REPORT SECTIONS
The report is divided into the following sections:
1. RA Closed (Foreign Charge RAs)
RAs entered through the Foreign RA Entry program where the customer used the preauthorized credit card on file at the opening location.
2. RAs Closed (Other Non-Transmitted RAs)
This section includes the following:
a. RAs entered through the Foreign RA Entry program where the customer paid cash at the reporting location.
b. RAs that opened at the reporting location but closed at a foreign location where the customer paid cash.
c. Foreign RAs involving owned vehicles which checked in to a foreign location.
3. RAs Closed (Transmitted RAs)
This section includes all data sent in the Electronic DRB (EDRB) transmission for that day, including the following:
4. RAs Closed (Edits to Posted RAs)a. RAs that both opened and closed at the reporting location.
b. RAs that opened at the reporting location but closed at another location (owned or foreign) and the method of payment was a preauthorized credit card.
c. Cash taken on intra-city rentals (one-way between two owned locations) that closed at the reporting location.
Lists posted RAs that have been edited through the Edit Posted RA program. Only the edited charges are shown, the amount being the amount of the change (not the current amount).
5. Deposits, Petty Cash, Payments on One-Ways
This section includes all cash transactions that are not submitted to the Hertz Data Center with the EDRB. These records will have to be reported through a Manual Cash Record Report.This section includes:
a. Cash deposits taken both on Open RAs and reservations.
b. Partial cash payments taken at close.
c. Petty Cash records.
d. Cash payments taken through the Foreign RA Entry program.
6. Void RAs, and Cancels/NoShows with Deposits
This section contains:
a. RAs voided through the Void RA program (status V).
b. Voided pre-printed RAs (status Void-P).
c. Voided RAs resulting from an exchange (status Void-X).
d. Reservations with unrefunded deposits that were either Cancelled or marked as a No-Show.
When performing a cross-check between the Account Summary or A/R Distribution Report and the Accounting DBR, be sure to total all amounts listed in sections 1 through 5. Sections 1 and 2 contain the warning "THESE TOTALS ARE NOT SUMMARIZED OR INCLUDED ANYWHERE ELSE". This refers only to the Closed RA Summary page of the DBRA (the last page of section 3). The amounts in sections 1 and 2 are included in what is posted to the accounting files.
User tip -- FSC (Fuel Service Charge) and one-way rentals: When a vehicle is rented one-way to a foreign location and fuel is charged at the closing location, the following is shown on the Accounting DBR:
The renter is charged for the FUEL and the FSC. The opening location owes the closing foreign location the total of the FUEL and FSC. Be aware that the total is deducted from the FUEL revenue GL account.
On the Hertz monthly statement, FSC and FUEL are combined as GAS OWED.
TOUR RENTALS (GHOST RA'S)
By using the Ghost RA logic in CARS+, inclusive
vouchers (ones that include coverages and/or options) can be processed at the
counter. When inclusive vouchers
are entered on contracts, there is usually a unique rate for the included
coverages and/or options that differs from the normal retail rate.
There are two basic methods for setting up data files for Ghost RAs:
The "Canada" method involves entering data in Edit Tour Pricing Record (TPR) File and the Edit IT Codes File.
The "Australia" method involves entering data in Edit IT Codes File and then setting up net rates using Edit Rental Rules/Rates, setting up inclusive items in Edit Option Sets, and setting up unique pricing for included options in Edit Optional Rates.
As an example of how net rates for inclusive items may vary from retail rates, assume that LDW is offered at a daily rate $21.00 on a
retail rental. When included on a tour voucher, only $15 should be allocated to LDW.
When tour contracts are reported on the Accounting DBR, the inclusive voucher revenue is allocated (or "extracted" ) to various categories depending upon how the tour control files were set up.
The following example is for an 8-day rental that has a 7-day inclusive voucher:
|
ITEM |
INCLUDED IN THE VOUCHER |
OUT OF VOUCHER CHARGES |
TOTAL ON THE ACCOUNTING DBR |
|
Time charges |
$ 210.00 ($30 per day) |
$ 45.00 (1 day) |
$ 255.00 |
|
LDW |
$ 105.00 ($15 per day) |
$ 21.00 (1 day) |
$ 126.00 |
|
PAI |
$ 35.00 ($5 per day) |
$ 6.00 (1 day) |
$ 41.00 |
|
Refueling |
(not included) |
$ 20.00 |
$ 20.00 |
|
Tax |
$ 35.00 |
$7.20 |
$ 42.20 |
|
Total |
$ 385.00 voucher total |
$ 99.20 renter's portion |
$ 484.20 |
HERTZ UNIQUE POSTING ERRORS
Hertz users may encounter errors that will prevent RAs from being posted. Hertz errors are preceded with the following message:
POSTING NOT ALLOWED DUE TO FOLLOWING: PRESS RETURN
If this message appears on the screen press the RETURN key to display the reason posting is not allowed. One or more of the following reason messages will appear:
NEGATIVE BALANCE RA
This message means that a RA was saved with a negative balance due. This often occurs when the deposit exceeds the charges and no refund was made at the counter. The Data Center will not accept RAs with a negative balance. Therefore, the CARS+ DBR posting program blocks the posting of the RA. Use the following steps to correct a negative balance RA:
- Find the problem RA by reading the A/R column of the printed DBR looking for a negative figure.
