Commission calculations: The following rules govern calculation of commissions:
1. Commissions are based on either a flat fee or a percentage of time and mileage charges less discounts, customer service adjustments and before tax promo discounts. After tax promo discounts are NOT subtracted before the commission is calculated.
2. In addition, when running in RV mode, commission is paid on any option charge whose G/L Account number indicates that it is commissionable.
3. If the Incident Entry module is used and the "Incident Entry" field in Edit Misc Control File is set to "A", commissions are based on time and mileage charges less discounts. (Customer service adjustments are NOT deducted prior to calculating commissions.)
4. Commission percentages are calculated on the vehicle class selected at reservation time. Additional revenues that result from an upgrade are not included.
5. A field in Edit Misc Control Fields controls how travel agent commissions are calculated on the report. The choices are:
blank = the elapsed days will be from the RA; the rate will be the lesser of the reservation or RA rate
1 = the elapsed days will be the lesser of those on the reservation or RA; the rate will be from the RA
2 = the elapsed days will be the lesser of those on the reservation or RA; the rate will be the lesser of the reservation or RA rate
3 = the elapsed days and the rate will be from the RA. (The reservation days and rate are not considered)
Refer to the Edit Misc Control Fields chapter, field name: Commission Calc Rule
Prior to the creation of the above choices, using the GVT record "SHORTCOM" caused the elapsed days to be the lesser of those on the reservation or RA. (GVT records are set up by Thermeon's Customer Support Dept.)
6. When a RA has a flat fee commission amount, the Vendor Commission Report does not attempt to "calculate" a commission.
7. The Vendor Commissions Report does not recalculate the commission if it is indicated that the commission has already been posted.
8. Commission Plans. For vendors who have a Commission Plan ID # in their vendor record and their bookings use rates that had a commission category assigned, commission rates are obtained from the Commission Plan Record and can be influenced by length of rental, and category of rate. The commission is calculated on the actual length of the rental.
9. Inclusive rates. When a RA has an inclusive rate, the standard logic is to pay the commission on only the amount allocated to Time. However, a field in the vendor record can flag a vendor as one where their commission is paid on the bundled inclusive rate rather than just the Time. When GVT record INCLCOMM is in effect (Contact Thermeon's Customer Support Dept to have this feature turned on), only the inclusive taxes (option types t, f, and T) are extracted before calculating the commission.
A standard commission percentage can be defined for each vendor. This default percentage may be accepted or edited when entering a reservation, opening a RA, or after a RA has been closed.
The date and time period entered on the screen will select records as follows:
1. No-shows and cancelled reservations are selected by pickup date/time.
2. Closed RAs are selected by closing DBR date and time. However, for the convenience of the vendor, the commission report prints the pickup date and not the closing DBR date. RAs must be posted to be included in the report.
Because of the possibility of further edits, posting of commissions to Accounts Payable files is only allowed on RAs that have already been posted to the Accounts Receivable files through the Accounting DBR program.
Other commission Reports: A similar report, the Reservation Vendor Report appears on the Reservation Menu. The major differences on this report are:
1. The Vendor Commissions Report is designed to analyze commissions payable on rentals that have already taken place. The Reservation Vendor report counts the number of reservations generated by each vendor, including those for future rentals.
2. The Reservation Vendor Report provides no information on commission percentages or amounts.
RA’s not included in the report:
Linked Customer and Vendor Records When travel agents are commissionable on a transaction and also issue billable vouchers on the same transaction, a feature in CARS+ allows the customer record and the vendor record to be linked. RAs in such a circumstance (where the Bill-To party is linked to the Vendor) are NOT listed on this report. Refer to the Customer File Update chapter regarding the IATA# field on page 3 of the customer record.
