Edit Rate Groups

The Edit Rate Groups program is used to allow a location to use rate products from more than one Rate Set.

DEFINITIONS:

RATE SET = A Rate Set is the default set of rates that are used by a rental location. Rate Sets are defined in the Location Record, they are NOT defined here. More than one location can share the same Rate Set.

Rate Sets are used when certain locations in an operation have different rental rates than other locations in the same operation. For instance the regular retail daily rate (Rate Product "RETL") for a midsize car might be $45 a day at the airport location while the RETL rate is $39 a day at a suburban location. By creating different Rate Sets, each location can have a RETL Rate Product with its own unique rates. A Rate Set is assigned to a location in its Location Record.

RATE GROUP = A Rate Group is a set of rates that are shared by locations that have differing Rate Sets. For example a national corporate rate that is recognized at all locations would exist in a Rate Group rather than a Rate Set.

While it is common for retail rates to differ by location, standard corporate rates and insurance replacement rates are usually negotiated so that they are honored no matter which location generates the rental. Additionally, certain rates for special promotions may apply to all locations. Rather than having to create these types of rates in each Rate Set, they can be set up in a unique Rate Set. The "Rate Group" logic allows many or all locations to use rates from another Rate Set.

When Rate Groups are established, a hierarchy is followed to determine which Rate Set or Rate Group is used for a particular Rate Code:

1. CARS+ first attempts to find the rate code's Rate/Rules Record using the opening location's own Rate Set.

2. If that fails, CARS+ will try to find the rate code's Rate/Rules Record in each Rate Group to which the location belongs. If a location belongs to numerous Rate Groups which all contain the desired Rate Code, the first one encountered is used. Rate Groups are examined based on an alphanumeric sort of the Rate Group.

The following examples illustrate this feature:

Location LAX is assigned to Rate-Set A in its location record. LAX also can use rates from Rate Groups SC, XC and Z as shown below:

Rate Set Codes defined in the Location record	Rate Group Codes defined here	Locations	Member Locations
A		Los Angeles, Santa Ana	LAX, SNA
B		San Diego, Oceanside	SAN, OCN
C		Las Vegas	LAS
D		Phoenix	PHX
E		San Francisco, Oakland	SFO, OAK
	SC	Southern California Locations	LAX, SAN, SNA, OCN
	XC	All California Locations	LAX, SAN, OCN, SNA, FAT, SFO, OAK
	Z	All locations (for corporate rates)	LAX, SAN, OCN, SNA, SFO, OAK, FAT, PHX, LAS

Next assume that the follow Rate Products are set up under these Rate Sets/Groups:

Rate Set Rate Code

A - VALUE

SC - VALUE

SC - SUPER

XC - SUPER

Z - CORPA

The analysis below gives the results of booking each of the above Rate-Codes for LAX:

Rate Code Rate - Set used - Reason

VALUE - - A - The local Rate-Set is tried first, it takes precedence over the rate for the larger Rate-Group SC (which covers all Southern California locations)

SUPER - - SC - The Rate Product "SUPER" is not found in Rate-Set A. Reading the Rate-Groups in alphanumeric order, Rate Group SC was the first one found with the desired rate code. The rate record in Rate Group XC is not even read.

CORPA - - Z - Failing to find this rate in the local rate set or Rate Groups SC and XC, the Rate Product record from Rate Group Z is used.

Hertz Users: Another use of this program is for those Hertz operators who need to use a Rate Group for running the CDP Merge program. Generally this is needed only by those Hertz operations sharing a system, such as when a corporate entity and licensees or multiple licensees share a system. By creating a Rate Group, an operator is able to merge CDP data for only the location(s) that are members of their Group.

For a more complete discussion on Rate Groups in CARS+, see the chapter Overview - Rate Sets and Rate Groups.

To access the Edit Rate Groups program type EDITRGRP (RET) at any menu "OPTION" field or the appropriate line number on the Rental Rates Menu. The screen will then display:

OPTION: __ EDIT RATE GROUPS

1 Location
2 Rate Set

1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Enter data as follows:

1. LOCATION

Enter up to 6 alphanumeric characters to indicate the location to be assigned to a new Rate Set.

EXAMPLE: Type LAX (RET)

User Tip: Rate sets for the Upsell Matrix are limited to just 2 alphanumeric characters in length. Therefore, only the first two characters entered in this field will be used to look up Upsell rates, while the full six characters (if used) will be used to look up T&M rates. If the Upsell Matrix is used, refer to the chapter Edit Upsell Rules/Rates for a more detailed discussion about Rate sets.

2. RATE SET

Enter up to 6 alphanumeric characters in indicate the alternate Rate Set for the Location entered in Field 1.

EXAMPLE: Type SC (RET)

The screen will then display:

OPTION: __ EDIT RATE GROUPS

1 Location LAX
2 Rate Set SC

1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.

A location can belong to more than one Rate Group. For example, five Southern California locations could be grouped as follows:

Group Description	Member Locations	Group Set Code
All Locations	LAX, LAX01, SNA, ANA01, BPK01	A
Los Angeles County	LAX, LAX01	LA
Off Airport	LAX01, ANA01, BPK01	OA
Orange County	SNA, ANA01, BPK01	OC

When looking up rates, the system reads the Rate Group file according to the rules of an alphanumeric sort. The first record found that matches the request is used, and the program stops reading the file. For example, see the chart below of the Rate Product WKENDJOY (Weekend Joy) which has been set up in several Rate Groups:

Group Set Code	Rate Product Code	Daily Rate for a Compact
A	does not exist for this Group
LA	WKENDJOY	39.95
OA	WKENDJOY	37.95
OC	WKENDJOY	35.95

When booking a reservation for a compact car using the WKENDJOY rate to be picked up at the Disneyland location (Location ANA01) the system will read the records as follows:

1. First Anaheim's default Rate Set from the Location record for ANA01 would be used.
2. Assuming the rate product was NOT set up there but is defined with a Rate Group Code, the above read would fail and the system would turn to the Rate Group file. The first Group Code it would find (according to the rules of an alphanumeric sort) would be Rate Group "A". But as stated above, the rate product WKENDJOY was not defined in that Group.
3. Next would come Group Code "LA" but since location ANA01 is not a member of that group, that record would not be used.
4. Then Rate Group "OA" would be tried. Since location ANA01 is a member of the Rate Group OA and the rate WKENDJOY is set up with Rate Set OA, the price of $37.95/day would be found and used.
5. The fact that WKENDJOY also exists in Rate Group "OC" (to which ANA01 is also a member) and at a lower price would never be seen. Once the system finds a rate, it stops looking.

The lesson to be learned here is that when naming Rate Groups keep in mind the rules of an alpha-numeric search. For more on the rules of an alpha-numeric search see the chapter "General Data Entry Instructions". Rate Groups that should be tried first should be given codes early in a alphanumeric sort. Those that are "catch-all" groups that are to be used when all else fails should be given codes at the end of the sort. Based on that, the Rate Group Code for the group that includes all locations really should be named "Z" not "A". That way the restrictive groups for LA and Orange Counties and Off Airport would be tried first and then when all else fails the group for all locations would be tried.