Special Documents

SPECIAL DOCUMENTS SUBWINDOW

This Subwindow is used to enter discount and promotional documents relevant to the RA. Promotional discount coupons are set up and defined by the program Edit Special Docs.

Additionally, this subwindow may be used to enter tour vouchers. For instructions on how to use this subwindow for tour vouchers, refer to the chapter of the manual titled Overview - Wholesale Voucher Processing.

To access this Subwindow, type S (RET) at the "OPTION:" field of the Main Window.

The S Subwindow will display in one of two different formats as noted below. Use the links to jump directly to the appropriate section:

Format #1: Under this format, only promotional-type documents are entered in this subwindow. These documents must be defined in the Special Documents file, using the program Edit Special Documents. Tour vouchers are entered through the V Subwindow.

Format #2: Both promotional and tour vouchers are entered into this subwindow. Optionally, the V Subwindow may be completely disabled.

Editing and Deleting Special Documents -- This section applies to both formats.

Editing and Deleting Previously Entered Vouchers -- This section applies to both formats.

Hertz Users: Only Format #2 is available to Hertz users. Refer to the chapter Hertz Addendum- RA Open for more details on entering special documents including SVVs, FVVs, AWARD, OTTOs, and MCOs. (Refer to Section V.)

For Hertz users, if the coupon code cannot be validated against the Special Documents file, the rental agent is able to enter the discount anyway. This can be turned off in Edit Miscellaneous Control Fields so that all promo coupons are validated against the Special Documents file.

Format #1:

The subwindow will display as follows:

OPTION: ______________ SPECIAL DOCUMENTS Page:01 F1=SAVE F4=DELETE
1 Document Code *

12 *
13 *
14 *
15 *

Enter data as follows:

1. DOCUMENT CODE

Enter up to 6 alphanumeric characters to indicate the code that is printed on the coupon or document. NOTE: Only Document Codes defined in the Edit Special Documents control file will be accepted. If the code cannot be found, the following message will display:

INVALID DOCUMENT

If the open date of the RA does not fall between the effective dates in the Special Documents file, the following message will appear:

DOCUMENT NOT VALID AT THIS TIME

If the document requires a Friday and/or Saturday stay over and yet the rental does not span the designated night(s), the following message will appear:

DOC. NOT VALID - RENTAL MUST INCLUDE xxx STAY-OVER.

Where xxx is either Friday, Saturday, or both.

If the document is not valid for the opening Location of this contract, the following message will appear:

INVALID DOCUMENT

If the document is not valid with the Rate Product on the contract, the following message will appear:

THIS DOCUMENT CANNOT BE USED WITH RATE xxx

Where xxx is the Rate Code on the RA.

If attempting to apply the document to a reservation, and it is flagged that it must be applied to a reservation at a national reservation center, and the reservation received by CARS+ electronically, the following message will appear:

THIS PROMO DOC MUST HAVE BEEN RESERVED THROUGH THE REZ CENTER.

If attempting to apply the document when opening a RA, and it is flagged that it must have been applied to a reservation ahead of time, the following message will appear:

THIS PROMO DOC MUST HAVE BEEN RESERVED AHEAD OF TIME.

If attempting to apply the document when closing a RA, and it is flagged that it must have been applied to a RA when it was opened, the following message will appear:

THIS PROMO DOC MUST HAVE BEEN APPLIED AT THE TIME OF OPEN.

Documents that require an individual number:

DOCUMENT #

Some special documents may require that a valid individual document number be entered in order to use the special document. If that is the case, an additional field for Document Number will appear.
Enter the individual number from the document.

In addition be being individually numbered, some special documents have a defined number range. When that is the case, the number entered must be within the range. If not within the range, the following message will display and the document number will not be accepted:

INVALID DOCUMENT NUMBER

In addition to being individually numbered and having a defined number range, some Special Documents are tracked so that the individual number can be used only once. If this is the case and the number entered has already been used, the following message will display and the document number will not be accepted:

THIS DOCUMENT HAS ALREADY BEEN USED ON xxxxxx
(where xxxxxx is either the Reservation or RA number)

After entering a code, CARS+ displays additional fields according to the document type. There are three possible types of documents:

FF          Frequent Flier coupons

PROMO       Promotional program coupons

BONUS       Frequent Flier Bonus Miles

The following sections cover each of the three document types.

A. Frequent Flyer Coupons & Promo Coupons

These coupons include free day or half day, dollars off, dollars off per day, percent off, free upgrade coupons, and a free tank of fuel. When an entry is made in Field 1 that has been set up as an "FF" type or "Promo" type document, the screen displays additional fields:

OPTION: __________________ SPECIAL DOCUMENTS
1 Document Code 10
Document Type FF Airline DL
Amt 10.00
Description $10 OFF RENTAL
Promo/FF Type $
Note DELTA COUPON $10 OFF

In many cases the additional fields are display only--the information cannot be altered. For one time amount coupons, the amount field will be blank if the Special Document record was defined that way. In this case, enter the amount.

