1. LOCATION

If this special document is restricted to a specific location, enter up to 6 alphanumeric characters to indicate the particular location or a Location Group Code. If the special document applies to all locations, leave this field blank.

EXAMPLE: Press (RET)

2. DOCUMENT CODE

Enter up to 6 alphanumeric characters to indicate this particular document.

EXAMPLE: Type 20 (RET)

User tip for Hertz operations: Hertz PC (promo coupon) numbers are check-digited, and the 6th digit is the check digit. If the document code being entered is less than 6 digits, use leading zero(s) to have a full 6 digits. When entering the document number in the S subwindow of Reservations or RA Open, enter "PC" followed by the document number. Example: Special Document number 012345 must be entered in the S subwindow as PC012345.

3. DESCRIPTION

Enter up to 50 character description of this document. The Description entered here will display on the RA Open screen when this document is entered. As a result, you can also use this field to enter instructions.

EXAMPLE: Type 20% OFF (RET)

4. NOTE

Enter up to 50 alphanumeric characters to indicate information about this particular document. When the document is added to a RA, this note will display.

EXAMPLE: Type STANDARD 2 NIGHT COUPON(RET)

5. EFFECTIVE DATE

Using your selected date format, enter the date of the first day this document is valid. The effective and termination dates refer to the pick up date of the reservation or RA.

For documents without a starting date, leave this field blank.

EXAMPLE: Type 010112 (RET)

6. TERMINATION DATE

Using your selected date format, enter the date of the last day this document is valid. The effective and termination dates refer to the pick up date of the reservation or RA. Although, if the document was valid at the time a reservation is created and was added to the res but has since been terminated before the RA's open date, the document will still be accepted by the RA Open program.

For documents without a termination date, leave this field blank.

EXAMPLE: Type 123113 (RET).

7. DOCUMENT TYPE

Enter one of the following general document type codes:

FF=Frequent flier redemption certificate issued by an airline.

PROMO=Promotional coupon issued by you or your franchising organization. This includes bonus frequent flier miles for those Hertz, Dollar, and Thrifty operations that send their data to Oklahoma City (OKC) via Electronic DBR (EDRB).

BONUS=Coupon good for additional "bonus" frequent flier miles (used by nonHertz/DTAG clients). User tip: See explanation of "PROMO" above.

NEVER=This option is reserved for Hertz of Canada's Neverlost car navigation system.

EXAMPLE: Type PROMO(RET).

8. PROMO/FF TYPE

Enter data into this field if the document is either a frequent flier certificate (FF) or a promotional coupon (PROMO). This field indicates the type of discount that is awarded with this document.

%=A percentage discount off of T&M is offered. In Field 9, enter the percent amount (example, 10 = 10% off)*.

$=A one time amount is subtracted from T&M. In Field 9, enter the discount amount, or skip Field 9 to have the amount be variable. (User tip: enter an amount in the Max Amount field to limit the amount.)*

P=Per day amount will be subtracted from T&M for each rental day. In Field 9, enter the discount amount.

D=A free day will be subtracted from the rental. Leave Field 9 blank.The value of the document is set at the time of Open after a daily rate is assigned. The value of the daily rate is computed after any applicable discounts are deducted. If a period rate, the free day is calculated for 1 day of the period. The number of free days on the contract can be edited (as long as Field 9 on this record is blank.)*

H=A half day will be subtracted from the rental. Like the Type "D", leave Field 9 blank. The value of the half-day rate is computed after any applicable discounts are deducted.

U=The renter is entitled to a free upgrade.

NOTE: Entry of a U type document will NOT automatically select a vehicle of the next higher class. The rental agent will still have to manually select the appropriate vehicle. This type of document only provides the reason for the upgrade.

This code, as it really does not do anything to the transaction, is also used for documents that offer a free option (Field 19).

G=The renter is entitled to a free tank of fuel. This means there will be no fuel charge on the RA regardless of the level in the tank at return. Likewise, for rentals with one or more exchanges that are returned with fuel used, there will be no fuel charge at Close.

T=Tiered discount. The amount of the discount changes according to the length of the rental. Tiered discounts are entered on page 6. There must be a "T" in this field in order to access the tiered discount fields on that page.

