Use this program to mark unfilled reservations as "No-Shows" and release any reserved vehicle for rental.

In order for the Planning Calendar to be accurate, unfilled reservations must be marked as No-Shows (rather than leaving them as OPEN reservations). In addition, processing No-Shows impacts the accuracy of the Source Analysis Report which indicates the percentage of No Shows for each source code.

To access the No-Show Program, type NOSHOW(RET) at any Menu "OPTION:"field or the appropriate line number on the Reservation Menu. The screen will then display:

OPTION: __ NO-SHOW PROCESSING 1 End Pickup Date 10-20-08 2 End Pickup Time 1159P 3 Pickup Location TUS 1BEGIN 2 3ERASE 4 5 6 7HELP 8

Enter data as follows:

1. END PICKUP DATE	Using your selected date format, enter the Ending Pickup Date. Open reservations with earlier Pick-Up dates will be marked as a No-Show. Press RET to default to yesterday's date. EXAMPLE: Press (RET)
2. END PICKUP TIME	Using your selected time format, enter the Ending Pickup Time. EXAMPLE: Type 1159P (RET)
3. LOCATION	Enter up to 6 alphanumeric characters to indicate the customers' pickup location. Enter: Up to 6 alphanumeric characters to select reservations for a single location. A group name representing several locations. Press RET to accept the default location. Note: Your user access may be limited as to the locations for which you can run this report. If your access is restricted and you attempt to enter a location or location group which is outside your allowed parameters, the following message will be displayed at the bottom of the screen and your selection will be ignored: RESTRICTED REPORT LOCATION EXAMPLE:Type TUS(RET)

PRESS "F1" AT "OPTION:" TO BEGIN PROCESSING.

Every open reservation for the location(s) specified with a pick-up date and time earlier than the parameters entered on the screen will automatically have its status changed to N=No-Show.

Note: The No-Show program will not process status "R" (request) reservations. If a request reservation will not be accepted, it should be manually canceled using the Reservations D subwindow.

NO-SHOWS WITH ADVANCE DEPOSITS

It is possible that some of the reservations that are marked as No-Shows will have advance deposits. This program makes no assumption as to whether these deposits are refundable or not. Instead, reservations with deposits are reported on the Daily Business Report in the Voided RAs section and it is up to the user to determine if the deposit is refundable or not. In either case, an offsetting entry is required as described below.

A. Adjusting Entry for Non-Refundable Deposits.

When a deposit is received, the system DEBITS the General Ledger (G/L) Cash account defined by the Location File and CREDITS the G/L Customer Deposits liability account as defined in the Accounts Receivable Control File. Therefore, a General Journal transaction entry must be made which DEBITS your Deposit Liability account and CREDITS the appropriate Revenue Account.

B. Adjusting Entry for Refundable Deposits.

To adjust out a deposit that was refunded, you must make a General Journal entry which DEBITS the G/L Deposit Liability account and CREDITS the appropriate cash account.

Note: If you are not using the General Ledger module, these General Journal entries must be made as corrections to the A/R distribution Report in your manual ledger.

It is suggested that you use the DBR as your source document as a reminder that these adjusting entries need to be made. After making such an entry, date, initial and write the transaction number in the margin of the DBR next to the No-Show entry.

NO SHOWS WITH ASSIGNED VEHICLES

When a reservation has a vehicle assigned to it and its status is changed from Open to No-Show, the vehicle field is initialized (cleared).

PREPRINTED RAs THAT TURN INTO NO-SHOWS

A field in the Edit Miscellaneous Control File (No-Show preprints Y/N) is used to control what happens to reservations that are used to preprint RAs.

When pre-printed, the Reservation changes to "Filled" status. When the No-Show program is run for the date of the pickup and the RA is still in VOID-P status, the reservation can either be ignored and remain in Open status, or it can be changed to No-Show status . If it is set to No-Show, the reservation status is change to "N" (noshow).

User tip: The Batch Void Preprint RA program can be set up to run prior to processing no-shows. Refer to that chapter for more information.