I. INTRODUCTION
Insurance replacement rentals present some unique challenges to the standard RA Open and Close programs.
- Usually insurance companies will agree to be responsible for only a portion of the charges on a replacement rental. As a result, the Direct Bill subwindow is inadequate because some of the charges are paid by the driver/renter. (The direct bill logic assumes all charges should be billed to the direct-bill customer.)
- Insurance companies also limit the number of days for which they can be invoiced. Therefore, days beyond the authorized period must be billed to the driver/renter.
- Extensions to the authorized rental period must be handled efficiently.
CARS+ procedures for replacement rentals are designed to meet these challenges. These same procedures can be used for body shop and garage replacement rentals. For the sake of brevity, this chapter will use insurance companies in all examples; but it should be understood that shop replacement rentals are handled in exactly the same way.
CARS+ provides four ways to do insurance replacement rentals and a comparison of the methods is made in the chapter Overview - Insurance Replacement Summary.
This chapter covers insurance rentals done via vouchers entered into the I
Subwindow on either the reservation or RA Open screens.
II. DEFINITION
INSURANCE VOUCHER - An insurance voucher is a written or verbal authorization which guarantees partial or entire payment of rental charges incurred by a driver/renter. Generally, a voucher will include:
- The insurance company and adjuster to be invoiced.
- The rental rate which the insurance company is authorizing.
- Any additional items such as taxes, fees, or options, for which the insurance company can be invoiced.
- The maximum number of days which can be invoiced.
- Reference data from the insurance company such as claim number, date of loss, insured's name, etc.
III. REQUIRED SET-UP STEPS
A. REQUIRED TAX CODES.For sales tax, insurance companies can operate various ways:
- The insurance company always allows the sales tax for their portion of the rental to be invoiced to them.
- The insurance company never pays sales tax. Therefore, the renter is charged for sales tax on both his portion and the insurance company's portion.
- Sometimes the insurance company allows the sales tax to be invoiced to them for sales tax. This often occurs when the renter is a claimant against another person insured by the insurance company.
CARS+ uses the Tax Code in the insurance company's Customer record to determine which of the previous three situations apply to a particular insurance company. Therefore, before insurance companies can be added to the Customer file, the following Tax Codes must be created in the A/R Tax Code file:
| Tax Code |
Description |
| ALW |
Insurance company ALWAYS pays the tax on their portion of the rental charges. |
| NEV |
Insurance company NEVER pays the tax on their portion of the rental charges. |
| EXM |
Dealerships are EXEMPT from TFFC and PST on an insurance logic rental. Exception: Some provinces do not allow dealerships to be exempt. When this is the case, ask Thermeon's Customer Support Dept. to set up the GVT record EXMTFFC. A field in the Location record is used to indicate whether or not rentals opening at that location should ignore or observe the tax code EXM on the customer record for the authorizing party on an insurance RA. |
:
To access the Tax Code File Maintenance program, type EDITTAX (RET) at any menu "OPTION:" field or the appropriate line number on the
Accounting Control Files Menu. The
screen will then display:
| OPTION: ___ TAX CODE FILE MAINTENANCE 1. Tax Code ALW 2. Description INS. CO. ALWAYS PAYS TAX 3. Tax Percent 1 4. Main Acct 5. Sub Acct 6. Tax Percent 2 7. Main Acct 8. Sub Acct 9. Tax Percent 3 10. Main Acct 11. Sub Acct 1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8 |
NOTE: When setting up these three Tax Codes, Fields 3 through 11 MUST be left
blank.
B. ADDING INSURANCE COMPANIES TO CUSTOMER FILE DIRECTLY.
Because replacement
rentals involve transferring financial obligations from the driver/renter to
another party, each insurance company must have a record in the
Customer File. The following notes
are not an attempt to repeat all the information contained in the Customer File
Update chapter. Instead, only
those fields that must be handled uniquely for insurance companies will be
discussed.
CUSTOMER FILE UPDATE
Field: CUSTOMER NUMBER
As usual, when first entering data for the Insurance Company, leave this field blank. Upon saving use either the "F4" feature described in the Customer File Update Chapter to assign a unique code to the insurance company or use "F1" for the system to assign the next available number.
Field: CORP ID
For Hertz US licensees only, when setting up a State Farm Insurance customer record, enter the appropriate CDPID number in this field.
Field: CUST TYPE (CUSTOMER TYPE)
Use Edit Customer Type Codes to define the details for insurance replacement type companies. IT is recommended that the system be set up to validate Customer Type Codes. This is turned on the Edit Misc. Control Fields file in the field "Validate Cust Type".)
Enter a type code, such as 'INS' that is defined to act like an insurance type customer. This is required in order to use the company for an iInsurance voucher in the I subwindow.
For accounting purposes, insurance companies are treated the same as a B type FOP (obligation is transferred to the insurance company).
Note: Body shops and garages must be assigned a customer type that acts like an INS type if the insurance billing procedures are to apply to them. To calculate charges for these companies like insurance rentals but make them ineligible for insurance invoicing, use a customer type that is set up to act like a "DLR" type.)
Field: FOP CODE and NUMBER
For Hertz US licensees only, when setting up a State Farm Insurance customer record, enter the appropriate Hertz Credit Card data in these fields.
Field: RETAIL RATE PRODUCT
If there is a standard rate charged to the renter for insurance replacement rentals when this company is involved, enter the rate product code in this field. This rate code will be the default rate loaded into the Main Window of RA Open whenever this insurance company is used. This is the rate that will be charged to the renter.
Note that the Rate Code is limited to 5 characters.
Field: VCHR RATE PRODUCT
If there is a standard rate for invoicing the insurance company, enter the corresponding rate product code in this field. This rate code will be the default rate loaded into the I subwindow whenever this insurance company is used.
Note that the Rate Code is limited to 5 characters.
Field: TAX CODE
As stated earlier in the chapter, these Tax Codes need to be set up prior to this step.
Enter "ALW" if the insurance company should ALWAYS be invoiced for sales tax on their portion of the charges.
Enter "NEV" if the insurance company should NEVER be invoiced for sales tax.
Enter "EXM" if this is a dealership that is EXEMPT from paying TFFC and PST on insurance rentals.
Blank - leave this field blank if none of the above apply. The user will need to indicate on each RA whether or not to invoice the insurance company for their portion of the sales tax.
Field: INS METHOD
Leave this field blank for this method.
C. ADDING
AN INSURANCE COMPANY TO THE CUSTOMER FILE FROM RA OPEN SCREEN.
An insurance company can be created through the
"L" subwindow (Create Insur. Co.) on the Reservation, RA Open, or RA
Close screen. If created, the company is preloaded
into the I Subwindow, Field 1a. A
customer number is assigned to the insurance company when the RA is
saved. (See the details for this procedure
later in this chapter.) By default, all insurance companies created
this way use the I Subwindow method of insurance replacement billing.
D. LOCATION RECORD
A field in the Location record is used to indicate whether or
not rentals opening at the location should ignore or observe the tax
code EXM on the customer record for the authorizing party on an
insurance RA.
E. ADJUSTERS.
In order to obtain a report of the year-to-date revenue generated by each adjuster (the Adjuster Revenue Report), the following set up is required:
1. Add adjusters to the Customer File as "Adjusters".CUSTOMER FILE UPDATE
Field: CUSTOMER NUMBER
As usual, when first entering data for the Insurance Company, leave this field blank. Upon saving, use the "F4" feature, to create a unique customer number for each adjuster.
User Tip: One possible method uses the first four characters as an alphabetic code to represent the insurance company (3 characters), the city (1 character) and the last two characters as a numeric code for individual agents.
EXAMPLES:
Steve Adams working for AAA of Santa Ana = AAAS01
Linda Benson also at AAA of Santa Ana = AAAS03
James Worth working at AAA of Fullerton = AAAF12
Frank Kerns working at State Farm of Tustin = STFT02Fields: LAST NAME/FIRST NAME
Enter name of the insurance adjuster.