S = Special promotion that does nothing to the present transaction but is tracked and may earn points or bonus miles when reported back to a franchising organization.

Blank=a special document that does not have any of the above.

* The three codes marked with an asterisk above (%, $, D) can be made to apply to an Option Charge rather than T&M if an Option Code is placed in Field 25.

EXAMPLE: Type %(RET)

User tip: To give a one week discount, select method "P" (per day) discount. Enter the per day discount (1/7 of the weekly rate) in Field 9. Enter the discount amount for the week in the "Max Amt" field below. If the customer returns before the week is up, only the actual days rented will be discounted. If the customer keeps the vehicle longer than the week, the discount will be limited to the first week only.

NOTE: CARS+ does allow both a T&M discount plus a promo on the same transaction. That is, a contract can have both a 10% T&M discounts plus an additional 5% Promo discount (or free day, dollar off, etc.). These discounts are NOT combined, they are each calculated individually and in a prescribed sequence. Promo discounts are applied first and then the T&M discount is calculated on the balance. For example using the discounts mentioned above the reduction of a $100.00 T&M total is done as follows:

1. Promo discount: 100.00 X .05 = $5.00 ---> $100.00 - $5.00 = $95.00

2. T&M discount: 95.00 X .10 = $9.50 ---> $95.00 - $9.50 = $85.50 (which is a net discount of 14.5%)

This general rule applies to all types of promo discounts. Dollars Off, Days Off and Half-days Off promos are always applied first and the resulting balance is then subject to the T&M discount.

9. $ AMT, % OR MILES

For Frequent Flier Certificates and Promo Coupons, data is entered into this field according to the instructions in Field 8 above.

For dollar amounts (either per day or one time) enter NO MORE than $9999 (may be left blank if the agent is free to enter any amount at the counter)

For discount percents enter a whole number (no decimal) between 1 and 99 (cannot be left blank)

For a Promo that gives bonus miles, enter the number of additional frequent flier miles awarded through this document, up to 9999 miles.

For a Bonus coupon, enter the number of additional frequent flier miles awarded through this document, up to 9999 miles.

EXAMPLE: Type 20 (RET)

User Tip: Note that if the promo amount is higher than the time & mileage charges on the RA, the promo value will be reduced. It cannot be greater than the time and mileage charges on the RA.

10. MAX AMT

For Frequent Flier Certificates and Promo Coupons, use this field to set the maximum value of the special discount. Enter the maximum discount allowed or leave blank if there is no maximum.

EXAMPLE: Type 100 (RET)

11. REQ FRI/SAT STAY ^

Enter one of the following:

F=Use of this document requires that the rental span a Friday night.

S=Use of this document requires that the rental span a Saturday night.

B=Use of this document requires that the rental span both a Friday and Saturday night.

E=Use of this document requires that the rental span either a Friday or Saturday night.

N=No day of the week restriction is associated with this document.

EXAMPLE: Type F (RET).

12. AIRLINE

If this document is related to an airline frequent flyer program, enter the two character international code for the airline involved.

This field is informational only. The frequent flyer program code does not need to be entered on the reservation or RA.

EXAMPLE: Type AA (RET).

13. USE FF TAX FLAG

Some special documents are intended to be a reduction to T&M much like a discount. However, in some locations, local taxing authorities have declared that the value of certain documents are taxable (frequent flier redemption certificates often fall into this category). As a result, discounts of this type must be subtracted after Sales Tax has been calculated.

The "FF Tax" flag in the location file controls whether to deduct the value of the special document before or after tax is calculated. When that field is set to "Y", this field can be used to override that setting. (If the field in the Location record is set to "N", this field is ignored.)

For a more detailed discussion of this field see the chapter on Edit Percentage Matrix.

N = This document should be subtracted from the time charges before calculating sales tax. The document's value will be shown as a negative amount in the A subwindow as a "Promo".

Y = Sales tax should be calculated without regard to this document. The document will be applied to the RA as a payment (shown in the Payments subwindow) and cannot be edited.

