Inclusive rates allow you to charge the renter one price for a package that includes the time charge and certain options that are included in the rate. For example, a retail inclusive rate might cover time, mileage, LDW, PAI, airport surcharge, and sales tax all for one rate.
A rate is designated as inclusive when a valid Option Set Code is entered in the “Incl Opt Set” field of the Rental Rules/Rates record.
More information is available in the chapter of this manual titled Appendix on Inclusive Rates. You will find information there about setting up Inclusive Rates and how they are treated by various CARS+ programs.
Add-on rates are used to automatically add certain options to a RA every time a Rate Product is used. A common application for this is the GARS fee for government renters. The steps to set up the GARS charge this way are detailed at the end of this chapter.
Exempt rates are used to exempt the renter from being charge for automatically applied options such as taxes or surcharges and/or dependently applied options such as an underage fee.
Parts Lists are attached to the Option Code they are related to in Edit Optional Items. Setting up a parts list will cause a pop-up of the list to appear in RA Close asking if all parts have been returned. If the agent indicates that a part is missing, a replacement charge is automatically added to the rental.
WARNING: Exempt Option Sets CANNOT be used to exempt a user from Drop Charges. Entering the Option DROP in an Option Set that is used to exclude charges will cause mis-calculation of rental agreement charges.
To access the program, type EDITSET (RET) at any menu "OPTION:"field or the appropriate number on the Option Control File Menu. The screen will then display:
| OPTION:__ EDIT OPTION SET CODES # *Code Item PC Eff Date Term Date CR Date/Empl Mod Date/Empl 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 1SAVE 2LINES +193ERASE 4LINES -195BACKUP 6SEARCH 7HELP 8 |
Data is entered into this screen in much the same way as the second page of the Edit Rental Rate and Rules screen.That is, when your cursor is on Line 1, pressing (RET) moves the cursor to the right column by column and eventually onto the next line.
Displaying previously stored records:
To display previously stored records:
1. From the "OPTION:" field, press (RET) which will drop the cursor down to line one. From that position press the F8 "Retrieve" key. The following message will display:
Display only current records? Y/N
Answering "Y" will display those records currently in effect for all Option Sets. Expired records and records with effective dates in the future will not be displayed.
Answering "N" will display all records for all Option Sets whether or not they are currently in effect.
2. Entering an Option Set code in the first column and then pressing "F8" will display all option records for only that Option Set.
Pressing "F2" at the "OPTION:" field will bring up the next 19 lines in the file. Pressing "F4" at the "OPTION:" field will bring up the previous 19 lines of data.
3. From the “OPTION” field, press F6 to search. Then press F1 to search by Option Set Code. Records showing the Option Set Code, the Option, and Privilege Code will be displayed. Selecting a line will cause the display to begin with records from that Option Set.
Entering and Viewing Option Sets:
Enter data as follows:
|
CODE |
Enter up to 6 alphanumeric characters representing an Option Set Code. EXAMPLE:Type A (RET) |
|
ITEM |
In this column enter the Optional Item Codes for the items that make up this Option Set. EXAMPLE:Type LDW (RET) Note:
|
|
PC (Privilege Code) |
User tip: This field is used only when the Option Set is for a net rate (used on a voucher in the V subwindow). It does not apply to retail rates. If a Privilege Code applies to this Option Set for a net rate, enter the code in this field. Pressing Shift/F7 from this field will invoke a pop-up window listing the Privilege Codes on file. EXAMPLE: Type A4 (RET) |
|
EFF DATE |
Using your selected date format, enter the date on which this Option Set becomes effective. EXAMPLE: Type 010108 (RET) |
|
TERM DATE |
This field is used for two purposes:
EXAMPLE: Type 063009 (RET) |
| Create Date/Empl Mod Date/Empl |
The final four columns are display only fields for the date and employee who originally created the record and the date and employee who last edited the record. |
PRESS "F1" AT "OPTION:" TO SAVE THE DATA.
User tips for INCLUSIVE RATES:
An example of some Option sets are shown below and comments follow this example:
| OPTION: __ EDIT OPTION SET CODES # *Code Item PC Eff Date Term Date CR Date/Empl Mod Date/Empl 01 A AGE24 01-01-08 12-31-09 02 A LDW 01-01-08 12-31-09 03 B AGE24 01-01-08 04 B APTAX 01-01-08 05 B LDW 01-01-08 06 B TAX 01-01-08 07 B VLF 01-01-08 08 C LDW 03-01-08 09 C TAX 03-01-08 10 C DRIVR 03-01-08 11 C PAI 03-01-08 12 D APTAX 02-15-08 13 D TAX 02-15-08 14 D VLF 02-15-08 15 16 17 18 1SAVE 2LINES +193ERASE 4LINES -195BACKUP 6SEARCH 7HELP 8 |
Comments:
Option Set A includes only LDW and underage driver fee.It is due to terminate at the end of 2009.
Option Set B is made up of several items including taxes and fees.
Option Set D includes only taxes and fees.
Note that when taxes and other percentage-based fees (like a surcharge or airport facility charge) are included, the tax or fees included cover only the items in the Option Set plus the Time charge. In other words, the tax on the rate is included. As an example, assume a customer rented under an inclusive rate that references any of the above Option Sets and a luggage rack and baby seat were rented. The customer would be responsible for the tax on those items since they are not part of the Option Set.
More information is available in the chapter of this manual titled Appendix on Inclusive Rates. You will find information there about setting up Inclusive Rates and how they are treated by various CARS+ programs.
User tips for ADD-ON RATES:
An example of an add-on rate is one where the GARS fee is automatically added to a RA when a government Rate Product is used. Of course, GARS would need to already be set up as an Option. Use the following steps as a set-up guide for this.
1. Create an Option Set that has GARS as its only option. An example is shown below:
| OPTION:___ EDIT OPTION SET CODES # *Code Item PC Eff Date Term Date CR Date/Empl Mod Date/Empl 01 G GARS 08-01-08 02 03 04 05 06 07 08 09 |
2. Now that the Option Set is created, place it on every government rate product to which it applies. Enter the Option Set Code in the “Add on Opt Set” field. An example is shown below:
| OPTION: __ EDIT RENTAL RULES/RATES (Page 1 of 4) 1 Rate set A 28 Period Max Days 47 Allow Local 2 Product GOVT 29 Days per month 48 Segment Code 3 Date 01-01-08 30 Comm Y/N Comm Cat 49 Hrs Chg to Day 4 Time 0000 31 Deflt RA Type 50 Hrs Xhrs Logic 5 Termination Date 32 Corp Std 51 Miles in Incl 6 Comment GOVT RATE 7 Rate type 33 Searchable (unused) Miles Meth 34 Hide? Dy: 8 9 10 35 No Invoice 52 Exempt Opt Set Wk: 11 12 13 36 Incl Opt Set Mn: 14 15 16 37 Addon Opt Set G XW: 17 18 19 38 FPO Inc/Man 20 Free miles/hour 39 One way Miles 21 Grace minutes 40 Alt Rate 1 2 22 Charge for grace 41 Currency 23 Discountable 42 Calendar Day Calc 24 Editable 43 Status Flag 25 Incl Cvg1 N Cvg2 N 44 Hours Pct 26 Incl Cvg3 N Cvg4 N 45 Yield pcts 1 2 3 4 5 27 Min days for week 46 Tier Pcts 2 3 4 |
Every time that Rate Product GOVT is used on a RA, the GARS option charge will be automatically added to the RA.
User tips for EXEMPT RATES:
An example of an exempt rate is one where a RA is exempt from certain automatically or dependently applied options when a designated Rate Product is used
1. Create an Option Set that includes the exempt options. An example is shown below:
| OPTION:___ EDIT OPTION SET CODES # *Code Item PC Eff Date Term Date CR Date/Empl Mod Date/Empl 01 E APTAX 05-02-08 02 E AGE24 05-02-08 03 E TAX 05-02-08 04 05 06 07 08 09 |
2. Now that the Option Set is created, place it on the rate product to which it applies. Enter the Option Set Code in the “Exempt Opt Set” field. An example is shown below:
| OPTION: __ EDIT RENTAL RULES/RATES (Page 1 of 4) 1 Rate set A 28 Period Max Days 47 Allow Local 2 Product SPECIAL 29 Days per month 48 Segment Code 3 Date 01-01-08 30 Comm Y/N Comm Cat 49 Hrs Chg to Day 4 Time 0000 31 Deflt RA Type 50 Hrs Xhrs Logic 5 Termination Date 32 Corp Std 51 Miles in Incl 6 Comment EXEMPT RATE 7 Rate type 33 Searchable (unused) Miles Meth 34 Hide? Dy: 8 9 10 35 No Invoice 52 Exempt Opt Set E Wk: 11 12 13 36 Incl Opt Set Mn: 14 15 16 37 Addon Opt Set XW: 17 18 19 38 FPO Inc/Man 20 Free miles/hour 39 One way Miles 21 Grace minutes 40 Alt Rate 1 2 22 Charge for grace 41 Currency 23 Discountable 42 Calendar Day Calc 24 Editable 43 Status Flag 25 Incl Cvg1 N Cvg2 N 44 Hours Pct 26 Incl Cvg3 N Cvg4 N 45 Yield pcts 1 2 3 4 5 27 Min days for week 46 Tier Pcts 2 3 4 |
Every time that Rate Product SPECIAL is used on a RA, the RA will be exempt from the sales tax, airport tax, and under 25 fee.
User tips for PARTS LISTS:
The following is an example of a possible parts list for a GPS device:
1. Create an Option Set that includes the Option Codes for each part. An example is shown below:
| OPTION:___ EDIT OPTION SET CODES # *Code Item PC Eff Date Term Date CR Date/Empl Mod Date/Empl 01 GPSLST PCORD 05-02-08 02 GPSLST CASE 05-02-08 03 GPSLST MOUNT 05-02-08 04 05 06 07 08 09 |
| OPTION: __ EDIT OPTIONAL CHG CODES Page 5/5 # *Opt Short Day of the Week Pricing for Flat Fees Use Gold OptSet Qty Parts # *Code Desc Mon Tue Wed Thu Fri Sat Sun Hol Pax Sell Code Disc Set 01 TIME TIME 02 MILE MILES 03 FUEL FUEL 04 DISC DISCOUNT 05 CSADJ CUST ADJ 06 TAX SALES TAX 07 DROP DROP CHG 08 MISC MISC CHG 09 PROMO PROMO 10 DRIVR ADDL DRVR 11 SEAT CHILD SEAT 12 STDEP SEAT DEP 13 APCON AP CON FEE 14 LDW LDW 15 CVG2 PAI 16 CVG3 SLI 17 GPS GPS DEVICE GPSLST 18 SRACK SKI RACK STRAPS 19 PNLTY EQPT PNTLY 1SAVE 2LINES +18 3ERASE 4LINES -18 5 6 7HELP 8 |
Notes on Drop Charges: When Drop Charges are included in an Option Set, the following rules apply:
A. Inclusive Option Set – Retail RA
No drop charge is applied to the transaction.
No revenue is extracted from the Time revenue for a Drop Charge.
B. Inclusive OptionSet – Net rate for a voucher
No drop charge is applied to the transaction.
No revenue is extracted from the voucher for a Drop Charge.
C. Add-on Option Set – Retail RA
Placing a drop charge in an Add-on Option Set is meaningless as the drop charge will be applied to the RA whenever appropriate.
D. Add-on Option Set – Net rate for a voucher
When a Drop Charge is in an Add-on option Set for the net rate of a voucher, the drop charge will be added to the transaction when appropriate and will be flagged to be invoiced to the tour operator as a charge in addition to the value of the voucher.
E. Exempted Option Set – Retail RA
This set up is NOT supported.
F. Exempted Option Set – Net rate for a voucher
No drop charge is applied to the transaction.
No revenue is extracted from the Time revenue for a Drop Charge.
G. Customer Option Set
Placing a drop charge in an Option Set that is entered in the Customer record is meaningless for the renting customer or bill-to customer. The drop charge will be applied to the RA whenever appropriate.
H. Customer Option Set - Tour Operator
Placing a drop charge in an Option Set that is entered in the Customer record of a tour operator causes the tour operator to be charged for the Drop Charge (when applicable) in addition to the value of the voucher.