- Using the Edit Closed RA program, adjust the RA by adding a negative payment in the D subwindow. If the refund was not actually made and a credit is owed to the customer, use the FOP Code "RFPC", (Refund From Petty Cash) if it is set up as a FOP in the Customer File.
BILL-TO# MISSING
This message means that a RA was closed with a balance due, yet there was no "Bill-To Number" defined at the time of open (usually, this is a forced charge). The Data Center will not accept a balance due without an established Bill-To number. Therefore, the DBR posting program blocks the RA from being posted. Use the following steps to correct a problem RA:
- Find the problem RA by reading the printed DBR. Look for an amount in the A/R column and then examine the data to the left, looking for a Bill-To #. If none is found, this is a problem RA.
- Using the Edit Close RA program, adjust the RA by "paying it off" using the FOP Code "FCHG" (forced charge).
DOUBLE BILLING RA
This message means that a RA were closed with a balance due and a partial payment was made with a non-cash form of form of payment. The Data Center will not accept an RA where the receivable billing is split between two parties. Therefore, the DBR posting program blocks the RA from being posted. Use the following steps to correct a problem RA:
a. Pay the entire RA off with the credit card.
b. If the RA has a Bill-To#, remove the payment and direct bill the entire amount.
c. If the RA does not have a Bill-To#, pay the entire RA with the forced charge FOP, "FCHG".
THE RELATIONSHIP BETWEEN THE DBRA AND DRB PROCESSING PROGRAMS
There is a definite relationship between the DBRA and EDRB Processing programs. Under certain modes, the Accounting DBR program will not report RAs until they have been transmitted by the EDRB Processing program. The following chart covers the relationship between these two programs. The first three columns represent the following three questions that are part of the DBRA program:
Column 1 =Field 9 "RA Post Value"
Column 2 =Field 10 "Do Posting"
Column 3 ="Do you want to post this DBR?" (this question is asked after the report is printed).
The final column explains the purpose and limitations of that mode of the report.
|
RA POST VALUE |
DO POSTING? |
POST? |
FUNCTION OF THIS DBRA |
|
N |
Y |
Y |
This mode posts transmitted RAs to the accounting files. RAs that were not transmitted due to errors are not reported. |
|
N |
Y |
N |
This mode reports what would post if posting was requested when the system prompts with "Do you want to post this DBR". |
|
N |
N |
|
Under this mode, all untransmitted RAs are reported, including RAs that have EDRB errors. This mode can be used to accrue unposted RAs at the end of the month. |
|
Y |
|
|
This mode reports only posted RAs |
When correcting RAs rejected by the DRB Processing program, the DBR Date is rewritten to the current date. As a result, a DBR may not reflect all work actually done on a particular day. When posting, RAs with errors are not included, but corrected RAs from previous days may appear.
To adjust for this problem, the following is suggested:
1. Set the "EDRB lag time" field in Edit Misc. Control Fields to allow enough time to audit RAs before transmitting that day's information to the Data Center
2. During this "lag time", conduct a "Test run" of the EDRB Processing program to produce a DRB Error Log and correct any errors.
User tip: Transmitting and Posting Multiple Months
Hertz users should avoid posting RAs from more than one month on the same Accounting DBR. Although it is fine to transmittransactions from more than one month on the EDRB, posting transactions from more than one month on the same Accounting DBR may cause a discrepancy between the AR Distribution File and the AR Open Item File.
When posting multiple days on the Accounting DBR, all transactions are assigned the last datein the range when they post to the AR Open Item File.
As an example, assume that you transmitted via EDRB the dates of 9/30, 10/1 and 10/2. Rather than post this group of days all on one DBRA, the proper way to post is to post the day of 9/30 on one Accounting DBR and post 10/1 and 10/2 on another Accounting DBR.