The Edit Opening Fields program allows management-level edits to rental agreements which override important system controls. These unique editing features are:

A. Edit the Open Date/Time and DBR Date/Time on all open RAs. (For some users, the DBR date is not accessible.) This can also be done from Batch RA Open if the user's record in the User Access File is defined that way.

B. Edit the Opening Location or Drawer on open or closed RAs

C. Edit the commission percent or amount on closed rental agreements.

D. Change the status of a voided RA back to Open.(See exception below.)

E. Edit the Posting Code of an unposted RA.

F. Remove the Questionable flag from an RA that has been flagged as Questionable.

G. Link a missed Reservation to a RA.

H. Edit the Employee Code of the opening rental agent on an unposted RA. To edit the opening employee on a posted RA, the user must have ALL access and a GVT record must be set up - contact Thermeon customer support.

I. Edit the Prepaid Fuel flag on an open RA

J. Remove the “Prevent close” flag from an open RA.This can also be done from Batch RA Open if the user's record in the User Access File is defined that way.

K. Change the airport arrival flag on an open or closed RA.

L. Add a tour voucher to a closed (unposted) RA.

M. Add an automatically applied option back to a RA from which it was removed.

N. Edit a customer's name.

O. Change the renting customer on an RA.

P. Add a deposit with an earlier date than the current date

Q. Add a direct bill party to a posted RA

R. Changing the direct bill party on a RA.

S. Rent a car that is grounded.

T. Edit the start and/or end date and time of additional driver records in the Q subwindow.

U. Change the answer of the "rented towards or away from owner" question and thus change the Revenue Splits.

V. Restore the reservation data on open RAs.

W. Remove or reduce the upsell charge from a RA.

X. Delete a Special Document

Z. Reloading the data from the Reservation

AA. Change the opening odometer reading

AB. Add a Frequent Flyer number to an existing RA.

AC. Change the expiration date on the credit card FOP in the main window on a posted RA.

AD. Remove options from an RA that are flagged as "Blocked from Removal".

These editing features are generally not given to counter and back office batch entry personnel. Most edits required of counter personnel such as contract extensions, exchanges, rate edits, etc. can be done with the On-Line Open RA program. Because this edit program is a separate menu item, access can be restricted through the CARS+ Security System. All users are required to enter their user code and password when saving a change to a RA.

EDITS TO POSTED RAs: Some operations may wish to limit the ability of some employees to make edits to posted RAs through this program. The fields "Allow RAEDIT Edits" and "Restrict EDITCLOS" in the User Access File controls this ability. If either of these fields are set properly, edits to posted RAs via this program will not be allowed. These fields control other features as well. Please refer to the manual chapter Edit User Access File for complete details.

GRANTING THESE EDITS TO OTHER PROGRAMS: By default, the edits listed above are restricted to the Edit Opening Fields program. Some operations would like to allow certain tasks on the list above to be performed through on-line RA Open or Batch RA Open. By doing so, access to Edit Opening Fields can be limited. To select which features can be performed in on-line RA Open or Batch RA Open, set up profile codes in the Edit Feature Edit Profile Codes program.

EDITING CLOSED RA'S: When an edit is made to a closed RA in this program, after saving the edit CARS+ automatically switches to the Edit Closed RA program. The contract will be displayed on the screen. Press F8 to recalculate charges on the RA and then save it from the Edit Closed screen. This is done to update the calculations on the closed RA and prevent contracts from going out of balance.

EDIT RATES ON CLOSED RA'S: To edit the rate on closed RAs, use the Edit Closed RA program. The rate subwindow is not accessible on a closed RA from Edit Opening Fields.

EDITS THAT ARE NOT ALLOWED: The following is the list of the edits that are currently not allowed within CARS+:

A rental rate which is quoted in one currency cannot be changed to a rate quoted in a different currency on closed and posted RAs.

Items that are included in an insurance voucher cannot be removed from the transaction if the RA is closed and posted.