RAs with Non-Commissionable Rates
RAs with a CDPID Privilege that Prevents Commissions
Unposted RAs
| OPTION: VENDOR COMMISSIONS REPORT 1 Start Date 07-22-09 20 Sort by 1 (1=Vendor, 2=Europcar sort) 2 Start Time 0000 21 Brand ID 3 End Date 07-22-09 22 Start Source 4 End Time 2359 23 End Source 5 Location ALL 24 Comm Status 6 Open or Close Loc O 25 US$ Conversion 7 Start Vendor FIRST 8 End Vendor LAST 9 Unposted Only? Y 10 Do Posting? N 11 Detail/Summary D 12 Separate Page(s) Y 13 Print/Display/CSV P Printer prtspool 14 Group Selection ALL 15 Write Flat File? N 16 Transmit File? N 17 Res Flag B (C=Central Only, L=Local res's, B=both 18 Rate Reduction Pct 19 Show Res Deposits N 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follow:
|
1. START DATE |
Using your selected date format, enter the starting date. Remember, this will be the pick-up date of cancelled and no-show reservations, and the closing DBR date of closed and posted RAs. Press RET to default to today's date. EXAMPLE: Type 061609 (RET) |
|
2. START TIME |
Using your selected time format, enter the starting time. Press RET to default to the first minute of the day. EXAMPLE: Type 600A (RET) |
|
3. END DATE |
Using your selected date format, enter the ending date. Press RET to default to today's date. EXAMPLE: Type 063009 (RET) |
|
4. END TIME |
Using your selected time format, enter the ending time. Press RET to default to the last minute of the day. EXAMPLE: Type 1000P (RET) |
|
5. LOCATION |
Enter up to 6 alphanumeric characters to indicate the Customers Pick-Up Location. Enter: 1. Up to 6 alphanumeric characters to select a single location. 2. 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 "+". 3. Press RETURN to default to ALL locations. EXAMPLE: Type ALL (RET) |
|
6. OPEN or CLOSE LOC |
Enter 1 alpha character to indicate if closed RAs will be selected and grouped by opening or closing location. Press RET to default to opening location. Acceptable entries are: O = Opening Location C = Closing Location EXAMPLE: Type O (RET) |
|
7. START VENDOR |
Fields 7 and 8 are used to limit the report to a single vendor, a range of vendors, or include all vendors. Enter up to 8 alphanumeric characters to indicate the first vendor number to be included in the report or press (RET) to default to the FIRST vendor. EXAMPLE: Type 00000123 (RET) User tip: Embedded spaces are not allowed. Vendor numbers that are strictly numeric will be right justified and padded with leading zeros to facilitate sorting in numeric order. |
|
8. END VENDOR |
Enter up to 8 alphanumeric characters to indicate the last vendor number to be included in the report or press (RET) to default to the LAST vendor. EXAMPLE: Type 00001999 (RET) |
|
9. UNPOSTED ONLY |
When commissions are posted to the Accounts Payable files, the system marks the RA commission as posted. This field allows you to select which records are to be reported. Note that previously posted commissions will not be re-posted even if selected for the report. Y = Yes. Only unposted commissions will be reported. N = No. Both posted and unposted commissions will be reported. EXAMPLE: Type Y (RET) |
|
10. DO POSTING |
Enter 1 alpha character to indicate whether or not commissions are to be posted. POSTING TO THE A/P FILES WILL OCCUR ONLY IF THE COMMISSION INTERFACE SWITCH HAS BEEN TURNED ON IN THE EDIT MISC. CONTROL FIELDS FILE. In all cases where posting is requested, commissions will be marked as posted thus freeing the RA for future purging. Y = Yes. Post commissions. N = No. Print, but do not post commissions. EXAMPLE: Type Y (RET) User tip: It is highly recommended that the report first be printed without posting in order to facilitate correcting any erroneous commissions. See the section at the end of this chapter titled "Using the Commission Report As An Edit List" for more information. |
|
11. DETAIL/ SUMMARY |
Enter 1 alpha character to select the report format. D = Detailed Report (each reservation will appear as a line item) S = Summary Report only. EXAMPLE: Type D (RET) |
|
12. SEPARATE PAGE(S) |
Enter 1 alpha character to select whether or not you wish to have a page break after each vendor. Y = Insert a page break after each vendor. N = Do not insert a page break after each vendor. EXAMPLE: Type Y (RET) |
|
13. PRINT/ DISPLAY/CSV |
Enter:
EXAMPLE: Type P (RET) |
|
14. GROUP SELECTION |
Group codes can be assigned in the Vendor record (Vendor File Maintenance.) EXAMPLE: Type 1 (RET) |
|
15. WRITE FLAT FILE |
Enter: Y = Yes, create a flat file for later retrieval. N = No, do not create a flat file. EXAMPLE: Type N (RET) User tip: Hertz users not doing EDRB should refer to the TACO File Creation program on the Hertz Reports Menu. |
|
16. TRANSMIT FILE |
This field is a Yes/No field that places an Australian formatted ascii file in a specified directory. It has no relevance for any other users. |
|
17. RES FLAG |
This field determines what reservations are to be included in the report. Enter: C = only reservations with a confirmation number - it is assumed that these are from a national reservation center. L = only reservations without a confirmation number. It is assumed that these are local reservations. B = both EXAMPLE: Type B (RET) |
| 18. RATE REDUCTION PCT |
This field is reserved for a particular CARS+ user and has no relevance to anyone else. |
| 19. SHOW RES DEPOSITS |
Some operations receiving pre-payment of commissionable reservations from travel agencies may find it helpful to see reservations deposits listed on the Vendor Commission Report. Enter: Y = Yes, list reservation deposits. Each Deposit/Payment record attached to the reservation will be listed showing the FOP number, date, and amount. N = No, do not list reservation deposits EXAMPLE: Type N (RET) |
