It is assumed that the user is already familiar with the normal RA Close program in CARS+. Therefore, fields on this screen that are treated in the same manner as they are in RA Close are not repeated in this chapter.
CARS+ Internet Users: It is not necessary to be transmitting EDRB in order to take advantage of One-Way Close.Customer File: Each of the foreign locations in the Customer File must be designated as either a licensee or a corporate location. Customer Type "F" is used for foreign corporate locations. Use Customer Type "L" for foreign licensee locations. (If your system is set up to validate Customer Type Codes, you may need to create these two codes in the Customer Type Code File before being able to use them in the Customer File.)
Thermeon's CARS+ software works in conjunction with the Hertz ASAP system to transfer the data for these One-way rentals.
This interface involves the corporate rentals coming One-way to your location. Up to four times a day, the ASAP system reviews newly opened RAs at corporate locations. Those contracts that show your location as the check-in location are queued for transmittal. Also up to four times a day, your CARS+ system checks to see if anything has been queued up by Hertz for your location. If so, the rental agreements are downloaded to your system into a file called the Hertz One-way File.
Any type of processing done at an ASAP location to a RA involving a licensee owned vehicle will cause the RA to be queued up for transmission. This includes RAs with exchanges and those that are voided.
When a One-way rental checks in from a corporate location, enter the contract number on the normal RA Close screen. If the RA is not found in your regular RA File, the system will then look in the Hertz One-way File for the contract. If found, the Hertz One-way Close screen will be displayed automatically. Use this screen (instead of the Foreign RA Entry screen) to close the RA. It will allow you to close, calculate and print a complete, detailed RA while the customer is at the counter.
When the RA is saved, a foreign RA record is created in your RA File. This will appear on the DBR as a foreign check-in.
One-way ASAP rentals you have closed will automatically be transmitted back to Hertz during the next transmission.
The interface also involves licensee rentals going one-way to corporate locations. Once the contract is closed in the Hertz ASAP system, the closing information will be queued up for transmission back to your CARS+ system. When interfaced, your RA will be closed automatically in CARS+ and will be reported on the DBR. (The Hertz One-way screen is not used for this type of transaction.)
One way rental of a foreign vehicle: In order for the revenue split logic to work correctly when a foreign vehicle is rented one-way from a licensee to a foreign location (other than the vehicle's owner), it must be determined if the rental is "towards" or "away from" the owner. (The revenue split formula depends on the answer.) When a one-way contract is closed via the Batch RA Entry program, this question is prompted during the closing process, and the user answers accordingly. In One-Way Close, however, the opportunity to ask the question is not present. Therefore, the question is prompted when the RA is opened, and the answer is stored with the RA. As long as the actual closing location is the same as the one designated as the return location when it was opened, the RA can be closed via the One-Way program. If the RA closes at a different location, the RA is placed on an error report and will have to be closed manually through the Batch Close RA program.
The Hertz One-way RA Close program will operate in either On-line Mode or Batch Mode depending on how it is accessed:
1. RA Close or Foreign RA Entry -- On-line Mode
When the RA number entered in the "OPTION" field has already been downloaded into the Hertz One-way File, CARS+ will automatically switch to the One Way RA Close program and load the RA data there. The program will be running in On-line Mode which means field 1 is not accessible. In On-line Mode, the screen will display:
OPTION: _______________ ONEWAY RA CLOSE
Date/Time Out */0000 Csh Dep/Pmnt *
1 Date/Time In */0000 Net Due *
2 Odom/Tank/Fuel */*/* ASAP Mdl/Dsc */*
Subtotal 1 * 5 CARS+ Model *
3 Disc Pct/Amt */* 6 Owning Loc *
Subtotal 2 * 6 Empl/Drw/Loc */*/*
Tot Oth Chgs *
Subtotal 3 * A-T&M & Cvg Chgs Odom Out:
4 Tax Rate/Chg */* B-Other Chgs
Total Chg * D-Dep & Payments
F1=CLOSE RA F3=ERASE F4=CALC ESC=EXIT
2. One-Way RA Close program is accessed directly from a menu -- Batch Mode
To access the program directly, type HTZCLOSE (RET) at any menu "OPTION:" field or the appropriate line number on the Hertz ONEWAY menu. The program will be running in Batch Mode. In Batch Mode, field 1 is accessible when closing an RA and previously-saved RAs may be edited. In Batch Mode, the screen will display:
OPTION: _______________ BATCH/EDIT ONEWAY RA CLOSE
Date/Time Out */0000 Csh Dep/Pmnt *
1 Date/Time In */0000 Net Due *
2 Odom/Tank/Fuel */*/* ASAP Mdl/Dsc */*
Subtotal 1 * 5 CARS+ Model *
3 Disc Pct/Amt */* 6 Owning Loc *
Subtotal 2 * 6 Empl/Drw/Loc */*/*
Tot Oth Chgs *
Subtotal 3 * A-T&M & Cvg Chgs Odom Out:
4 Tax Rate/Chg */* B-Other Chgs
Total Chg * D-Dep & Payments
F1=CLOSE RA F3=ERASE F4=CALC ESC=EXIT
In the OPTION field enter the "#" symbol followed by the RA number.
