Locations:
Some Options apply to all locations, while other Options may be location sensitive. Therefore, Options can be set up to apply to:
All locations
Most Locations
One or more specific locations
All locations: If the Option and its corresponding rate should apply globally to all locations, then the Option is entered in the Option Rates records with no location. When the location field is left blank, the Option applies to all locations. The "DRIVR" option shown below is an example of this.
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 DRIVR 02-01-06 8.00 |
Most locations: If the Option and its corresponding rate should apply to most locations, the location field is also left blank when setting up the Option because a field on page 4 of the Option Rates can be used to exempt particular locations from a global option. To do this, make a separate entry for the exempt Location and the Option Code. Then use the "Itm Avl" (Item Available) field on page 4 to show that the item is not available at the location. The illustration below shows that the option GASSR applies globally to all locations except for the TUS location where it is not available.
| OPTION: __ EDIT OPTIONAL RATES Page 4/5 # *Loc *Option Decl Incl Dep LDW Chg Itm Mlt # *Code *Code *Prv *Prc *Eff Date *Curr Resp Resp LDW Rule UnMx Avl RA 01GASSR 04-01-06 02 TUS GASSR 04-01-06 N |
One location: If the Option and/or rate are specific to a particular location, then the Option is entered with a specific location code. In the illustration below, the option DRIVR applies globally to all location at the rate of $8.00 per day. However, at the LAX location, the rate is $10 a day and a weekly and monthly rate are offered. Also, the option CNVTX applies only to location LAX.
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 DRIVR 02-01-04 8.00 02 LAX DRIVR 02-01-04 10.00 60.00 225.00 03 CVG2 02-01-04 5.00 04 AGE24 02-01-04 12.00 05 LAX CNVTX 03-15-04 2.50 06 LDW 02-01-04 12.99 |
A Group of Locations: Group Codes can be defined to be used for Options. (A field in the Edit Group Name program turns on this feature.) When a Group Code is used in setting up the Option Rate, the Option then applies to all locations in the Group. In the illustration below, the suburban locations (Group"+SUB") sell LDW at $13.99; the airport locations (Group "+AP") sell LDW at $16.99.
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 +SUB LDW 02-01-06 13.99 02 +AP LDW 02-01-06 16.99 |
Hierarchy: These choices make it necessary for CARS+ to use a hierarchy in applying Options to a Reservation or RA according to its pickup/opening location. That hierarchy is:
Records with a specific Location Code are used first. If not found, then
Records with a Location Group are used next. If not found, then
Records without a Location Code are used.
Note that if an Option is entered without a Location Code, and then entered again with a Location Code, the one with the Location Code will take precedence.
Effective Date Type
The Effective Date type field defines what type of effective date (reservation, opening, or closing date) should be used to determine the rate when an option is applied to a Reservation or RA.
The settings are entered in Edit Optional Items and then become the default setting for a similar field in the Edit Optional Rates program. When entries are made in both files (Edit Optional Items and Edit Optional Rates) the setting in Edit Optional Rates takes precedence.
Enter:
R (or blank) =
For reservations, the rate in effect as of the reservation’s pickup date is used.
For RAs with a reservation, the rate quoted on the reservation is used. If the item was not quoted on the reservation, the opening date of the RA is used.
For RAs without a reservation, the rate in effect as of the opening date of the RA is used.
O =
For reservations, the rate in effect as of the reservation’s pickup date is used.
For RAs with a reservation, the rate in effect as of the opening date of the RA is used. That is, the rate will be requoted at Open from what it was at the time of the reservation.
For RAs without a reservation, the rate in effect as of the opening date of the RA is used.
C =
For reservations, the rate in effect as of the return date is used.
When opening a RA with a reservation, the rate in effect as of the return date of the RA is used. That is, the rate will be requoted at Open from what it was at the time of the reservation.
When opening a RA without a reservation, the rate in effect as of the return date is used.
When closing a RA, the rate will be requoted using the return date.
Additional notes:
When a dependent option is added at Close, for codes R or O (or blank) the rate in effect as of the opening date of the RA is used. For code C, the closing date is used.
When an option is manually added to a RA at Close, the rate in effect as of the return date is used regardless of the value in the Effective Type field.