Edits to Customer's Email address: There is a feature in Edit Misc Control File, the "Email Address Flag" when set to "M" (Mandatory), this email address field will not be accessible on an existing RA for edits or changes. Any edits or changes to the email address will need to be accomplished in Customer File Update.

To access the Edit Opening Fields program, type EDITRA (RET) at any menu "OPTION:" field or the appropriate line number on the RA Edit Submenu. The screen will appear as follows:

OPTION: _________ EDIT OPENING FIELDS 1 Name(L/F/T) */*/* 11 Ret Dt/Tm */* 2 Address * 12 Ret Loc/Drop TUS/* 3 C/S/ */*/* 13 Veh/Cl/Odo/f */*/*/* 4 Ph/DOB/Gen */*/* 14 Rate/Cla/Ppd */*/N 5 Locl Cnt * 15 Cell Phone * 6 Li/St/Ex/Ver */*/*/* 16 Empl/Drw */* 7 FOP/#/Ex/LOA */*/*/*/* 8 Ath#/Amt/Cur/RoE */*/*/* 9 Sr/Ty/ID */*/* 10 Notes * O-Sub Windows F1=SAVE F2=SWIPE F3=ERASE F6=SEARCH F8=ESTIMATE

Because most fields on this screen behave just like the RA Open program, this chapter will cover those fields or procedures that are required to perform the edits listed above.

A. EDITING THE DATES OF AN OPEN RA

To edit the Open Date/Time and DBR Date/Time, enter Subwindow G and edit data as follows:

1a. OPEN DATE 1b. TIME 1c. LOC	Using your selected date and time format, change fields 1a and 1b so they represent the actual check-out date and time. (Refer to the next section in this chapter in reference to correcting the opening location.) FIELD 1a.EXAMPLE:Type 061208 (/) FIELD 1b.EXAMPLE:Type 1146A (/
2a.DBR DATE	Using your selected date format, enter the DBR Date that should be assigned to this transaction. EXAMPLE:Type 061208 (RET)
2b.TIME	Using your selected time format, enter the DBR Time you want to assign to this transaction. EXAMPLE:Type 1143A (RET)

When all data is correct, press "F1" at the Main Window Option Field to save the corrections.

NOTE: A field in the User Access File record can be used to grant individual users the ability to edit the opening date/time on a open RA from the Batch RA Open program. This allows the user to make this type of edit without giving access to the Edit Opening Fields.

B. EDITING THE OPENING LOCATION OR DRAWER OPEN OR CLOSED RAS

To edit the Opening Location, enter Subwindow G and edit data as follows:

1a.OPEN DATE 1b. TIME 1c. LOC

The Opening Location is shown in the third part of the first field.To change the opening location, type 2 forward slashes followed by the correct Location Code.: FIELD 1c.EXAMPLE:Type //TUS(RET)

Note about changing the Location:Although this program can be used to change the Opening Location and Drawer on a RA, it is not advised. The recommended procedure is to void the RA and then batch open it correctly.

When this program is used to change the opening location, all automatically applied options associated with the old opening location are removed from the contract. Then, all automatically applied options associated with the new opening location are applied to the contract.

When the Opening Location is changed on a closed RA, for this change in automatically applied options to occur, pull up the contract in the Edit Closed RA program and press F8 to recalculate the charges. If this is not done, there will be no charges associated with the automatically applied options.

C. EDITING TRAVEL AGENT COMMISSIONS

Occasionally, a vendor may reserve a vehicle at a rate that is below the full retail rate. Accordingly, the vendor's commission amount should be lowered on that particular transaction. The Edit Opening Fields program is used to edit commission information on closed and posted RAs.

Use the Vendor Commissions Report first as an edit report to determine what edits are needed. Make any commission changes using Edit Opening Fields. Then rerun the Commissions Report for a final audit trail.

When using the Commissions Report as an edit list, the following considerations can be helpful:

1. Compare the Reserved Class Code to the actual Daily Rate that was used. If the class and rate do not match, the vehicle may have been rented at a discounted rate.
2. Was a discount offered on T&M?Discounts may be from renting to a preferred customer or from a special promotional. The latter case may influence the amount of commission offered.
3. Does the T&M Revenue look appropriate for the number of chargeable days?