Enter data as follows:
this is a test
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DATE/TIME OUT |
This is the date and time that the vehicle checked out--the starting time of the contract. This information is provided by the Hertz ASAP system and cannot be edited. |
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1. DATE/ TIME IN |
This field is accessible only when the program is running in Batch Mode. See the discussion above for details on how to access the program in Batch Mode. Enter the date and time that the vehicle checked in. EXAMPLE: Type 021512/1530 (RET). |
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2. ODOM/ TANK/FUEL |
Enter the current odometer reading and level of gas in the fuel tank upon check-in. If the customer did not purchase the prepaid fuel option and the tank level is less than it was when the contract opened, the fuel charge will be computed and automatically entered in Field 2c. (The fuel charge may be edited.) EXAMPLE: Type 2345/7 (RET) A single letter code will display at the end of this series of fields after the fuel charge. It indicates if fuel was included or if it was prepaid. The codes are:
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SUBTOTAL 1 |
Subtotal 1 is the total of time, mileage, and upgrades as detailed in the A subwindow. |
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3. DISC PCT/AMT |
If a discount applies to this contract, the percent will be displayed in Field 3a. The amount will be entered automatically in Field 3b. EXAMPLE: Pres (RET) |
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SUBTOTAL 2 |
Subtotal 2 is the result of Subtotal 1 less any discount. |
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TOT OTH CHGS |
This field displays the total of all other charges including fuel, coverages, options, and miscellaneous charges less any miscellaneous credits. |
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SUBTOTAL 3 |
Subtotal 3 is the total of all taxable charges. |
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4. TAX RATE/CHG |
The applicable tax rate is displayed in field 4a. The calculated tax is automatically entered in Field 4b. |
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TOTAL CHG |
This field displays the total of all charges including tax and less any discount. |
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CSH DEP / PMNT |
This field displays the total of all deposits received on this contract and its related reservation (if any). If viewing or editing a previously saved transaction, the total payments taken, as detailed in the D subwindow, are displayed in the second field. |
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NET DUE |
This field displays is the amount due from the customer: total charges less any deposits. |
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ASAP MDL/DSC |
This field displays the model code and description of the vehicle as represented on the Hertz ASAP computer. |
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5. CARS+ MODEL |
Enter up to 8 alphanumeric characters to indicate a CARS+ vehicle Model Code. (This Model Code must already exist in your Model Code File.) EXAMPLE: Type TAURUS (RET) |
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6. OWNING LOC |
Enter the vehicle's owning location or press Shift/F7 to access a search of the foreign location records. In the example below, the location "218411" has been entered using the "F2 Full Numeric" search.
Upon pressing (RET), the location information for Albuquerque is displayed showing the CARS+ Customer number.