EXAMPLE: Type Y (RET)

User tip: For options other than Sales Tax (such as an airport access fee or surcharge), the Percent Matrix should be used to control whether the value of the coupon is deducted prior to calculating the percentage charge.

14. REQ DOC NO ^

Enter:

Y = Yes, a document number must be entered in the subwindow or RA Open for this Special Document to be used. Answer "Y" here will cause an additional field for "Document N." to display in the Special Documents Subwindow.

N = No, a document number is not required.

EXAMPLE: Type Y (RET).

15. DOC NO LOW ^

If a document number is required, a range of numbers can be entered in Fields 15 and 16 defining the lowest acceptable number and highest acceptable number. Enter the lowest number here.

EXAMPLE: Type 4560001 (RET)

16. DOC NO HIGH ^

Enter the highest number of the document number range.

EXAMPLE: Type 4569999 (RET)

17. MIN DAYS ^

If a minimum number of rental days are required in order to accept this special document, enter the minimum number here. If no minimum is required, press (RET) and skip this field.

EXAMPLE: Type 2(RET)

18. MAX DAYS ^

If a maximum number of rental days is imposed in order to accept the special document, enter the maximum number here.If there is no maximum, press (RET) to skip this field.

EXAMPLE:Type 7(RET)

19. FREE OPTION ^

This field is used to designate an option that will be given to the renter at no charge. Other discounts can also apply to same document code. For example, a free child seat and a 10% discount off the rental can be set up on the same document. If you only wish to grant the free option and not any other discount, set the Promo/FF Type Code in Field 8 to "U".

To set up the promotional code with a free option, enter up to 5 characters representing the Option Code. Note: This must be an Option that displays in the Shift/F5 pop-up Option Window.

EXAMPLE: Type SEAT(RET)

User tip: Once the Special Document is entered on a RA, select the option in the Shift/F5 pop-up window. The option will display in that window (and on the estimate) at a zero rate.

User tip: To give a partial discount on an option, refer to Fields 25 and 26.

20. LOCAL PROMO ^

This field is for Hertz operations which issue local promotion coupons. When the record is flagged a local coupon, it is not subject to the Hertz PC check digit logic (see Field 2 above). However, when entering it in the S subwindow, "PC" must still be used for the first 2 characters. A document of this type is transmitted on the EDRB as a cash deposit. (The PC number is not transmitted.)

Enter:

Y = This is a record for a local promotion and not subject to the Hertz rules.

N (or blank) = This is not a local promo.

EXAMPLE: Type Y (RET)

21. - 24.

REQ FOP ^

If this special document requires that a particular Form of Payment (credit card) be used, use these fields to enter the FOP codes. If the credit card used to secure the RA is not one of the FOP codes entered, the special document will not be accepted on the RA.

EXAMPLE: Type HCC (RET)

These fields are also used to set up Brazilian credit card installment promotions. See fields 27 and 28 below.

D - Free day. For this type, enter the number of free days in Field 26.
$ - A one time amount is subtracted from the total option charge. Enter the amount in Field 9.
% - A percentage discount is subtracted from the total option charge. Enter the percentage in Field 9.

27. MAX INSTALMTS ^

An installment promotion is one where the renter may pay for the rental with credit card installment payments. To set up an installment type record, enter the maximum number of credit card installments that are allowed for paying off the RA. This feature is only available when running CARS+ in "Brazil Mode" (see Company Type in Edit Main Control Record). Enter into fields 21-24 the FOP Codes of the payment types which this installments rule applies to.

EXAMPLE:Type 4(RET)

28. MIN AMT ^

This field is used with the above field for installment promotions. Enter the minimum installment payment. The total RA charges divided by the number of installments must be equal to or greater than this minimum amount. This feature is only available when running CARS+ in "Brazil Mode" (see Company Type in Edit Main Control Record). Enter into fields 21-24 the FOP Codes of the payment types which this installments rule applies to.

EXAMPLE: Type 50.00 (RET)

29. DOMESTIC ONLY? ^

Enter:

Y = Yes, the installment promotion is limited to domestically issued credit cards only. (Credit cards can be defined with the country of issue in the Edit Credit Card Definitions File.)

N = No, the installment promotion applies to credit cards without regard to the country of issue.