If an individual document number is required, the subwindow will appear as follows:

OPTION: ______________ SPECIAL DOCUMENTS F1=SAVE F4=DELETE
1 Document Code G1
2 Document Type PROMO
3 Amt 10.00 Desc TEST DOC #
4 Document #* Note
Promo/FF Type $
Airline *
*
*
*
*

If the document was set up to be a dollar per day off coupon, the screen displays additional fields:

OPTION: __________________ SPECIAL DOCUMENTS
1 Document Code 15
2 Max Value * $ Per 5
Description $5 PER DAY OFF RENTAL Airline DL
Document Type FF
Promo/FF Type P

Enter the maximum value in Field 2. The remainder of the fields are display only.

User tip: Note that if the per day promo amount is greater than the rate on the RA, the Time will go negative.

If the document was set up as a free day coupon or a half day coupon, the screen displays these additional fields:

OPTION: __________________ SPECIAL DOCUMENTS
1 Document Code 20
2 # Days 1 Airline
Document Type PROMO 3 Copies 1
Description 1 DAY FREE
Promo/FF Tyoe D
Airline * Note 1 DAY FREE ON MINIMUM 3 DAY RENTAL
13 *
14 *
15 *
16 *

The number of days, Field #2, can be edited if necessary. The remainder of the fields are display only.

The value of a free day is based on the total time for chargeable days divided by the number of chargeable days (voucher days are not included.) For example, assuming the rate is $50/day, $600/week. The rental is for 8 days and has a one-day free promo. The total Time comes to $650 ($600 + $50), divided by 8 days, so the value assigned to the free day is $81.25 ($650/8).

Multiple copies allowed:

If the document was set up allowing multiple copies, Field 3 "Copies" (shown above) will display. This field will only display if multiple copies are allowed. Enter the number of copies of the same coupon that the customer has.

Free tank of fuel: The renter is entitled to a free tank of fuel. This means there will be no fuel charge on the RA regardless of the level in the tank at return. Likewise, for rentals with one or more exchanges that are returned with fuel used, there will be no fuel charge at Close.

Free option: Some promotional coupons may define an optional item (such as a child seat) at no charge. The coupon may also include a discount on the entire rental. Enter the Special Document and select the item in the Option Pop-up Window. The rate for the option will be zero.

Partial discount on option: Some coupons may give a partial discount on an option. These discounts apply only to options that use a per day calculation method and are limited to free days, percentage discount, or one time amount off the total charge.

User tip: The value of the daily rate is computed after any applicable discounts are deducted. The formula for the daily rate coupon value is:

(Total Time charge - RA Discount)/ chargeable days

B. Bonus Miles Coupons

These coupons award bonus frequent flyer miles.

OPTION: __________________ SPECIAL DOCUMENTS
1 Document Code A2
Description BONUS MILES
Document Type BONUS
Miles 500
Airline *
Note 500 BONUS MILES ON 2 DAY+ RENTAL

NOTE: Special Documents can reference a CDPID number. When that is the case, the CDPID number from the Special Document record supersedes any other CDPID number on the transaction.

User tip: A setting in the Location File or on the Special Document record defines whether the value of the document is subtracted before tax is calculated or afterwards. If subtracted before tax is calculated, the document value will show in the Time and Mileage subwindow on the RA Close screen as a "promo adjustment". Documents that are subtracted after tax is calculated are shown as payments in the Payments subwindow.

Format #2:

Note: This format must be set up by Thermeon. Please contact the Thermeon Customer Support Department and ask that GVT record SWDW be set up for the "combined" S Subwindow.

Hertz Users: Hertz users have the option of entering "local" tours either through this Subwindow or through the V Subwindow. To enter local tours through this subwindow, contact Thermeon's Customer Support Dept. and ask that the GVT record noted in the paragraph above be set up. "Local" tours are tour arrangements made directly with a tour operator and which will not be billed through Hertz Corporate.