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7. EMPL/DRW/LOC |
Enter your Employee code, Drawer number and Location. |
The Main Window will then display:
| OPTION: __ ONEWAY RA CLOSE Date/Time Out 02-10-04/1459 Csh Dep/Pmnt * 1 Date/Time In 02-15-04/1530 Net Due 221.26 2 Odom/Tank/Fuel 2345/7/6.50/B ASAP Mdl/Dsc TRS/TAURUS Subtotal 1 175.00 5 CARS+ Model TAURUS 3 Disc Pct/Amt 5/8.75 6 Owning Loc NABQ11 Subtotal 2 166.25 7 Empl/Drw/Loc TERRY/1/TUS Tot Oth Chgs 41.62 Subtotal 3 191.25 A-T&M & Cvg Chgs Odom out: 2109 4 Tax Rate/Chg .07/13.39 B-Other Chgs Total Chg 221.26 D-Dep & Payments F1=CLOSE RA F3=ERASE F4=CALC ESC=EXIT |
SUB-WINDOWS
TIME AND COVERAGE CHARGES SUB-WINDOW
This sub-window is used to:
To access this sub-window, type A (RET) at the "OPTION:" field on the Main Window. An example is shown below:
| OPTION: __ TIME & COVERAGE CHARGES Qty/Rate/Chg Coverages Dys/Rate/Chg 1 Hours /17.00/* 8 LDW 3/12.95/38.85 2 Days 3/50.00/150.00 9 PAI/PEC 3/4.95/14.85 3 Weeks */*/* 10 LIS 2/8.95/* 4 Months */*/* 5 Xdays */*/* 6 Miles 100/.25/25.00 7 Up Hr/Dy/Chg */*/* |
Fields 1-6 are identical to those of the regular RA Close screen. For details, refer to the RA Close chapter of the CARS+ Manual.
| 1. HOURS |
This field shows the chargeable hours, the hourly rate, and and the resulting charge. |
| 2. DAYS |
This field shows the chargeable days, the daily rate, and and the resulting charge. In the example above, 3 days at the daily rate of $50 per day. |
| 3. WEEKS |
This field shows the chargeable weeks, the weekly rate (if there is one), and the resulting charge. |
| 4. MONTHS |
This field shows the chargeable months, the month rate (if there is one), and the resulting charge. |
| 5. XDAYS |
This field shows the chargeable extra days, the extra day rate (if there is one), and the resulting charge. |
| 6. MILES |
This field shows the chargeable miles/kms, the rate, and the resulting charge. In the above example, 100 miles at the rate of $.25 per mile. |
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7. UP HR/DY/CHG |
If the customer upgraded to a more expensive vehicle than the one reserved, the hourly and daily rate of the upgrade will display along with the calculated charge. The charge is included along with other charges from Fields 1-6 in the amount shown for Sub-total 1 in the Main Window. |
| FIELDS 8 - 10 |
These fields display the calculation of charges for coverages by showing the number
of chargeable days, the daily rate, and the charge if applicable. If
the customer did not take a coverage, there will be no charge (although
the days and rate may display.) In the example above, the customer
accepted LDW and PAI, but did not accept LIS. Coverage charges are included along with all charges other than T&M in the "Total Other Charges" display field of the Main Window. |
OTHER CHARGES SUB-WINDOW
This sub-window is used to examine and edit optional and miscellaneous charges.
To access the Other Charges Sub-window, type B (RET) at the "OPTION:" field on the Main Window. The window will then display:
| OPTION: __ OTHER CHARGES Options Dly/Wkly/Mthly/Total 1 Seat 7.00/49.00/70.00/* 9 Misc1 chg/dsc/Reason */*/* 2 Ski Racks 5.00/35.00/75.00/* 10 Misc2 chg/Reason */* 3 Age 10.00/70.00/*/* 11 Misc3 chg/Reason */* 4 Neverlost 12.99/*/* 12 Oth chg/desc/acct */*/* 5 SatRadio 5.00/0/*/* 13 TrnsFee Dys/Amt/Chg /*/* 6 Oth Srv */*/*/* Rem/MaxDys/MaxAmt */*/* Oth Srv Dsc * AAO Qty/Chg */* 7 AP Fee Pct/Chg 10.00/16.62 VLF Rate/Chg */* 8 CA TUF Pct/Chg */* IC Fee * FT Fee * |
| FIELDS 1 -5 |
These fields are used to calculate the charges for the options shown. Daily, weekly, and monthly rates are shown along with a total charge for the option if applicable. |
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6. OTH SRV/ OTH SRV DSC |
Displayed is the rate and charge for any "Other Service". The description is shown on the following line. |
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7. AP FEE PCT/CHG |
If an airport fee applies to this contract, the percentage is shown in Field 7a and the amount of the charge is shown in Field 7b. (If the airport fee is a flat amount rather than a percentage, the Amount is shown in Field 7a instead of the percent.) In the illustration, a 10 percent fee is based on Time & Mileage less discount. |
| 8. CA TUF PCT/CHG | if the California Tourism fee applies to the contract, the percentage and charge is shown here. |
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9.-11. MISC CHG/DSC/ REASON |