EXAMPLE: Type Y(RET)

30. MAX COPIES ^

Enter the number of "copies" of a coupon that can be added with one entry. This field does not restrict the amount of "copies" of the document that can be added to an RA. This field serves to expedite data entry in the S-subwindow.

Blank or 1 = One "copy" of a given coupon can be added at a time.

2 or greater = Will cause an extra field to be displayed (Field 5) in the S-subwindow where the number of "copies" of a given coupon can be entered. The number entered in the S-subwindow cannot be greater than the number specified here. After saving from the OPTION: line in the S-subwindow, one entry will appear in one of the fields below. The value in that field will be multiplied by the number of copies entered in Field 5 and will be reflected in the estimate.

EXAMPLE: Type 2(RET)

31. COUPONLESS ^

Use this field to indicate if the promo can be honored without an actual coupon being presented.

Enter:

N = No, this is not couponless.Therefore, when closing the RA, one of the following prompts will be displayed:

HAVE YOU COLLECTED FF COUPON (Y/N)

HAVE YOU COLLECTED PROMO COUPON (Y/N)

Y =Yes, this promo can be honored without a coupon being presented.

Note: This feature is available only for Hertz Canada users for document types PROMO and FF and does not apply to coupons entered in batch mode

32. CDPID # ^

If a Corporate ID # is associated with this special document, enter up to 15 alphanumeric characters representing the CDPID number. A CDPID can be assigned to any document type, such as a free day. The CDPID will be added to the RA; and, like any CDPID, it can also be used to apply a special rate, privileges, and/or discounts to the RA.

Note that this does not restrict the promo to a certain CDPID number. Instead it applies the CDPID to the transaction.

EXAMPLE:Type 5021909102(RET)

NOTE: The applying of a Special Document with a CDPID that is meant to change the transaction's rental rate will NOT work if on pages 3 through 6 the Special Document is restricted to selected rates. For this logic to work, pages 3 through 6 must be blank.

User tip: There are several ways that a CDPID number can be applied to a RA. Thus, in a situation when multiple CDPID’s could apply to the same RA, there is a hierarchy for which CDPID takes precedence. The CDPID applied from a special document is fairly high in the hierarchy and, therefore, overrides most of the other ways. For more information on CDPID logic and a detailed list of the hierarchy, refer to the chapter of the manual titled Overview - Corporate Accounts.

1 = The document must be applied to a reservation at a national reservation center, and the reservation must be received by CARS+ electronically through a reservation interface program. When a user attempts to enter a document with a code 1 onto a reservation, the following message will display:

THIS PROMO DOC MUST HAVE BEEN RESERVED THROUGH THE REZ CENTER.

2 = The document must have been applied to a reservation ahead of time. It cannot be applied to a RA. When a user attempts to enter a document with a code 1 or 2 onto a RA, the following message will display:

THIS PROMO DOC MUST HAVE BEEN RESERVED AHEAD OF TIME.

3 = The document must have been applied to a RA when it was opened. It cannot be applied at the time of Close. When a user attempts to enter a document with a code 1, 2, or 3 when closing a RA, the following message will display:

THIS PROMO DOC MUST HAVE BEEN APPLIED AT THE TIME OF OPEN.

blank = no restriction

FIELDS 1 - 10 EXEMPTED CLASSES ^

If the special document is not valid for certain rate class codes, enter those class codes in Fields 1 - 10.

EXAMPLE:Type: ECAR(RET)

FIELDS 11 - 20 ^

Instead of using Fields 1 - 10, you can use Fields 11 - 20 to list the rate classes that are valid for this special document or promotion.

EXAMPLE:Type: FDAR (RET)

FIELDS

1-64 ^

This is the first of 3 pages, each offering 64 fields which allow the coupon to be restricted for use with only certain rates.

If the special document is valid only with certain rate codes, enter the Rate Products (up to 12 characters) that can be used.If the Special Document can be used with any rate code, leave these fields blank.

An example with rates entered is shown below.

4. SINGLE USE ^

THIS DOCUMENT HAS ALREADY BEEN USED ON xxxxxx

(where xxxxxx is either the Reservation or RA number)