Field: CITY
Enter city where this adjuster's office is located.
Field: EMPLOYER NAME
In order to identify adjusters easily during an Adjuster search, enter the name of the insurance company represented by this Adjuster. Or, enter the name of the Insurance Company in abbreviated fashion followed by the Insurance Company's Customer Number.
EXAMPLE: STATE FARM STFT02
User tip: The first 18 characters of this field are displayed in the Adjuster Search.
User Tip: Adjusters in the Customer File can be searched from the Insurance subwindow by Employer Name - represented on the Search by "Company". Consistency in creating the adjuster customer records, in particular the 'Employer Name' field, can be very useful when searching for adjusters for a certain company.
Field: CUSTOMER TYPE
Enter a customer type code that is defined to act like an 'ADJ' type customer.
2. Turn on adjuster logic - Edit Miscellaneous Control File
Field: REQUIRE VALID ADJUSTER
Entering "Y" (Yes) in this field results in the entry of a valid adjuster code being required when creating Insurance vouchers.
A search for adjusters can be performed from the Adjuster Field of the Insurance subwindow.
If a valid adjuster is not required, the Adjuster's Name and Number is optional and any name entered into the Adjuster Field will be accepted. When "valid adjusters" are not required, revenue generated is not tracked by Adjuster and, therefore, the Adjuster Revenue Report is not meaningful.
F. INSURANCE RATES
Generally, there can be up to three kinds of insurance rates involved in replacement rentals:
- Rate the insurance company authorizes to pay when the claimant is also the insured. (This may be a flat daily rate which is the same for all vehicle classes.)
- Rate the insurance company authorizes for a rental when the renter is a claimant against their insured.
- Published replacement car rate, which may be different from both of the previous rates.
These rates may be structured as daily, weekly, tier, or calendar day rates.
NOTE: Insurance Rate Codes are limited to a maximum of 5 characters.
The standard method CARS+ uses for calculating charges is based on a 24 hour day. That means a renter checking out at noon on one day and returning at noon the next day, will be charged for one 24 hour day.
For insurance replacement rentals, charges are often based on calendar days: any portion of a calendar day is charged as a whole day. A renter checking out at noon on one day and returning at noon the next day, will be charged for two days.
CARS+ can calculate replacement rentals on either a 24 hour or calendar day basis. The "Calendar Day Calc" field on page 1 of the Rental Rules/Rates record governs this feature.
CALENDAR DAY CALC
Y = This Rate Product is charged by calendar days
N = This Rate Product is calculated by 24 hour period.
Refer to the chapter of of this manual titled Edit Rental Rules/Rates for further details on how to set up rates.
G. SET UP REPAIR
GARAGES IN THE VENDOR FILE.
Creating and maintaining a data base of repair garages in the Vendor File is not required because CARS+ will accept any name in the Garage field in the Insurance Subwindow. However, to have a database of repair garages for quick reference in the Insurance Subwindow (using the Shift/F7 key), do the following:
Each garage must be added directly to the Vendor File through the use of the Vendor File Maintenance program on the Vendor Maintenance Menu. The minimum fields that must be completed are:
Field 1 - Vendor Number (A number must be assigned; CARS+ does not automatically assign numbers to Vendors)
Field 2 - Name
Field 5 - Address 3 (Enter the Phone Number that should display when repair garages are searched from the Insurance subwindow.)
Field 9 - Type (For repair garages, this field must be "GAR".)
H. RA NUMBERS
A separate range of Rental Agreement numbers for insurance logic RAs can be set up in Edit Next RA Ranges.
Hertz licensees in the US should enter the "N" series of numbers in this field or use the "Insurance RA Prefix" field in Edit Misc to replace the leading "L" character with a "N".
I. OPTIONAL ITEMS & RATES
Optional Items can be set up in special ways for insurance logic RAs:
- The Optional Items can be designated as being applied ONLY to insurance logic RAs.
- The Optional Items can be exempt from being charged for the number of days covered by the insurance vouchers.
- The Optional Items can be defined so that insurance logic RAs are exempt from the option entirely (both the days covered by the voucher and any out of voucher days charged to the renter).
- Optional Items can be designated as being covered by the insurance voucher (insurance companies only; not dealerships).
- Rates for Optional Items can be configured so that the charge is based on calendar days or 24 hr. days.
- Optional Items can be defined so that they are sold on retail RAs through a special pop-up window where insurance data is entered.
User tip: Note that the rental rate on the RA does not control the method used to calculate the daily charge for Optional Items. For example, if the rental rate is a calendar day rate, that does not cause the Optional Items to be charged on a calendar day basis. The record for the Optional Rate is what controls whether it is charged on a 24 hr. day or calendar day.
Refer to the Edit Option Items and the Edit Option Rates chapters of the manual for more information.
J. INCOMPLETE VOUCHERS
Two fields on the third page of the Edit Miscellaneous Control File are used to control the use of incomplete vouchers. The first field is used to control whether or not incomplete vouchers are allowed. If allowed, the second field is used to control whether or not RAs with incomplete vouchers can be closed.
Refer to the section in this chapter on "Incomplete Vouchers" for a complete discussion of this feature.
K. INSURANCE
TYPE
The field "REQ INS TYPE" of the Edit Miscellaneous Control File is used to define whether not a transaction "type" is required when entering an insurance voucher. The type indicates if the party on the rental is the insured or a claimant against the insured.
A field on page 4, field 18 - Def Claim Type, of the Location record (Edit Locations) can be used to define a default claim type if desired.
L. AUTH PAD
If the system is configured to add an auth pad to estimates on the RA Open screen, insurance and wholesale rentals can be made exempt from that feature. Field # 1 in the Edit Main Control Record is used to set up the exemption. If an auth. pad should be charged but should be a different amount than on retail rentals, an auth. pad option can be defined for this purpose. Refer to the "Echo Close" field in the Edit Optional Items chapter for more information.
M. PRIVILEGE CODES
A corporate ID number can be assigned to the insurance company by entering the number in Corp ID field in its Customer record. Privilege Codes can be attached to the corporate record. Some examples of Privilege Codes that can be set up for insurance rentals are:
| Privilege Code Field | Explanation |
|---|---|
| CC Not Required | If the insurance voucher covers all the rental days and the insurance rate is equal to the rental rate, then no credit card auth or deposit is required for the customer's portion of the rental in order to save the RA. |
| No charge DRIVR | No charge for additional drivers |
| No Option | Defining an option in this field will cause it's rate to be set to zero |
| Ins Upsell | Once the insurance voucher class has been entered, Upsell is
allowed on all transactions; not just those based on national
reservations. If the voucher class is changed to agree with the vehicle class in the main window, the upsell option is removed. If the voucher is removed from the RA, the upsell option is removed. |
When an insurance company with a Corporate ID is authorizing the insurance voucher, its CDPID is loaded automatically onto the RA, and all related privileges are applied to the RA.
Refer to the chapters titled Overview - Corporate Accounts and Edit Privilege Codes for more information.
N. HERTZ US OPERATIONS - GENERATING INSURANCE LOGIC RA's FOR RENTERS WHO PAY THE RA CHARGES
In some cases the renter is responsible for paying for the RA and will
be reimbursed by their insurance company. In order to generate a "N"
rental agreement (insurance replacement logic RA whose number begins
with a "N" instead of a "L" ), yet have all charges due from the
renter, Hertz US licensees can do the following:
- Create a customer record for an insurance company with the account number 'CPAY'.
- Create a rate product 'CPAY' with no rental rates. (The field "Allow zero rate" must be set to "Y"; enter the appropriate vehicle classes on page 3; leave the rate fields blank.)
- Enter the CPAY rate as the voucher rate on the CPAY customer record.
- Create an insurance voucher on the RA using the insurance customer CPAY and the rate CPAY. This will place an insurance voucher on the RA, but it will have no rate attached to it. The RA will be assigned a "N" RA number, and the customer will be responsible for all charges.
