Your system can be configured to include a padded amount in the estimate calculation for a contract. This amount, called an "authorization pad" or "auth pad" for short, can be either a set dollar amount or a percentage of the actual estimate. It is set up in 2 fields on page 2 of the Edit Miscellaneous Control Fields program.

Some rental operators want to use the auth pad feature in general, but don't want it applied to insurance replacement rentals and wholesale rentals. This field allows that exception.

Enter:

Y = Yes, exempt insurance replacement and wholesale rentals from the auth pad feature.

H = Exempt Hertz forms of payment (HCC, OTTO, and FVV) from the auth pad.

N (or blank) = No, there will be no exceptions to auth. pad feature.

EXAMPLE: Type Y (RET)

Note: For Hertz users, a "Y" response in this field also exempts rentals with FVV's (full value vouchers).

This field is used by users making use of the CARS+ Distributed Processing Module. For users with Distributed Processing, see the documentation that accompanied that module. For all other CARS+ users, enter 6 zeros in this field to indicate that there is no upper limit to the reservation number.

EXAMPLE: Type 000000 (RET).

This field is made up of two separate flags that turn on or off two features of CARS+.

AUTH - The first flag turns on or off the optional CARS+ Credit Card Handling module.

Y = YES Entering "Y" in the first flag position activates the "F11" function key on the RA Open and Close screens for requesting automated credit card approvals.

WARNING: Activating this function key without purchasing a license from Thermeon Corp. for this feature will result in fatal file errors and hung terminals.

N = NO Entering "N" in the first position turns off the CARS+ Credit Card Handling module.

SWIPE - The second flag turns on or off the ability to read credit cards by a Thermeon approved swipe reader.

Y= YES Entering "Y" in the second flag position activates the "F2" function key on the RA Open and Close screens which is used to accept data from the swipe reader.

N = NO Entering "N" in the second position turns off the card swipe interface.

EXAMPLE: Type NY (RET)

The ability to turn on these features exists in three different files with CARS+:

Edit Main Control File: Sets system wide parameters.

Edit Locations: Sets parameters for individual locations.

Edit Terminal Records: Sets parameters for individual terminals.

Settings made at the terminal level have the highest priority followed by those set at the location level.

In other words, if the features are turned on in Edit Main Control Record, and the fields in Edit Locations and Edit Terminal Records are blank, the feature is turned on system-wide. (They can be turned off at the Location level or terminal level by using the fields in those respective files.)

If the features are NOT turned on in Edit Main Control Record, they can be turned on for individual locations in the Edit Location record. If not turned on in Edit Location, they can be turned on by a terminal-by-terminal basis in Edit Terminal Records.

Below is a table that represents the hierarchy:

4. MAIN LOCATION

Enter up to 6 alphanumeric characters to identify the Main or Owning Location code. This location is normally the location code for the corporate headquarters.

EXAMPLE: Type TUS (RET)

User tip: When in-fleeting vehicles, if the "Owning Location" code matches this entry, the name from the next field is shown as a display field in the vehicle record (rather than the name from the Location record.)

5. LOCATION NAME

Enter up to 20 alphanumeric characters to indicate the Owning Location Name.

EXAMPLE: Type TUSTIN HEADQUARTERS (RET)

User tip: When in-fleeting vehicles, if the "Owning Location" code matches the entry in the field above, the name from this field is shown as a display field in the vehicle record (rather than the name from the Location record.)

The next eight fields are used to assign default values to every new customer created through the Reservations, RA Open, or Customer File Updated programs. Note that any of the default values can be subsequently modified for selected customers using the Customer File Update or the Edit Customer Types programs.

6. DEF.
STATEMENT
CYCLE

Enter 1 alpha character to specify the frequency customer statements will be printed. During printing you will be asked to enter the statement codes for which you wish to print statements. Each customer on file whose statement cycle matches one of the entered codes will have a statement printed. Possible codes are:

W = Weekly

M = Monthly

Q = Quarterly

EXAMPLE: Type M (RET)

7. DEF. TERMS CODE

Enter 1 alphanumeric character to indicate payment terms that apply to balance due accounts. This code MUST be in the A/R Terms Code file.

