Add New Option Code to Rentals

Use this program to add a new options to selected rental agreements or to replace one option with another. For example, this may be necessary when a taxing authority changes their tax from one type to another. Or it may be necessary to add a new fee to all rental agreements closing after a certain date.

For a more detailed presentation of the various methods available for making system adjustments for tax rate changes see the chapter Overview - Tax Rate and Other Percent Rate Changes.

User tip: Depending on how the new option is to be applied, the timing of when this program is run may be critical. For example, if all rental agreements closing after a certain date are to have this new option charged, then this program must be run after closing of the day prior and before opening the day the option is to go into effect.

To access the program, type ADDOPT (RET) at any menu "OPTION:" field or the appropriate number on the Option Control Files Menu. The screen will then display:

OPTION: __ ADD NEW OPTION CODE TO RENTALS

1 New Option code
2 Open Location ALL
3 Start Date
4 Include Open RA's Y
5 Include Open Res's Y
6 Include Open Quotes Y
7 Charge Start Date
8 Replaced Option

1ADD OPT 2 3ERASE 4 5 6 7HELP 8

Enter data as follows:

1. NEW OPTION CODE	Enter up to 5 alphanumeric characters representing the new Option Code to be added. EXAMPLE: Type GST (RET)
2. OPEN LOCATION	Enter up to 6 alphanumeric characters to specify the opening location(s) of the transactions (RAs, reservations, and/or quotes) to which this option will be applied. Enter one of the following: A single location code. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+". "ALL" to include all locations. EXAMPLE: Press (RET)
3. START DATE	For RAs, this field refers to the opening DBR date. RAs with an open DBR date of this date or later will be eligible for the option to be added. For reservations and quotes, this date refers to the starting pick-up date. EXAMPLE: Type 020113 (RET)
4. INCLUDE OPEN RA's	Indicate with "Y" (yes) or "N" (no) to indicate whether the option should be applied to open RAs.
5. INCLUDE OPEN RES'S	Indicate with "Y" (yes) or "N" (no) to indicate whether the option should be applied to open reservations.
6. INCLUDE OPEN QUOTES	Indicate with "Y" (yes) or "N" (no) to indicate whether the option should be applied to open quotes.
7. CHARGE START DATE	If the charge for the option should be set to the opening date of the RA, leave this field blank. If the option should be charged starting as of a certain date (regardless of when the RA opened), enter the date. The charge for the option will be started as of this date at midnight. This will apply even though the RA may have opened days earlier. For example, there may be a daily charge that is to be applied as of April 1. A contract that opened March 15 and closes April 1 would need to charge for that option for 1 day. If it closes April 2, it would need to charge for 2 days. EXAMPLE: Press (RET)
8. REPLACED OPTION	If the option in Field 1 should be added only when it replaces an option that is being retired, enter the retired option code here. EXAMPLE: HST (RET)

The screen will then display:

OPTION: __ ADD NEW OPTION CODE TO RENTALS

1 New Option code GST
2 Open Location ALL
3 Start Date 04-01-13
4 Include Open RA's Y
5 Include Open Res's Y
6 Include Open Quotes Y
7 Charge Start Date
8 Replaced Option HST

1ADD OPT 2 3ERASE 4 5 6 7HELP 8

Press F1 at "OPTION:" to begin the process.

USER TIP: Use the Missing Options Report to check if the desired option was added to all open rentals.