A field in Edit Misc. Control Fields can be set to prevent both a bill-to customer and a voucher (including SVVs and FVVs) on the same transaction. In that case, when a bill-to customer is already on the transaction and an attempt is made to enter a voucher, the following message will display and the voucher entry is not allowed:

REMOVE BILL-TO FIRST BEFORE APPLYING VOUCHER

In this mode the S Subwindow will display similar to the example below:

OPTION: ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE
1 Document Type * (PROMO FF CERT SVV FVV TOUR MCO AWARD VCHR)

13 *
14 *
15 *
16 *

1. DOCUMENT TYPE	Enter one of the displayed codes for the document type. User Tip: The list of codes displayed is configured in the control file Edit Valid Doc Types. EXAMPLE: Type PROMO (RET) After entering a code, additional fields will display. The fields displayed will depend on the document code entered.
PROMO and FF types (Promotional and Frequent Flier type coupons) Promotional and frequent flier coupons include days off, dollars off, dollars per day off, percentage off, free upgrade, tiered discounts (amount of discount varies with length of rental), and special promotional rate coupons. On a printed RA, these documents appear as an adjustment before the first Time and Mileage subtotal. When the Code "PROMO" or "FF" is entered into Field 1, the screen displays the following additional fields:
2. PC #	Note: Records in the Special Documents file are configured using the program Edit Special Documents. Non-Hertz Users: Enter a valid document code from the Special Documents file. EXAMPLE: Type 10 (RET) Hertz Users: Enter the letters PC immediately followed by the promotional coupon number (PC #) as printed on the coupon. If this PC number has been configured in the Special Documents file, the remaining fields will fill in automatically and will not be editable. If the PC number is not configured in the Special Documents file, the cursor will drop down to field 3 where the details of the coupon can be entered as shown below. EXAMPLE: Type PC123454 (RET) Notes for Hertz Users: PC numbers contain a check digit. If the number is entered incorrectly (or if a space is put between the letters PC and the number), the program will display the message "CHECK DIGIT ERROR". Certain PC numbers have been assigned to Rental Certificates. If one of these PC numbers is entered in this field, and the document code CERT was not entered into field 1, a message will be displayed: "THIS IS A 'CERT' PC#" and the field will be cleared. Enter either a different PC number or return to the option field, press F4 to delete the PROMO record and then enter CERT into field 1. The valid CERT PC numbers are maintained in the Hertz Control File Edit Cert Promo Codes.
3. DISCOUNT TYPE	Non-Hertz Users: This field is display-only. Hertz Users: This field is accessible only when the PC number entered into field 2 (PC #) cannot be validated against a record in the Special Documents file. If a valid PC # has been entered in field 2, this field is display-only. Promotional coupons can adjust the rental charges in one of six possible ways. In this field, enter one of the following codes to indicate the nature of the promotion. $ = Dollars off promotional coupon. D = Days off promotional coupon. P = Dollars per day off promotional coupon. % = Percent off promotional coupon. U = Free upgrade promotional coupon. S = Special promotional rate coupon (CDPID assigned to the document loads the special rate assigned to the corporate contract) EXAMPLE: Type $ (RET) After entering the proper Discount Type Code, the system displays additional fields that are appropriate for the type of promotional coupon or frequent flier coupon being used. Each discount type is described individually in the following sections. Value for days off: The value of a free day is based on the total time for chargeable days divided by the number of chargeable days (voucher days are not included.) For example, assuming the rate is $50/day, $600/week. The rental is for 8 days and has a one-day free promo. The total Time comes to $650 ($600 + $50), divided by 8 days, so the value assigned to the free day is $82.25 ($650/8).
4. VALUE	This field is accessible if the promo type of "$" was used for the Special Document and it was set up without an amount. In this case, enter the amount for this transaction.
5. DOCUMENT NUMBER	Some special documents may require that a valid individual document number be entered in order to use the special document. If that is the case, an additional field for Document Number will appear. Enter the individual number from the document. In addition be being individually numbered, some special documents have a defined number range. When that is the case, the number entered must be within the range. If not within the range, the following message will display and the document number will not be accepted: INVALID DOCUMENT NUMBER In addition to being individually numbered and having a defined number range, some Special Documents are tracked so that the individual number can be used only once. If this is the case and the number entered has already been used, the following message will display and the document number will not be accepted: THIS DOCUMENT HAS ALREADY BEEN USED ON xxxxxx (where xxxxxx is either the Reservation or RA number)

Non-Hertz Users: An example of a completed entry is shown below:

OPTION: ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE
1 Document Type PROMO $=dollars off D=days off P=dollars/day off
2 PC # 10 %=percent off U=upgrade S=special rate
3 Discount type $ $10 OFF RENTAL
4 Value 10.00

13 *
14 *
15 *
16 *

Hertz Users: An example of a completed entry is shown below:

OPTION: ______________ HERTZ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE
1 Document Type PROMO $=dollars off D=days off P=dollars/day off
2 PC # PC123454 %=percent off U=upgrade S=special rate
3 Discount type P $55 PER DAY OFF 6 Copies 1
4 Amount per day 55
5 Max amount 300.00

13 *
14 *
15 *
16 *

For the other document types (SVV, FVV, TOUR, MCO, AWARD, VCHR, etc.), please refer to the manual chapter Overview - Wholesale Voucher Processing. To jump directly to the rental counter instructions of this chapter, click here.

