· Close one way rentals that were opened at foreign locations.
The program can be used to do the following:
To access this program: To access the Foreign RA Entry program, type FRNRA (RET) at any menu "OPTION:" field or the appropriate line number on the RA menu. The screen will then display:
| OPTION: FOREIGN RA ENTRY 1 Opening Loc * Curr Amt Paid * Change back * 2 RA# * 19 Payment * 3 Vehicle # * 20 FOP/#/Ex */*/* 4 License * 21 Auth#/Amt */* 5 Owning Loc * --OTHER RA INFO-- 6 Closing Loc TUS 22 Cust name * 7 Mileage out * 23 Opn Date/Time */1653 8 Mileage in * 24 Rtn Date/Time */1653 9 Tank level 9 25 RA Typ/Scr */* 10 Fuel chg * 26 Empl/Drw TEST/* 11 Misc chg * 27 RA Notes * 12 * --OTHER VEHICLE INFO-- 13 GST chg * 28 Model/Yr */* Make/Cls */* 14 Time chg * 29 Type/Color */* 15 Mile chg * 30 Status A 16 Drop chg * 31 Notes * 17 CDW chg * 32 Damage * 18 Other due open * DBR Date/Time */* Split % TOTAL RA CHGS * F1=SAVE F2=SWIPE F3=ERASE F6=SEARCH F7=HELP |
Enter data as follows:
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MAIN WINDOW OPTION: |
The Option Field can be used to pull up previously entered Foreign RA by the RA number. Enter the RA Number preceded by a pound sign "#". EXAMPLE: Type #SD12345 (RET) Note: Open RAs can also be found by performing a search of the RA File using F6. Hertz User tip: If the RA number is in the Hertz one-way file, the One-Way RA Close program will be automatically called. |
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1. OPENING LOC |
Enter the Foreign Location Code for the rental office that opened this RA. Å record for the location must already exist in the Customer File as a "Foreign Location". (See the Customer File Update chapter for a more detailed explanation of how Foreign Location records are set up.) One of the searches available (using F6 from the OPTION field) is a search of foreign locations only. EXAMPLE: Type SFO (RET) |
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2. RA# |
Enter up to 8 alphanumeric characters to indicate the RA number. If the RA number is already on file, the following message will display:
Enter:
EXAMPLE: Type L456891 (RET) Hertz User tip: If the RA number is in the Hertz one-way file, the One-Way RA Close program will be automatically called. |
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3. VEHICLE # |
Enter up to 6 alphanumeric characters to indicate the unit number of the vehicle. If the Control Files are set to require a vehicle check digit, enter up to 7 alphanumeric characters. The seventh or last character will be one of the following: 1. For Hertz licensees, the last character is the standard Hertz check digit. 2. For all other users, the check digit is the last character of the vehicle license number. After the check digit is entered and used to validate the vehicle number, it is automatically erased off the screen. EXAMPLE: Type 914592 (RET) If the number entered is a duplicate of a unit number in the fleet, the following message will appear at the bottom of the screen:
Enter:
EXAMPLE: Type 83561 (RET) |
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4. LICENSE |
Enter up to 11 alphanumeric characters to indicate the license plate number. All foreign vehicles MUST have an asterisk (*) as the first character of the license number. It is highly recommended that the two letter state abbreviation for the licensing state be used as the second and third characters. For example, a foreign vehicle from Illinois will have as its first three characters, *IL. It is the asterisk, not the owning location, that identifies vehicles as foreign. NOTE: If vehicle is yours, access to this field is blocked. EXAMPLE: Type *ILABC123 (RET) |
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5. OWNING LOC |
Enter the Location Code for the rental office that owns the vehicle. This code must exist in the Customer File and will be a foreign location unless the vehicle is yours. Note: If this is a rent-back of one of your own vehicles, this field is set to vehicle's owning location defined in its Vehicle Inventory record and edits to this field are blocked. EXAMPLE: Type LAX (RET) User tip for Hertz locations in North America: Some corporate vehicles may check in to your location with only an area number. To find out what cities are located in the area number, use the F6 search feature and search the Foreign Location File. Select F5 "Lic #" and enter the area number. After pressing (RET), all of the locations with that area number will be listed. |
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6. CLOSING LOC |
When entering a rent-back of your vehicle or entering a RA involving a foreign vehicle, enter the Location Code of the check-in site. If you are entering a foreign rental between two foreign locations involving your vehicle, enter the Location Code for the rental office that closed this rental. This code must first be defined in the Customer File as a foreign location. EXAMPLE: Type LAX (RET) |
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7. MILEAGE OUT |
Enter up to 6 numeric characters to indicate the check-out odometer reading. EXAMPLE: Type 6839 (RET) |
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8. MILEAGE IN |
Enter up to 6 numeric characters to indicate the check-in odometer reading. EXAMPLE: Type 7345 (RET) |
| 9. TANK LEVEL |
A value of "9" will initially appear in this field. Because it is not accepted, it forces the entry of a valid returning fuel tank level. Enter the fuel tank level at the time of check-out. Fuel levels are measured in eighths, therefore possible values are:
EXAMPLE: Type 8 (RET) |
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10. FUEL CHG |
Enter the charge for refueling the vehicle. This amount will be reported as revenue due to your location and is not owed to the opening location. The automatic fuel charge calculation feature is not active on this screen. If entering a rental of your vehicle between two foreign locations, this field MUST be left blank. Any fuel charges should be included in the amount entered into Field 18. EXAMPLE: Type 1.56 (RET) |
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11. MISC CHG |
Enter the amount of any miscellaneous charges (usually labor) that were incurred preparing the vehicle for re-rental such as excessive vehicle clean-up. Any amount entered in this field will be reported as revenue due to your location. If entering a rental of your vehicle between two foreign locations, this field MUST be left blank. Any miscellaneous charges should be included in the figure entered into Field 18. EXAMPLE: Type 25.00 (RET) |
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12. |
RESERVED |
NOTE: FIELDS 13 THROUGH 17 ARE ONLY AVAILABLE ON RENTALS INVOLVING OWNED VEHICLES.
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13. GST CHG |
Enter the GST charge on the RA. EXAMPLE: Press (RET) |
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14. TIME CHG |
Enter the total Time charges, less any discount. This figure must be calculated off the system and will be used to calculate the revenue split due your operation. EXAMPLE: Type 103.80 (RET) |
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15. MILEAGE CHG |
Enter the total mileage/km charge, less any discount. This figure must be calculated off the system and will be used to calculate the revenue split due your operation. EXAMPLE: Type 17.46 (RET) |
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16. DROP CHG |
Enter any drop charge that was quoted by the opening location. Depending on how the system is configured, this amount may be used in calculating revenue splits. EXAMPLE: Type 60.00 (RET) |
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17. CDW CHG |
Enter the total CDW (LDW) charge. This figure must be calculated off the system. Depending on how the system is configured, this amount may be used in calculating revenue splits. EXAMPLE: Type 39.80 (RET) |
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18. OTHER DUE OPEN |
If entering a RA involving one of your vehicles, enter the total of all the other rental charges such as PAI, PEC, options, sales tax, etc. This figure must be calculated off the system. CARS+ does nothing with this amount in the accounting system. If you are entering a RA involving a foreign vehicle, enter the total of all rental charges except fuel and miscellaneous. EXAMPLE: Type 48.52 (RET) |
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TOTAL RA |
This field displays the total of Fields 10 through 18. This should match the manually calculated total of the RA. |
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CURR AMT |
When viewing a previously entered foreign RA, this field displays the total amount of payments taken on the RA by your location. When entering a new RA, once data entry is complete, this field will be updated with the amount entered in Field 19. |
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CHANGE BACK |
Entering a new RA: Once data entry is complete, if a payment was entered in Field 19 that is greater than the Total RA Charges displayed at the bottom of the left hand column, this field displays the amount of change due back to the customer. When the RA is saved, the following question will display:
Enter:
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19. PAYMENT |
Enter the amount of payment received, if any. Any amount entered will be posted to the A/R Open Item File as a negative receivable (payable) due to the opening location. If an amount greater than the Total RA Charges is entered, the system assumes that the difference is returned to the customer in the form of Change Back (see previous field.) If the opening location processed the payment, DO NOT enter anything in this field and skip Fields 19 through 21. This field will also accept a negative number. This is used to indicate that you gave the renter a refund on a cash deposit which was originally taken at the opening location. An entry of this type will appear on the Drawer Balance Report as a drawer refund and will create a receivable against the opening location. EXAMPLE: Type 300.00 (RET) |
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20a. FOP |
The data group in Field 20 is used to enter Form of Payment information. Enter up to 6 alphanumeric characters to indicate Form of Payment used for the payment entered in Field 19. If cash or check or traveler's check, enter the Form of Payment code and then press (RET). If a credit card was used, skip this field by typing only a slash (/). EXAMPLE 1: For Cash, Type CA (RET) EXAMPLE 2: For a credit card, type only the slash: / FOP Pop-Up Window: The system can be configured to automatically call a pop-up window in order to enter additional information regarding checks. The following data is requested:
Pressing (RET) causes the pop-up window to close, and the cursor will advance to the next field. To have this feature turned on, contact Thermeon's Customer Support Dept. and request that GVT record CHECKFOP be set up. The FOP code for checks should be entered in the "Alpha Value" field. |
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20b. # |
For credit cards, after the slash enter up to 20 alphanumeric characters for the credit card number. Then type another slash (/). EXAMPLE: Type 4005555000111/ |
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20c. EXP |
For credit cards, in the format MMYY, enter the expiration date of the credit card. EXAMPLE: Type 1112(RET) |
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21a. ATH# |
Data group 21a is used for the credit card authorization code and the authorization amount. Enter up to 10 alphanumeric characters to indicate a credit authorization number for a credit card or check accepted. Then type a slash (/). EXAMPLE: Type 98765 (/) |
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21b. AMT |
Enter the amount authorized by the credit check. EXAMPLE: Type 150 RET) |
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22. CUST NAME |
Enter up to 25 alphanumeric characters to indicate the renter's name. This is a "free form" field and the name can be entered in any manner with last name first or first name first. EXAMPLE: Type STEVEN HOPKINS (RET) |
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23a. OPN DATE |
Using the selected date format, enter the date the RA was originally opened followed by a slash (/). EXAMPLE: Type 040508/ (RET) |
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23b. TIME |
After the slash, using the selected time format, enter the time the RA was originally opened. The default value for this field is the current system time. EXAMPLE: Type 11A (RET) |
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24a. RTN DATE |
Using the selected date format, enter the date the vehicle checked in. Then type a slash (/). EXAMPLE: Type 040908/ (RET) |
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24b. TIME |
Using your selected time format, enter the time the vehicle checked in. The default value for this field is the current system time. EXAMPLE: Type 345P (RET) |
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25a. RA TYPE |
Enter up to 2 alphanumeric characters to indicate an existing Type Code for the RA being written followed by a slash (/). This code can be used to produce separate reports by type of rental transaction. A default value for this field can be set in the Foreign Vehicle Defaults program. EXAMPLE: Type FR/ User tip: Although Posting Codes can be assigned to RA Type Codes, they are ignored by the Foreign RA Entry program. The posting code for a foreign RA is determined as follows:
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25b. SRC |
Enter up to 3 alphanumeric characters to indicate the source code of this rental agreement. If the system is configured to require Source Codes, this field will be required. It is suggested that a Source Code specifically for foreign check-ins be used. A default value for this field can be set in the Foreign Vehicle Defaults program. EXAMPLE: Type FRN |
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26a. EMPLOYEE |
Enter up to 6 alphanumeric characters to indicate the Employee Code of the agent entering this transaction followed by a slash. EXAMPLE: Type STEVE/ |
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26b. DRAWER |
Enter the Drawer Number for this transaction. EXAMPLE: Type 3 (RET) |
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27. RA NOTES |
Enter up to 30 alphanumeric characters for any special notes or reminders to associate with this rental. EXAMPLE: Type CUSTOMER QUESTIONED WKND RATE (RET) |
NOTE: FIELDS 34 THROUGH 38 ARE USED ONLY WHEN THE ENTRY IS FOR A FOREIGN VEHICLE.
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28a. MODEL |
Enter up to 8 alphanumeric characters to indicate vehicle model name. A pop-up window (Shift/F7) is available to display the Model Codes on file for the model year entered in Field 4a. To activate the pop-up window, press (Shift/F7) while the cursor is in this field. To jump to codes that begin with a particular letter such as "T", type the letter. This Model Code must be an existing code in the Model Code File. If a Foreign vehicle checks in whose model is not defined, define the code first before entering the RA through this program. EXAMPLE: Type TAURUS (RET) |
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28b. YR |
Enter 2 numeric characters to indicate model year of the vehicle. EXAMPLE: Type 05 (RET) |
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MAKE, CLASS |
After entering a valid Model Code and year in Data Group 28, the system will display the proper Make and Vehicle Class Codes in these display only fields. |
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29a. TYPE |
Enter up to 8 alphanumeric characters using short descriptions for vehicle type (CPE, 4DR, HTP, VAN, H/B, etc.). This field will default to any value defined in the Model Code File. EXAMPLE: Type 4DR (RET) |
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29b. COLOR |
Enter up to 8 alpha characters to indicate vehicle color. EXAMPLE: Type BLUE (RET) |
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30. STATUS |
Enter up to 5 alphanumeric characters to indicate vehicle status after check in. The default value for this field is set in the Location record. If entering a RA involving and owned vehicle between two foreign locations, this field requires a Non-available vehicle Status Code. EXAMPLE: Type A (RET) |
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31. NOTES |
Enter up to 20 alphanumeric characters to indicate any notes regarding this vehicle. Comments such as mechanical problems can be entered here. EXAMPLE: Type NEEDS RADIATOR CHKD (RET) |
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32. DAMAGE |
Enter up to 30 alphanumeric characters to indicate new vehicle damage. Comments entered here carry forward to the Open screen as Out-Damage when this vehicle is rented next. EXAMPLE: Type DENT IN LEFT REAR FENDER (RET) |
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DBR DATE/TIME |
When entering a new RA, this field is blank. When a foreign RA is recalled to the screen, the DBR date and time (date and time when the transaction was entered) display in this field. |
| OPTION: FOREIGN RA ENTRY 1 Opening Loc SFO Curr Amt Paid 300.00 Change back 3.86 2 RA# L456891 19 Payment 300.00 3 Vehicle # 914592 20 FOP/#/Ex CA/CASH/* 4 License *ILABC123 21 Auth#/Amt */* 5 Owning Loc LAX --OTHER RA INFO-- 6 Closing Loc LAX 22 Cust name STEVEN HOPKINS 7 Mileage out 6839 23 Opn Date/Time 04-05-08/1100A 8 Mileage in 7345 24 Rtn Date/Time 04-09-08/0345P 9 Tank level 8 25 RA Typ/Scr FR/FRN 10 Fuel chg 1.56 26 Empl/Drw STEVE/1 11 Misc chg 25.00 27 RA Notes CUSTOMER QUESTIONED WEEKEND RATE 12 * 13 GST chg * --OTHER VEHICLE INFO-- 14 Time chg 103.80 28 Model/Yr TAURUS/05 Make/Cls FORD/F 15 Mile chg 17.46 29 Type/Color 4DR/BLUE 16 Drop chg 60.00 30 Status A 17 CDW chg 39.80 31 Notes NEEDS RADIATOR CHKD 18 Other due open 48.52 32 Damage DENT IN LEFT REAR FENDER TOTAL RA CHGS 296.14 DBR Date/Time F1=SAVE F2=SWIPE F3=ERASE F6=SEARCH F7=HELP |
PRESS "F1" AT "OPTION" TO SAVE THIS RECORD.
If the rental was between two foreign locations using one of your vehicles, the following question appears at the bottom of the screen:
WAS THIS RENTAL TOWARDS YOUR LOCATION?
Enter:
Y = Yes. This means the system will use the revenue split, "Split % to foreign city," defined in Misc. Control Fields screen.
N = No. This means the system will use the revenue split, "Split % when rented away", defined in Misc. Control Fields screen.
When pulling up onto this screen a foreign RA that was previously entered but has not yet been posted, the above question will be asked again so that a correction can be made if it was answered incorrectly earlier.
FOREIGN VEHICLE CHECK-INS ON THE DBR.
The following Accounting DBR illustrates how RAs entered through this program appear on a DBR report.
RA# Cust # Cust Name Days Gross Time CDW Fuel Misc Tax Deposit Reimb A/R Bal
VEH# Bill # Bill Name Mile Date Mileage PAI Drop Other Disc Whlsale Paid IO A/R
L456891 SFO DRAC SFO 4 175.12 62.28 39.80 1.56 25.00 175.12
83561 506 10-29 10.48 36.00 295.14
EMPL: STEVE RT: E * 0.00 PAID: 300.00 CA -3.86 CA A/R DUE OPEN 296.14-
T56474 SFO DRAC SFO 5 10.56 1.56 10.00 11.56
90123 535
EMPL: STEVE RT: E * 0.00 PAID:
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Notes:
1. The first RA illustrates the rental described in this chapter, a rent-back of an owned vehicle to the owning location. Note the following:
a. The amounts shown in Time, Mileage and Drop are the percentage of the total revenue that is due to the owning (your) location. As an example, the $103.80 that was entered for Time was multiplied by .6 (60% revenue split defined in the edit Miscellaneous Control Fields record) to arrive at $62.28 which is your portion of the Time revenue.
Drop revenue also appears as a split of the amount entered because of the way it is defined in Foreign Vehicles Defaults.
b. CDW, on the other hand, appears on the DBR as the full amount that was entered into Field 16. CDW is defined in Foreign Vehicle Defaults as going completely to the owning location.
c. By definition, all fuel and miscellaneous charges always go to the closing location.
d. $48.52 entered into the Other Due Open field does not appear anywhere on the DBR. That figure is informational only.
e. The Gross amount, $175.12, is the total of all revenue due to your location and appears as a receivable in the A/R Balance column.
f. In this example, the customer paid for the rental at the closing location (yours) rather than having the opening location process a credit card authorized at open. This is indicated as a second entry in the A/R Balance column (-296.14 on the FOP line) showing how much you owe to the opening location.
g. This rental will post to the A/R Open Item File as follows:
i. An invoice of $175.12 due from SFO (the opening location).
ii. An open credit (payable) of $295.14 due to SFO.
h. The revenue will post to the G/L accounts defined in the "Rentback Posting Table" indicated on the Foreign Vehicles Defaults screen.
2. The second RA illustrates a foreign RA involving a foreign vehicle.
a. In this case, the only revenue due your location is the charge for the fuel put in the vehicle and the miscellaneous charge for vehicle clean-up that was necessary prior to rentback.
b. This RA will post as a $11.56 invoice against SFO and the revenue will post to the G/L accounts defined on the posting table referenced in Foreign Vehicle Defaults.
c. No payment was taken at the closing location.
EDITING RAs ENTERED THROUGH THE FOREIGN RA ENTRY PROGRAM
Foreign RAs, unlike any other closed RA, can not be edited through the use of the Edit Close RA program. Instead, they are edited on the Foreign RA Entry screen. However, only those users who have access to the Edit Posted RA program are allowed to edit Foreign RAs.
After pulling up the RA on to the Foreign RA Entry screen,change whatever needs correcting, and resave the RA.
User tip: Once the RA is posted, any changes made on this screen will NOT post through to the accounting records.