If using the S subwindow to enter tour vouchers, refer to the chapter titled Overview - Wholesale Voucher Processing for instructions on how to edit and delete vouchers from the S subwindow.
To access the Edit Tour Vouchers program, type EDITVCHR (RET) at any menu "OPTION:" field or the appropriate line number on the RA menu. The screen will then display:
| OPTION: EDIT TOUR VOUCHERS *1 RA# *2 Res# *3 Seq# 4 FOP 5 Voucher # 6 Class 7 Auth Days Rate Daily Weekly Mthly Xdays Tax Code Date Time Employee Post Flag Invoice Flag 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
Enter data as follows:
Vouchers can be accessed by RA number or Reservation number.
|
1. RA # |
Enter up to 8 alphanumeric characters representing the RA number. EXAMPLE: Type S7001002 (RET) |
|
2. RES # |
Or, instead of the RA number, enter up to 6 alphanumeric characters representing the Reservation number. EXAMPLE: Type 2QM456 |
|
3. SEQ # |
If there is more than 1 voucher on the record, enter which voucher you wish to edit. For the first voucher, enter "1". For the second voucher, enter "2" etc. EXAMPLE: Type 1 (RET) User tip: This field is mandatory. If there is only one voucher on the record, enter "1". If the voucher is already posted, the following message will display:
Enter Y (yes) or N (no) as appropriate. The voucher information will display on the screen. The following fields may be edited. |
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4. FOP |
Enter up to 6 alphanumeric characters to correct the existing wholesale company. EXAMPLE: Type AAA (RET) |
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5. VOUCHER # |
Enter up to 16 alphanumeric characters to correct the certificate number on wholesale vouchers. EXAMPLE: Type 467-56B834 (RET) |
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6. CLASS |
Enter up to 4 alphanumeric characters to correct the vehicle class on the voucher. EXAMPLE: Type ICAR (RET) |
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7. AUTH DAYS |
Enter the correct number of days authorized by the voucher. EXAMPLE: Type 5 (RET) |
The remaining fields on the screen are for display only and are not accessible.
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RATE |
This field displays the rate product code for the voucher. |
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DAILY WEEKLY MTHLY XDAYS |
These fields display the actual rate. If the rate needs to be changed, delete the voucher and then add it back onto the transaction. Or, you can change the vehicle class in Field 6 above. User tip: Simple Wholesalers: If the RA is closed and rate needs to be edited, delete the voucher. When the delete is saved, the Edit Closed RA program is automatically called to the screen. Edit the rates to the correct amounts and save the RA. Next, bring up the RA in Edit Opening Fields and add a new voucher. When this change is saved, Edit Closed RA is, once again, automatically called.Press "F8" to recalculate, and the change will have been made. |
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TAX CODE |
For complex wholesalers with additional charges imbedded in their Rate Table, this identifies the Tax Code Table that the system will use to post revenue. |
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DATE |
DBR date of the voucher. |
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TIME |
DBR time of the voucher. |
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EMPLOYEE |
Employee Code of the individual who originally entered the voucher. |
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POST FLAG |
This field is blank unless the RA has been posted. If it has been posted, a "Y" will appear in this field.Vouchers on posted RAs cannot be edited. |
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INVOICE FLAG |
This field is blank unless the RA has been invoiced. |
The screen will then display:
| OPTION: EDIT TOUR VOUCHERS *1 RA# S7001002 *2 Res# 2QM456 *3 Seq# 1 4 FOP AAA 5 Voucher # 467-56B834 6 Class ICAR 7 Auth Days 5 Rate Daily Weekly Mthly Xdays Tax Code Date Time Employee Post Flag Invoice Flag 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.
RECALCULATING CHARGES AFTER EDITING A VOUCHER
On closed RAs, changes made through this program may radically alter the original charges. If Fields 4, 6 and/or 7 are edited on a wholesale voucher, the credit granted on the Close screen will have to be recalculated. Therefore:
When editing a voucher from a closed but unposted RA, the following happens. Upon saving the changes to the voucher, CARS+ automatically brings up the RA record on the Edit Close RA screen with the edited voucher information already loaded. Use the F8 key to recalculate corrected charges and then re-save the RA.
When editing a voucher from a posted RA, after saving the changed, CARS+ automatically brings up the RA record on the Edit Posted RA screen. As above, use the F8 key to recalculate and then save the RA.
DELETING VOUCHERS
The process of deleting vouchers is performed by pressing the "F4" function key after pulling the desired voucher up on the screen. Similar to editing, if the voucher was on a closed RA, it must be recalculated in the Edit Closed RA program using the "F8" function key and then saved.
Posted vouchers cannot be deleted.
CHANGING THE RESPONSIBLE PARTY ON A POSTED VOUCHER
To change the responsible party on a posted voucher, bring up the voucher record. Change the customer in the FOP field.
Cancellation
rows will be written to the RA Charge file for the previous responsible
party using the current system date and time for the DBR date and time.
New rows will be written to the RA Charge file for the new responsible
party.
Changing the responsible party is reported on the
Accounting DBR. A credit is posted to the previous responsible party's
account and an invoice is posted to the new account for the voucher amount.