EDITING AND DELETING PREVIOUSLY ENTERED VOUCHERS

S Subwindow items (promos, SVVs, FFVs, and Hertz Ghost tour vouchers) may be edited or deleted at any time. Use the RA Open program to edit/delete vouchers on open RAs, the Edit Closed RA program to edit/delete vouchers on closed RAs and the Edit Posted RA program to edit/delete vouchers on closed and posted RAs.

Note that wholesale vouchers must be deleted using the Edit Voucher program.

EDITING PROMOS

The S Subwindow of a rental with a previously saved promo(s) will look similar to the following:

OPTION: ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE
1 Document Type * (PROMO FF CERT SVV FVV TOUR MCO AWARD VCHR)

13 PROMO/P/55/$300.00/PC123454
14 PROMO/$/$10.00/10
15 *
16 * F2=NEXT 4

From the "OPTION:" field of the S Subwindow, type the line number of the promo to be edited or deleted. This will load the promo details into top portion of the subwindow. The example below shows the promo from line 14 having been "retrieved" for edit or deletion.

OPTION: 14____________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE
1 Document Type PROMO $=dollars off D=days off P=dollars/day off
2 PC # 10 %=percent off U=upgrade S=special rate
3 Discount type $ $ OFF 6 Copies 1
4 Amount 10
5

13 PROMO/P/55/$300.00/PC123454
14 * INCLUDES:
15 *
16 * F2=NEXT 4

EDITING VOUCHERS

The S Subwindow of a rental with a previously voucher will look similar to the following:

OPTION: ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE
1 Document Type * (PROMO FF CERT SVV FVV TOUR MCO AWARD VCHR)

13 TOUR/C/5/ITUSDIRECT
14 *
15 *
16 * F2=NEXT 4

From the "OPTION:" field of the S Subwindow, type the line number of the promo to be edited or deleted. This will load the voucher details into top portion of the subwindow. The example below shows the voucher from line 13 having been "retrieved" for edit or deletion.

OPTION: ______________ PROMOS/CERTS/VOUCHERS Page:01 F1=SAVE F4=DELETE
1 Document Type TOUR (PROMO FF CERT MCO TOUR VCHR)
2 IT # ITUSDIRECT N TYPE
3 Voucher # 12345 7 Value *
4 Class C 8 Book Ref *
5 Days 5 9 Co Order # *
6 Itinerary Days * 10 Bill Acct 627123123123
12 * 11 Multiple? N
13 * INCLUDES:
14 * LDW
15 *

To delete a voucher, FVV, or SVV, simply press F4, exit the S Subwindow and re-save the RA.

To edit a voucher, place the cursor in the necessary field and correct the data. Return to the 'OPTION:" field of the subwindow and press F1 to save. Then exit the subwindow and press F1 to re-save the RA.
Occasionally, tour vouchers do not get valued properly within the system. Although a voucher never shows the net value in the S subwindow (in Field 7) the voucher can be forced to revalue using the steps below:

Pull the voucher back up on the screen as described above.
With the cursor at the Subwindow Option field, press the F8 function key.
The following question will appear "RE-CALC TOUR VOUCHER?"
Answer "Y" and the voucher will be recalculated.
The RA must be resaved at the Main Window's option field.

NOTES:

When editing a previously saved voucher, the Document Type (field 1) cannot be changed. If this is necessary, then delete the incorrect voucher and add a new voucher.
Editing or deleting a voucher on a closed RA will cause the RA to recalculate when exiting the S Subwindow. Be sure to make the necessary adjustment to the payments, otherwise there will be a balance (either negative or positive) on the RA.
If the field "Allow RAEDIT Edits" in the User Access File is set to "Y", the number of days on a tour voucher may be edited on a posted RA.

When a SVV or FVV is deleted from a posted RA, it creates a transaction that will be listed in the Accounting DBR under the Edits to Posted RAs section for the day on which the deletion was done.

ENTERING INSURANCE REPLACEMENT VOUCHERS INTO THE S SUBWINDOW

Click on the following link for instructions on how to do insurance replacement rentals through the S Subwindow.

EDITING AND DELETING SPECIAL DOCUMENTS

Reservations: Special documents on open reservations can be edited or deleted in the Reservations program.

Rental Agreements: When the RA is in the process of being opened (not yet saved), special documents can be edited and deleted before saving the RA.

Once the RA is open, use Edit Opening Fields to edit or delete special documents.