If any of the above questions indicate that the RA was discounted, research the transaction through use of the Reservation and RA Open screens.

If the transaction warrants a change, edit the commission amount by using the Edit Opening Fields program. Enter Subwindow F and change either the commission percent or amount in Data Group 2. Once a change has been made resave the RA by pressing F1 at the Main Window Option Field.

D. CHANGING THE STATUS OF A VOIDED RA.

A RA which has been mistakenly voided can be reopened by resaving the RA record on the Edit Opening Fields program.

An exception to this rule is for those customers who transmit RA data electronically to another system, such as Hertz operations doing Electronic DRB. Void RAs are included in transmissions. Once a RA is transmitted, it won't be transmitted again. So unvoiding a RA is permitted only before the RA has been transmitted on EDRB.

E. EDITING THE POSTING CODE

The Posting Code determines to which set of G/L accounts RA revenue should post. These codes are originally defined through the Edit G/L Posting Tables program. Each vehicle in the fleet is then assigned a Posting Code.When a vehicle is selected upon opening an RA, the vehicle Posting Code is made a part of the RA record. In both the RA Open and Batch Open programs, this code appears in a display-only field on Subwindow G. The Edit Opening Fields program grants access to that field on unposted RAs. Subwindow G is shown below:

OPTION: __________ DATES & MISC 1 Open Date/Time/Loc 06-12-08/1134A/TUS 2 Open DBR Date/Time 06-12-08/1134A 3 Form control # * 4 Post Status/Code/Comm */E/* Transmit dates * Invoice/Preprint */*

Although the third data line is not numbered, enter 3 (RET) in the subwindow Option Field to access this data group. Only the second field within that group can be edited.

POST STATUS	This field indicates whether a closed RA has been posted to the Accounts Receivable files. This field cannot be accessed.
CODE	Enter a slash "/" and a single character Posting Code to change the default code provided by the vehicle record. The code entered must exist in the Edit Posting Table file. EXAMPLE:Type /2 (RET)
COMM	This field indicates whether a closed RA has had its commission posted to the Accounts Payable files. This field cannot be accessed.

F. REMOVING THE QUESTIONABLE FLAG FROM AN OPEN RA

An open RA is flagged as Questionable whenever CARS+ detects that the vehicle assigned to it has been used for any other purpose. For example, this occurs when a vehicle involved in a one-way rental to a foreign location is shuttled back to your location before someone is able to batch close the RA.

If an open RA was erroneously flagged as Questionable, this program will allow the flag to be removed. This is done by resaving the RA through the Edit Opening Fields program which causes the following question to appear:

IS VEHICLE CURRENT FOR RA?

Answer Y if the vehicle is currently on rent with this RA. This will remove the Questionable flag.

Answer N if the vehicle is not currently on rent with this RA, thus leaving the open RA in a "Questionable" condition until it is properly closed.

G. LINKING A RESERVATION TO AN OPEN RENTAL AGREEMENT

Occasionally, a reservation is not found at the time a rental agreement is opened. This often occurs when the spelling of the renter's name on the drivers license is different than that on the reservation. When this occurs, the reservation ultimately gets marked as a "No-Show" and no commission data is produced.

The following end of day procedures are suggested to correct this problem:

1. At the end of the day (or the beginning of the next day) reprint the Reservation Manifest. This will list all reservations that were not filled.
2. Compare the names on the unfilled reservations with names on the open RAs from the Operations DBR. If there appear to be names with similar spellings, check other data such as phone number, arrival time, vehicle class, etc.
3. If a match is found, use the Edit Opening Fields program to link the reservation to the RA as follows:

a. Pull the RA onto the Edit Opening Fields screen by entering the RA number into the Option Field.

b. Do a F6 search of the Reservation File and select the desired reservation by entering the appropriate line number.

c. Resave the RA by pressing F1 at the Option Field.