| 20. SORT BY |
Enter: 1 = sort by Vendor number 2= sort by Europcar preference which is by the country code in the Source Code record (This is the default for users running in Europcar RAC mode). EXAMPLE: Type 1 (RET) |
| 21. BRAND ID |
For operations that service more than one brand, because reservations can come in from multiple brands, there is a field in the reservation record that records which brand supplied the reservation. To limit the report to a particular brand, enter the Brand ID in this field. Or leave this blank to include all. This field does not apply to other operations. EXAMPLE: Press (RET) |
| 22. START SOURCE |
Fields 22 and 23 are used to limit the report to a single reservation, a range of source codes, or include all sources. Enter up to 5 alphanumeric characters to indicate the first source code to be included in the report or press (RET) to default to the FIRST source. EXAMPLE: Type COM1 (RET) |
| 23. END SOURCE |
Enter up to 5 alphanumeric
characters to indicate the last source code to be included in the
report or press (RET) to default to the LAST source. EXAMPLE: Type COM4 (RET) |
| 24. COMM STATUS |
This field is active only for Europcar Operations. Enter one of the following:
EXAMPLE: Type (RET) |
| 25. US$ CONVERSION |
This field is reserved for operations in North America that have rental locations on both sides of the US/Canada boarder. If all commissions are to be paid in US Dollars, enter here the exchange rate between Canadian Dollars and US Dollars so that the Canadian commissions can be converted into the corresponding USD value. EXAMPLE: Type (RET) |
The screen will then display:
| OPTION: VENDOR COMMISSIONS REPORT 1 Start Date 06-16-09 20 Sort by 1 (1=Vendor, 2=Europcar sort) 2 Start Time 600A 21 Brand ID 3 End Date 06-30-09 4 End Time 1000P 5 Location ALL 6 Open or Close Loc O 7 Start Vendor 00000123 8 End Vendor 00001999 9 Unposted Only? Y 10 Do Posting? Y 11 Detail/Summary D 12 Separate Page(s) Y 13 Print/Display/CSV P Printer: prtspool 14 Group Selection 1 15 Write Flat File? N 16 Transmit File? N 17 Res Flag B (C=Central Only, L=Local res's, B=both 18 Rate Reduction Pct 19 Show Res Deposits N 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.
NOTES ON THE VENDOR COMMISSION REPORT - SORT BY VENDOR NUMBER
Each vendor section begins with the vendor number, name, address, e-mail address, and their standard commission percent (as entered in the vendor record.) Under this information, the following columns are shown with rows for each RA or cancelled or noshow reservation.
COLUMN HEADINGS
| COLUMN HEADING |
CONTENTS |
| RA# |
RA number |
| Pickup Date |
For reservations, this is the pickup date For RAs, this is the opening date of the RA |
| Res # |
CARS+ reservation number |
| Conf # |
For reservations received electronically from sources outside of CARS+, such as a national reservation center, this is the confirmation number that they assigned to the reservation. |
| Customer |
Renter's last name |
| The next 3 fields are presented together, separated by slashes: Set/Prod/Class |
|
| Set/ |
Rate Set from the RA |
| Prod/ |
Rate Product on the RA |
|
Class |
Vehicle Class For closed RAs which have a reservation, this is the class of vehicle reserved, not the class of vehicle actually rented. If the reservation has been purged prior to running this report, four asterisks will print. For RAs without reservations, the class of vehicle rented is shown. Example: A/RETL/FDAR Rate set A, Rate product RETL, and a FDAR vehicle class. |
|
Base Rate |
Daily rate. If a tiered rate, the tier that was charged. harged on the rental, EXCEPT for vehicle class up-grades. When the customer is upgraded at rental time, this column will show either the daily rate quoted on the reservation or the rack rate for the quoted vehicle class. Commissions are not paid on the upgraded portion of the rental revenue. |
|
#of Days |
The total number of chargeable days. |
|
Disc Pct |
The percent discount applied to time and mileage/km charges on the RA. |
| T&M Revenue |
Revenue on which commission is calculated. Inclusive rates: When the rate was inclusive, this will be the amount allocated to time after unbundling the rate. Or, for vendors that are flagged for having commission calculated on the bundled rate, this will be the bundled rate. |
|
Std Comm% |
Commission percent. |
|
Comm Amt |
Calculated commission amount if a percentage. If a flat fee commission, the amount is shown here. An asterisk "*", will print after this amount if the RA has a Deposit or Payment using the FOP Code "COM". This indicates that the travel agent took their commission upfront at the time of booking the reservation for all or part of this commission amount. |
| VAT Incl |
For vendors that are flagged for having commission calculated on the bundled rate, the VAT/TAX extracted from the rate is shown in this column. |
| Net Comm |
If the extracted VAT/TAX is shown in the previous column, it is deducted and the net commission is shown here. |
NON-COMMISSIONABLE RENTALS
Rental rate products can be designated as non-commissionable. When a RA has a vendor noted on it but the rate is non-commissionable, the RA will still be listed on the Vendor Commission Report. All of the normal information will be included except that the commission amount will be zero. The number of non-commissionable RAs is noted for each vendor and at the end of the report in total.