Fields on page 2 of the User Access File record control whether or not the user can change the responsible party for items on an existing voucher. To have full authority to make the changes, set the fields on page 2 as follows:
Delete Taxes = E
Delete Mand Opts = Y
Delete Other Opts = Y
IV. COUNTER AGENT INSTRUCTIONS
Use the following instructions for insurance replacements.
A. RESERVATIONS
Insurance vouchers may be entered in the Reservations, RA Open, or RA Close programs. To access the Insurance Subwindow, type I (RET) at
the "OPTION:" field on
the Main Window of the Reservation screen. Before entering the
subwindow, the renting location, pick up date, and vehicle class must
have already been entered in the main window. An example of the
subwindow is shown below:
| OPTION: ____________ INSURANCE REPLACEMENTS 1 Code/Claim or PO# */* Ins Company * 2 Rate/Cls/Days/% */*/*/* 8 Policy Maxs */* 3 Insd Name/Policy#/ClaimTyp */*/* 4 Garage/Phone/Make */* 9 Loss Date/Adj# */* 5 Policy Info * 10 Day * 11 Week * 6 Adjuster * 12 Month * 13 XDay * 7 Repair Order# * |
Enter data as follows:
|
1a. CODE |
Enter the Customer Number of the insurance company authorizing
the voucher. To search the Customer File from this field, press Shift
F7. EXAMPLE: Type AAAS01 (/) The name of the insurance company will display in the field to the right. User tip: When the customer record for the insurance company is set up with a CDPID number, the CDPID is added to the RA. |
|
1b. CLAIM # OR PO# |
Enter up to 20 alphanumeric characters to indicate the claim number or purchase order number related to this rental. EXAMPLE: Type 87-748-DJ-070492 (RET) |
| 2a. RATE |
Enter up to 5 characters representing the Rate Product Code for the insurance voucher. A default rate code from the insurance company's Customer record may automatically display in this field. EXAMPLE: Type INS(/) NOTE: For Hertz US licensees, If the insurance company's customer record has a CDPID# or if a CDPID# was manually entered on the RA, the insurance rate is not selected until the Insured/Claimant question (Field 3c) is answered. (The rate can vary for HLE rentals with a CDPID number based on whether the renter is the claimant or the insured.) |
| 2b. CLASS |
Enter the Vehicle Class Code of the vehicle the insurance company is willing to pay for. The combination of Rate Product Code and Rate Class Code entered in Fields 2a and 2b should produce the daily rate the insurance company is willing to pay. EXAMPLE: Type CCAR (/) |
| 2c. DAYS |
Enter the maximum number of days the insurance company has authorized. EXAMPLE: Type 5 (RET) After pressing (RET), the rates will display in Fields 10 –13. These rates may be edited; see the instructions later on in this chapter. User tips: 1. The system can be configured to require that the number of days on the RA cannot exceed the number of days authorized by the insurance voucher. To have this configuration set up, contact Thermeon’s Customer Support Dept. 2. When the number of days entered on the voucher is longer than the number of days on the rental (difference between the opening date and return date), note that the return date is automatically changed. (The voucher days are added to the opening date.) 3. When the length of a RA is restricted in the "max days"
(maximum days) field of the location record, the days on the voucher can override the maximum. For example, if the maximum is set at 30 days
and the voucher is for 35 days, the return date can be more than 30 days from the opening date. |
| 2d. % | Some insurance companies cover a percentage of the rate. In this case,
enter the percentage in this field. The insurance company’s portion will
be calculated using the rate shown in Fields 10 -13 multiplied by this
percentage. For example, if the rate in Field 10 is $30/day, and 80% is
entered in this field, the insurance company’s portion would be $24/day
($30 * .80) and the customer’s portion would be $6/day ($30 * .20). User tip: The percent split applies to the time charge only. Any other charges selected as being paid by the insurance company (see below for instructions on this) will be charged to the insurance company at the full rate. Note that when the insurance company agrees to pay percentage-based options (such as taxes and fees) they are applied at their full percentage rate on the insurance company's portion of the charges. These same options will also be applied at their full percentage rate to the renter's portion of the time charges with the resulting amount charged to the renter. |
Upon pressing (RET),
the Insurance Option pop-up window will display automatically. An example is shown below:
| OPTION: I_____________ RESERVATIONS 1 Name(L/F/T) DONELLY/ELIZABETH 11 Conf# * 2 P-U Dat|------------------------------------------------------------| 3 Ret Dat|Select who pays for these items | 4 Airline| C=Cust I=Ins/Dlr *=No charge Damage Resp 1500 | 5 VhCls/R| Option C/I/* Rate Calc Qty Deductible | 6 FOP/#/E| MILE C | E/1 7 Home/Wo| UPGRADE * 1.000 /DAY | DB/Cust 8 Src/Ty/| LDW * 10.000 /DAY 1000 | Notes 9 Notes/O| LIS * 8.000 /DAY 800 | 10 Email | PEC * 10.000 /DAY | | PAI * 5.950 /DAY | OPTION: _| SEAT * 3.000 /DAY 100 | 1 Code/Cl| FPO * | 2 Rate/Cl| TAX I 6.800 PCT | 3 Insd Na| SURCHARGE I 1.500 /DAY | 4 Garage/| | 5 Policy | | 6 Adjuste| | * 7 Repair | Press Return Here to Accept Changes [ ] | * | | | (Down arrow for more Options) | | | -------------------------------------------------------------- |
All Options, taxes, and fees for the location are listed. Indicate what items are to be charged to the insurance company by entering "I". (Some items may have already defaulted to "I" based on a setting in the Edit Optional Items file.) If the item should be charged to the customer (renter), enter "C". Therefore:
I = Insurance Company. Add this item to the contract and Insurance company should be billed. If it is a daily charge or a percentage, it will apply only to those days authorized by the insurance company. Charges for days beyond those authorized will be billed to the renter. If the option is marked as being exempt on insurance rentals, the following message will display and the "I" will be removed:
PARTY CHARGED; CANNOT BE CHANGED
C = Customer. Add this item to the contract and customer should be billed.
Charging Miles to the insurance company: To charge miles to the insurance company, the retail rate in the main window must be one that has chargeable miles. Enter an “I” in the MILES field of the Option window.
If the retail rate is unlimited miles, and an “I” is entered for MILES, the following message displays and the “I” is removed:
PARTY CHARGED; CANNOT BE CHANGED
Press (ESC) to exit the pop-up window.
User Tip: To
re-enter the pop-up window, place the cursor in Field 1 of the I subwindow,
then press Shift F5. When the pop-up window displays, the selections for "I" and "C" can be changed.
