Use this program to:
RAs that have been closed manually should always be closed in the system using this batch program.
There are some basic differences between the on-line and batch programs:
1. The method used to assign the closing date and time is different. The on-line program automatically uses the current system date as the closing date and time. This data is not accessible to the user and cannot be changed, whereas the Batch RA Close program requires the user to manually enter the closing a date and time.
2. The on-line program automatically assigns the closing Location and Drawer number to the transaction using the current location and drawer of the user. In the Batch Close program, the user must enter the drawer number in the Main Window. The user can access the closing location field in a subwindow and change it if needed.
The Drawer number entered in the Main Window and the closing location should be related. However, your system can be configured to allow the acceptance of any drawer number in the Main Window when using Batch Close. (Contact Thermeon's Customer Support Dept. for more information.)
NOTE: When in RV Mode: Drawer number is automatically supplied and cannot be changed.
In the on-line program, the Location and Drawer number are automatically assigned to payments entered on the RA. In the Batch Close program, the Drawer number from the Main Window is used as the default in the Payments subwindow; however, the user can enter a different drawer number if necessary.
3. If Hours of Operation are defined for the closing location, the closing date and time entered on the Batch RA Close screen for an after hours drop may be automatically adjusted. A field in the Edit Miscellaneous Control File can turn on this feature which will adjust the return time if it is outside of the defined hours of operation for the location. The return date/time is changed to the next opening time for the location. Exceptions to this logic are made for insurance replacement rentals and for RAs with a CDPID that exempts the logic.
4. If your system is so configured, a pop-up window will appear automatically during the saving process. The pop-up window provides 2 lines of 55 characters each for the user to enter an explanation as to why the Batch program was used rather than the On-line program. This explanation, which is required, will print on the Batched RAs Report.
User Tip: A field in the Edit Miscellaneous Control Files is used to control whether or not this feature is in force.
User tip: When “limited access” logic is set up for certain users, this is one of the programs affected. Refer to the chapter of the manual titled Overview - Limited Access (in the Special CARS+ Features section) for details.
Batch entries may be made at any time without conflicting with current on-line operations. The batch program will not update any Last-RA used field in the Vehicle Inventory File that has been updated by a more recent transaction. This includes current odometer, date, parking location, vehicle status, and last RA #.
WARNING: When batch closing RAs that closed at an owned location other than the location defined as the user's present default location, the following programs MUST be run first:
Failure to change these defaults may result in misreporting RA payments.
To access this program: To access the Batch RA Close program, type BCHCLOSE (RET) at any menu "OPTION:" field or the appropriate line number from the RA menu. The screen will display as follows:
| OPTION: ______________ BATCH RA CLOSE 1 Miles/Fuel/Chg */*/*/* 5 Empl/Drw */* Total T&M * 6 Notes * Total Non-T&M * FOP 2 Discount * 7 Date/Time */* 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 |
Data is entered just as it is on the on-line program except for the fields noted below.
| 5. EMPL |
Enter the employee code, followed by a slash (/). |
| 5b. DRW |
Enter the drawer number. EXAMPLE: Type 3 (RET) The following message may display: THIS DRAWER CANNOT BE USED WITH LOCATION xxx (where "xxx" is the closing Location. This message displays when drawer number entered does not belong to the check-in location. NOTE: When in RV Mode, the drawer number is automatically supplied and cannot be changed. |
| 7a. DATE |
Using the selected date format, enter the closing date of the RA. By default, only the current day or a date in the past is allowed. If the ability to enter a date in the future is required, please contact the Thermeon Customer Service Department and request that GVT record BCHAHEAD be set up. NOTE: When in Hertz mode, this GVT record, BCHAHEAD, does not work for future return dates. EXAMPLE: Type 050208 (RET) The following messages may display: NUMBER OF DAYS SINCE RETURN EXCEEDS AUTHORIZED LIMIT The message above displays if the number of days between the closing date entered in Field 7 and the current system date exceed the number of days allowed in the users' User Access record. Seek help from the manager or system administrator when this message displays. WAS THIS AN EXPRESS CHECK-IN? (Y/N) This message displays when a field in the Edit Misc Control Fields record indicates that it should. (An "express check-in" is one where the renter dropped the keys in a drop box.) For Hertz operations, a field in the EDRB is used to indicate if the rental closed via the rental counter or a drop box. By turning on this prompt, the user can indicate if it was an express return (drop box return). If not, it is assumed it was closed at the rental counter. |
| 7b. TIME |
Using the selected time format, enter the closing time of the RA closed. Charges on the RA will be computed through this time. Any time of day may be entered, including a time in the future. EXAMPLE:Type 300P (RET) |
Calculating the Charges: After data is entered, the batch program does not automatically calculate the charges. After entering a closing date and time, return the cursor to the Main Window's Option Field and press the "F4" Function key to calculate the charges.
DATES & MISCELLANEOUS SUBWINDOW
| 2a. DBR DATE |
A field in the User Access File controls whether or not this field can be accessed. If this field is inaccessible it will be set to the current system date. If
it is accessible, using the selected date format, enter the DBR date to
assign to the RA. Generally, this should be the date that the data entry is being done. Press RET to default to today's date. Only the current
date or dates in the past are allowed. User tip: The DBR Date determines the date this RA will be reported in the "RAs Closed " section of the Operations and Accounting DBRs. If a date is entered for which the DBR has already been run, this RA will be missed unless the report is ran again. |
| 2b. DBR TIME |
This field will default to the current system time. A field in the User Access File controls whether or not this field can be accessed. If it is accessible, it is freely editable to any time of day, including a future time. EXAMPLE: Type 1143A (RET) |
OTHER CHARGES SUBWINDOW
Changes to the closing location can be done in Field 1b of the Other Charges Subwindow. Enter data as follows:
| 1b. LOC |
Enter up to 6 alphanumeric characters to indicate the location where the vehicle checked in. When editing this field, the system will accept either owned or foreign locations. EXAMPLE: Type LAX (RET) User Note: By setting a field in Edit Miscellaneous Control Fields (page 2 Field 21) this field will default to your present sign-on location. |
BATCH CLOSING RAs THAT CLOSED AT A FOREIGN LOCATION
When a RA is closed at a foreign location, please note the following steps:
1. PAYMENT MADE VIA THE PRE-AUTHORIZED CREDIT CARD. As with all closed RAs, the system will automatically place all charges on the renter's pre-authorized credit card in Subwindow D. If no payments were taken at the closing site, nothing additional needs to be done.
2. PAYMENTS TAKEN AT THE CLOSING SITE. If the renter paid the foreign location for rental charges, enter the amount paid in Subwindow D with the closing location's Location Code as the FOP. This will mark the RA as having been paid, and it will create a receivable against the closing location.
User tip: In order to enter a foreign location as a FOP in Subwindow D, the closing location in Subwindow C must be the same location.
During the saving process, the following question will display:
CLOSING LOCATION IS XXX. IS IT CORRECT?(Y/N)
(where XXX is the location code.)
Enter:
Y =Yes, the saving process will continue.
N =No; the saving process will be interrupted, and the following message will display:
RA NOT SAVED, PLEASE CHANGE CLOSING LOCATION.
This stops the save. Any data entered may be edited as necessary (not just the closing location).
ENTERING PAYMENTS
Payments are entered in the same manner as in the on-line RA Close program. The DBR date/time is assigned to the payment.
In those rare cases when the payment needs to have a different time than the DBR date/time, the Batch Receive RA Payments program can be used to assign the date/time/location/drawer to payments.
ADJUSTING THE COMPUTER CALCULATIONS TO MANUAL CALCULATIONS
When entering manually closed RAs, it is not unusual to discover that the written calculations do not match those made by the computer. This may be due to such things as a mathematical error or failure to give the customer the "best price" calculation. To adjust the computer calculations to match those made manually, use one of the following methods:
1. If the Rate Product is editable and the user is allowed to edit the rate on the Close screen, the quantity and rate fields can be edited to produce matching amounts.
2. Use the Customer Service Adjustment Field in the A Subwindow to adjust (decrease) the Time and Mileage total.
3. Apply a Miscellaneous Charge to increase the charges.
SAVING BATCH RENTAL AGREEMENTS
When all data is correct, press "F1" to save. The Batch screen will then refresh and the next RA can be closed.
Pop-up window: If the system is so configured, a pop-up window will appear automatically during the saving process. The pop-up window provides 2 lines allowing for 55 characters of data to be entered on each line so that the user can provide an explanation as to why the Batch program was used rather than the On-line program. This explanation, which is required, will print on the Batched RAs Report. (This logic is turned on in a field in the Edit Miscellaneous Control Files.)
POSTING BATCH RAs
Like RAs closed on line, batch closed RAs are posted using the Accounting DBR program. To post batch RAs without posting any on-line work, remember that RAs may be posted by drawer number. By setting up a special drawer number for all batch processing, the batch closed RAs can be posted without posting on-line work at the same time.
F8 RECALCUATION KEY
The F8 key will undo all manual edits to calculated fields. As an example, if a user manually reduces the number of chargeable daysfor 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 shoud 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 TAX
Once the tax field in the main window has been manually edited on a RA, it will never be recalculated - even when pressing the F8 key. Once edited, it MUST continue to be manually edited if any changes are made to the charges on the contract.