.2 days; however, the rental must run for a minimum of 6 days before the weekly multiplier will take effect.
The monthly multiplier is 20.8 days; however, the rental must run for a minimum of 28 days in order for the monthly multiplier to take effect.
Depending on which is the designated base rate, the other rates are determined using the following rules:
|
Base Rate indicator is: |
Daily Rate |
Weekly Rate |
Monthly Rate |
Extra Day Rate |
|
DAY(DY) |
Included in the Res. |
Daily rate multiplied by the CDPID's weekly multiplier |
Daily rate multiplied by the CDPID's monthly multiplier |
Included in the Res. |
|
WEEK (WK) |
Extra Day rate is used |
Included in the Res. |
Extra day rate multiplied by the CDPID"s monthly multiplier |
Included in the Res. |
|
MONTH (MO) |
Extra Day rate is used |
Extra day rate multiplied by the CDPID's weekly multiplier |
Included in the Res. |
Included in the Res. |
Examples using the CDPID multiplier fields from the illustrationabove:
Example 1: If the weekly rate is not included in the reservation data send from OKC, the weekly rate is computed as 5.2 times the daily rate.
Example 2: If the monthly rate is not included in the reservation data send from OKC, the monthly rate is computed as 20.8 times the daily rate.
Note: For US and Canada locations, CDPID numbers must be numeric. For Hertz operations in other countries, CDPID numbers can be alphanumeric.
Business or Leisure
When reservations with a CDPID are
transmitted from OKC, there is an indicator in the data noting if the
reservation is for 'business' or 'leisure'. This indicator is included
in the data that is transmitted back to OKC through the EDRB process.
In order for all RAs with a CDPID (including walk ups) to have the
business or leisure indicator, a field in Edit Misc Control Fields is used to turn on a question that is asked when opening a RA that does not yet have the business/leisure indicator. When saving the RA, a pop-up window will display showing the question: IS THIS A BUSINESS RENTAL?. Enter:
Y = Yes, it is a business rental.When "Y" is entered, another question may appear requiring that the organization's department be entered. (This depends on a setting in the Corporate Account record.)
N = No, it is not business. Therefore, it's leisure.
X. HERTZ UNIQUE UPSELL FEATURES
The following are features and procedures of the U Subwindow that are unique to Hertz users.
A. On the U Subwindow, an asterisk after an upsell charge indicates that this amount was taken from the Contract Rate quoted on the main window. That is, instead of coming from a separate Upsell Matrix, the amount is the incremental difference between the quoted Rate Class and the Class on the subwindow.If the charge does not have an asterisk, it comes from the Upsell Matrix.
For example, the contract rate 690 with the following charges would produce the subwindow illustrated below if a class A car was reserved:
690 Class Rate
A 36.00
B 37.00
C 38.00
D 39.00
F 40.00
| OPTION:__________ UPSELL RATES Upsell Per Day (* = Corp Rate) Upsell Per Day 1. B 1.00* 10. 2. C 2.00* 11. 3. D 3.00* 12. 4. E 6.00 13. 5. F 4.00* 14. 6. G 8.00 15. 7. I 10.00 16. 8. 17. 9. 18. |
In the Subwindow above:
1. $1.00 is the difference between the contract rate for class A and the rate for class B. The asterisk indicates that this is not taken from the Upsell Matrix.
2. But because Contract rate 690 does not have a rate for a Class E car, the upsell charge is taken from the Upsell matrix. This is true of the charge to upsell to Classes G and I.
B. Upsell charges that are based on the Contract Rate rather than the Upsell Matrix can NEVER be negotiated.
C. If the rate sent with the reservation is greater than the corresponding corporate rate stored on your system, only those local classes with higher rates will appear on the Upsell Subwindow. For example, if the daily rate sent with the reservation for Class A mentioned in Point A above was $38.00, the Upsell Subwindow would appear as below:
| OPTION:__________ UPSELL RATES Upsell Per Day (* = Corp Rate) Upsell Per Day 1. D 1.00* 10. 2. E 6.00 11. 3. F 2.00* 12. 4. G 8.00 13. 5. I 10.00 14. 6. 15. 7. 16. 8. 17. 9. 18. |
In the example above:
1. Even though the reservation was only for a Class A, upsells to Classes B and C are not possible because the locally stored contract rate is less than the reserved rate.
2. The first local rate which is larger than the reserved rate is the Rate for Class D. Therefore, that is the first upsellable class.
3. Upsells to Classes E, G and I are still possible because they do not conflict with the contract rate structure.
D. For security reasons, upsells are not possible on any reservation where the rate (product) code, rate class or the rates themselves have been edited. Upsells are allowed on reservations where the reservation merge program has changed the rate to one of the res templates (such as REZ-D) due to the fact that the rate (product) code sent by Hertz is not found on your local system.
XI. AUTHORIZATION REQUEST NUMBER
For a Hertz operation in Mexico, the credit card processor requires a unique transaction number at the time of authorization. This section of the the chapter provides the details in how to set up CARS+ to generate an Auth. Req. # and then provides direction on how to reference it.
A. Set up
Ask Thermeon's Customer Support Dept. to set up the GVT record "AUTHREQ#".
B. Operation
When the F8 key is used to obtain an Estimate (if a credit card number has been entered in Field 7 of the main window), upon exiting the estimate the following message is displayed:
DO YOU NEED AN AUTHORIZATION REQUEST NUMBER?
Answering "N" causes the program to continue as usual.,
Answering "Y" causes the issuance of a "Authorization Request Number" and the following message is displayed:
USE TRANSACTION NUMBER xxx TO OBTAIN A CREDIT CARD AUTHORIZATION.
(where "xxx" is the Auth. Request Number.)
This number is recorded in CARS+ in a cross reference file.
A search of the cross reference file is available from the RA Open and RA Close screens. Enter the Auth. Req. # to obtain the RA number. Or enter the RA Number to get the Auth Req. #. If the search is requested when a RA is displayed on the screen, the search automatically displays the Auth. Req. # for that RA.
XII. HERTZ CANADA - SKI LIFT TICKETS
Some locations in Canada participate in the promotion where a free ski lift ticket is issued to the customer at the time of Opening a RA. For those locations, when F1 is pressed to save the RA a pop-up message displays instructing the user to:
Enter the line number of the resort for which a lift ticket is to be printed or press RET to skip printing a lift ticket.
Up to three resorts can be listed.(Thermeon's Customer Support Dept. can set up the resort choices in a GVT record.)
When a lift ticket is issued, it is logged in a file. Use the Ski Lift Ticket Report program to obtain a report of the tickets issued.
Preprinting a ski lift ticket for a Gold reservation:
Use the program Print Ski Lift Tickets to preprint a ski lift ticket for a preprinted RA generated from a Gold reservation.
Reprinting a ski lift ticket:
Use the program Print Ski Lift Tickets to reprint a ski lift ticket. The minimum menu access level needed to reprint a ski lift ticket is defined in the GVT record.
XIII. ESTIMATES FOR GOLD RESERVATION RAs
When the reservation pick up date/time is earlier than the system date/time, the system date/time is used for the start date/time when calculating the estimate.
When the reservation pick up date/time is later than the system date/time, the reservation's date/time is used for the start date/time when calculating the estimate.
XIV. INSURANCE REPLACEMENT - HERTZ CANADA
When the reservation from OKC is marked as a insurance replacement, the following message is displayed:
THIS IS AN INSURANCE REPLACEMENT RENTAL.Y/N
The rental will proceed regardless of the response.
If the reservation indicates that the customer's preference is to accept the fuel purchase option,the prepaid fuel flag is set to"Y" when the vehicle is added to the RA.
If the reservation has data in certain fields for which Res Messages have been set up, a pop-up window displays along with the text of the Res Message. (Res Messages are set up in the Edit Res Message Codes program on the Hertz Canada Menu.)
Canada Operations and State Farm
Canada operations, when using a State Farm reservation to open a RA, may find that an insurance voucher has already been created as part of the reservation. If the data sent on the reservation is insufficient to create an insurance voucher, an incomplete voucher will have been created. Depending on the configuration of the system (through the use of GVT records), the rate and rate class may not be editable on this type of transaction.
XV. SEAMLESS RESERVATIONS AND RAs
For details please refer to the chapter of the manual: Appendix - Hertz Seamless for Reservations & RAs.
For Hertz Canada corporate locations, the Hertz Number 1 Club number cannot be edited on a previously saved reservation or on a RA opened using a reservation with a Number 1 Club number.
XVII. GOVERNMENT RATES - HERTZ CANADA
For Hertz Canada corporate locations, government rates include those that have "GOV" as the first three characters of the rate.
XVIII. HERTZ CANADA - AIRPORT ARRIVAL QUESTION
For Hertz Canada operations that are set up as Airport Location Type "M" (mixed location), the standard CARS+ airport arrival question, "IS THIS AN AIRPORT ARRIVAL RENTAL? Y/N", is replaced with "
DID YOU ARRIVE BY AIRPLANE AT xxx WITHIN THE PAST 24 HOURS?Y/N
(where xxx is the Location Name.)
Additionally, the GVT record "CANAIRPT" is used to define part of the text that should print on the RA in regard to the airport arrival.
XIX. HERTZ AUSTRALIA – PREPRINTING GOLD SERVICE RESERVATIONS
For Hertz Australia when preprinting a RA (F4) and from a Gold service reservation,the full customer data validation check is done just as it is when saving a RA with F1.
XX. HERTZ CANADA CORPORATE – SVV AND TOUR VOUCHER RENTALS; INCIDENT ENTRY
For Hertz Canada corporate operations rentals with a SVV or a Tour voucher, a credit card pre-auth or deposit is required for the out of voucher charges or for the auth. pad amount – whichever is larger. That is, even if the voucher covers all charges, a deposit or pre-auth is still required.
SVV rentals and Incident entry
For corporate locations, when a RA has a SVV, an incident entry cannot be applied to the RA. If an attempt is made to enter an incident, the following message will display:
CSADJ NOT ALLOWED, RA HAS SVV, HANDLE OFF LINE
XXI. INSURANCE REPLACEMENT RENTALS - US LICENSEES
A separate series of RA numbers beginning with the letter "N" is used for insurance replacement rentals. When opening a RA, if there is an insurance voucher on the reservation or one is added to the RA during the opening process, a number from the "N" series is automatically assigned. If a RA is opened as a retail RA (L series), and an insurance voucher is later added to it, the original RA is voided, the data is cloned, and a new number using the N series is assigned to the RA.
User tip: Edit Opening Fields can be used to link a missed reservation with a RA. However, linking an insurance replacement reservation (with an insurance voucher) to the open RA will NOT cause the RA to be voided and cloned with an N series number. The voucher must be manually entered on the RA which will cause the retail RA to be voided and will create an insurance RA using the N series.
XXII. PRINTING NUMBER 1 CLUB APPLICATIONS
Hertz Australia has the ability to print a Hertz Number 1 Club application when opening a RA. After the RA has been printed, if the customer does not have a Number 1 Club number (Other ID) and has not previously been given an application (#1 Club Date field attached to their customer record is blank), the following message will display:
WOULD YOU WISH TO JOIN THE HERTZ NUMBER 1 CLUB PROGRAM?
If "Y" is entered, a Hertz Number 1 Club application will print and the #1 Club Date field attached to their customer record is updated with the current date. The Club Date field is shown in the Customer Info subwindow (Subwindow AD) of RA Open.
If "N" is entered, the Number 1 Club Question field attached to their customer record is incremented. A field in the Edit Print Library record defines the maximum number of times the customer can be asked the question. By incrementing the field in the Customer record, the system tracks the number of times they have already been asked. When the maximum is reached, the system will not prompt the question again.
When the customer is already a member of the Hertz Number 1 Club, the following message will display:
WOULD YOU LIKE TO UPDATE YOUR HERTZ NUMBER 1 CLUB PROFILE?
User tip: Note that the above questions are not asked when the RA has any of the following on it:
HCC
OTTO
Tour Voucher
Insurance Voucher
FVV
SVV
User tip: The Number 1 Club Enrollment Report can be run later as a follow up. It lists those customers who were given an application but still do not have a Number 1 Club number in their customer record. Refer to the chapter titled #1 Club Enrollment Report for details.
User tip: The prompting of the questions is caused by entering a the maximum number of request times in the Print Super Rez field of the Edit Print Library Control record.
XXIII. HERTZ CANADA - DNR CHECK
As part of Hertz Canada's credit card authorization logic, the system in OKC queries the DNR (Do Not Rent) list regarding the drivers license data. This query is made in place of checking for BAD customers within CARS+. A GVT record turns on this logic.
When the DNR check is being made, the following message displays on the RA Open screen:
DNR CHECK IN PROGRESS
If not found on the DNR list, the following message displays:
DNR PASSED
If found on the DNR list, and the user's User Access Record does not permit rentals to "bad" type customers, the following message displays and the renter's information is removed from the screen:
THIS CUSTOMER IS ON THE DO NOT RENT LIST - RENTAL NOT ALLOWED.
If found on the DNR list, and the user's User Access Record permits rentals to "bad" type customers, the following message displays:
THIS CUSTOMER IS ON THE DO NOT RENT LIST - ALLOW RENTAL? Y/N
Note that a privilege code can exempt corporate accounts from the DNR check.
XXIV. HERTZ CANADA - QUICKIE EXCHANGES
A "quickie exchange" is one where the user changes the vehicle number in the Main window and the Exchange subwindow is not used. These are allows if the RA has not been transmitted to CARRENT.PLEASE EDIT THE RATES IN THE A SUBWINDOW AND USE THE RATES SUPPLIED IN THE N-SUBWINDOW REMARKS FIELD.A field in Rules/Rate record is used to identify rates that are used on this type of reservation in order for the rental agent to have the ability to edit (enter) the rate when opening a RA. This is the case even when the rental agent's User Access File record does not allow editing rates at the time of Open. If an attempt is made to save the RA without the rate being entered in the A subwindow, the following message displays and the save is aborted:
RATES MUST BE MANUALLY EDITED BEFORE SAVING.
These rate edits appear on the PMA Rate Edit Report like all other rate edits.
Data from rentals by NRMA members is exported to NRMA. For certain CDPID accounts, a NRMA membership number is forced on the RA since it is validated when the data is exported. To identify these RAs, a CDPID number is placed on the rental. It has a privilege code that specifies a Frequent Traveler Code. Instead of being listed (using Shift/F7) from the "Freq Tvlr#" field in the Customer Info Sub-window (Sub-window AD), it will be shown in a list (using Shift/F7) in the membership pop-up window. It is automatically accessed from the CDPID field on the main window of RA OPEN.
XXVII. HERTZ CANADA PRE-PRINTING RA'S
When preprints are designated to go into OPEN-P status, and the current date/time is earlier than the pickup time plus the number of hours allowed in the Preprint Edit Hours field in the Location or Edit Misc. Control record, and the time out has not been edited (opening time is the same as the reservation's pick up time), the user is allowed to do the following:Add optionsOtherwise, these changes (adding options, editing the prepaid fuel flag, editing the frequent flier number) are not allowed.
Add or change the prepaid fuel flag
Add or change the frequent flier number
| OPTION: ______________ CUSTOMER INFO Cust# * 9 Privacy * 1 Disc Pct/Amt */* 10 Scan Date * 2 Typ/OthID/Upd WLK/*/* 11 #1Club Date* 3 Freq Tvlr# * 12 Toll Opt In/Cov BY*/* 4 Fed Tax ID# * 5 Addl ID# * 6 ID# Desc * 7 State Tax ID * 8 E-Mail * |
|
12a. TOLL OPT IN |
When opening a new rental: If credit card or customer record are already defined for the toll logic, a "Y" will appear in this field. If the field is blank or "N" and user enters a "Y" a pop-up window is called where a credit card number and expiration date can be entered. To change this field on an existing rental, the opening date must be the current day, and renter opted in (i.e., the "Covered by field" states "RENTER", and customer's toll status is not already "Y", the status can be changed. |
| 12b. COV BY |
If the previous field is "Y, the party covering the toll option is displayed: In order of precedence: the bill-to cstomer, the Hertz Credit Card, the renter. |
After pressing F1 to save the RA, and this
logic is turned on for either the opening or closing location, and the FOP is a valid credit card and the customer's toll status is blank, the following question will display:
Enter:
Y = Fields referring to the toll logic in the customer file will be updated. If the customer is paying with a Hertz Credit Card or an OTTO, a pop-up window will appear for entering another credit card and expiration date.
N = the save will continue and the Toll Opt In field is set to "N"
When the toll status for the customer is "N" and no
other data causes the RA to be flagged as opted in, the following
message will display:
TOLL OPTION DECLINED. RENTER MUST MAKE OWN ARRANGEMENTSIn this case, the customer record, bill-to customer, or the Hertz Credit card record are defined in such a way that they cannot be used.
THIS CARD WAS NOT USED TO PRE-PAY FOR THIS RENTAL, ENTER CORRECT CARD NUMBER
ENTER A MANAGER CODE AND PASSWORD TO CONTINUE THE RENTAL
PREPAID VOUCHER REMOVED. ALL CHARGES WILL BE CHARGED TO RENTER'S CREDIT CARD.