Pricing Codes
The creation of Pricing Codes in CARS+ is a feature that allows Options to vary in price depending on the vehicle class, rate, or customer. If the rate for an Option is the same regardless of what type of vehicle, what rental rate used, and what customer involved, then there is no need for more than one Pricing Code. However, if the rate of the Option should be influenced by these factors, then the use of multiple Pricing Codes is in order.
IMPORTANT! When using Pricing Codes with automatically applied options, there must be a version of the option set up without a Pricing Code in order for the option to automatically apply to the transaction.
Pricing Codes are placed on Vehicle Class Codes: When rates for options vary by Vehicle Class (such as often times is the case for LDW), a Pricing Code can be placed on the Class Code record. When a reservation is made, the appropriate Pricing Code is applied to the reservation so that the correct rate for LDW or other options can be quoted accurately.
Pricing Codes are placed on Vehicles: In order to in-fleet a vehicle in CARS+, a Pricing Code must be entered in the Model Code record. From the Model Code the Pricing Code is placed on the individual vehicles. The Pricing Code from the Vehicle record overrides the Pricing Code on the Class Code if different.
For illustration purposes, assume that LDW is offered on cars for $15.99 and on vans and trucks for $18.99. The following Pricing Codes are set up:
|
Pricing Code |
Rate |
Applies To: |
|
C |
$15.99 |
All classes of cars |
|
V |
$18.99 |
All classes of vans and trucks |
Therefore, when an economy, midsize, or full size car is reserved, LDW is offered at $15.99 because Pricing Code "C" was entered on the Class Codes for the cars. When a car is rented, LDW is likewise offered at $15.99 because Pricing Code "C" was entered on the Model Codes for the cars.
When a van or truck is reserved or rented, LDW is offered at $18.99 because Pricing Code "V" applies.
Page 1 of the Option Rates record is shown below to illustrate the set up of LDW for these Pricing Codes.
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 LDW 08-01-06 15.99 02 LDW V 08-01-06 18.99 |
NOTE: The LDW with no pricing code (rate of $15.99) is the default and will apply to all rentals without a different pricing code. So the cars will fall under that code.
Pricing Codes on Rental Rates
Unique Pricing Codes can be associated with particular rental rate products. For example, LDW for insurance replacement rentals carrying a $500 deductible (regardless of type of vehicle) may be offered at $10.99. By creating a Pricing Code and applying it to the Rental Rules/Rate record for insurance replacement rates, it will be available on only the RAs using the insurance rate(s).
Page 1 of the Option Rates record is shown below to illustrate the set up of LDW for Pricing Code "I".
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 LDW 08-01-06 15.99 02 LDW V 08-01-06 18.99 03 LDW I 08-01-06 10.99 |
The following screen illustrates how a Pricing Code ("I") can be attached to a Rate Product. Notice that the Pricing Code is entered on the far right column of the rates page of the Rules/Rates record.
A Pricing Code attached to a Rate Product overrides the default Pricing Code on the vehicle record.
| OPTION: __ EDIT RENTAL RULES/RATES Ln Class S Day Week Month Xday Hour Mile IntCty Prc 001 ECAR 22.00 .250 I 002 CCAR 24.00 .250 I 003 ICAR 26.00 .250 . I 004 FCAR 28.00 .250 I 005 XFAR 30.00 .300 I 006 MVAR 30.00 .250 . I 007 FVAR 35.00 .300 I 008 009 |
Pricing Codes for Customers (Privilege Codes)
A unique Pricing Code can be assigned to a Privilege Code through the "Pricing Code" field (Field # 10) on the Edit Privilege Rate Codes screen as illustrated below:
| OPTION: __ EDIT PRIVIILEGE CODES (Page 1 of 2) 1 Location 2 RT Code CV 3 Description CORPORATE COVERAGES 4 Apply to all rates? CORPORATE SURCHARGE 5 Unlim.Minimum Age 21 Start Day (1=Sun, 7=Sat) 6 Block FreqFlier 22 Start Time 7 Override APTAX/CNFEE Exempt 23 End Day 8 Pricing Code P 24 End Time 9 NVL Disc 25 Length 10 NVL Dly Disc 26 Daily amt 11 Override AGEXX Charge 27 Weekly amt 12 Drop Exempt 28 Monthly amt 13 Fuel Card 29 Hourly amt 14 Exempt APTAX 30 Walkup Only 15 Exempt VLF 16 Drop Schedule 31 Exempt Option 17 Deposit Exempt 32 Prompt MRA 18 Auto-apply Opt 33 Best Rate Clos 19 NC LDW/Resp 0000 34 Fuel Card Open 20 Note 35 Fuel Card Res Clas 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8NEXT PAGE |
Page 1 of the Option Rates record is shown below to illustrate the set up of LDW for Pricing Code "P".