EXAMPLE: Type 1 (RET)

8. DEF. FINANCE
CHARGE

Enter 1 alpha character to select whether or not the customers will have Finance Charges calculated on overdue balances.

Y = Yes

N = No

EXAMPLE: Type Y (RET)

9. DEF. CREDIT
LIMIT

Enter up to 6 numeric characters to indicate the Credit Limit on new customers. The entry 999999 signifies unlimited credit. Because this is assigned automatically to all walk-up customers, it is suggested that a credit limit of one dollar be entered.

EXAMPLE: Type 1 (RET)

10. COMPANIES AS RENTERS

Enter 1 alpha character to indicate whether or not a reservation or a RA can be opened without making an entry in the renter's first name field.

Y = Yes, entries without a first name are allowed

N = No, a first name is required for all renters

EXAMPLE: Type N (RET)

11. DEF. CUSTOMER
TYPE

Enter up to 5 alphanumeric characters to identify the default Customer Type code that will be assigned to all new customers at the time of rental. Because the Customer File is purged by customer type, it is suggested that the default code be used to represent new, one time customers. The following codes CANNOT be used because they have pre-assigned meanings:

C = Cash FOPs

CC = Cash-like Credit Card FOPs

B = Billable FOPs

BC = Batch processed Credit Card FOPs

BAD = Bad customers

L = Foreign licensee owned locations

F = Foreign corporate owned locations

WHL = Wholesale operators

INS = Insurance companies which are invoiced

DLR = Insurance companies which are not invoiced

EXAMPLE: Type WLK (RET)

12. DEF. BILL-TO
TYPE

Enter up to 5 alphanumeric characters to indicate the Bill-To Type that will be assigned to all new Bill-To customers. This code serves the same function as the customer type code, but is assigned at the time Bill-To customers are created via the Reservation or RA Open program.

The pre-assigned codes listed above (Field 11. CUSTOMER TYPE) CANNOT be used here.

EXAMPLE: Type BUS (RET)

13. STANDARD
CONDITION 1

Enter up to 30 characters as a comment or condition. Data entered will print on ALL RAs.

EXAMPLE: Type VEHICLE NOT TO LEAVE STATE (RET)

14. STANDARD
CONDITION 2

Enter up to 30 characters as a comment or condition. Data entered will print on ALL RAs.

EXAMPLE: Type OFF ROAD USE VOIDS CONTRACT (RET)

15. DEF RES CUST TYPE

Entering a default Customer Type in this field allows a customer record to be created at the time of reservation for anyone who is not an existing customer. In order to create the customer record, customer information must be entered in the customer fields in the Direct Bill/Customer Info subwindow of the Reservations program.

Enter up to 5 characters to designate the Customer Type to be assigned.

If this field is left blank, new customers will be created at the time of rental and the Customer data fields will not be accessible from Reservations unless the reservation is for an existing customer..

EXAMPLE: Type RSCUS (RET)

User Tip: When a Res Default Customer Type is defined, a tax code assigned to that customer type will be used when requesting a reservation estimate. If personal data is entered in the customer subwindow in the Reservation screen, a customer record is created with that customer type and the tax code assigned to that customer type carries forward to the RA.

If personal data is NOT entered in the subwindow, a customer record is NOT created, so no customer type is assigned. Therefore, when the reservation is carried forward to open a RA, the tax code for the default RA customer type (Field 11 above) will be applied to the RA.

In order to avoid customer complaints about the tax quoted on the reservation not being the same as the tax applied to the RA, care should be taken to be sure that the same tax code is in effect for customers created from reservations and customers created from RAs .

16. SOURCE
REQUIRED ?

Enter 1 alpha character to indicate whether the Source Code Field is required to save a new Reservation and RA.

Y = Yes

N = No

EXAMPLE: Type Y (RET)

17. TYPE
REQUIRED ?

Enter 1 alpha character to indicate whether the Type Code Field is required in order to save a new RA.

Y = Yes

N = No

EXAMPLE: Type N (RET)

User tip: G/L posting codes can be attached to type codes in order to track revenue for financial statements for certain types of rentals.

18. VEHICLE
CHECK DIGIT
METHOD?

Enter one of the codes listed below to indicate the Vehicle Number Check Digit logic that will be required on the following programs:

• RA Open
• Vehicle Exchange
• Vehicle History Update
• Make Vehicle Available
• Vehicle Inventory Control

Blank = No check digit will be required when entering a Vehicle Number in the above programs.

L = When entering a Vehicle Number, you are required to enter the last character of the vehicle license number. As an example, Vehicle number 9045 would be entered as 90456 if its license # is 2FWQ156.

H = When entering a Vehicle Number, you are required to enter the standard Hertz check digit. As an example, Vehicle Number 718069-8 would be entered as 7180698.

D = Using the Mod-7 check digit logic, the Vehicle Inventory Control program will calculate and assign a check digit to each vehicle.

EXAMPLE: Type L (RET)

NOTE: The value in this field may not apply to all vehicles in your fleet.

1. Foreign vehicles which are in your fleet may use a different method. The check digit method used on foreign vehicles can be set differently through the use of the program Edit Foreign Vehicle Defaults.

2. Individual vehicles also carry a corresponding field for this in their record so that changes in check digit methods can be accommodated.

19. COMPANY TYPE

Certain CARS+ features have been developed for some specific Thermeon customers. This field is used to turn on these custom features. This field should be left blank for organizations not listed below.

There are 2 configurations used: 2 character and full character:

2 character:

For Hertz, Dollar, and Advantage installations, only the first 2 characters of "HE", "DO", or "AD" (respectively) need be entered in this field. However, for clarification purposes, it is recommended that the longer name be entered as shown below in parentheses.

RV rental opearations should enter code "RV" in this field.

Full character:

The following installations must be identified by a 3-part code made up of:

• 2 letters for the Organization
• 2 letters for the Country
• The terms "CORP" or "LIC" for corporate or licensee.

For example:

Thrifty corporate operations in the UK should use the code: THUKCORP

Thrifty licensees in Australia should use the code: THAULIC

A Canadian Hertz licensee would enter HE or HERTZ (with more details in the Hertz Control Record).

Dollar licensees in the US would enter DO or DOLLAR

WARNING: Changing the Company Type to that of another organization may result in errors with critical programs as custom data files may be missing from the version of the software being used.

20. GENDER REQUIRED

Enter 1 alpha character to indicate whether the Gender Field is required on the RA Open screen.

Y = Yes

N = No

EXAMPLE: Type Y (RET)

21. TEMP FILE DIR

This field defines where work files will be placed. Usually, this field should be left blank so that work files will go to the following default directories:

Operating SystemDefault Directory

XENIX /tmp
UNIX /temp
MS DOS CARSPLUS/

22. TAX ID

For Canadian users, enter your Goods and Service Tax Registration Number.

EXAMPLE: Type R123456789 (RET)

23. DO DRB?

This field applies only to users who submit their closed contracts electronically to a licensing headquarters. Setting this flag to "Y" causes the RA Close program to queue up a contract when it closes for later transmission to the licensing entity. This field works in conjunction with a second field in Edit Miscellaneous Control Fields, the field EDRB Start Date.

Y = YES When RAs close, data will be queued up for transmission.

N = NO Data will not be queued up for transmission.

EXAMPLE: Type N (RET)

24. RVC ONEWAYS

This field applies only to Hertz users in North America who wish to receive and send one-way rentals to the corporate DASH system.

Y = YES One way rentals opened on DASH bound for your locations will be received and merged into your data base.

N = NO Your system will not receive one-way rental data from DASH.

EXAMPLE: Type N (RET)

25. EXTRA POST
PROG

If your system is designed to send accounting data to another computer or an accounting software package other than RealWorld, enter one of the codes listed below. For all other users, this field MUST be left blank.

