Shortcuts to the appropriate CARS+ programs are shown in upper case letters.
Rather than having to run these reports each morning, they can be set up to run automatically overnight and be emailed to the appropriate person. Contact Thermeon's Customer Support Dept. to arrange for Auto Created reports.A. Rental Counter
The tasks listed will likely be divided between rental agents and the location manager - depending on the size of the operation.
Morning - Start of Shift
1. Examine the Reservation Manifest Report (MANIFEST) for the current date with rates included. Or use the On-Line Res Display program to view a list of the upcoming reservations.
Check vehicle availability
Plan deliveries.
2. Provide a copy of the Vehicle Prep Report (PREP) for service staff who clean and prep the vehicles.
3. Examine the Vehicles Due In Report (DUE), run from "Earliest" to current date.
Check for overdue rentals
Plan collections (pick up of vehicles).
4. Run the Authorization Expiration Report. This report lists rental agreements whose credit card authorization will expire during the date range requested. Request new authorization as necessary. Note: This report will be included in a future release in July 2017.
4. Examine Status Exception Report (STEXCP).
Shows discrepancies between the number of open RAs and On-Rent vehicles. Research and rectify any items reported.
5. Examine Questionable RA Report (QUEST).
Shows RAs that the system logic questions. Research and rectify any items reported.
6. Examine the Vehicle Status Report (VEHSTAT).
7. Pre-print RAs and assign vehicles for the appropriate customers in Preprint RA. (PREPRINT)Check inventory against units in available status
Follow up on units that are out for repair. Note the "days" column (days the vehicle has been at that status.)
Look for vehicles which have had no current movement.
8. Process Reservation No-shows (NOSHOW) from the previous day.
9. Check WebPlan graphic display for alerts.
End of Day or shift
1. Rental agents should verify that all of their transactions have been entered into the system, including:
- hand written RAs
- foreign check-ins
- exchanges
- vehicle movements
Review work and correct errors as needed.
2. Run a Drawer Balance Report (DRWBAL)) to verify the cash and other forms of payment to the report.
If using a POS machine to process credit cards, verify the credit cards on the report agree to the credit card machine batch. These should agree!
3. Run an Operations DBR (DBRO) and review.
Check rates, batch processed RAs, discounts, direct bills, exchanges, voids, etc.
Look for Wait status RAs and either open them or void them. (Indicated with a 'W' in the RAs Opened section.)
(Further details of what to check are in the chapter.)4. Re-run the Reservation Manifest (MANIFEST) for the current day.
Because only unfilled reservations are listed, this is now a list of potential no-shows. Compare opened RAs (listed on the DBRO) to the Res. Manifest.
Link any reservations missed using the Edit Opening Fields (EDITRA) program.
5. Run the Fuel Charge Audit Report (FUEL).
Check for accurate fuel charges on vehicles returned.
6. Run the Rate Exception Report (RTEXCP). This will list any RA that had one or more of the following:
- rate was edited
- vehicle class and rate class did not agree
- rental class or rate differed from reserved class or rate
B. Accounting Department
1. Check the Drawer Balance Report (DRWBAL) or the Cash Receipts Report (DCD):
Verify the bank deposit (cash) to the report
If using a POS machine to process credit cards, verify the credit cards on the report agree to the credit card machine batch. These should agree!
Minor adjustments for drawer overage or shortage can be made using Batch Petty Cash Entry to adjust the computer's cash balance to match that of the bank deposit. If a correction was made, reprint the report.
** Hertz Locations: see note below for specific Hertz installation procedures. **
2. Run, examine, and post the Accounting DBR (DBRA) for "unposted records only".
When corrections have been made and it is found to be accurate, post it. This report should be saved - it is the journal for the sales transactions of the day.
3. Examine the Settlement Report.
For customers making use of Electronic Draft Capture (electronic submission of credit card transactions), print the Settlement Report after the settlement program has run. (Settlement normally is set to run automatically overnight.) It is critical that this report be run daily. This is your only method on CARS+ to check if the credit cards you have collected are being successfully "banked" with your credit card provider. If transactions do not have a settlement date printed on this report contact the Thermeon Customer Support department immediately. Failure to call Thermeon in a timely manner may result in significant delays in your ability to receive credit for this money. This report must also be checked for those transactions that CANNOT be settled through CARS+ and must be manually settled through some other means
Hertz locations on EDRB:
Before RAs can be posted on the Accounting DBR, the RAs must be transmitted to OKC using the Electronic DRB (EDRB) program. Therefore, the order to follow is:
- Transmit EDRB
- Post the Accounting DBR for the same dates transmitted
- If on EDC, the next day check the Settlement Report to verify that credit cards settled correctly.
Refer to the chapter Overview - Procedure Outlines for Accounting for an in-depth discussion on daily, weekly, and month end procedures for accounting dept.
Revenue Analysis Report - Performance reporting and analysis of rental revenue for contracts selected via various criteria. A wide choice of how to sort the revenue from closed RAs closed is provided: revenue can be sorted by Vehicle Class, Rate Product, RA Type, Source Code, CDPID#, Rental Agent, etc. Analysis includes the number of RAs, number of rental days, revenue per day, revenue per RA, and average rental length.
Extra Revenue Report - Reports employee sales of coverages, options, prepaid fuel, and upgrades.
Today's Option Sales - Allows "live" monitoring of rental agent option sales so problems can be addressed as they occur.
Fleet Utilization Report - Report of overall utilization during a period of time. (User can enter start and end dates)
Average Utilization Report - Detailed report of utilization during a period of time. (User can enter start and end dates).
RA Daily Revenue Report - Shows Shows the number of RAs opened and closed and revenue for the requested date as well as the month-to-date. Can itemize each day of the month-to-date.
Rental Statistics Report and Hertz Rental Statistics Report - Statistics on the number of RAs opened and closed, how many opened from reservations, walk-ups, etc. Includes a 7-day reservation build. Standard version includes revenue and a detail line for each day. Hertz version gives is summary-only, includes data on Gold and One-way rentals and does not include revenue.