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 LDW 08-01-06 15.99 02 LDW V 08-01-06 18.99 03 LDW I 08-01-06 10.99 04 LDW P 08-01-06 9.99 |
Option rates can also vary by the use of Privilege Codes. Privilege Codes can be created without a Pricing Code such as the one illustrated below. The Privilege Code can be used to set up a discounted rate for an Additional Driver.
| OPTION: __ EDIT PRIVIILEGE CODES 1. Location (Blank for All Locations) 2. RT Code 4D 3. Description ADDITIONAL DRIVER 4. Apply to all rates? 5. Fuel Rate 6. LDW Rate 7. Minimum Age 8. Block FreqFlier 9. Override APTAX/CNFEE Exempt 10. Pricing Code 11. NVL Disc 12. NVL Dly Disc 13. Override AGEXX Charge 14. Drop Exempt 15. Fuel Card 16. Exempt APTAX 17. Exempt VLF 18. Drop Schedule 19. Deposit Exempt 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8NEXT PAGE |
Next, the DRIVR option is set up with the Privilege Code as shown below:
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 DRIVR 02-01-06 8.00 02 LAX DRIVR 02-01-06 10.00 60.00 225.00 03 DRIVR 4D 02-01-06 6.00 |
Reminder:
Privilege Codes are assigned to Corporate Contract records.
CDP numbers are linked to the Corporate Contract records and are assigned to customers by entering a CDP number in the "Corp ID" field of the Customer record.
Thus, when the CDP number is applied to a rental, the linked Privilege Codes are applied with it along with any special Pricing Codes.
Pricing Codes assigned to Privilege Codes supersede the Pricing Codes on Rates, Vehicles, and Vehicle Class records.
Hierarchy: Because the Class, Vehicle, Rate and Privilege Codes influence which Pricing Code is in effect on any given RA, a hierarchy has been established that dictates which items take precedence over the others. The hierarchy from lowest to highest is:
By Vehicle Class Code
By Vehicle
By Rate Class
By Rate Product
By CDPID
By Upsell
By Vehicle Class: The lowest level in the hierarchy is the Pricing Code assigned to the Class Code record. This code is used when coverages and possibly other options are sold on a reservation and on "Wait RAs" (no vehicle assigned.) Any other items in the hierarchy supersede the Pricing Code Vehicle Class.
By Vehicle: Each vehicle in the Vehicle Inventory File has a Pricing Code assigned to it. If that code is different from that assigned in the Class Code file, then the vehicle's Pricing Code supercedes the Pricing Code on the Class record.
By Rate Class: If a vehicle is being rented at a rate class that does not agree with the actual class of the vehicle, then the Pricing Code associated with the rate class supersedes the vehicle's Pricing Code. This allows CARS+ to handle forced upgrades. For example, assume the class reserved was an economy car, but none were available when the customer arrived. A compact car was given at the price of the economy. In this case, the Pricing Code would be determined from the economy Class Code record (the class of the rate being charged). In this instance, the Pricing Code on the vehicle record is superseded. (See notes below about Upsells for the exception to this rule.)
By Rate code: A Pricing Code can be linked to certain classes in the rate product. If that Pricing Code is different from any of the above, it will supersede them.
By Privilege Code: Corporate contracts can be set up wherein the customer has certain privileges. One of the privileges might be a special Pricing Code for options and/or LDW responsibility level. A Pricing Code link to privilege code takes precedence over all other cases listed above.
Upsells: Finally, if the Upsell subwindow is used to do an upsell, the vehicle class on the rental will not be the same as the rate class. The Pricing Code on the vehicle class record of the vehicle being rented supersedes all others.