Note the following:

• Any field in the RA that was blank will be updated with corresponding data from the reservation. However, pre-selected options on the reservation are not carried forward even if no options were placed on the RA.
• Deposits on the reservation will be applied to the RA.
• The Source Code from the reservation will replace the Source Code on the RA.
• Vouchers on the reservation are brought forward to the RA. When both the reservation and the RA have wholesale vouchers, a prompt appears to question if the RA’s voucher record should be removed.
• The rate on the RA may be different from the rate on the reservation. Therefore, the following prompt will appear:

SHOULD RATES ON RES OVERRIDE RATES ON OPEN RA?

Enter ""Y" or "N" accordingly.

Wrong Reservation linked to a RA
When the wrong reservation is used to open an RA, the following procedure should be followed to correct it (presuming that the RA is in Open status):

• Void the RA and indicate that the reservation status should be changed to “O”. (This will disassociate the reservation from the RA.)
• Use Edit Opening Fields to unvoid the RA (bring up the RA and save it). (Hertz users may do this as long as the voided RA has not yet been transmitted on EDRB.)
• Use Edit Opening Fields or Batch RA Open to link the reservation to the correct RA.

User tip: Hertz licensees in the US: 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 insurance RA number. The voucher must be manually entered on the RA which will cause the retail RA to be voided and create an insurance RA.

H. EDITING THE OPENING EMPLOYEE CODE

Because many rental organizations pay incentive pay or commissions to opening rental agents for CDW, PAI and Upgrades, it is important to protect the employee code of the rental agent who makes these sales. As a result, once an RA has been saved, it is impossible to change the opening agent's employee code through the RA Open or Batch RA Open programs. The Edit Opening Fields program, on the other hand, gives the user access to the Employee Code field so that changes can be made.

After entering the correct Employee Code, the system will prompt for a Password. This refers to YOUR password - not the password of the correct employee. In order to save the change, press F1, then enter your employee code and your password.

NOTES & CAUTIONS:

1. Changing the opening employee of an RA will not change the create employee on the associated RA Charge records. As a result, changing the opening employee will only affect the Extra Revenue and Employee Performance Reports if reporting by Open Employee (Employee Type = 2). If running these reports by Sale Employee (Employee Type = 1), the edit will have no effect because these reports are looking at the employee code on the RA Charge records. Furthermore, an edit to the opening employee will have no effect on the Revenue Incentive Report as that always uses the employee code on the RA Charge records.

2. Be aware that if the opening employee is changed on a closed RA and the Extra Revenue or Employee Performance Reports have already been run, they will need to be run again in order to reflect the change.

3. The opening employee cannot be edited once the RA is posted.

I. EDITING THE PRE-PAID FUEL OPTION FLAG

Once an RA has been opened and saved, the Edit Opening Fields program is the only way to change the Pre-Paid Fuel Option Flag (Field 14c on the Main Window of the RA Open screen).

J. REMOVE THE “PREVENT CLOSE” FLAG FROM AN OPEN RA

The Edit Opening Fields program allows the user to change the Prevent Close flag from “Y” (yes) to “N” (No) and thus allow the RA to be closed. (See Field 12, Subwindow G of the RA Open screen.)

NOTE: A field in the User Access File record can be used to grant individual users the ability to edit the Prevent Close flag on a open RA from the Batch RA Open program. This allows the user to make this type of edit without giving access to the Edit Opening Fields.

K. CHANGE THE AIRPORT ARRIVAL FLAG AND OPTIONAL CHARGE ON AN OPEN OR CLOSED RA

The Edit Opening Fields program is the only way to change the airport arrival flag on a RA and it is the only way to add the airport arrival optional charge to a RA.

Use the Shift/F5 Option window to either add the charge (by entering a “C”) or to remove the charge (by entering an asterisk.) If several options are available, it may bevnecessary to scroll down to get to the airport fee.

User tip:vAdding or removing the airport fee charge does NOT change the airport arrival flag on the RA.vTo change the flag, go to the G subwindow, “Airport Comm” field, and enter “Y” or “N” as appropriate.vIt is this flag that is read by the Accounting DBR when it is run for those RAs with or without the airport commission.

L. ADD A TOUR VOUCHER TO A CLOSED (UNPOSTED) RA

When a tour voucher is added to a closed RA, the date field associated with the voucher can be edited.

M. ADDING AN AUTOMATICALLY APPLIED OPTION BACK TO A RA FROM WHICH IT WAS REMOVED.

When saving a RA in Edit Opening Fields, the system checks to see if all automatically applied options are on the RA .If an option is missing, a prompt appears asking if the option should be applied again to the RA. The only exception to this rule is if the RA is exempt from the option by virtue of the rental rate or the CDPID number on the RA.

N. EDITING A CUSTOMER'S NAME

If an attempt is made to modify the name of an existing customer, the following message displays in order to verify if the change is intentional:

NAME CHANGE; ARE YOU CHANGING RENTERS?

Enter:

N =No, this is not a change in renters.Therefore, the edits to the name are accepted.

Y =Yes, this is a change in renter. A search of the customer file will be done based on the edits made. If the edits match any existing customer records, they will be displayed.

• If an existing customer record is selected, that customer data will be loaded to the RA.
• If no matches in the customer file are found, or if the user escapes from the search without making a selection, the following message will display:

DO YOU WISH TO CREATE A NEW RENTING CUSTOMER?

Enter:

N =No. Therefore, the change entered is removed.

Y =Yes. This results in the customer record and all customer details being removed so that data for a new customer record can be entered.

NOTE: This feature may be blocked by a field in the User Access File record. If so, the following message will display when saving with F1:

RENTER CAN NOT BE CHANGED ON AN EXISTING RA. SEEK MANAGER ASSISTANCE

In this case the user is blocked from changing which customer record is on a saved RA. Refer to the Edit User Access File record, Field name: "Block RA Customer no edit".

O. CHANGING THE RENTING CUSTOMER ON AN RA

If the field "Allow RAEDIT Edits" in the User Access File is set to "Y", then a change of the renting customer on an RA will be allowed. The customer may be changed by using the F6 Search feature and selecting option "C" for "Customer File (renters)". This change can be made on open, closed & unposted and closed & posted RAs. If this field is set to "N", then the only method for changing a customer is that described in section N above and in neither case will a change to a posted RA be allowed.

NOTE: This feature may be blocked by another field in the User Access File record. If so, the following message will display when saving with F1:

RENTER CAN NOT BE CHANGED ON AN EXISTING RA. SEEK MANAGER ASSISTANCE

In this case the user is blocked from changing which customer record is on a saved RA. Refer to the Edit User Access File record, Field name: "Block RA Customer no edit".

P. ADDING A DEPOSIT WITH AN EARLIER DATE THAN THE CURRENT DATE

As a general rule, deposit dates cannot be dated earlier than the Open DBR Date. However, the system can be configured by the Customer Support Dept. so that the deposit can be back dated to the Open Date.

Q. ADDING A DIRECT BILL PARTY TO A POSTED RA

Before a direct bill party can be added to a posted RA, all payments and deposits must be removed by entering a negative payment in Edit Posted RA. Then bring up the RA in Edit Opening Fields and add the direct bill party.

R. CHANGING THE DIRECT BILL PARTY ON A POSTED RA

Bring up the RA and change the direct bill party in the B subwindow.

Cancellation rows will be written to the RA Charge file for the previous responsible party using the current system date and time for the DBR date and time. New rows will be written to the RA Charge file for the new responsible party.

Changing the direct bill party is reported on the Accounting DBR in the Edits to Posted RAs section. A credit is posted to the previous responsible party's account and an invoice is posted to the new bill-to account for the balance on the RA (charges less any deposit/payment records that are earlier than the edit date.)

User tip: This feature is subject to setting in Edit User Access File, Field "Allow RAEDIT Edits".

Direct Bill RA With a Partial Payment

Extra steps are required when there has been a partial payment on the direct bill RA. For example, assume the driver paid $50 on a credit card at Close for a charge on the RA that wouldn't be covered by the direct bill party. The RA total was $300. When it posted, two entries were made in the account for the direct bill party: the charge of $300 and a partial payment (by the driver) for $50.

Before changing the direct bill, the following steps must be done:

• Bring up the RA in Edit Posted RA. Do a reversing (negative) payment on the credit card. This should not be processed through credit card settlement - it is only a correction in CARS+. Save the RA.
• Bring up the RA in Edit Opening Fields. Change the direct bill party. Save the RA.
• Bring up the RA in Edit Posted RA. Apply the credit card payment to the RA. This should not be processed through credit card settlement - it is only a correction in CARS+. Save the RA.

S. RENTING A CAR THAT IS GROUNDED

Even though the user does not have the general override for grounded vehicles as granted in Edit User Access File, through the Edit Opening Fields program they can add a grounded vehicle to an open RA.

T. SETTING THE START OR END DATE AND TIME OF ADDITIONAL RENTERS

The Q subwindow of RA Open is used to add additional drivers to a rental agreement. By default all drivers are listed as being a part of the contract as of the date and time the contract originally opened. To manually edit the start date and time to something other then the RA's open date and time, enter that date and time in these fields.

Additionally, the end date/time can be edited if the charge should not go through the end date/time of the RA.

When the start and/or end dates for additional driver charges are modified, and the additional driver's age causes an underage fee to be charged, the underage fee will also be modified to the same dates.

U. CHANGE REVENUE SPLITS

If the vehicle on the RA is not owned and the closing location is NOT the vehicle's owner or a owned location, the opportunity is presented to re-answer the rented towards or further away from the owner question and this change the revenue splits on the DBR and used in posting. This feature is only presented on unposted RAs and is only available on this program.

V. RESTORE THE RESERVATION DATA ON AN OPEN RA

If a corporate rate is applied in error when the RA opens, Edit Opening fields can be used to restore the rate from the reservation.

W. REMOVING OR REDUCING THE UPSELL CHARGE FROM A RA

Bring up the RA and go to the D subwindow. Use F3 to erase the charge. Or the charge can be decreased to a lower rate than was present in the upsell matrix.

X. DELETE A SPECIAL DOCUMENT

Bring up the RA in the S subwindow. Select the record to be deleted. Press F4.

Hertz Users: 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. Refer to the manual chapter Hertz Addendum - RA Open for details.

Z. RELOADING THE DATA FROM THE RESERVATION

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

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

Entering "Y" will cause the original CDPID, rate. class, and return date from the Reservation to be re-loaded. Other data entered on the Open screen such as address and drivers license will remain.

AA. CHANGE THE OPENING ODOMETER READING

Bring up the RA and change the odometer setting in Field 13c.

AB. ADD A FREQUENT FLYER NUMBER TO AN EXISTING RA

Bring up the RA, go to the Renter Information subwindow (subwindow AD) and enter the Frequent Flyer number in Field 3. This field is accessible even when the user's record in Edit User Access File is set to prevent adding a Frequent Flyer number to an existing RA.

AC. CHANGE THE EXPIRATION DATE ON A CREDIT CARD FOP IN THE MAIN WINDOW OF A POSTED RA.
Parking tickets and toll charges may come in after the credit card in the Main Window FOP field has expired. Once the updated information is obtained from the customer, in order to process toll or ticket charges, the new expiration date needs to be entered on the RA. This can be done on posted RAs as long as the User Access File record for the user is set to allow edits to posted RAs. (In Edit User Access File, see page 2, field 14, "ALLOW RAEDIT Edits". Must be set to "Y".)

Options that are flagged on Edit Optional Items as blocked from removal with the value "Y" (Yes they are blocked) can be removed from an RA using Edit Opening Fields. But those flagged with a Hard Block (value "H") cannot be removed even when using this program. If a Hard Blocked option must be removed, following the following steps: