Edit Ticket Charge Codes

CARS+ has different programs that can be used to process traffic citations and/or toll road charges that are related to the renting of a vehicle. The situation occurs when an outside entity is billing the rental car company (as the owner of the vehicle) for a citation (parking, toll, or moving violation). The features of each method are compared below.

The chart below compares and contrasts these programs:

Feature	Ticket Processing Report	Batch Ticket Processing Report	Import Toll Charges/Invoice Toll Charges
Ticket Entry	Each ticket or toll charge is entered manually into the screen, one at a time.	All tickets or tolls are entered first into a spreadsheet and the resulting file is processed.	All tickets or tolls are entered first into a spreadsheet and the resulting file is processed by the Import Toll Charges. This program writes un-invoiced toll records to the Vehicle History file, which are invoiced later by the Invoice Toll Charges program.
If there is an error or no transaction is found that matches the citation date and time	The error appears on the screen and the user can respond to it.	The error is reported back to the user in a report that is produced by the program.	If the vehicle record is found, the transaction can be billed to the location responsible for the vehicle at that time. If the vehicle record is not found, the error is reported back to the user in a report that is produced by the program.
Printed "invoice"	The Renter Letter serves as an invoice for the charges. This cannot be reprinted after the ticket is originally processed.	In addition to the optional Renter Letter, a Sundry Invoice can be printed as the invoice for the charges. Although the Renter Letter cannot be reprinted, the Sundry Invoice can.	A Sundry Invoice can be printed as the invoice for the charges.
Charges for the citation that are to be passed to the renter	Are posted to their credit card or the customer's CARS+ account through the Petty Cash logic.	Are placed on a Sundry Invoice which may be "paid" by the renter's credit card.	Are placed on a Sundry Invoice which may be "paid" by the renter's credit card. Optionally, an Optional Charge can be sold on the rental agreement that is a pre-payment for all toll charges. If that is done, RAs with this option are exempt from later invoicing.
Charges for the citation that are to be passed on to the responsible location. (Hertz only)	Not available	Not available	Are placed on a Sundry Invoice which is 'paid' by the Hertz Credit Card in the Location's customer record.
These charges are posted by	The regular DBRA posting routine	The separate, Sundry Invoice posting program	The separate, Sundry Invoice posting program
Ability to configure features	Most features are hardcoded into the way the program works.	Records in the Ticket Charge Codes Control file allow the user to configure how the program will behave.	Records in the Ticket Charge Codes Control file allow the user to configure how the program will behave.

All of these Ticket Processing programs use this control file. But they each use the records in this file differently. When reading the descriptions below, be aware of which program will be using the record.

To access the Ticket Charge Codes program, type EDITTKT (RET) at any menu "OPTION:" field or the appropriate line number on the Ticket Processing Sub-Menu of the History/Maintenance Menu. The screen will then display:

OPTION: __ TICKET CHARGE CODES

1 Ticket code
2 Description
3 Ticket Amount Acct 21 Ticket Tax Code
4 Process 1 Charge 22 Admin Tax Code
5 Process 1 Acct 23 Print RA's
6 Process 1 Desc
7 Process 2 Charge 24 Override Option
8 Process 2 Acct 25 Tax Extract Pct
9 Process 2 Desc
10 Non-rev's 26 Single Invoice
11 Chauffeur 27 Closed RA's only
12 Inv Cust 28 Closed Lag Days
13 Renter Letter 29 Charge Location
14 Accept Liab 30 Service Code
15 Stat Dec
16 GAR Feed
17 Mulit Admin
18 Admin Option
19 Gen Desc
20 Email Address
1SAVE 2 3 4 5 6 7HELP 8

Enter data as follows:

1. TICKET CODE	Ticket Processing Report: Enter the two character Posting Company Code of the accounting system to which citation charges are to be posted. If the field is left blank, the system assumes Posting Company 00. A single "processing profile" is used for all vendors both for traffic citations and toll charges within a Posting Company. Batch Ticket Processing Report and Import Toll Charges: Enter a two character code to represent this "processing profile". The code defined here will be entered in to the Vendor file record of the Police Department or Toll Company that has issued the citation. This allows different "processing profiles" to be created for different types of vendors (police vs toll companies, local police vs police departments in other cities, etc.) - see samples at the end of this chapter. EXAMPLE: T1 Press (RET)
2. DESCRIPTION	Enter up to 30 alphanumeric characters for a description of this Ticket Code. EXAMPLE:Type LOCAL POLICE PARKING UP TO $50(RET)
3. TICKET AMOUNT ACCT	Enter a 4 digit G/L account number to be credited for the amount of the ticket itself. The account must be on file in the Valid GL Account File It is not necessary to assign sub-account (profit center numbers), on this screen. If you have set your system to run with profit centers, CARS+ will automatically affix the proper profit center suffix number to all these account numbers during posting. EXAMPLE:Type 6510 (RET). Batch Ticket Processing Report and Import Toll Charges The G/L account entered here will be used as the "Code" for the citation amount on the Sundry Invoice record.
	The next six fields allow for the entry of up two processing fees that are charged in addition to the ticket cost itself.
4. PROCESS 1 CHG	Ticket Processing Report If an administrative processing fee is charged to the customer in addition to the ticket, enter the amount here. EXAMPLE:Type 25.00(RET). Batch Ticket Processing Report See the notes for Field 18 below for possible use of the Process 1 Charge fields.
5. PROCESS 1 ACCT	Enter a 4 digit G/L account number that should be credited for the amount of the Process 1 Charge. The account must be on file in the Valid GL Account File. EXAMPLE:Type 6515 (RET).
6. PROCESS 1 DESC	Enter up to 30 alphanumeric characters to serve as a description for this charge. This description will print on the letter addressed to the customer. EXAMPLE:Type: ADMINISTRATIVE FEE(RET)
7. PROCESS 2 CHARGE	In addition to the fee entered above if another fee (such as a tax or penalty) is charged to the customer, enter the amount here. EXAMPLE:Type 2.50(RET). Batch Ticket Processing Report The Process 2 charge is never used in this program.
8. PROCESS 2 ACCNT	Enter a 4 digit G/L account number that should be credited for the amount of the Process 2 Charge. The account must be on file in the Valid GL Account File EXAMPLE:Type 2215 (RET).
9. PROCESS 2 DESC	Enter up to 30 alphanumeric characters to serve as a description for the charge entered in Field #7. EXAMPLE:Type: SALES TAX(RET)
	NOTE: Fields 10 through 21 are ONLY used by the Batch Ticket Processing Report and Import Toll Charges programs. See the corresponding comments as to how the similar feature works in the Ticket Processing Report program.
10. NON-REV'S	Batch Ticket Processing Report and Import Toll Charges Enter: Y or blank = Yes, if a citation on the spreadsheet matches a vehicle that was associated with a Non-Revenue Movement ticket at the date and time the infraction occurred, a Vehicle History record is written using code "X5" (tolls) and the note is "NON-REVENUE" A Sundry Invoice is raised against the driver on the Non-Rev. If there is no driver, the transaction is controlled by Field 29. N = No, if a citation on the spreadsheet matches a vehicle that was associated with a Non-Revenue Movement ticket at the date and time the infraction occurred, do not create a Sundry Invoice for this transaction but report it as an error in the results report. No Vehicle History record is written. EXAMPLE: Type N (RET) Ticket Processing Report This program always checks both the Rental Agreement File and the Non-Rev File. But as the program is screen interactive, the user can choose to ignore Non-Revs.
11. CHAUFFEUR	Batch Ticket Processing Report Enter: Y = Yes, if a citation on the spreadsheet matches a vehicle that was associated with a Chauffeur rental at the date and time the infraction occurred, process the ticket against the passenger of the chauffeur ticket. N = No, if a citation on the spreadsheet matches a vehicle that was associated with a Chauffeur rental at the date and time the infraction occurred, do not create a Sundry Invoice for this transaction but report it as an error in the results report. EXAMPLE: Type N (RET) Ticket Processing Report This program always checks Chauffeur rentals. But as the program is screen interactive, the user can choose to ignore those type of transactions.
12. INVOICE CUSTOMER	Batch Ticket Processing Report Enter: The default logic for this program is that the credit card on the RA will be used to "pay off" the invoice leaving no balance due. This field defines what should happen if the RA does not have a credit card or for EDC clients if the authorization fails. Y = Yes, if a citation on the spreadsheet matches a transaction that does not have a credit card or one whose credit card can not be authorized, create a Sundry Invoice directly against the renter of the vehicle. N = No, if a citation on the spreadsheet matches a transaction that does not have a credit card or one whose credit card can not be authorized, do not create a Sundry Invoice for this transaction but report it as an error in the results report. A = If a citation on the spreadsheet matches a transaction create a Sundry Invoice directly against the renter of the vehicle and do not attempt to "pay it off" with any credit card on the RA. EXAMPLE: Type N (RET) For operations that do not use EDC and do not require online authorizations: The Sundry Invoice will be created and any credit card that is on the RA will automatically be applied to the invoice to "pay it off". This payment must be processed outside CARS+ along with any cards taken on RAs. If the payment cannot be settled, edit the Sundry Invoice by removing the payment and the balance due will be posted as a receivable against the renter. Ticket Processing Report This program will ask the user if the renter should be invoiced if no usable credit card can be found.
13. RENTER LETTER	Batch Ticket Processing Report Enter: Y = Yes, if a transaction is found, print a letter to the renter explaining that a citation was issued during the time they had the vehicle and detail the charges involved. Note, if a Renter Letter is requested, a print program number must be set up in Edit Print Library in Field 17. This field can be overridden by a CDPID privilege. N = No, if a transaction is found do not printer a letter to the renter. EXAMPLE: Type N (RET) Ticket Processing Report This program will always print a renter's letter if a print program is defined in the Print Library file.
14. ACCEPT LIABILITY	Batch Ticket Processing Report Enter: Y = Yes, if a transaction is found, the resulting Sundry Invoice will be for the cost of the citation itself plus any administrative expenses defined in Field 4 above. N = No, if a transaction is found, the resulting Sundry Invoice will be for just the administrative expenses defined in Field 4 above. It is assumed that passing the vendor the name and address of the renter, they will pursue the renter for the cost of the citation. This field may be overridden if the similar field in the Vendor Record has the value of "Y". But a value of "N" in the Vendor record will NOT override a value of "Y" in this field. EXAMPLE: Type N (RET) Ticket Processing Report The user is asked if liability is accepted when each ticket is processed.
15. STATUTORY DECLARATION	Batch Ticket Processing Report Enter: Y = Yes, if a transaction is found, print a Statutory Declaration letter addressed to the vendor giving the name, address and rental details. Usually, when a user answers "N" to Field 14 above, they answer "Y" to this field. Note, if a Statutory Declaration is requested, a print program number must be set up in Edit Print Library in Field 16. F = Add each transaction found to a file that will be sent to the vendor. At this time, the only file layout supported is for RMS (New South Wales Roads and Maritime Services) in Australia. N = No, if a transaction is found, do not print a Statutory Declaration letter addressed to the vendor. EXAMPLE: Type N (RET) Ticket Processing Report This program will always print a Statutory Declaration if liability is NOT accepted and if a print program is defined in the Print Library file.
16. GAR FEED	Batch Ticket Processing Report [This field is only used by Hertz Corporate run operations] Enter: Y = Yes, any resulting credit card transactions are to be sent to OKC via MQ Series for processing. N = No, do not send any credit card transactions to OKC. EXAMPLE: Type N (RET) Ticket Processing Report This program does not have the ability to communicate with OKC.
17. MULTIPLE ADMINISTRATION FEES	Batch Ticket Processing Report Enter: Y = Yes, when processing a single batch of citations, if more than one citation is found for the same rental and renter, an administration fee will be charged for each citation. N = No, when processing a single batch of citations, if more than one citation is found for the same rental and renter, the administration fee will be applied once. EXAMPLE: Type N (RET) Ticket Processing Report This program will apply the administration fee to each citation.
18. ADMINISTRATION FEE OPTION	Batch Ticket Processing Report and Import Toll Charges The use of this field is optional. If this field is left blank, The administration fee in field 4 above will be applied to the Sundry Invoice as a second charge line, the G/L account entered into Field 5 will be used as the "Code" and field 6 will be used for the charge description. If this field is not blank, then Fields 4 and 5 above are ignored. To use this field, enter a CARS+ Optional Charge Code. The G/L account assigned to that Option Code will be used as the "Code" for the charge line on the Sundry Invoice. Using any Privilege Code associated with a CDPID on the RA, Pricing Code for the vehicle and Opening Location the program will read the Optional Rate file to find the appropriate charge amount for the Administration fee. The Short Description of the option will be used as the charge description on the Sundry Invoice. The Optional Rate for this option CANNOT be made Currency Code sensitive. EXAMPLE: Type ADMIN (RET) Ticket Processing Report This program will use the Admin fees as defined in Fields 4 through 9 above.
19. GENERAL DESCRIPTION	Batch Ticket Processing Report and Import Toll Charges Enter up to 68 characters for the text that will appear in the General Description field on the Sundry Invoice. EXAMPLE: Type Invoice for administration costs related to parking tickets. (RET) Ticket Processing Report As this program does not use the Sundry Invoice file, there is no comparable logic.
20. EMAIL ADDRESS
21. TICKET TAX CODE	Batch Ticket Processing Report and Import Toll Charges Enter up to 3 characters for the Tax code that should be applied to the Citation amount on the Sundry Invoice EXAMPLE: Type T1 (RET) Ticket Processing Report As this program does not use the Sundry Invoice file, there is no comparable logic.
22. ADMINISTRATION FEE TAX CODE	Batch Ticket Processing Report and Import Toll Charges Enter up to 3 characters for the Tax code that should be applied to the Administration Fee amount on the Sundry Invoice EXAMPLE: Type T2 (RET) Ticket Processing Report As this program does not use the Sundry Invoice file, there is no comparable logic.
23. PRINT RA'S	Indicate whether or not the RA involved should be reprinted. Enter: Y = reprint the RA N (or blank) = do not reprint the RA EXAMPLE: Type Y (RET)
24. OVERRIDE OPTION	Enter up to 6 characters for the Optional Charge that can be sold on a rental that will pre-pay for all Toll Charges and thus will exempt the renter from being invoiced separately for Tolls that are received. RAs with this option will not be invoiced for tolls through the Invoice Toll Charges program. Those without this option will be invoiced. Leave this field blank if all toll charges are to be invoiced. EXAMPLE: Type TOLLS (RET)
25. TAX EXTRACTION PERCENTAGE	Invoice Toll Charges Enter the percentage of tax that needs to be extracted from the Toll Charge if the charge is quoted as tax inclusive. Enter the percent as up to 2 characters before the decimal and 3 characters after. EXAMPLE: Type 10 (RET)
26. SINGLE INVOICE	Enter: Y = Yes, all tickets or tolls for a single RA processed in a single run will be combined and invoiced on a single Sundry Invoice. N = No, each individual ticket or toll will appear on a separate Sundry Invoice. EXAMPLE: Type N (RET) NOTE: This field also defines the amount of descriptive data that will be recorded on the invoice. If you enter N up to 8 lines of invoice detail will print including rental dates, vehicle number, citation date, etc. If you enter Y each toll or infraction will print just two lines of description.
27. CLOSED RAS ONLY	Enter: If using the program TICGAR or TICDRB: Y = Yes, only RAs which are currently closed will be read. RAs that are open will be skipped to be processed later after they have closed. N = No, both open and closed RAs will be read. If using INVTOL this field MUST be set to N. We want the import program to import all toll records regardless if the RA is open or not. EXAMPLE: Type Y (RET)
28. CLOSED LAG DAYS	If in the previous field only closed RAs are selected, enter in this field a numeric character to indicate the number of days the RA has been closed before it is processed. For example, entering a 5 in this field would mean that RAs whose close date is five days or less from the current date will NOT be read, only RAs that close 6 or more days ago will be processed. This field is meaningless if you are using INVTOL. EXAMPLE: Type 5 (RET)
29. CHARGE LOCATION	This field applies to Import Toll Charges. When no RA nor a Non-Rev with driver is found for the date and time of the toll charge, this field indicates if the "responsible" location should be charged for this toll. The responsible location is determined by examining vehicle history records Service Code 00 (rental agreements) and Service Code 93 (non-rev movements) and using the transaction with the date/time just before the ticket date/time. Enter: Y = Yes, charge the location. A Vehicle History record is written and left open (therefore a Sundry Invoice will be created against the responsible location - this requires that all owned locations must have a value in their location record in the field "Posting Organization" (Page 2 Field 4). Refer to the chapter Edit Locations. N = No, report this as a "TOLL NOT RECOVERED". A Vehicle History record is written but it is closed (therefore no Sundry Invoice is created) EXAMPLE: Type Y (RET)
30. SERVICE CODE	This field is used only by the Batch Ticket Processing Report. (This field is ignored by Import Tolls Charges.) If this type of ticket should write a Vehicle History record using a Service Code other 91, enter the Service Code number here. The Service Code must have already been created in Service Code File Update. If this field is left blank, the ticket transaction will use Service Code 91. EXAMPLE: Type T1 (RET)

The screen will then display:

EXAMPLE ONE

The code below is set up for the local police department for parking citations. When processing tickets issued by the local police, this car rental operations does not assume financial responsibility for the face value of the ticket (Field 14). Instead, a Statutory Declaration letter is mailed to the police with the name and address of the renter or bill-to (Field 15). Tickets issued against Non-Revs (Field 10), Chauffeur driven vehicles (Field 11) are not invoiced. The renter will also receive a letter explaining the administration fee that was billed against his credit card (Fields 13 and 18). But if no credit card can found or be automatically authorized for these charges, no invoice will be created (Field 12). The RA will be reprinted (Field 22).

OPTION: __ TICKET CHARGE CODES

1 Ticket code T1
2 Description LOCAL POLICE PARKING UP TO $50
3 Ticket Amount Acct 6510 21 Ticket Tax Code T1
4 Process 1 Charge 22 Admin Tax Code T2
5 Process 1 Acct 23 Print RA's Y
6 Process 1 Desc
7 Process 2 Charge 24 Override Option
8 Process 2 Acct 25 Tax Extract Pct
9 Process 2 Desc
10 Non-rev's N 26 Single Invoice
11 Chauffeur N 27 Closed RAs only
12 Inv Cust N 28 Closed lag Days
13 Renter Letter Y 29 Charge Location
14 Accept Liab N 30 Service Code
15 Stat Dec Y
16 GAR Feed N
17 Mulit Admin N
18 Admin Option ADMIN
19 Gen Desc Invoice for administration costs related to parking tickets.
20 Email Address
1SAVE 2 3 4 5 6 7HELP 8

EXAMPLE TWO

The code below is set up for parking citations issued by all other police departments. When processing these types of tickets, this car rental operations DOES assume financial responsibility for the face value of the ticket (Field 14). The renter will receive a letter explaining the cost of the ticket and the administration fee that was billed against his credit card (Fields 13 and 18). But if no credit card can be found or automatically authorized for these charges, no invoice will be created (Field 12). Tickets issued against Non-Revs (Field 10) will be invoiced against the driver if any while Chauffeur driven vehicles (Field 11) are not invoiced. The RA will be reprinted (Field 22).

OPTION: __ TICKET CHARGE CODES

1 Ticket code T2
2 Description NON-LOCAL PARKING TICKETS
3 Ticket Amount Acct 6510 21 Ticket Tax Code T1
4 Process 1 Charge 21 Admin Tax Code T2
5 Process 1 Acct 22 Print RA's Y
6 Process 1 Desc
7 Process 2 Charge 23 Override Option
8 Process 2 Acct 24 Tax Extract Pct
9 Process 2 Desc
10 Non-rev's Y 25 Tax Extract Pct
11 Chauffeur N 26 Single Invoice
12 Inv Cust Y 27 Closed RAs only
13 Renter Letter Y 28 Closed Lag Days
14 Accept Liab Y 29 Charge Location
15 Stat Dec N 30 Service Code
16 GAR Feed N
17 Mulit Admin N
18 Admin Option ADMIN
19 Gen Desc Invoice for parking tickets and administration costs.
20 Email Address
1SAVE 2 3 4 5 6 7HELP 8

EXAMPLE THREE

The code below is set up for toll road charges. When processing toll road charges, this car rental operations DOES assume financial responsibility for the face value of the ticket (Field 14). But, instead of printing either the renter Letter or a Statutory Declaration (Fields 13 and 15) the Sundry Invoice will be printed and sent to explain the charges. If no credit card can be found or authorized for the charges, a Sundry Invoice will still be raised against the renter himself as a separate receivable (Field 12). But any RA that was presold the Option "TOLLS" will be exempted from being invoiced for individual toll charges (it is assumed that the daily rate for the Option TOLLS is set high enough to cover the average toll costs). Finally, because toll charges are billed to this rental operator as GST inclusive, 10% was entered into field 24 to indicate the rate to be used to extract the pure toll charge from the invoice provided by the toll company.

OPTION: __ TICKET CHARGE CODES

1 Ticket code T3
2 Description TOLL ROAD CHARGES
3 Ticket Amount Acct 6510 21 Ticket Tax Code T1
4 Process 1 Charge 22 Admin Tax Code T2
5 Process 1 Acct 23 Print RA's N
6 Process 1 Desc
7 Process 2 Charge 24 Override Option TOLLS
8 Process 2 Acct 24 Tax Extract Pct 10.000
9 Process 2 Desc
10 Non-rev's N 26 Single Invoice
11 Chauffeur N 27 Closed RAs only
12 Inv Cust Y 28 Closed Lag Days
13 Renter Letter N 29 Charge Location
14 Accept Liab Y 30 Service Code
15 Stat Dec N
16 GAR Feed N
17 Mulit Admin N
18 Admin Option ADMIN
19 Gen Desc Invoice for toll road charges and administration costs.
20 Email Address
1SAVE 2 3 4 5 6 7HELP 8

User tip: By setting up a Privilege Code and attaching it for a Corporate Account record, certain corporate customers can be made exempt from the administrative processing charge. This is true for all of the ticket programs described here. Refer to the chapter of the manual titled Edit Privilege Codes for more information about the "Exempt Ticket Charges" field that is on page 2 of the Edit Privilege Code screen.

User tip: There is a feature in Edit Locations that allows a different Ticket Charge Code to be entered for other locations.