|
3a. INSURED NAME |
Enter the insured's name or other reference to this insurance transaction. This field accepts up to 30 alphanumeric characters. EXAMPLE: Type JAMES DONELLY (RET) |
|
3b. POLICY# |
Enter up to 15 alphanumeric characters to indicate the policy number under which the claim is being made. EXAMPLE: Type 3646745722 (RET) |
|
3c. CLAIM TYPE |
Enter:
EXAMPLE: Type I: (RET) User tip: A field in the Edit Miscellaneous Control Fields program is used to define whether or not this is a required field. And a field in the Location record can be used to set a default entry for this field. |
|
4a. GARAGE |
Enter up to 20 alphanumeric characters to indicate the location at which the renter's vehicle is being repaired, or use the Shift F7 keys to access a search of repair garages already set up in the Vendor File. If a garage is selected using the search, the name and phone number from its Vendor record will be entered here. EXAMPLE: Type CENTRAL AUTO BODY (RET) |
|
4b. MAKE |
Enter up to 15 alphanumeric characters to indicate the make and/or model and year of the renter's vehicle that is being repaired. EXAMPLE: Type BLUE FORD FOCUS |
|
5. POLICY INFO |
Enter up to 20 alphanumeric characters regarding the limits or other information about the policy. EXAMPLE: Type 30 DAYS; $900 MAX |
|
6. ADJUSTER |
If the logic to validate adjusters is turned on, skip this field and use Field 9b to enter an Adjuster or search for an Adjuster. Once the adjuster number is entered in Field 9b, the name will fill into this field automatically. If the logic to validate adjusters is not turned on, enter up to 30 alphanumeric characters to indicate the name (or name and phone
number) of the adjuster authorizing the billing. The data entered in
this field will also display in Field 13, Contact, in the Main Window. New adjusters entered here are NOT added to the Customer File. To add an adjuster to the Customer File, use the Customer File Maintenance program. EXAMPLE: Type MARY SHAW |
|
7. REPAIR ORDER # |
If a Repair Order number applies to this contract, enter it in this field. EXAMPLE: Type 345678 (RET) |
| INS COMPANY | This field displays the name of the insurance company whose code was entered into Field 1a. |
|
8. POLICY MAXS |
An amount entered in this field represents the maximum amount that will be charged to the insurance company. If the contract has charges beyond this amount, they will be the responsibility of the renter. EXAMPLE: Type 900.00 (RET) When the policy max less than the authorized days at the authorized rate, the following message displays when exiting the subwindow:
User tip: To add a policy max to a RA after the insurance voucher has been saved, enter the insurance customer number in Field 1
of the I subwindow, press (RET). Then enter the policy max amount in
this field. Save the RA. |
| The field after the amount entered is used to display the date through
which the insurance voucher authorization is valid. |
|
|
9a. LOSS DATE |
Using the selected date format, enter the date of loss. EXAMPLE: Type 041008 (RET) Note: The Date of Loss field can be designated a required field. If you wish to make it so, contact Thermeon's Customer Support Dept. |
|
9b. ADJUSTER # |
Enter the Adjuster’s number or use Shift/F7 to access a search of Adjusters set up in the Customer File. If an adjuster is selected using the search, the number will be entered here and the name of the Adjuster will be entered in Field 6. If the Adjuster does not have a record in the Customer File, a number cannot be entered in this field. Rather, the Adjuster needs to be added using the Customer File Maintenance program. If the "Require Adjuster Flag" is turned on in the Edit Misc. Control File, an existing number from an Adjuster-type customer in the Customer File must be used. Furthermore, if this field is skipped, upon pressing "F1" to save the reservation, the following message will display:
EXAMPLE: Type AAAF09 (RET) |
|
FIELDS |
Fields 10 –13 display the daily, weekly, monthly, and extra day or tiered rates associated with the rate code and class entered in Fields 2a and 2b. If needed, these rates can be edited by simply typing the new rate in the correct field. Enter the exact rate that the insurance company has authorized. Note that when multiple vouchers are created for the same insurance company, the same rate applies to all of their vouchers. |
The completed subwindow will look like this:
| OPTION: ____________ INSURANCE VOUCHERS 1 Code/Claim or PO# AAAS01/87-748-DJ-0704 Ins Company AAA INSURANCE 2 Rate/Cls/Days/% INS/CCAR/5/* 8 Policy Maxs 900.00 Insd Name/Policy# JAMES DONELLY/3646745722 4 Garage/Phone/Make CENTRAL AUTO BODY/BLUE FORD FOCUS 5 Policy Info 30 DAYS AT $30 PER DAY 9 Loss Date/Adj# 04-10-08/AAF09 6 Adjuster MARY SHAW 10 Day 30.00 11 Week * 7 Repair Order # 345678 12 Month * 12 Xday * |
MAIN WINDOW
|
5b. RATE |
Enter up to 5 characters representing the rental Rate Code that will be used for the contract. Although Rate Codes can have up to 12 characters, for rates that are used in insurance logic RAs, the retail rate and the insurance rate are limited to 5 characters. A default customer rate from the insurance company's customer record may automatically display in this field. If the rate code was loaded from the insurance company's CDPID number, it is not editable. If an attempt is made to change the rate, the following message displays:
Use the following rules to select a proper rate code.
EXAMPLE: Type 1INS (RET) |
|||
|
13. LOCAL CONTACT |
This is the same field as Field #6 in the Insurance Subwindow. The most recent entry in either of these fields replaces any previous entry. |
|||
|
An insurance voucher causes rates in the A Subwindow to display differently than they do on a retail RA. Example 1: The rate for the insurance voucher and the rate in the main window are the same ($30/day). The voucher covers 5 calendar days of the RA (04/21 to 04/25):
Example 2: The rate for the voucher is $30/day and the rate in the main window is $40/day. The voucher covers 5 calendar days of the RA (04/21 to 04/25):
Example 3: The rate for the voucher is $30/day and the rate in the main window is $40/day and voucher covers only 3 days of a 5 calendar day rental. However, the customer is not to be billed for any time charges during the voucher period.
When all data has been entered, press "F1" to save the reservation
In the Insurance Subwindow all data fields on the first two lines are required to enter a complete insurance voucher. If some of the required information is missing, there are 2 ways to handle the reservation. Option 1: Do not enter anything in the I
Subwindow. Instead, enter the available
information in the Main Window by using the following fields: |
||||
|
9a. NOTES |
In the notes field enter any miscellaneous comments concerning the insurance company, rate, class limitations, etc. EXAMPLE: Type INS RTL; AAA; CLS CCAR (RET) |
|||
|
13. CONTACT |
Enter up to 25 alphanumeric characters to indicate the phone number and name of the adjuster handling this claim. EXAMPLE: Type MARY SHAW 555-1111 (RET) |
|||
If the above fields are not adequate, use the Notes Subwindow to enter additional information. See the chapter on General Data Entry Instructions for details on the Notes Subwindow.
Option 2: Create an Incomplete Voucher.
In certain circumstances, the number of days for which the insurance company will authorize the rental is unknown when creating the insurance voucher. If the "Days" field (Field 2c) is left blank, an incomplete voucher is created. To create a Incomplete Voucher, the only required fields are Customer Code for the insurance company in Field 1a and the Adjuster in Field 6. NOTE: Fields in the Edit Misc. Control Fields record are used to control whether or not incomplete vouchers are allowed.
Because the information is incomplete, it is not reflected when an Estimate is done with "F8".
Once the information to complete the voucher is known, use either the I Subwindow (Res, Open or Close) or the Edit Voucher program to complete the voucher. See the section on "Incomplete Vouchers" later on in this chapter for more information.
C. OPENING
RENTAL AGREEMENTS.
Opening an insurance replacement rental is similar to creating a reservation for one and, thus, involves unique data entry to fields on both the Main Window and the Insurance Subwindow. In general, the instructions given above for Reservations for the I Subwindow and Main Window should be followed. Only the differences will be discussed here.
1. RA from a Reservation with an insurance voucher
If an insurance voucher was created as part of a reservation, when the reservation is pulled to the RA Open screen, the following message will display:
VCHR ON RES
Check the information on the voucher in the I Subwindow. If the information needs correcting, editing must be done through the Edit Voucher program.
2. Rental Agreement without an insurance voucher on a reservation.
Refer to the instructions earlier in this chapter on insurance vouchers on Reservations.
When a unique range of RA numbers for insurance rentals is defined in Edit Next RA Ranges, RAs with an insurance voucher are assigned a contract number from the Insurance RA number range.
If a contract is opened as a retail RA and at a later time an attempt is made to add an insurance voucher to it, CARS+ prevents the addition of the voucher and the following message will display:
RA MUST BE VOIDED AND RA BATCH OPENED
This is done in order for a number from the insurance RA number range to be assigned to the contract.
D. MORE THAN ONE
AUTHORIZING PARTY.
For some rentals, more than one party authorizes part of the rental. It may be 2 (or more) insurance companies or an insurance company and a body shop and/or a dealer.
1. Two parties authorizing consecutive days
Example: The insurance company is going to pay 5 days, and the body shop is going to pay 2 days.
An insurance voucher should be created for each authorizing party. To create multiple vouchers on the same contract, these steps should be followed:
A. Enter the first insurance voucher in the I subwindow and save the contract.
B. Pull the RA back up on the RA Open screen and enter another voucher in the I subwindow. Enter data as follows:
CODE - Enter the Customer number of the second authorizing party.