Up to 3 Miscellaneous Charges can apply to a contract. Note that in order to give the customer credit, they must be entered with a negative sign. Enter the charge, description, and a reason for the charge or credit. Using the Shift F7 feature anywhere on these fields to invoke a pop-up window of the Reason Codes. Notes on using the Misc. Charge Fields: ·If Reason Code 8 is used, it must be used in Field #9 and a description is required. ·If Reason Code 7 is used, it can be used only in Field # 10. Because it is a refueling credit, it must be entered with a negative sign. ·Reason Codes 1-6 may be used in Field #11. EXAMPLE: Type: 10.00/BUS DELAY/1 (RET) |
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12. OTH CHG/ DESC/ACCT |
Use this field to enter a charge that does not fall into a Miscellaneous Charge category. Enter the amount, a description, and account number. EXAMPLE: Type: 15.00/KEYS/4530 (RET) |
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11. TRNSFEE |
If a transaction fee has been charged on this rental, the amount will display here. (A transaction fee is sometimes referred to as a local surcharge.) |
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REM/ MAX DYS/ MAX AMT |
If a transaction fee applies to this rental, a description of the fee is displayed in the Remarks field. If there is a maximum number of days or a maximum amount that can be charged, those parameters are displayed as well. |
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AA0 QTY/ CHG |
If there were Additional Authorized Operators (additional drivers), the quantity and charge are displayed here. |
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VLF RATE / CHG |
If a Vehicle License Fee applies to this rental, the rate and charge are displayed here. |
| IC FEE | If an "inter-city" fee applied to this contract, it will display here. |
| FT FEE | If a frequent traveler fee has been charged on this rental (in order to award frequent traveler miles to the customer), the fee will display here. |
The completed window will look like this:
| OPTION: __ OTHER CHARGES Options Dly/Wkly/Mthly/Total 1 Seat 7.00/49.00/70.00/* 6 Misc1 chg/dsc/Reason 10.00/BUS DELAY/1 2 Ski Racks 5.00/35.00/75.00/* 7 Misc2 chg/Reason */* 3 Age 10.00/70.00/*/* 8 Misc3 chg/Reason */* 4 Neverlost 12.99/*/* 12 Oth chg/desc/acct 15.00/KEYS/4530 5 SatRadio 5.00/*/* 13 TrnsFee Dys/Amt/Chg /*/* 6 Oth Srv */*/*/* Rem/MaxDys/MaxAmt */*/* Oth Srv Dsc * AAO Qty/Chg */* 7 AP Fee Pct/Chg 10.00/16.62 VLF Rate/Chg */* 8 CA TUF Pct/Chg */* IC Fee * FT Fee * |
PAYMENTS SUBWINDOW
This window is used to either accept a cash payment at check-in or to enter a new credit card that the customer would like to use for payment of the rental. To access the Payment Sub-window, type D (RET) at the "OPTION:" field of the Main Window. The Sub-window will then display:
| OPTION: __ PAYMENTS 1 Credit Card Info MC/54XXXXXXXXXX7778/201311 2 Cash Payment * 3 Change Given * |
Enter data as follows:
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1. CREDIT CARD INFO |
The credit card information taken upon opening the contract displays in this field. If the customer is leaving the charges on this credit card, no entry in this window is necessary. (It is assumed that the entire contract will be paid by the credit card; therefore, it is not necessary to enter the amount that will be charged to the card.) The credit card number shown in this illustration is masked. If the customer wishes to pay for the contract on a different credit card, enter the credit card information in this field. Note that the expiration date is formatted with a 4-digit year followed by a 2-digit month (YYYYMM). In the illustration shown, the credit card expires in November, 2013. |
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2. CASH PAYMENT |
If cash is accepted from the customer in payment of the rental, enter the amount here. |
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3. CHANGE GIVEN |
If change was given back to the customer, enter the amount here. This might occur when the customer's deposit was greater than the charges or if it was necessary to give change back from accepting cash or traveler's checks. |
PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.
Upon saving the transaction, a detailed contract can be printed for the renter.
The program then creates a foreign RA record in your RA File which will will be listed on appear on the Accounting DBR under the section "RAs CLOSED (Transmitted RAs).
One-way contracts which are closed at your location are automatically transmitted back to Hertz during the next transmission. Therefore, the window of time for editing on this screen is limited. Prior to transmission, the contract may be brought up on this screen and edited. After transmission takes place and up to the time of posting the DBR, edits may be performed using the Foreign RA Entry Screen.