NOTE: Another version of this program is available: Add Charges to Closed and Posted RAs. It allows the user to add charges and add payments while at the same time preventing the editing of existing charges. This program is also listed on the Rental Accounting Menu.
RESTRICTED EDITS TO CLOSED RAs.
As stated earlier, this program is designed to allow the user to edit any field on a closed but unposted RA. As a result, full access to this program is often limited to management level personnel. It is possible, through a field in the User Access File, to grant a user restricted access to the Edit Close RA program. A user with restricted access is limited to only the following functions:
The level of access is controlled by the "Restrict Access" Field on the Edit User Access record. Whether a user has full edit access or restricted access the following basic program instructions apply.
Masking: The credit card is unmasked when it does not have a handler code, the RA is accessed within 24 hours of being closed, and user's drawer is the same as the RA's closing drawer.
When an existing RA is brought up to the screen, the credit card is always masked. Those users who are not subject to masking can press Shift/F4 to see the full credit card number. In order to verify that the user is exempt from masking, the user's code and password must be entered before the full credit card number is displayed
AUDIT TRAIL ON PAYMENT EDITS
After a closed RA is saved, any payments and cash backs associated with that rental agreement are recorded in the Deposit/Payment (Dep/Pay) File. For security reasons, records written to this file cannot be edited or deleted.
This obviously creates a difficulty when it becomes necessary to edit a closed RA. The Edit Closed RA program allows charges and payments to be modified. But, when editing a payment, the system first writes an adjusting entry to the Dep/Pay file reversing the original payment and then records the corrected entry. As a result, the Dep/Pay File is left with a complete audit trail.
CORRECTIONS TO PAYMENT RECORDS
Generally, edits are made because payment errors are discovered in either the Drawer Balance Report or the DBR. In this case, the user usually wishes to correct the error and then reprint a clean DBR that reflects the corrected rental agreement and payments. Therefore, when edits are made to payments, the DBR Date/Time, Location and Cash Drawer used on the reversing entry and the new payment are the same as that of the original entry. The Employee Code that is used on the correcting entry is that of the individual making the edit. As a result, if a Drawer Balance Report is re-run, it will show all corrections -- the original, reversing, and new entries. Offsetting entries do not appear on the DBR or in the Payments subwindow of the Edit Closed RA screen.
If payment corrections are done at a different location, such as an accounting office, it is possible that the location or drawer number of the correction may be different than that of the original entry. When that occurs, the corrected payment will appear on a different DBR than that of the original transaction and will post separately.
Leaving the date field blank (the even numbered fields) causes the system to use the closing DBR date of the RA for the payment records. If the corrections should appear with a later DBR Date/Time than that of the original RA, the default payment date/time can be changed. (This is the date in the even numbered fields after the authorization data.) The reversing entry and the corrected payment will then be written to the Dep/Pay File with the new date when saved. As a general rule, payments cannot be dated earlier than the closing DBR date on the RA.
The system can be configured so that the payment can be back dated to the Open Date. The user's record in the User Access File must have the "Restrict DBR Date" field set to "N" and Thermeon's Customer Support Dept. must set up GVT record DEPDATE.
AUTOMATIC ACCESS TO EDIT CLOSED RA'S:
Once a RA is closed, using other programs to change parts of the RA require a recalculation of the closing charges. The following programs allow substantial changes to closed (unposted) RAs:
When the use of these programs affects a closed RA, the "Edit Closed RA" program is automatically invoked. Use the F8 key to recalculate corrected charges. If an attempt is made to exit the Edit Closed RA screen without recalculating and saving, the following message will appear:
RA MUST BE SAVED BEFORE YOU EXIT
In order to prevent out of balance RAs, press F8 to recalculate and save the contract on the Edit Closed RA screen.
EDITING CLOSED RA's
To access the Edit Closed RA program, type EDITCLOS (RET) at any menu "OPTION:"field or the appropriate line number on the RA Edit Submenu. The screen will then display:
| OPTION: __________ EDIT CLOSED RA 1 Miles/Fuel/Chg */*/* 5 Empl/Drw B/1 Total T&M * 6 Notes * Total Non-T&M * FOP 2 Discount * 7 Date/Time/Rate */*/* 3 Tax/Surcharge * A-T&M Charges name: Subtotal-1 * C-Option Charges date: Less Dep/Reimb * D-Payments odom: Less Payments * E-Other Charges veh#: 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALC F6=SEARCH ESC=EXIT |
INSTRUCTIONS AND ILLUSTRATION
The following examples are used to explain how the Edit Closed RA program works. It is assumed that the reader has read the chapter on RA Close and is familiar with how that program operates. Most of the fields on the Edit Closed RA screen behave just like those on the RA Close screen. The difference lies in how the system uses the data entered.
To pull a closed RA up on the Edit screen, type in the "OPTION:" field the number symbol "#" followed by the "RA" number or use the F6 Search feature. The following are the function key changes between Edit Close RA and the normal RA Close program:
F4 Displays all calculated totals as they were last stored. Manual edits which have been made to quantity fields and percentage based fields (discount, tax, etc) will NOT be lost.
F8 Recalculates all charges anew. Any manual edits which have been done WILL be lost.
For illustration, examine RA # 42087 which is shown below:
| OPTION: A_________ EDIT CLOSED RA #00042087 1 Miles/Fuel/Chg 24413/6/5.48 5 Empl/Drw TMC/1 Total T&M 71.90 6 Notes * Total Non-T&M 5.48 FOP 2 Discount * 7 Date/Time 03-12-08/850A 3 Tax/Surcharge 2.88 A-T&M Charges name: ANDREWS Subtotal-1 80.26 C-Option Charges date: 03-10-08 900A Less Dep/Reimb * D-Payments odom: 24150 8 Less Payments 100.00 E-Other Charges veh#: 4C0150 4 Change Back 19.74 F-RA Open Bill to: Balance * O-Other windows N-Notes OPTION: ______________ TIME & MILEAGE CHARGES Page:01 Elapsed: hrs: 23:50 dys: 1 wks: 0 mo: 0 miles: 313 free: 0 Class B Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 RETL 07-16 2/35.95 */180.00 */700.00 */28.00 */8.00 71.90 2 MILE 313/* */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
In the above example, it was discovered after printing the RA the customer was charged standard rates instead of repeat business rates. He also decided to use his Mastercard rather than paying with cash, as originally indicated.
The steps for making these corrections are as follows:
1. Exit the RA CLOSE Program and bring up the RA on the EDIT CLOSED RA screen.
2. To change the daily rate, access the Time & Mileage Window and enter the correct rate into Field 2b.
EXAMPLE: Type /29.95(RET)
The subtotals on the Main Window will not recalculate until after you have exited the Sub-Window. At that time, the Main Window will then display:
| OPTION: D_________ EDIT CLOSED RA #00042087 1 Miles/Fuel/Chg 24413/6/5.48 5 Empl/Drw TMC/1 Total T&M 59.90 6 Notes * Total Non-T&M 5.48 FOP 2 Discount * 7 Date/Time/Rate 03-12-08/850A 3 Tax/Surcharge 2.40 A-T&M Charges name: ANDREWS Subtotal-1 67.78 B-Option Charges date: 03-10-08 900A Less Dep/Reimb * D-Payments odom: 24150 8 Less Payments 100.00 E-Other Charsges veh#: 4C0150 4 Change Back * F-RA Open Bill to: Balance 32.22- O-Other windows N-Notes F1=CLOSE RA F2=SWIPE F3=ERASE F4=DISP CHG F8=RE-CALC ESC=EXIT |
3. Because the customer decided to switch to MasterCard, correct any Change Back given on the original Cash Payment. To remove the Change Back amount, simply move the cursor to Field 4 of the Main Window and Press "F3" to erase any amount shown.
4. To change the payment from cash to MasterCard, enter the Payment Window. The screen will then display:
| OPTION: ______________ PAYMENTS F2 NEXT 4 F4 PREV 4 Page:01 Amount/FOP/#/Exp/Settled Auth#/Amt Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw 1 100.00/CA/CASH/*/* 2 */* 3 */*/*/* 4 03-12-08/0850A/1 5 */*/*/*/* 6 */* 7 */*/*/* 8 */*/* 9 */*/*/*/* 10 */* 11 */*/*/* 12 */*/* 13 */*/*/*/* 14 */* 15 */*/*/* 16 */*/* |
Enter a correction to the payments by either:
A. Erasing the previous payments using "F3" , then entering new ones.
Note: For clients using EDC payment services, it is important to note that at any time these fields are edited or deleted, any prior authorization(s) will be released, voided and cancelled.
B. Changing a single field in a payment data group reducing the amount.
Either of the methods above will cause CARS+ to automatically write a reversing entry for the old record and create a new record for the new data entered.
EXAMPLE:
| OPTION: D_________ EDIT CLOSED RA #00042087 Miles/Fuel/Chg 24413/6/5.48 5 Empl/Drw TMC/1 Total T&M 59.90 6 Notes * Total Non-T&M 5.48 FOP 2 Discount * 7 Date/Time/Rate 03-12-08/850A 3 Tax/Surcharge 2.40 A-T&M Charges name: ANDREWS Subtotal-1 67.78 C-Option Charges date: 03-10-08 900A Less Deposits * D-Payments odom: 24150 8 Less Payments 67.78 E-Other Charges veh#: 4C0150 4 Change Back * F-RA Open Bill to: Balance * O-Other windows N-Notes OPTION: ______________ PAYMENTS F2 NEXT 4 F4 PREV 4 Page:01 Amount/FOP/#/Exp/Settled Auth#/Amt Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw 1 67.78/MC/5121458329814444/11-12 2 236/67.78 3 */*/*/* 4 03-12-08/0850A/1 5 */*/*/*/* 6 */* 7 */*/*/* 8 */*/* 9 */*/*/*/* 10 */* 11 */*/*/* 12 */*/* 13 */*/*/*/* 14 */* 15 */*/*/* 16 */*/* |
5. When all corrections have been made, "ESC" up to the "OPTION:" field of the Main Window and press "F1" to re-save the RA.
A search of the Dep/Pay File will illustrate the results of this transaction:
| Option: _ DEPOSIT/PAYMENT SEARCH (low intensity = posted) F1=RA # F2=Date(Unposted) F3=Date (Posted) F4=Res# F5=Voucher# RA/Res# Date Time Drw Empl Amount FOP Voucher# Auth# Amt ** (Rte,Cls/Dys) 1 00042087 03-12 0850A 1 BGB 100.00 CA CASH P 2 00042087 03-12 0850A 1 BGB -19.74 CA DRAWER REFUND P 3 00042087 03-12 0850A 1 TMC -100.00 CA CASH P 4 00042087 03-12 0850A 1 TMC 67.78 MC 5121XXXXXXXX4475 P 236 100 5 00042087 03-12 0850A 1 TMC 19.74 CA DRAWER REFUND P - |
NOTES:
1. The first two lines show the original closing transaction performed by employee BGB at 8:50 am.
2. The next three lines show the following corrections made by employee TMC through the Edit Close RA program:
a. A reversing entry to remove the cash payment.
b. The new Mastercard payment.
c. A reversing entry for the Cash Drawer refund (Change Back).
GENERAL NOTES ON THE EDITING OF PAYMENTS
1. An edit to any field in a payment data group, amount, FOP, credit card #, or authorization # will cause the system to reverse out that payment (by creating a negative one to offset it) and write a new payment reflecting the change.
2. In the Payments Window, 4 data groups display at one time. (The F2 and F4 keys are used to access the next 4 or previous 4 records.) Because only 4 can be viewed at a time, plan work carefully and change only those fields that are necessary. Offsetting entries do not appear in the Payments subwindow. However they can be viewed when searching the Deposit/Payment File.
User tip: Because of PCI restrictions, the complete credit card number IS NOT stored anywhere in CARS+. After entry and saving, it is encrypted and stored in a separate encryption server. The only thing that is stored in CARS+ is the first four characters of the card, an asterisk "*" followed by the last four characters. The Deposit/Payment (Dep/Pay) file search when searching by credit card number will accept a full credit card number. But then the number is internally reformatted to the “First 4*Last 4” format and and that is what is used to read the Dep/Pay file for a match. For example, MasterCard # 5121123456781234 will be converted to 5121*1234 and a match will be sought. But 5121*1234 can match card 5121123456781234, but it will also match 51219999999991234 or 5121888888881234. In fact, one hundred million cards can have the same first and last four characters. Therefore, this type of search is NOT guaranteed to give the correct match on the first attempt. You must unmask the found card to determine if a match has been found.
WARNING: Since a Cars+ search for this is the "First 4*Last 4" format, this is not a guaranteed match and the user should unmask the credit card found in the search to determine if the credit card is a match.
3. Occasionally, users can become confused and create so many correcting entries that the situation become confusing and further edits can be very difficult. The following steps should be taken:
a. Print a Drawer Balance Report for the cash drawer involved.
b. Add up the positive and negative entries for each FOP to determine what further adjustments may be necessary.
c. Go to a blank data group and enter the proper adjusting entry and resave the RA.
4. Corrections to deposits should be made on the RA Open screen prior to closing a RA. If such corrections were not made, this program may be used to correct the Deposit/Payment file. Simply enter a negative entry to offset the incorrect deposit and enter the correct deposit as a new payment.
NOTE: When correcting deposit errors using this method, the payment date cannot be re-set to the of the date of the original error. Both the negative entry and any correcting deposit entry will be dated with the RA Close DBR Date (once a contract is closed, related transactions cannot be backdated). To also correct an old Drawer Balance Report, a second set of correcting entries will need to be made with the Batch Petty Cash program or reopen the RA, make the corrections in the Deposits window, and then reclose the RA..
NOTE: For clients using EDC payment services, it is important to note that at any time these fields are edited or deleted, any prior authorization(s) will be released, voided and cancelled.
BECAUSE PAYMENT RECORDS ARE PERMANENTLY WRITTEN TO THE DEP/PAY FILE, WHEN IN DOUBT ON HOW TO CORRECT PAYMENT RECORDS, SEEK THE ASSISTANCE OF A MANAGER WHO IS EXPERIENCED WITH CARS+.
ADDING A CHARGE AND PAYMENT TO THE RA
In the RA illustrated below, the closing date was 04-09. On April 21, a $50 cleaning fee was added to the RA along with a $50 check in payment. Note that the default payment date of 04-15 (the closing DBR date) was changed to 04-21.
| OPTION: D_____________ EDIT CLOSED RA #S3711053 1 Miles/Fuel/Chg 26150/2/40.00/P 5 Empl/Drw AMM/1 Total T&M 265.00 6 Notes Total Non-T&M 574.48 FOP 2 Discount 13.25 7 Date/Time 04-15-10/1148 3 Tax/Surcharge 21.50 A-T&M Charges name:SKIBSKI Subtotal-1 847.73 C-Option Charges date:04-09-10 0800 Less Dep/Reimb * D-Payments odom: 25850 8 Less Payments 847.73 E-Other Charges veh#:001856 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes OPTION: ______________ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01 Amount/FOP/#/Exp/Settled Auth#/Amt Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw 1 797.73/VI/4XXXXXXXX0111/12-11/N 2 12345/800 3 */*/*/* 4 04-15-10/1148/1 5 50.00/CK/CHECK/*/* 6 */* 7 */*/*/* 8 04-21-10/0900/1 9 */*/*/*/* 10 */* 11 */*/*/* 12 */*/* 13 */*/*/*/* 14 */* 15 */*/*/* 16 */*/* |
If the date of for the payment had NOT been changed from the default of April 15, the following would occur:
REMOVING OPTION CHARGES
Three fields in the Edit User Access File control whether or not a user is allowed to delete options. Option are divided into 3 categories:
If the user has the authority to delete the option type in question, the option can be deleted from the RA by accessing the Shift/F5 Option Pop-Up window from the Option subwindow (Subwindow C). All 3 types of option charges will be shown in the pop-up window. To remove an option charge, replace the "C" (charge customer) with an asterisk (*).
RECALCULATING CHARGES ON RAs WITH EDITED VOUCHERS
RAs with edited insurance or wholesale vouchers must be handled differently. After entering the RA Number into the "OPTION" Field, press the F8 key Instead of F4. While F4 only displays the previous calculation, F8 recalculates all charges with the new voucher. The only amounts this function key does not change are manual tax calculations and the payments received at the time of close. Changes to these payments must be made using procedures explained earlier in this chapter.
F8 RECALCUATION KEY
It should be noted that the F8 key will undo all manual edits to calculated fields made at the time of the original close. As an example, if a user manually reduces the number of chargeable days for the rate or for an option like LDW, that change will be undone when pressing the F8 key. Manual changes such as these will have to be re-entered after the recalculation. Therefore, it is suggested that all sub-windows be examined after recalculating.
If, on the other hand, a rate was edited (such as the daily rental rate or the rate for LDW), that change would not be undone by the F8 key.
RECALCULATING SALES TAX
Once the sales tax field has been manually edited on a RA, it will never be recalculated - even when pressing the F8 key, editing rates, or adding additional options. Once edited, it MUST continue to be manually edited if any changes are made to the charges on the contract.
If an RA has had the sales tax manually edited, the message "MANUAL TAX CALC" will be displayed when loading the RA on to the screen.
INCIDENT ENTRY
For operations using the Incident Entry feature of CARS+, many of the edits mentioned earlier in this chapter (such as removing Option Charges) must be made through the Incident Entry screen rather than in the fields directly. Refer to the chapter in this manual titled "Overview - Incident Entry" for further details in how to use the Incident window.
ADVISORY MESSAGE
When vehicles are placed in a status other than 'available' when they return from a rental (this is controlled in the Location record), and the vehicle is still in that status when the closed RA is brought up on the screen, the following message will display:
VEHICLE IS FLAGGED AS DIRTY - PULL UNIT.
SPECIAL INSTRUCTIONS FOR HERTZ USERS DOING "NEAR-REAL-TIME GAR" TRANSMISSIONS
When an RA is closed in error, it cannot be reopened if it has already been transmitted to OKC via near-real-time GAR feed. A special feature of Edit Closed RA program allows the closed RA to be edited to a zero charge as well as changing the elapsed time on the contract to zero days and zero hours. This MUST be done on the same calendar day as the date when the contract was closed in error.
To bring everything on the RA to zero, edit the Return Date and Time so that it is exactly the same as the Opening Date and Time. When this is done, the following question will display:
ARE YOU VOIDING THIS CLOSED CONTRACT? Y/N
Enter:
N = No. The date and time change just entered will be ignored and the RA will be left in the state it was when it was closed.
Y = Yes. The following changes will occur:
- All charges on the RA will be set to zero.
- All deposit and payment records will be deleted.
- All special doscuments (promos, vouchers, etc.) will be deleted.
- The edited RA will be requeued up for retransmission to OKC.
Use the Batch RA Open program to open a new RA to replace the one that was closed in error.