CLAIM# - Enter the claim number or reference number used by the second party if there is one. If not, enter the name of the authorizing individual.
RATE/CLASS - Enter the rate code and class of vehicle authorized by the second party.
DAYS - Enter the number of days that second party has authorized.
User tip: The number of days entered for the second party will be added to the days on the original voucher. (The authorizations will run consecutively; not concurrently.)
Use the Notes subwindow to document conversations with each parties.
C. Re-save the RA. The Deposit/Payment file will contain a record for each voucher. The total of all vouchers will be deducted as one credit in the Estimate pop-up window.
2. Two parties authorizing concurrent days
Example: Body shop is paying $25 per day and the insurance company is paying the rest.
When two parties are going to pay partial amounts for the same days, one party should go on the voucher and the other party can be set up as the direct bill. There is no way to do two insurance vouchers that cover the same days.
User tip: The customer type of the direct bill party must allow for direct billing.
E. SELLING
"INSURANCE ONLY" OPTIONS ON RETAIL RA’S.
Some operations offer a low cost liability reduction coverage that is reserved for sale on insurance replacement rentals only. (in this chapter it is called “PDW”.) These types of options are defined in the Optional Items file by making use of the “INS ONLY” field. This works fine if there is an insurance voucher on the RA, because it is the insurance voucher that flags a RA as an “insurance logic” RA. The voucher shows that an insurance company or body shop has authorized the rental and they will pay for all of it or a portion of it.
Sometimes, however, instead of billing the insurance company directly, the renter pays for the RA and is then reimbursed by their insurance company. In this case, there is no insurance voucher on the RA to flag it as an “insurance logic” RA. Despite there being no insurance voucher, some operations view these rentals as part of their insurance replacement business and want to be able to offer the sale of typical “insurance” options. Therefore, an option can be defined as “an insurance rental option that is offered on a retail RA” by placing a “R” in the INS ONLY field of Edit Optional Items.
To sell these items, select them from the Option Pop-up window when it is called from the Main
“OPTION” field on the RA (not from the insurance subwindow). When the option, such as PDW is
selected, an additional pop-up window is displayed where data can be entered
for Insurance Company and Policy number. An example is shown below:
| ?Select options: Current Damage Resp 1500 ? C=Charge *?????????????????????????????????????????? Option C? THIS OPTION CAN BE SOLD ONLY TO ? uctible UPGRADE ? CUSTOMERS WHO WILL BE REIMBURSED BY ? LDW ? THEIR INSURANCE CO. FOR THE RENTAL. ? 500 LIS ? INSURANCE DATA BELOW IS REQUIRED. ? PEC ? ? PDW ?? SEAT ?Insurance Company ? GPS ?Policy # ? BOXES ? ? ?????????????????????????????????????????? Press Return Here to Accept Changes [ ] (Down arrow for more Options) |
The space at the top part
of the window is for wording of your choice (the wording shown above is just an example.) Contact Thermeon’s Customer Support Dept to have text set up.
|
INSURANCE COMPANY |
Enter up to 20 alphanumeric characters for the name of the insurance company. If space permits, enter the phone number also. EXAMPLE: Type ALLSTATE 800-1234 |
|
POLICY # |
Enter up to 15 alphanumeric characters for the policy number. EXAMPLE: Type MMBG1909EEB1220 |
If the window is exited without
entering data in both fields, the following message is displayed and the
selection of the option is cancelled.
REQUIRED INSURANCE DATA FOR THE RENTER IS MISSING. PRESS RETURN
In order to report the sales of options, use the Retail Insurance Option Report. It reports RAs that have options defined with “R” in the “INS ONLY” field. The report can be run by location, date, option, and employee code.
F. USING THE
ESTIMATE FEATURE.
When an insurance voucher has been entered on a contract, the estimate feature (F8 key) will display 3 groups of columns: the Total column, the Customer’s portion, and the Insurance party’s portion. Some examples are shown below:
EXAMPLE # 1 – The insurance company is responsible for all charges for 2 days.
ITEM RATE CHARGE-----------------------------------------------------------------------------
DAYS : 2 @ $ 30.00 = $ 60.00
ITEM TOTAL CUSTOMER INS/DLR
-----------------------------------------------------------------------------
TOT T&K : $ 60.00 60.00
SURCHARGE : $ 3.00 3.00
CNTYTA : $ 7.20 7.20
TAX : $ 6.00 6.00
TOTAL : $ 76.20 76.20
EXAMPLE # 2 – The customer is responsible for the Surcharge; the insurance company is responsible for 2 days at $30 a day plus the taxes on their portion.
ITEM RATE CHARGE-----------------------------------------------------------------------------
DAYS : 2 @ $ 30.00 = $ 60.00
ITEM TOTAL CUSTOMER INS/DLR
-----------------------------------------------------------------------------
TOT T&K : $ 60.00 60.00
SURCHARGE : $ 3.00 3.00
CNTYTA : $ 7.20 7.20
TAX : $ 6.00 6.00
TOTAL : $ 76.20 3.00 73.20
EXAMPLE # 3 – The insurance company is responsible for all charges for 2 days and the customer is responsible for all charges for 1 day.
EXAMPLE # 4 – The insurance company has authorized a 30-day rental, and the policy has a maximum benefit of $1,000. Because the policy maximum is less than the authorized days (30 days x $40), the customer is responsible for all charges over the maximum.ITEM RATE CHARGE-----------------------------------------------------------------------------
DAYS : 2 @ $ 30.00 = $ 60.00
DAYS : 1 @ $ 30.00 = $ 30.00
ITEM TOTAL CUSTOMER INS/DLR
-----------------------------------------------------------------------------
TOT T&K : $ 90.00 30.00 60.00
SURCHARGE : $ 4.50 1.50 3.00
CNTYTA : $ 10.80 3.60 7.20
TAX : $ 9.00 3.00 6.00
TOTAL : $ 114.30 38.10 76.20
EXAMPLE # 5 – In this example, similar to the one above, the insurance company has authorized a 30-day rental including the sales tax, and the policy has a maximum benefit of $1,000. The Policy Max is imposed (with sales tax) and the customer is responsible for all charges over the maximum.ITEM RATE CHARGE----------------------------------------------------------------------------
DAYS : 30 @ 40.00 = $ 1200.00
ITEM TOTAL CUSTOMER INS/DLR
----------------------------------------------------------------------------
TOT T&K : $ 1200.00 200.00 1000.00
SURCHARGE : $ 36.00 36.00
SALES TAX : $ 60.00 60.00
TOTAL : $ 1296.00 296.00 1000.00
ITEM RATE CHARGE-----------------------------------------------------------------------------
DAYS : 30 @ 40.00 = $ 1200.00
ITEM TOTAL CUSTOMER INS/DLR
----------------------------------------------------------------------------
TOT T&K : $ 1200.00 247.62 952.38
SURCHARGE : $ 36.00 36.00
SALES TAX : $ 60.00 12.38 47.62
TOTAL : $ 1296.00 296.00 1000.00
User tip: Incomplete Vouchers are not considered in the Estimate window.
G. CREATING A NEW INSURANCE COMPANY RECORD IN THE CUSTOMER FILE.
In order to enter an insurance voucher in the I Subwindow, the customer number is required in Field 1a, "CODE". If the rental involves an insurance company that does not have an existing customer record, the rental can be handled in one of the following ways:
- Users that have access to the Customer Maintenance program can create a customer record there for the insurance company. This method allows the user to assign the customer number.
- Leave a note on the RA specifying the details so that someone who is authorized can create the insurance company in the Customer file.
- Create a new customer record for the insurance company from the RA Open or RA Close screens. This can be done through the "L" Subwindow. The following notes cover the use of this Subwindow.
When the cursor is at the "OPTION:" field of the Main Window, type L (RET) to access the
Subwindow. The screen will then
display:
| OPTION:_____________ CREATE INSURANCE CO. 1 Name * 2 Address * 3 City/St/Zip * 4 Phone * 5 Type * |
User Tip: The fields in the L Subwindow are accessible only if the user has been given the ability to create a bill-to customer in their Edit User Access File record. Please refer to that chapter for more information as granting this privilege also affects other areas of CARS+.
|
FIELDS 1 - 4 |
Into Fields 1 - 4 enter the name, address, and phone number for the new insurance company. |
|
5 TYPE |
Enter up to 5 alphanumeric characters to indicate the customer type. If the system is configured to validate Customer Types, an existing type that acts like an INS type customer must be used. If Customer Types are not validated, INS or DLR must be used. (See the discussion of Customer Types earlier in this chapter.) |
Once the data is entered, the insurance company
information will be loaded automatically into the I Subwindow so that a voucher
can be created. In the I
Subwindow, therefore, leave Field 1a blank and fill in all other required
data. When the RA is saved, the
new insurance company will be assigned the next numeric customer number and it will be used as the voucher customer.
H. PREPRINTING
RAs.
Some insurance replacement rentals require that the rental car be delivered to the renter/driver. In these cases, it is often desirable to preprint a RA which will be taken on the delivery and completed by hand in the presence of the customer. RAs can be preprinted whether or not there is a reservation for the rental.
1. Preprinting from a Reservation can be done on the RA Open Screen. See details about preprinting in the chapter on RA Open.
2. Preprinting without a reservation can be done on the Batch RA Open Screen. See details in the chapter on Batch RA Open.
I. EXTENDING
THE AUTHORIZED PERIOD OF THE RENTAL.
When an insurance company authorizes an extension on a rental, the following steps should be taken:
1. Pull the RA back up on the RA Open screen and change the return date and time in Field 11 of the Main Window.
2. In the I Subwindow enter an additional insurance voucher. Enter data as follows:
CODE - Use same Customer number that was used on the original voucher generated for this insurance company.
CLAIM# - If the individual authorizing the extension is not the original adjuster, enter the name of the authorizing individual. Otherwise, re-enter the Claim number or PO number.
RATE/CLASS - Enter the same rate code and class code that were used on the original voucher. Note: The rate MUST be the same for all authorizations issued by the same party.
DAYS - Enter the number of ADDITIONAL days that have been authorized.
3. After all data has been entered, re-save the RA. The Deposit/Payment file will contain a record for each extension as well as the original authorization.
User tip: When multiple vouchers are entered for the same Insurance Company, the rate and class from only the first voucher is stored by CARS+. Additional vouchers for the same Insurance Company increase the number of days authorized and must be at the same rate. If the rate is changed on one voucher, it will be changed on all vouchers authorized by the same party.
J. CLOSING
RENTAL AGREEMENTS.
Insurance rentals are closed in much the same way as all other RAs. After pulling an insurance RA onto the Close screen, one of the following messages will appear:
INSURANCE VOUCHER IN EFFECT. PRESS RETURN TO CONTINUE
MULTIPLE INSURANCE VOUCHERS FOUND. PRESS RETURN TO CONTINUE
INCOMPLETE VOUCHER FOUND. DO YOU WISH TO COMPLETE IT? (Y/N)
INCOMPLETE VOUCHER MUST BE COMPLETED BEFORE SAVING
These messages are designed to inform the agent that insurance vouchers will be part of the calculations. (The incomplete voucher messages are addressed later in this chapter in the section on Incomplete Vouchers.)
The following notes outline how vouchers are used on the Close screen.
1. The customer's time charges are shown in the A subwindow.
In the example below, the vehicle was rented at a calendar day rate of 20.00/day (rate used in the main window on Open.) The rental spanned 3 calendar days, beginning March 30.
The insurance voucher is for 3 days at $19 per day.
| OPTION: A_________ BATCH RA CLOSE #S3711050 1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1 Total T&M 13.75 6 Notes * Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15 2 Discount * 7 Date/Time 04-01-10/1200 3 Tax/Surcharge 3.54 A-T&M Charges name:GORHAM Subtotal-1 17.29 C-Option Charges date:03-30-10 1800 Less Dep/Reimb * D-Payments odom: 23700 8 Less Payments 17.29 E-Other Charges veh#:001816 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 23:12 dys: 1 wks: 0 mo: 0 miles: 343 free: 300 Class CCAR Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 INS1 04-02 */20.00 */* */* */* */* * 2 INS1 03-30 3/1.00 */* */* */* */* 3.00 3 MILE 43/.250 */* */* */* */* 10.75 4 * */* */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
Row 2 of the A subwindow shows that the customer is responsible for $1 per day during the voucher period.
Row 1 of the A subwindow shows the customer will be responsible for $20 per day beginning April 2 for days beyond the voucher period.
Customer is also responsible for mileage charges.
Therefore, the customer is responsible for $10.75 in mileage and $3.00 time; total $13.75.
2. Rules for Calculating Voucher Amount.
- The calculated quantity (days) for the voucher will never exceed the days authorized by the insurance vouchers.
- For all vouchers entered, the system will add the days authorized in each voucher to determine total authorized days. If the total number of rental days is less than the total authorized days, the vouchers are used in their order of entry.
Example: A voucher is added to a RA for an insurance company that authorizes 3 days. A second voucher is added to the RA for a body shop that authorizes 2 days. If the contract closes on the 4th day, the insurance company voucher would be calculated for 3 days; the body shop for 1 day (because the body shop voucher was the second one added to the RA.)
If the vehicle is returned in 2 days, the insurance company will be invoiced only for the rental days used.- Incomplete vouchers are ignored when calculating the RA charges.
3. Viewing the voucher charges.
From the main OPTION field, press Shift/F5 to see the voucher charges. In the example below, the insurance company will be billed for time only (3 days at $19.)
| OPTION: ______________ BATCH RA CLOSE #S3711050 1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1 Total T&M 13.75 6 Notes * Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15 2 Discount * 7 Date/Time 04-01-10/1200 3 Tax/Surcharge 3.54 A-T&M Charges name:GORHAM Subtotal-1 17.29 C-Option Charges date:03-30-10 1800 Less Dep/Reimb * D-Payments odom: 23700 8 Less Payments 17.29 E-Other Charges veh#:001816 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALC F6=SEARCH ESC=EXIT AETNA AETNA INSURANCE LEXINGTON, SC DAYS : 3 @ $ 19.00 = $ 57.00 TOTAL : $ $ 57.00 PRESS RETURN |
4. Calculation of Sales Tax and other included items.If the insurance company is being invoiced for sales tax on their portion of the rental, the amount in Field 3 of the Main Window that is the customer's part. The remainder of the tax will be invoiced to the insurance company.
To display the amount charged to the insurance company, when the cursor is at the "OPTION:" field in the Main Window, press "Shift/F5". The lower half of the screen will show the voucher charges:
| OPTION: ______________ BATCH RA CLOSE #S3711050 1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1 Total T&M 13.75 6 Notes * Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15 2 Discount * 7 Date/Time 04-01-10/1200 3 Tax/Surcharge .69 A-T&M Charges name:GORHAM Subtotal-1 14.44 C-Option Charges date:03-30-10 1800 Less Dep/Reimb * D-Payments odom: 23700 8 Less Payments 14.44 E-Other Charges veh#:001816 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALC F6=SEARCH ESC=EXIT AETNA AETNA INSURANCE LEXINGTON, SC DAYS : 3 @ $ 19.00 = $ 57.00 TAX : $ $ 2.85 TOTAL : $ $ 59.85 PRESS RETURN |
Other charges that the insurance company authorized will also be itemized in the Shift/F5 window. Optional and coverages charges included in the insurance voucher will be subtracted from the total charges for these items, and only the renter's portion for those items will be shown in the main window.
5. Editing the customer's charges
At times, the decision is made to absolve the customer from being responsible for the difference in the rates during the voucher period. (rental rate was more than the voucher rate)
Below is an example of the A subwindow showing the customer owes $1 per day during the voucher period.
| OPTION: A_________ BATCH RA CLOSE #S3711050 1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1 Total T&M 13.75 6 Notes * Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15 2 Discount * 7 Date/Time 04-01-10/1200 3 Tax/Surcharge 3.54 A-T&M Charges name:GORHAM Subtotal-1 17.29 C-Option Charges date:03-30-10 1800 Less Dep/Reimb * D-Payments odom: 23700 8 Less Payments 17.29 E-Other Charges veh#:001816 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 23:12 dys: 1 wks: 0 mo: 0 miles: 343 free: 300 Class CCAR Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 INS1 04-02 */20.00 */* */* */* */* * 2 INS1 03-30 3/1.00 */* */* */* */* 3.00 3 MILE 43/.250 */* */* */* */* 10.75 4 * */* */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
To remove the customer's portion during the voucher period, place the cursor in row 2 of the A subwindow. Either of the following methods can be used:
- To remove the chargeable days but keep the rate as a reference, enter an asterisk in the 'Days" field. An example of the corrected window is shown below:
| OPTION: A_________ BATCH RA CLOSE #S3711050 1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1 Total T&M 13.75 6 Notes * Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15 2 Discount * 7 Date/Time 04-01-10/1200 3 Tax/Surcharge 3.54 A-T&M Charges name:GORHAM Subtotal-1 17.29 C-Option Charges date:03-30-10 1800 Less Dep/Reimb * D-Payments odom: 23700 8 Less Payments 17.29 E-Other Charges veh#:001816 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 23:12 dys: 1 wks: 0 mo: 0 miles: 343 free: 300 Class CCAR Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 INS1 04-02 */20.00 */* */* */* */* * 2 INS1 03-30 */1.00 */* */* */* */* * 3 MILE 43/.250 */* */* */* */* 10.75 4 * */* */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
- Or press F3 when the cursor is in row 2. The quantity and the rate will both be replaced with asterisks. An example of the corrected window is shown below:
| OPTION: A_________ BATCH RA CLOSE #S3711050 1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1 Total T&M 13.75 6 Notes * Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15 2 Discount * 7 Date/Time 04-01-10/1200 3 Tax/Surcharge 3.54 A-T&M Charges name:GORHAM Subtotal-1 17.29 C-Option Charges date:03-30-10 1800 Less Dep/Reimb * D-Payments odom: 23700 8 Less Payments 17.29 E-Other Charges veh#:001816 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 23:12 dys: 1 wks: 0 mo: 0 miles: 343 free: 300 Class CCAR Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 INS1 04-02 */20.00 */* */* */* */* * 2 INS1 03-30 */* */* */* */* */* * 3 MILE 43/.250 */* */* */* */* 10.75 4 * */* */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
6. Using the Insurance Sub-windows on the RA Close ScreenSimilar to the RA Open and Reservations screens, the Create Insurance Company Subwindow and the Insurance Subwindow can be accessed from the RA Close screen. If an insurance company was inadvertently omitted from being entered on the RA Open screen, the company can be created from the RA Close screen. In addition, insurance vouchers can be created from the RA Close screen, and incomplete vouchers can be completed.
7. Policy Max imposed
When the policy max is imposed (that is, the voucher charges are more than the policy max entered on the voucher), the amount of the voucher that exceeds the policy max is stored in the "hourly" field on the voucher row of the RA Close A subwindow. In the RA below, the insurance voucher is for 25 days at $45 per day plus tax. The policy maximum is $1000. The amount over the max is $172.27:
The charges to the insurance company (Shift/F5) are shown as:
OPTION: ______________ BATCH RA CLOSE #A0001368
1 Miles/Fuel/Chg 2400/8/*/* 5 Empl/Drw ANNE/123
Inclusive Rate 172.27 6 Notes *
Other Charges * FOP
2 Discount * 7 Date/Time 03-24-10/0800
3 Tax/Surcharge 17.23 A-T&M Charges name:SWEENEY
Subtotal-1 189.50 C-Option Charges date:03-01-10 0800
Less Dep/Reimb * D-Payments odom: 2210 8
Less Payments * E-Other Charges veh#:091777
4 Change Back * F-RA Open Bill-To:
Balance 189.50 O-Other Windows N-Notes
OPTION: ______________ TIME & MILEAGE CHARGES Page:001
Elapsed: hrs: 0:00 dys: 2 wks: 3 mo: 0 miles: 190 free:1200 Class F
Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge
1 INS 03-26 */45.00 */* */* */* */* *
2 INS 03-01 24/* */* */* */* 1/172.27 172.27
3 MILE */* */* */* */* */* *
4 * */* */* */* */* */* *
5 * */* */* */* */* */* *
6 * */* */* */* */* */* *
7 * */* */* */* */* */* *
F2 NEXT 7 F4 PREV 7
OPTION: ______________ BATCH RA CLOSE #A0001368
1 Miles/Fuel/Chg 2400/8/*/* 5 Empl/Drw ANNE/123
Inclusive Rate 172.27 6 Notes *
Other Charges * FOP
2 Discount * 7 Date/Time 03-24-10/0800
3 Tax/Surcharge 17.23 A-T&M Charges name:SWEENEY
Subtotal-1 189.50 C-Option Charges date:03-01-10 0800
Less Dep/Reimb * D-Payments odom: 2210 8
Less Payments * E-Other Charges veh#:091777
4 Change Back * F-RA Open Bill-To:
Balance 189.50 O-Other Windows N-Notes
F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALC F6=SEARCH ESC=EXIT
SF101 STATE FARM
ANY, SC
DAYS : 24 @ 45.00 = 1080.00
SURCHARGE : 1.50
TAX : 90.77
Voucher Max : 1000.00
TOTAL : 1000.00
PRESS RETURN
8. Display of Charges with Shift/F8
Like any other RA, a display of charges can be obtained by pressing Shift/F8 from the "OPTION" field. For insurance RAs, the is a column for the customer, insurance co, and total -- similar to the estimate from the Open screen. The RA with the policy max is shown below:
| OPTION: ______________ BATCH RA CLOSE #A0001368 1 Miles/Fuel/Chg 2400/8/*/* 5 Empl/Drw ANNE/123 ITEM RATE CHARGE ---------------------------------------------------------------------------- DAYS : 24 @ 45.00 = US 1080.00 ITEM TOTAL CUSTOMER INS/DLR ---------------------------------------------------------------------------- TOT T&K : US 1080.00 172.27 907.73 SURCHARGE : US 1.50 0.00 1.50 TAX : US 108.00 17.23 90.77 TOTAL : US 1189.50 189.50 1000.00 |
9. Closing RAs with an Incomplete Vouchers
Incomplete vouchers are ignored at the time of Close. Therefore, the renter is held responsible for any charges not covered by completed vouchers.
RAs with Incomplete Vouchers do NOT appear in the Closed RA section of the DBR. They are not eligible for posting or invoicing until the voucher is either deleted or completed.
10. Adding other items to the Insurance Company’s portion of the RA.
Normally, the items included in the insurance voucher are identified in the Option pop-up window. If for some reason an additional item needs to be included in the insurance company’s portion of the rental, the Payments subwindow can be used.
In the Payment Subwindow, enter data as follows:
AMOUNT - Enter the amount of the additional charges.
EXAMPLE: Type 15.00 (RET)
FOP - Enter the Customer Number of the insurance company to be invoiced.
EXAMPLE: Type AAA (RET).
OPTION: D________ BATCH RA CLOSE #S3711050
1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1
Total T&M 13.75 6 Notes *
Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15
2 Discount * 7 Date/Time 04-01-10/1200
3 Tax/Surcharge 3.54 A-T&M Charges name:GORHAM
Subtotal-1 17.29 C-Option Charges date:03-30-10 1800
Less Dep/Reimb * D-Payments odom: 23700 8
Less Payments 17.29 E-Other Charges veh#:001816
4 Change Back * F-RA Open Bill-To:
Balance * O-Other Windows N-Notes
OPTION: __ PAYMENTS
Amount/FOP/#/Exp/Settled Auth#/Amt/PmtDate/Time/Drw
Curr Code/Frgn Amt
1 15.00/AAA/*/*/* 2 */*/*/*/*
3 */*
4 2.29/CA/CASH//*/* 5 */*/*/*/*
6 */*
7 */*/*/*/* 8 */*/*/*/*
9 */*
10 */*/*/*/* 11 */*/*/*/*
12 */* F2 NEXT 4 F4 PREV 4
The amount entered here as a "payment" will be added to the value of the voucher and will post as a single combined receivable amount.
K. EDITING WHICH ITEMS ARE INCLUDED IN THE INSURANCE VOUCHER.
On previously saved RAs, bring up the RA and go to the I subwindow. Enter the insurance company code in Field 1 and press (RET). Then
press Shift/F5 to bring up the Option pop-up window. Edit the items to
be invoiced to the insurance company as needed.
The other voucher data (rate, number of days, insurance company code, class of vehicle) can be edited using the Edit Voucher program. Vouchers can also be deleted using that program. Note that a deleted voucher will still display in the Deposit/Payment file search and is indicated with an asterisk.
Rates are handled in a unique way when multiple vouchers have been issued by the same party. Any change to the rate on one voucher will cause the rate to change on all vouchers issued by the same party. The rate for that party must be the same on all vouchers issued on the RA.
Insurance vouchers on posted RAs cannot be edited.
Refer to the chapter on the Edit Voucher program in this Manual.
L. ERROR MESSAGES.
If a separate range of RA numbers for insurance rentals is designated fin the Edit Location File, the following message appears when, after opening and saving a non-insurance contract, an attempt Is made to add an insurance voucher to the RA.
RA MUST BE VOIDED AND NEW INS RENTAL BATCH OPENED
M. GENERATING INSURANCE LOGIC CONTRACTS FOR RENTERS WHO PAY FOR THE ENTIRE RA
In some cases the renter is responsible for paying all charges on
the RA and will
be reimbursed by their insurance company. For Hertz licensees in the US, this type of RA should be set up as an insurance logic RA and assigned a number from the "N" series. In order to generate a "N"
rental agreement, licensees can do the following:
Create a customer record for an insurance company with the account number 'CPAY'.
Create a rate product 'CPAY' with no rental rates. (The field "Allow zero rate" must be set to "Y"; enter the appropriate vehicle classes on page 3; leave the rate fields blank.)
Create an insurance voucher on the RA using the insurance customer CPAY and the rate CPAY. This will place an insurance voucher on the RA, but it will have no rate attached to it. The RA will be assigned a "N" RA number, and the customer will be responsible for all charges.
V. SUMMARY OF INCOMPLETE VOUCHER FEATURE
As mentioned in the Set Up section above, two fields in the Edit Miscellaneous Control File control the use of Incomplete Vouchers.
An incomplete voucher can be used when the number of days the insurance company will authorize is undetermined. At the time they are created, Field 2c (Days) in the I subwindow is left blank.
Incomplete vouchers can be added to a contract using the I subwindow from either the Reservation, Open RA, or Close RA programs.
The Estimate (F8) feature on the Reservation and RA Open screens ignores incomplete vouchers.
The "Prevent Close" field in the G subwindow of the RA Open screen is used to designate a contract with an incomplete voucher. The letter "I" is entered automatically in this field when an incomplete voucher is added to a contract. It is removed only when the voucher is either completed or deleted.
- Incomplete vouchers may be either completed using either the I Subwindow or the Edit Voucher program.
- Incomplete vouchers must be deleted using the Edit Voucher program.
When loading an RA with an incomplete voucher to the screen (Open or Close), the following message is displayed:
INCOMPLETE VOUCHER FOUND. DO YOU WISH TO COMPLETE IT? (Y/N)CARS+ can be configured to either allow or prevent closing an RA with an incomplete voucher. If the system is configured to prevent closing an RA, the following message will display on RA Close program when attempting to save:
INCOMPLETE VOUCHER MUST BE COMPLETED BEFORE SAVINGIf incomplete vouchers are allowed, they are ignored when calculations are made on the RA Close screen. Therefore, all charges not covered in completed vouchers are assumed to be due by the renter.Payments taken from the renter at the time of Close are considered "deposits" rather than "payments" in the Deposit/Payment File. Therefore, they will appear on the closing day's Drawer Balance Report and DBR under the Deposits section in order to balance the day's receipts.
RAs with incomplete vouchers do NOT appear on the Operations DBR or the Accounting DBR in the RAs Closed section. RAs with incomplete vouchers are NOT eligible for posting.
Contracts with incomplete vouchers are ignored by the Insurance Invoicing program.
Use the Insurance Follow-Up Report on a daily basis to check for RAs with incomplete vouchers.
RAs with incomplete vouchers are listed on the Accrual Report (shown as Type 4).
When an incomplete voucher is completed or deleted, the closing DBR date of the RA is changed to the current day.
W. EDITING INSURANCE VOUCHERS
Use the I Subwindow of the Reservations, RA Open or RA Close program to do the following:
- Complete an incomplete voucher
- Edit the additional items (LDW, etc.) paid by the insurance company
- Add an extension to the number of days authorized
- Edit non-voucher-specific information such as garage, make, model, etc.
- Delete a voucher
- Delete or edit the number of days on an extension
- Complete an incomplete voucher
- Edit existing voucher information (rates, FOP, Voucher (Policy) Max., etc.)
- Correct or complete a voucher that does not post.
VI. BACK OFFICE INSTRUCTIONS
A. Daily Business Report
1. Insurance Vouchers and the Operations DBR.
T&M charges generated by insurance vouchers are included with all other forms of T&M on the Operations DBR.
Remember that closed contracts with Pending vouchers are not included in the Close RA section on the Operations DBR. However, payments taken from the renter at close will appear in the Deposits section of the DBR.
2. Insurance Vouchers and the Accounting DBR.
Insurance vouchers also appear on the Accounting DBR; however, they are separated from other T&M revenue as follows:
The column titled Whlsale shows the total receivable (Time + sales tax), due from the insurance company.
The columns titled Time and Mileage show the revenue earned on all non-insurance rentals.
Payments from the renter and the insurance voucher are shown on the PAID row.
Multiple insurance vouchers for the same insurance company appear as a single voucher equal to the full receivable amount.In addition to appearing as a payment FOP, Insurance vouchers will also appear on the Accounting DBR in the following ways:
Included in the Wholesale line in the Sales/Receipts Cross Check section.
Sub-totaled by insurance co. in the FOP summary section.
Remember that closed contracts with Pending Vouchers are not included in the Close RA section on the Accounting DBR. In this case, payments taken from the renter at close will appear in the Deposits section of the DBR.
Vouchers that do not post can be corrected in the Edit Voucher program where the user can manually enter or correct the missing data.
B. DBR Posting
As stated earlier, insurance vouchers are handled as Type B FOPs. Therefore, when a DBR is posted, each individual voucher will be posted to the appropriate customer account in the A/R Open Item File. When vouchers which include sales tax, options, or other items are posted to the A/R Distribution File, the posting program will distribute the items to the appropriate G/L accounts.
C. Invoicing Insurance Companies.
The Insurance Invoicing program prints a billing invoice for each insurance logic rental summarizing the rental charges and showing the claim number, policy number, renter information, etc.
One invoice is printed for each insurance rental. When a RA has multiple insurance vouchers for the same insurance company due to extensions, the invoice consolidates the vouchers on a single invoice. If the contract has insurance vouchers for different insurance companies, a separate voucher is printed for each company.
This report is used as a guide for requesting extensions from insurance companies on insurance replacement rentals. Insurance RAs with vouchers expiring between the date range selected are sorted by the insurance company and adjuster handling the claim. The report can include incomplete vouchers or be requested for only those RAs with incomplete vouchers.
This report can be run in different modes:
Include insurance logic RAs
Exclude insurance logic RAS
List only insurance logic RAs
This report shows the volume of business for individual adjusters and insurance companies. The term "insurance companies" applies to any customer for which insurance logic is used. This can include dealerships and body shops in some cases.