USING THE COMMISSION REPORT AS AN EDIT LIST
To produce the report as an "edit list", print the report but do not post it. (Answer "N" in Field # 10.) This will produce a listing of the calculated commissions.
When using this report as an edit list, the following considerations can be helpful:
1. Compare the reserved class code to the actual daily rate used. If the class and rate do not match, the vehicle may have rented at a discount.
2. Was a discount offered on T&M? Discounts may be the result of renting to a preferred customer or from a special promotion. The latter case may influence the amount of commission offered.
3. Does the T&M Revenue look appropriate for the number of chargeable days?
If any of the above questions indicate that the RA was discounted, research the transaction using the Reservation and RA Open screens.
How to make commission edits:
When a transaction warrants a change, edit the commission on a RA by using the Edit Opening Fields program. After bringing up the RA, enter the amount of the commission that should be allowed on the RA. When a commission amount is entered in the Commission subwindow (rather than a percentage), the Vendor Commission Report does not attempt to calculate a commission. Rather, the amount is accepted and shown on the report. (This is also how flat fee commissions are handled.)
READING THE VENDOR COMMISSION REPORT - EUROPCAR SORT
The meanings of certain columns on the report may not be immediately apparent, namely:
|
AGREEM |
For closed RAs, the RA number is shown. If the Res status is "N", the entry in the column is "NOSHOW". If the Res status is "C", the entry in the column is "CANCEL". If it's indicated that the Res is non-commissionable, the entry in the column is "NOCOMM". |
|
T&M |
Total discounted Time and Kms/Mileage charge. |
|
PCT |
Commission percentage |
|
PAID |
Amount of the RA Charge record for pre-paid commission. |
|
DUE |
Commission amount due. |
The subtotals for each section are computed as follows:
A summary page prints at the end of the report. A single line is provided for the subtotal from each Source Code Country sort change.
POSTING COMMISSIONS TO THE ACCOUNTS PAYABLE FILES
A. The following fields must be setup in order to post:
1. In the Misc. Control Fields file, the "Comm Interface to A/P" flag must be set to "Y" (YES).
2. Each commissionable vendor in the Vendor file must have a G/L expense account for commissions.
B. The following rules pertain to how commissions are posted:
1. Only RAs that have previously been posted on the Accounting DBR can have commissions posted to A/P. This assures that all edits to charges have been made so that commissions will be calculated from the correct T&M charge.
2. For operations using profit centers, commissions are expensed to the opening location.
3. Commissions will post directly to the A/P Open Item File and the A/P Distribution File. Each commission amount will post as a separate line item and be cross referenced to the RA# and the report number of the Vendor Commissions Report.
4. Once a RA's commission has been posted, that RA will be marked with a posted flag and the commission cannot be reposted. When a RA is edited after the commission has been posted, the commission will not be recalculated -even if the edit to the RA would warrant a change in the commission amount.
C. Tips on posting commissions.
1. Because commissions post directly to the critical A/P files, it is recommended that the Vendor Commissions report be run first without posting or page breaks and used as an edit list prior to posting.
2. In order to be sure that all vendor commissions have been posted to A/P, post all RAs from all locations for the entire month prior to running the Vendor Commissions Report.
FOR EUROPCAR RAC USERS
For Europcar RAC users, when the Sort option "2" is selected, the following changes occur in the behavior of this program: