Turndown Call

TURNDOWN CALL WINDOW

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

This Subwindow is used to:

Log reasons why a reservation or quote is turned down. Examples might be that the rate was too high, the desired class of vehicle was not available, or there is no location in the area requested.
Log miscellaneous calls received by a reservation center that do not pertain to a specific reservation. For example, a staff member might call the reservation center to ask a question or a customer may call for roadside assistance.

Each call that is logged on this screen is saved in what is referred to as the "Call File" and is available for analysis on the Reservation Turndown Report. If a reservation was in progress when "turned down", data entered into the Main Window will default to the corresponding fields of this subwindow as noted below.

User tip: Use the program Edit Res Turndown Codes to create the codes used in this window.

The screen will display as follows:

OPTION: __ LOG RESERVATION TURNDOWN CALL
1 Call Date 05-11-04
2 Call Time 1456
3 Employee
4 Turndown Code
5 Call Phone No
6 Call Summary
7 Call Class
8 Pickup Date
9 Pickup Location
1SAVE 3ERASE 5BACKUP 7HELP

Enter data as follows:

1. CALL DATE

Using your selected date format, enter the date of the call or press (RET) to default to the current date.

EXAMPLE: Press (RET)

It is intended that entries be made while they are occuring. Therefore, in most cases the current date should be accepted.

2. CALL TIME

Using your selected time format, enter the time of the call or press (RET) to default to the current time.

EXAMPLE: Press (RET)

It is intended that entries be made while they are occuring. Therefore, in most cases the current time should be accepted.

3. EMPLOYEE

Enter up to 6 alphanumeric characters representing your employee code. Upon pressing (RET) you will be prompted for your password.

If an Employee Code was entered into field 16a of the Main Window, it will default to this field but can be changed.

4. TURNDOWN CODE

Use Shift/F7 to access a pop-up window of turndown codes. A typical pop-up window is shown below. Highlight the applicable code and press (RET).

Or if the codes are already know, enter the appropriate code in this field without using the pop-up window.

┌──────────────────────────────────┐
│ RESERVATION TURNDOWN CODES │
┌──────────────────────────────────┐
│R9 ROADSIDE ASSISTANCE │
│S9 STAFF QUESTION OR SUPPORT │
│T9 TRAVEL AGENT QUESTION │
│W9 WRONG NUMBER │
│ │
│ │
└──────────────────────────────────┘
┌──────────────────────────────────┐
│ F6 = Sort by Description │
└──────────────────────────────────┘

EXAMPLE: Type T9 (RET)

5. CALL PHONE NO

In order to save the turndown entry, data must be entered in this field. If a phone number is available for the customer, enter the phone number. This field will accept up to 15 alphanumeric characters. If the entry is due to a wrong number or from an e-mail message, enter at least one character in order to allow the entry to be saved.

EXAMPLE: Type:800-555-1212 (RE)T

EXAMPLE: Type:E-MAIL (RET)

If an phone number was entered into field 7a of the Main Window, it will default to this field but can be changed.

6. CALL SUMMARY

Enter up to 50 alphanumeric characters as a summary of the call.

7. CALL CLASS

Enter up to 4 alphanumeric characters for the Class requested. This Class does not need to exist in the Class Code file.

EXAMPLE: Type:MVAR (RET)

8. PICKUP DATE

Enter the requested pick up date.

EXAMPLE: Type 011508 (RET)

If an pickup date was entered into field 2a of the Main Window, it will default to this field but can be changed.

9. PICKUP LOCATION

Enter up to 6 alphanumeric characters representing the requested location. This Class does not need to exist in the Class Code file. Or press Shift/F7 to bring up a list of existing locations.

EXAMPLE: Type:SNA (RET)

If an pickup location was entered into field 2d of the Main Window, it will default to this field but can be changed.