To illustrate this point, assume that a reservation is made for a compact car where the rate class is also a compact. However, a midsize is rented and an upsell is done through the Upsell subwindow. The Pricing Code used in this situation would be the one associated with the vehicle class - which is the midsize.
On the other hand, assume that the compact reservation is used to open the RA and, again, a midsize is rented. However, on this RA there is not an upsell option (you were forced to upgrade the client due to the fact that no compact vehicle was available). The Pricing Code used in this situation would be the one associated with the rate class - which is the compact.
Single Pricing Code: In any case, it must be understood that only a single Pricing Code will be active on any one rental agreement (the single active Pricing Code is displayed on the R subwindow of the RA Open screen). The hierarchy described above determines the single Pricing Code that will be used. This means that when pricing an option, the Optional Rate record that is used must either have the RA's Pricing Code or it must have a blank Pricing Code.
Observations on Locations, Pricing Codes, and Privilege Codes
Take a look at the illustration below and note the observations that follow it. Assume:
4 locations: LAX, SNA, SNAC01, TUS
Pricing Code C used for all cars; Pricing Code V used for vans and trucks.
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 DRIVR 02-01-06 8.00 02 LAX DRIVR 02-01-06 10.00 60.00 225.00 03 DRIVR 4D 02-01-06 6.00 04 SEAT 02-01-05 5.00 30.00 05 STDEP 02-01-05 50.00 06 SNA APCON 02-01-04 6.25 07 LAX APCON 07-01-05 7.50 08 LDW 08-01-06 15.99 09 LDW V 08-01-06 18.99 10 LDW I 08-01-06 10.99 11 LDW P 08-01-06 9.99 12 LDW L4 08-01-06 9.50 13 CVG2 02-01-04 5.00 14 AGE24 02-01-04 12.00 15 LAX CNVTX 03-15-04 2.50 16 RRACK V 02-01-06 7.00 36.00 17 RRACK 02-01-06 5.00 25.00 18 BUYDW 04-01-06 5.95 1SAVE 2LINES +183ERASE 4LINES -185BACKUP 6 7HELP 8NXT PAGE |
Observations:
1. Additional Driver (DRIVR) fee at all locations except LAX is $8 per day; at LAX it is $10/day; $60/wk/ $225/mo.
2. Airport Concession Fee (APCON) is 6.25% at SNA; 7.5% at LAX.(APCON cannot be added to RAs opened at TUS or SNAC01.)
3a. Roof Racks (RRACK) for cars are $5/day; $25/wk. at all locations.
3b. Van and truck rentals without a CDP number on them offer roof racks (RRACK) at all locations for $7/day/$36/wk. Pricing Code “V” would apply to the RA. Correspondingly, LDW is offered at $18.99/day under the same Pricing Code.
3c. Yet, if a van or truck is rented on a RA which also has a CDP number applied to it and that CDP has Pricing Code “P” linked to it, by the rules of the hierarchy outlined above, Pricing Code “P” will be assigned to the RA. As a result, LDW will be priced at $9.99/day. This also means that the roof rack will be priced at only $5.00/day. This is because, the RA can have only one active Pricing Code. Pricing Code "V" on the van was superseded by Pricing Code "P" associated with the CDP. Because there is no Option Rate for roof racks with Price Code “P”, the Option rate record without a Pricing Code is used. (By the way, if instead of leaving the Pricing Code field blank the roof rack at $5.00 a day it had been set up with Pricing Code "C" for cars, the roof rack option would not appear at all in the Option window on a RA where Pricing Code "P" applied.)
3d. This dilemma can be avoided by assigning Privilege Codes to CDP's rather than Pricing Codes. For example, assume the Privilege Code "L4" was assigned to the CDPID (instead of Pricing Code "P".) Then LDW would be offered at $9.50 when the CDP with that Privilege Code was added to the RA. Therefore, Pricing Code "V" would be in effect on the RA (using the rate of $7 for the roof rack) because the Pricing Code would come from the vehicle record.
4. Convention Center Tax (CNVTX) can be applied only to RAs opened at location LAX.
Researching Pricing on a Specific Transaction
To see how CARS+ selected a particular Option Rate on a specific transaction, use the Print Charge Options program.