The following are the accepted codes:

7 = Hertz New Zealand Oracle Financials (calling the program from this field sends all RAs to Oracle without filtering any out. This program can also be called by the use of a GVT, when that is done not all RAs are exported, some are skipped).

B = Dollar Rent A Car Data Warehouse

X = all other accounting packages that make use of the CARS+ XML Data Cloud (using this value requires that something be entered into the XML Interface field on page 2 of this record - failure to enter a value in this additional field will cause extra program X to NOT run).

NOTE: The program ARDUPD must be run immediately prior to turning on the XML posting program. This program will mark all AR Distribution records as posted.

EXAMPLE: Press (RET)

For operations with locations that post to different posting companies, the record that is read is the Main Control record in the destination Posting Company. For an example, if all rental transactions occur in Company 00 but Location A posts it's RAs into Company 10's files, this field in the Main Control record in Company 10 is read NOT the Main Control record in Company 00.

26. INPUT TIMER

This field controls the automatic log-off feature of the system. Enter the number of minutes between 1 and 99 (1 hour 39 minutes) inclusive to set the log-off timer. Terminals which are signed onto the CARS+ software which have not had any keyboard entry for the period of time specified here are automatically logged off.

EXAMPLE: Type 60 (RET)

27. FIELD EDITING

This field controls how the cursor moves within a concatenated (slashed) data entry field.

Y = The right and left "arrow" keys will move the cursor to the right and left but the "slash" key CANNOT be used to address specific data fields.

N = The "arrow" keys will not work within a concatenated field but the "slash" key will address specific fields. This is the suggested CARS+ setting.

EXAMPLE: Type N (RET).

28. AUTO LOAD FOP AS DEPOSIT

This field controls how credit cards are viewed system-wide at the time of RA Open.

N = At RA open, credit cards which were entered previously in to the Reservation or which are in the Customer record are loaded into the pre-signed FOP fields (Data Group 7) in the Main Window of the RA Open screen.

Y = At RA open, credit cards from either the reservation or customer record are loaded into the Deposit Subwindow in anticipation of taking a prepayment (deposit) at open. This setting also alters the function of the F8 estimate key by causing the estimated charges to be written into the deposit amount field in anticipation of taking a prepayment.

A = The Estimate total, including the Auth Pad, is loaded automatically as the Auth Amount on Field 8b in the Main Window of RA Open. (Auth Pad is designated on page 2 of the Edit Miscellaneous Fields screen.)

B = When a credit card is swiped at RA Open, the credit card information will be loaded into both the Main Window (Data Group 7) AND the Deposit Subwindow. (See 'Exception' below.) Additionally, when saving the RA without having requested an estimate and there is a shortfall, any authorized amount in the Main Window is ignored in the shortfall calculation and message.

For example, assume the RA charges will amount to $450 and there is a $200 authorization in the Main Window. When saving the RA without having requested an Estimate, the shortfall message would state a shortfall of $450. Under all the other methods, the shortfall message would state a shortfall of $250 because the other methods recognize the authorization from the Main Window in the shortfall calculation.

Exception: The field "Prevent CC Deposits" in Edit Misc Control Fields can be used to prevent a credit card deposit from being placed on a RA. When that feature is being used, the credit card is not loaded in the C subwindow. Furthermore, the authorized amount in the Main Window is taken into account in reference to the shortfall calculation message.

C = Same as "Y" response above except that the Auth Pad is included in the deposit amount. The total of the estimated charges plus the auth pad amount is used for the deposit amount. (Auth Pad is designated on page 2 of the Edit Miscellaneous Fields screen.)

Refer to the chapter of the manual titled Appendix - AutoLoad FOP for more details on on this feature.

User tip: A similar field in the Edit Locations screen (Page 4) can be used to configure a location differently from the entire operation. The field in the Location file takes precedence over this one.

User tip: If your system is configured to charge a credit card processing fee to the renter and you are using an auth. pad, this field must be set to "A".

29. ONE STEP REVENUE ACCOUNT

This field is used by operations purchasing the additional CARS+ module "Licensee RA Purchase Module".

30. MARKET SURVEY PERCENTAGE

This field governs the Customer Market Survey feature of CARS+. When turned on, counter agents are prompted to distribute a customer survey to a random sample of customers and record the survey number at the time of opening a contract. Note: The survey number is check digitized, therefore, contact Thermeon for more information before designing your survey program.

Enter a whole number between 1 and 100 to set the percent of customers to be surveyed. For example:

31. STATEMENT ENVELOPE MARGIN

All CARS+ invoicing and statement print programs show the name and address of the party being billed. The position of this address is designed to match the standard window envelope recommended by RealWorld Corporation for their accounting software applications.

This field is designed to allow you to make fine adjustments to the position of the mailing address in order to meet non-standard envelopes. For each number you enter in this field, the address will be moved that number character positions to the right. For example, entering "5" would cause the address to indent 5 character positions to the right of its normal print position.

EXAMPLE: Type 5 (RET).

32. USE US/CANADA STATE CODES

Embedded into the CARS+ system are the 50 United States, State Codes and the Canadian Province and Territory Codes. When these codes are entered on an RA or Customer record, they are validated against the postal code entry. In many non-US operations, these codes conflict with local postal abbreviations. This field allows the user to turn off the US/Canada validation.

Y = The embedded state codes will be used to validate the proper zip codes as well as addresses and phone numbers. When turned on, and the address is a US state or Canada province, the phone number must be 10 digits. It is not necessary to enter dashes; they will be furnished automatically after pressing (RET).

If US or Canada phone numbers are entered incorrectly, the following message will display:

PHONE NUMBER SHOULD BE IN 111-111-1111 FORMAT.

N = The embedded codes will not be used. Instead, Codes entered into the various State fields in the CARS+ programs will be validated against the Country File.

EXAMPLE: Type Y (RET).

33. UPSELL ONLY NATIONAL REZ

This field controls one of the functions of the Upsell Subwindow on the RA Open screen.

Y = Access to the Upsell Subwindow is only allowed on rentals involving reservations that were booked through a national reservation center. Reservations which were originally booked on your system CANNOT be upsold.

N = Access to the Upsell Subwindow is allowed on all rentals involving a reservation regardless of where the reservation originated.

EXAMPLE: Type Y (RET).

34. INVOICE WHOLESALE ON OPEN

This field determines when wholesalers are invoiced for the value of tour vouchers added to a transaction. WARNING: DO NOT CHANGE THE VALUE OF THIS FIELD AFTER YOU HAVE POSTED YOUR FIRST DBR. If you desire to change this configuration parameter after posting has begun, first call Thermeon Customer Support.

R = Wholesalers can be invoiced after a tour voucher has been added to a reservation and the day's work has been posted on the Accounting DBR. The invoice is made for the entire period covered by the wholesale voucher.

Y = Wholesalers can be invoiced after the RA has been opened and the day's work has been posted on the Accounting DBR. The invoice is made for the entire period covered by the wholesale voucher. Note: A "Y"in this field supersedes the field "Wholesale Calculation Method" in the wholesale company's Customer record.

N = Wholesalers will not be invoiced for rentals until after the RA is closed and posted.

EXAMPLE: Type N (RET).

EXPANDED NOTES

Invoice on Open (or invoice on reservation for that matter) is designed simply to create a receivable in the Receivable Open Item file. This feature does not change the basic accounting rule that revenue is not earned and, thus not recognized, until the contract closes. Think of it somewhat like deposits. At open, the system credits a deposit liability account because the deposit money has not at that time been "earned". It is not until close that the system reverses the deposit amount out of Deposit Liability and "applies" it to the rental.

For example:

Assume a 4 day wholesale voucher with the following included charges:

       Time     200.00

        LDW      40.00

        GST      24.00

voucher total   264.00

Let's say the RA opened live on the 27th and closed on the 31st and invoice at open is turned on. The voucher will appear on the DBR for the 27th.

User tip: The voucher is shown on the DBR as of the 'current date' when it was placed on the RA. If the RA was Batch Opened for a previous open date, it is not listed on the open date of the RA but rather on the DBR for the current date.

What will post will be the following:
In the accounting distribution file (ARDIST)

 264.00 debit to the G/L account for Accounts Receivable

 264.00 credit to the G/L account for "Unearned Income"

In the Open Item File (AROPEN)

 a 264.00 invoice will be written against the tour operator

The RA will also appear on the DBR for the 31st and will post as follows:
In ARDIST

 264.00 debit to Unearned Income (thus reversing out the credit posted on the 27th)

 200.00 credit to Time

  40.00 credit to LDW

  24.00 credit to GST

In AROPEN

 nothing as the voucher receivable was created when the open date was posted.

Implications of this design:

1. DBR date: The DBR Date of the Voucher is set to the open date of the contract in VCHVAL, but the DBR date of the voucher revenue records in the RACHRG file remains that of the close date like all other RACHRG rows.
2. For operations that use the CARS+ XML data cloud feature, the cloud will NOT have option or revenue detail for the voucher on the opening DBR date, it will simply have the voucher total. The voucher detail will not appear in the data cloud until the closed RA is posted.

Special Note: If the closing DBR date is posted before the opening DBR Date, the voucher will post completely with the closing date and nothing will post when the opening date is finally posted. That is, Accounts Receivable will be debited and all revenue will be realized and posted with the closing DBR. The G/L account for Unearned Income account will not be involved.

35. DISTRIBUTED PROCESSING TYPE

This field is obsolete.

36. DEF QUOTE CUST TYPE

It is possible to create customer records at the time of creating a quotation. To do this, enter up to 5 characters which will be used as the customer type for those customers created this way. If you do not wish to create customer records at the time of quotation, leave this field blank.

EXAMPLE: Press (RET)

37. ACCESS VEHICLE BY LICENSE #

Although all vehicles in CARS+ must have a unique Vehicle Number, it is possible on the following programs to refer to vehicles by using their license plate number rather than the Vehicle Number.

RA Open
Make Vehicle Available
Batch RA Open
Vehicle History Update
Edit Opening Fields
Vehicle Exchange Search

Additionally, this field will affect how vehicles are ordered within certain primary sort order selections on the Vehicle Status Report. Please refer to the manual chapter for that report for details.

The ability to access vehicles by license plate number is controlled by this field. Enter:

Y = In the above listed programs, users must use the license plate number to indicate a vehicle. Therefore, the vehicle # field is open to 10 characters. In all other CARS+ programs the user must use the Vehicle Number to indicate a vehicle. Causes the secondary sort on the Vehicle Status Report to be by license number.

N = In the above program as with all other programs, only the Vehicle Number can be used to indicate a vehicle. Causes the secondary sort on the Vehicle Status Report to be by vehicle number.

B = In the following programs, use either the license plate or vehicle number: (If the attempt to validate the vehicle number fails, an attempt is then made to validate the data entered against a license plate.) Causes the secondary sort on the Vehicle Status Report to be by vehicle number.

RA Open

Non Revenue Movement

Simple Trip Ticket

Physical Inventory

Car Wash Entry

EXAMPLE: Type N (RET)

User tip: When this feature is turned on (a "Y" is entered in this field), the display for the Vehicle File Search (as used on the Reservations, RA Open, Vehicle Inventory Control etc.) changes from the standard display. See examples below.

Standard Vehicle Search Display:

Access Vehicle by License Display:

38. NON REV STATUS

Enter the Vehicle Status Code that should be assigned to a vehicle when a Non-Revenue movement transaction is opened. This code must have been previously defined through the Edit Vehicle Status Code program.

EXAMPLE: Type T (RET).

39. RESP LOC

This field assigns responsibility for a vehicle which is in transit via a Non-Revenue ticket between two locations. Enter one of the following:

1 = The sending location remains responsible for the vehicle until it arrives at the destination and the Non-Rev ticket is closed.

Any other value or blank = The destination location becomes responsible for the vehicle immediately at the time the Non-Rev movement is opened. However, like RAs, the Current Location of the vehicle DOES NOT change to that of the destination location while it's in transit. Therefore, the Vehicle Status Report will list it under the opening location.

User tip: The Physical Inventory program reads the one-way Non-Revs according to the 'responsible' location setting here.

EXAMPLE: Type 1 (RET).

1. SIMPLE WSALE RT EDIT

This field is used to determine the value of the wholesale voucher. Indicate if the voucher should be valued with the pure rates from the Edit Rules/Rate record, or from the rate in the A subwindow (which may have been edited.)

Y = Yes, use the rates from the A subwindow. If the rates are edited, the voucher for a simple wholesaler will follow the edit.

N = No, ignore the rates in the A subwindow. Instead, always look up the rates from the Edit Rules/Rate record.

EXAMPLE: Type N (RET).

User tip: There is a similar field in Edit IT Codes. If the field in the IT Code record is set to "Y" or "N", it takes precedence over the field in Edit Main Control Record.

2. PRINT EST

Similar to a field in the Edit Location program, this field is used to specify whether or not an option to print an estimate of rental charges should be available when requesting an estimate prior to saving a new RA. While this field can be used to turn this feature on or off for the entire rental operation, the field in Edit Location record is used to turn the feature on and off by location.

NOTE: In order to take advantage of this feature, programming changes must be made to your RA print program. These programming changes are chargeable. Please contact Thermeon's Customer Support Dept. for further information.

Y = Yes, give the option to print an estimate of rental charges when doing an estimate of charges prior to saving a new RA.

N (or blank) = No, don't give the option to print an estimate.

EXAMPLE: Type N (RET)

3. VEH. STATUS CHECK

This field controls how the status of a vehicle is treated as a result of opening a contract using Batch RA Open.

MOST CARS+ USERS SHOULD LEAVE THIS FIELD BLANK OR ENTER "1".

1 = If the RA opening date/time is more recent than the vehicle's current status date/time (as displayed in its Vehicle Inventory record), the vehicle's current data fields (date/time, status, and last RA #) will be updated. If the RA opening date/time is equal to or older than the vehicle's current status date/time, the following message will display:

IS THIS VEHICLE CURRENTLY ON RENT WITH THIS RA?

Y = Yes. As a result, the vehicle's current data fields will be updated from the RA being batch opened.

N = No. The vehicle's current data fields will not be updated from the RA being batch opened.

2 = For a particular user, if the RA opening date/time is equal to or older than the vehicle's current date/time, the following message will display:

THE STATUS OF THIS VEHICLE WILL BE CHANGED TO "O".

As a result, the vehicle's current status will be changed to "O" (on-rent), but the vehicle's current date/time and last RA # field will not be updated.

WARNING: Choice 2 will likely cause the transaction to appear on the Status Exception Report. Other transactions, such as entering a Vehicle History record, may result in the status of the vehicle being changed from the On-rent status before the RA is actually closed.

EXAMPLE: Type 1 (RET)

4. USE RATES NOT TPR

Y = Yes. Rates entered on IT records (fields 48 - 56) will refer to Ghost (net) rates set up in the Rental Rules/Rates file.

NOTE: When this field is set to "Y" it is important to note that fields 48-56 reflect the appropriate dates and rates. When this has not been accomplished, Cars+ will reject reservations displaying the message "RENTAL PERIOD IS NOT WITHIN VALID DATE RANGE". (The rental period can only be booked within the dates from these fields.)

N (or blank) = No Ghost (net) rates will be entered on the IT record. Ghost rates will come from the reservation only. In the event of a walk-up rental (no reservation) or the reservation did not include a voucher, a set of price fields will display in the S Subwindow to enter the Ghost rates.

Note that regardless of how this field is set, when there is a reservation, the Ghost rates will always come from the reservation. When this field is set to "Y" and there is a reservation, the rules applying to the rate will come from the CARS+ Rental Rules/Rates file.

EXAMPLE: Type Y (RET)

NOTE: Regardless of how this field is set, the retail rate on a ghost tour reservation will be determined as follows:

1. From the "Retai Rate" field of the IT record (page 1, field 22), if populated, if populated.
2. If no retail rate is specified on the IT record, it will come from the "Walkup Rate" field of the Location Record (page 1, field 42) of the opening location of the Res or RA.

5. XML INTERFACE

This field is used when there is an alternate accounting package used (other than RealWorld.)

When the "Extra Posting Program" field on page 1 of this record is set to "X", an additional program will be run after the normal CARS+ posting program. This additional program creates a "cloud" of data containing all of the posting information.

NOTE: To use this feature, posting to accounts receivable must be done in detail. The field to set posting to detail is in RealWorld Accounts Receivable in the program Maintain A/R Control Date (page 2 of the AR menu). The field "Summary post distribs?" must be set to "N". (It is Field 33 on page 2 of the control record.)

This field is used to define which script program is called. Enter:

1 = Call the Sybiz script

2 = Call the Sun Accounting script

3 = Call the Australian MYOB script (use this value if you wish to generate the data cloud but not export files).

4 = Call the New Zealand MYOB script

5 = Call the Australian MYOB script for Enterprise 6

6 = Call the Mexican Control2000 script.

7 = Call the Deloitte Accounting program (used by Hertz Iceland). Note that this is not a script in the SHELL directory but instead a CARS+ program, XMLINT7.

8 = Call the Lobster program. Note: SHELL/xmlInterface8 calls a separate program named xmlInterface8 that is not part of CARS+ release but is a program that must be separately installed. In addition, the files produced by xmlInterface8 need to be made available to the client. This is done using the "EAI Watcher" and is configured by the Operations Team.

9 =Call the SAP scripts

Thermeon's Support Dept. will set this field as needed for specific customers. All other other users should leave this field blank.

Y (or blank) = Fuel or battery charge is charged on an exchange as usual

N = Turn off the fuel calculation on a vehicle exchange. Regardless of the tank level, there will be no fuel charge on the exchange.

Y = When entering a deposit, do not allow the deposit amount to be more than $9 (9 units of local currency) greater than the estimated charges.
N (or blank) = A check for an amount greater than the estimated charges is not made.

N = Do not allow walk up RAs. In order to save a RA, it must be generated from a reservation.
Y (or blank) = a reservation is not required to open a RA.

N = The automatic search for a reservation will not be done when a name is entered in Field 1 or RA Open. Instead, enter R# or RES# and the reservation number at the OPTION field of RA Open. Or the reservation can be selected from the On-Line Res Display.

Y (or blank) = The automatic search of the Reservation file is done when the renter name is entered in RA Open.

Y = Pre-authorizations are not allowed on Open. If the block shortfall logic is in place, payment must be made by voucher and/or deposit for RAs that are not a direct bill.

N (or blank) = There is no restriction on processing authorizations on Open.

• The Currency Code field in the Rate Rule records will be required.
• On some reservation interface programs, if the currency on the reservation does not match the currency on the rate Rules record, the reservation will be rejected.

N (or blank) = All locations do use the same local currency.

Y = Locations may have different local currencies therefore the system should run in multi-currency mode.

EXAMPLE: press (RET)

User tip: Regardless of the setting in this field, the Local Currency field in the Location record (Page 3, field 3 in Edit Locations) is a required field.

Y (and blank) = Yes, the user will be restricted to changing the status of just vehicles currently at their default location.

N = No, the user can use Make Available to change the status of any vehicle at any location.

EXAMPLE: Type Y (RET)

O = The Passengers field is required in RA Open.

R = The Pax (passengers) field is required in Reservations.

Y = The passengers field is required in both RA Open and Reservations.

Blank = Data entry is not required in the passenger field.