This report is used to examine RA charge records, usually for research purposes.
To access the program: type PRTCHG (RET) at any menu "OPTION:" field or the appropriate number on the Additional Accounting Programs Menu. The screen will then display:
OPTION: __ PRINT CHARGE
1 RA #
2 RES #
3 Sort by C D=DBR Date, C=Create Date
4 Rec's to print A C=Current Only A=All Charge Records
5 Print/Display P Printer: /dev/tty
1PRINT 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8 |
|
1. RA # |
To examine records for a RA, enter up to 8 alpha numeric characters representing the RA number.
EXAMPLE: Type T0340509 (RET)
User tip: Note that the RA File can be searched using F6 from the "OPTION" field. |
| 2. RES # |
To examine records for a Reservation, enter up to 6 alpha numeric characters representing the Reservation number.
EXAMPLE: Type 10106 (RET) |
| 3. SORT BY |
Enter:
D = Sort the data by the DBR Date attached to the record.
C = Sort the data by the date on which it was created.
EXAMPLE: Type D (RET) |
4. RECORDS TO PRINT
|
Enter:
C = Current, only those records that are not canceled, thus currently valid for the transaction
A = All, all records both current and canceled will be displayed.
EXAMPLE; Type A (RET)
|
5. PRINT/
DISPLAY |
Enter:
P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers.
D = Display this report on this screen. See the General Data Entry Instructions Chapter on how to control the screen display.
EXAMPLE: Type P (RET) |
PRESS
"F1" AT
"OPTION:" TO BEGIN .
Examples with comments are shown below.
Column HeadingsUse the numbers in the sample report header below as the key to the following explanation.
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1 4 6 8 9 10 11 12 14 17 19 22 24
Code Desc Days Weeks Mths Xdays St DBR Loc Date Time CR Date Time Empl Mod Date Time Empl Invoice
Opt ID Rate Rate Rate Rate Pst Vch Inc Strt date time End date time Asset# Rsppty
2 3 5 7 8 9 10 13 15 16 18 20 21 23
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1 4 6 8 9 10 11 12 14 17 19 22 24
TIME TIME 4 180.00 STL 01-05-10 0800 01-13-10 1135 AMM 01-13-10 1135 AMM
D 115 4100 45.000 265.00 N 001011 0
2 3 5 7 8 9 10 13 15 16 18 20 21 23
|
- Code = The Option Code (up to 5 characters).
- (no header) = The calculation method for the option (D= per day; F= flat fee, P=
percentage).
- Opt ID = This is an internal tracking number that refers to the specific record in the Optional Rates file which was used to create this charge record.
- Desc = The first 8 characters of the 10 character Short Description of the option.
- (no header) = General Ledger account number that this charge will post to.
- Days = Number of chargeable days for the option; for "MILE", the number of miles/kms driven.
- Rate = the base rate for the item (daily rate, percentage, or flat fee).
- Weeks/Rate = Number of chargeable weeks and the rate.
- Mths/Rate = Number of chargeable months and the monthly rate.
- Xdays/Rate =Number of chargeable extra days and the rate.
- (no header) = The calculated charge for the option.
- St = Status. C = Canceled.
- Pst = Posted. Y = Charge has been posted; N = Charge had not been posted.
- DBR Loc = Opening location
- Vch
= Voucher number sequence. A number in this field indicates this charge was paid by the voucher. Because an RA can have multiple vouchers, a sequence number is
assigned to each voucher. All rows with a '1' in this field are for the
first voucher on the RA. All rows with '2' are for the
second voucher. This links the voucher to the Voucher Value
file where the same sequence number is used.
- Inc = Inclusive flag. "I" = Item was included in the Time (see Note below); G = Item was included in Hertz "ghost" voucher; T = On insurance replacement rentals, this is the TIME record for the customer "in voucher" period, "A" = this is a charge Adjustment record created by the Incident Entry program. K = item was included in the Miles/Kms charge (applies only to percentage based charges.)
- Date / Time = DBR Date and Time. This is the date and time this charge will appear on the Accounting DBR. If it does not match the DBR Date and Time of the RA itself, then this charge will appear on the DBRA in the "Edits to Posted RAs" section.
- Strt date / time = Start Date and Time. Indicates the date and time this charge begins. If blank, this charge begins at the date and time the RA opened.
- CR Date / Time / Empl = Create date, time, and employee who created this charge record.
- End date / time = Indicates the date and time this charge ends. If blank, this charge ends at the date and time the RA closed.
- Asset # = Unit number of inventoried non-vehicle asset (GPS, Baby Seat, etc.) recorded against this charge on the RA.
- Mod Date / Time / Empl = Modification date, time, and employee who last modified this charge record. User tip: If the charge record is posted, in most cases this is the employee who ran the DBRA that caused this record to be posted.
- Rsppty = Responsible Party. Customer number of customer responsible for paying this charge.
- Invoice = Nota Fiscal number (for Hertz Brazil).
Note: The TIME is always the 'bundled' Time. The row with the "I",
however, is the unbundled revenue for that included item. A detailed example is shown below.
Example 1: POSTED RA
12-31-09 16:25:45 AMM AMM 11 THERMEON DEMO COMPANY EMAIL Report #0092 Page 0001
P R I N T C H A R G E R E C O R D S
SELECTIONS----------
Ra number: S3711023
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Code Desc Days Weeks Mths Xdays St DBR Loc Date Time CR Date Time Empl Mod Date Time Empl Invoice
Opt ID Rate Rate Rate Rate Pst Vch Inc
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TIME TIME 3 780.00 STL 10-20-09 1412 09-29-09 1647 AMM 10-20-09 1413 AMM
D 115 4100 44.000 260.00 Y
SVADJ SRV ADJU STL 10-20-09 1412 09-29-09 1647 AMM 10-20-09 1413 AMM
F 177 4117 1.000 Y
DISC DISC 78.00- STL 10-20-09 1412 09-29-09 1647 AMM 10-20-09 1413 AMM
F 145 4115 10.000 Y
FUEL FUEL STL 10-20-09 1412 09-29-09 1647 AMM 10-20-09 1413 AMM
D 150 4170 4.000 Y
TAX TAX 49.75 STL 10-20-09 1412 09-29-09 1647 AMM 10-20-09 1413 AMM
P 155 2210 5.000 Y
CDW1 LDW 21 292.95 STL 10-20-09 1412 09-29-09 1647 AMM 10-20-09 1413 AMM
D 44 4120 13.950 Y
MILE MILE 140 STL 10-20-09 1412 10-20-09 1412 AMM 10-20-09 1413 AMM
F 120 4110 Y
APTAX APTAX 70.20 STL 10-20-09 1418 10-20-09 1418 AMM 10-20-09 1418 AMM
P 83 2220 10.000 Y
-- End of report -- |
NOTES ON THE ABOVE:
- Posted records
- 3 weeks at 260 = 780 less 10% discount of 78.00
Example 2. UNPOSTED RA WITH INCLUSIVE RATE
12-31-09 17:17:40 AMM AMM 11 THERMEON DEMO COMPANY EMAIL Report #0093 Page 0001
P R I N T C H A R G E R E C O R D S
SELECTIONS----------
Ra number: S3711038
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Code Desc Days Weeks Mths Xdays St DBR Loc Date Time CR Date Time Empl Mod Date Time Empl Invoice
Opt ID Rate Rate Rate Rate Pst Vch Inc
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TIME TIME 1 1 540.00 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
D 115 4100 70.000 420.00 1600.00 N
MILE MILE 650 130.00 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
F 120 4110 .200 N
SVADJ SRV ADJU STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1715 AMM
F 177 4117 1.000 N
CDW1 LDW 9 125.55 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
D 44 4120 13.950 N I
TAX TAX 6.50 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
P 155 2210 5.000 N
CVG2 PAI 8 34.26 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
D 48 4130 3.950 N I
CVG3 PEC 9 27.00 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
D 52 4140 3.000 N I
TAX TAX 22.80 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
P 155 2210 5.000 16.52 N I
APTAX APTAX 46.04 STL 12-28-09 1000 12-31-09 1715 AMM 12-31-09 1717 AMM
P 83 2220 10.000 N
FUEL FUEL STL 12-28-09 1000 12-31-09 1717 AMM 12-31-09 1717 AMM
D 150 4170 4.000 N
-- End of report --
|
NOTES ON THE ABOVE:
- Unposted records (Column "St Pst" = N).
- Inclusive rate indicated by the "I" (TAX, CVG2, CVG3, APTAX)
- Time = 1 week at $420, 1 day at $70, plus 2 hrs at $25 (Note: hourly rate and hourly charges do not have a column. It would be necessary in this case to look at the RA to see the hourly charges.) Actual amount allocated to Time is $330.39. This figure is not shown. It is a result of the Time of$540 less the inclusive items (CDW1 $125.55, CVG2 $34.26, CVG3 $27.00, TAX 22.80).
Example 3. UNPOSTED RA WITH 2 INSURANCE VOUCHERS
01-19-10 17:11:39 AMM AMM 11 THERMEON DEMO COMPANY EMAIL Report #0100 Page 0001
P R I N T C H A R G E R E C O R D S
SELECTIONS----------
Ra number: S3711042
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Code Desc Days Weeks Mths Xdays St DBR Loc Date Time CR Date Time Empl Mod Date Time Empl Invoice
Opt ID Rate Rate Rate Rate Pst Vch Inc Strt date time End date time Asset# Rsppty
------------------------------------------------------------------------------------------------------------------------------------
TIME TIME STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
D 115 4100 25.000 N 01-20-10 0000 001028 0
SVADJ SRV ADJU STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
F 177 4117 1.000 N 001028 0
DISC DISC STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
F 145 4115 N 001028 0
FUEL FUEL 8.00 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1711 AMM
D 150 4170 4.000 N 001028 0
TAX TAX STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
P 155 2210 5.000 N 001028 0
TIME TIME 5 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
D 115 4100 N T 01-11-10 0800 01-15-10 2359 001028 0
TIME TIME 5 150.00 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
D 115 4100 30.000 N 1 AETNA 0
TAX TAX 7.50 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
P 155 2210 5.000 N 1 AETNA 0
SRCH1 SURCHARG STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
D 175 2230 3.000 N 001028 0
SRCH1 SURCHARG 5 15.00 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
D 175 2230 3.000 N 1 AETNA 0
TIME TIME 4 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1711 AMM
D 115 4100 N T 01-16-10 0000 001028 0
TIME TIME 4 120.00 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
D 115 4100 30.000 N 2 SF101 0
TAX TAX 6.00 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
P 155 2210 5.000 N 2 SF101 0
SRCH1 SURCHARG 4 12.00 STL 01-19-10 1711 01-19-10 1710 AMM 01-19-10 1710 AMM
D 175 2230 3.000 N 2 SF101 0
MILE MILE 49 STL 01-19-10 1711 01-19-10 1711 AMM 01-19-10 1711 AMM
F 120 4110 N 001028 0
-- End of report --
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NOTES ON THE ABOVE:
- First voucher (note #1 in "Vch" - Voucher column) authorized by AETNA (note "Rsppty" - Responsible Party column). RA Opened 01-11-10 at 0800 and Voucher #1 covers 5 calendar days until 01-15-10 at 2359.
- Voucher #2 (note #2 in "Vch" - Voucher column) authorized by SF101 starts at 01-16-10 at 0000.
- There will be separate charge records for each optional item being paid by the voucher. In the example above, the TAX and SURCHARG are being paid by both vouchers. These records will have a voucher sequence number matching the TIME voucher which is paying the charge.
- Fuel charge of $8.00 is not part of a voucher - customer is responsible for it.
Key To Interpreting RA Charge Records For TIME On Insurance Replacement Rentals
As seen in the report example above, an Insurance Replacement rental will have at least three RA Charge records for TIME. Use the table below as a guide to determine which TIME record is for which purpose.
|
Record Type |
Voucher Sequence # |
Inclusive Flag |
Start Date |
End Date |
Hourly Rate |
|
Customer In-Voucher Period
The rate(s), if any, the customer must pay during the voucher period. Rate(s) on this record are the difference between the rate(s) in the I Subwindow and the Main Window.*
Note:
If vouchers are created for more than one Insurance Company, then there will be a corresponding “customer in-voucher” TIME record for each unique Insurance Company |
Blank |
"T" |
Will be the date and time the RA opened. |
Will be equal to the start date plus the number of days authorized. If rate is 24 hr calc, time will be same as RA open time. If rate is cal day calc, time will be 2359 of last calendar day authorized. |
If "Policy Max" field is used and if the (number of days authorized) x (rate authorized) is greater than the Policy Max, then the difference between the two is stored in the "hourly rate" field of the Customer in-voucher TIME record which corresponds to the voucher. This will be the "total difference" and the "hour quantity" will always be "1" (one). Note that this is a redefinition of the hourly rate field.
The hourly rate field is not visible in this program but can be seen in the A Subwindow of RA Open and RA Close as well as when using the IQ and Cyberquery Report Writers. |
|
Customer Out-of-Voucher Period
The rate(s) to be paid by the customer if rental exceeds days auth'd by voucher(s). This will be the Main Window rate(s). |
Blank |
Blank |
Will be equal to the RA open date plus the number of days authorized. If rate is 24 hr calc, time will be same as RA open time. If rate is cal day calc, time will be 0000 of next calendar day. |
Blank |
|
|
Insurance Company Voucher
Rate(s) to be paid by the Insurance Company. This will be the rate(s) entered in the I Subwindow for this Insurance Company.
Note:
One record only for each unique Insurance Company. |
> 0 |
Blank |
Blank |
Blank |
|
|
Hertz Ghost Tour voucher
It record is set up as Tour Family type "N" (net Ghost tour)
|
|
"G" |
Will be the date and time the RA opened. |
|
|
Note: Extensions to the number of days authorized for an existing voucher (Insurance Company) will not create additional TIME RA Charge (RACHRG) records nor will it create additional Voucher (VCHVAL) records. Extensions are tracked through the Deposit/Payment (DEPPAY) file and a new record will be created in this file for each extension. Extensions simply update the total number of days on the RACHRG and VCHVAL records and the End Date on the applicable RACHRG records.
* If the same rate(s) are used in the I Subwindow as in the Main Window, then the rate(s) on this record will (and must) be blank.