OPTIONS WINDOW

Options and coverages such as child restraint seats, GPS units, moving boxes, LDW, Personal Accident Insurance, and ski racks are "sold" through the use of the Options Pop-Up window discussed earlier in this chapter. Items selected in the Pop-Up window for the contract are then automatically loaded into this Options Subwindow and may be viewed there. Moreover, if the Option rate is editable, it can be edited in the subwindow.

For those locations that set up Option Rates in a foreign currency, edits are blocked in the Option Pop-Up window even if the option is marked as being "editable". After selecting the option, edits to prices must be made in this subwindow where the rate will have been converted to your local currency. If the option is set up as "editable", the rates may be edited here. Remember, to enter those rates in your native currency.

The name of this window will flash on the main window if one of the following conditions exist:

  1. The RA is being created from a reservation on which options were requested.
  2. The RA is being written for a repeat customer who had optional charges on a previous rental or who has something entered in the Options field of the customer record.

Optional Charges can be defined so that they are automatically applied to all rental agreements (such as a state imposed surcharge) or to appropriate rental agreements when certain conditions are met (such as Additional Driver or Airport Concession Fee). These automatic types of options do NOT appear in this subwindow, nor can they be added through this subwindow. They are shown in the Mandatory Charges subwindow (see the section on the Mandatory Charges Window later on in this chapter.)

To access the Options Window, type D (RET) at the "OPTION:" field on the Main Window. The window will then display:

OPTION: ______________ OPTIONAL CHARGES PAGE 1
Option Qty Rate/Weekly/Xday/Monthly/Hourly Max Deductible
1 CHILDSEAT 1 5.00/*/*/*/* *
2 BOXES 5 2.50/*/*/*/* *
3 LDW 1 15.99/*/*/*/* 100
4 SLI 1 7.99/47.95/*/*/* *
5 * * */*/*/*/* *
6 * * */*/*/*/* *
7 * * */*/*/*/* *
Desired Options * Damage Responsibility Amt 250

F2 NEXT 4 F4 PREV 4

Each of the data groups is made up of several data fields as follows:

CODE

The Option Code of items chosen from the pop-up window will display here. (To access the Options Pop-Up Window, press Shift/F5 at the Main window "OPTION:")

QUANTITY

If the option code entered into the first data field is chargeable on a per item basis, the quantity desired displays in this field. The quantity may be edited. Exception: Hertz Canada corporate and Hertz Brazil users cannot edit the quantity.

RATE/ WEEKLY/ XDAY/ MONTHLY/ HOURLY

Rates for the Options display in these fields. As with the Option Rates in the pop-up window, only rates for those options flagged as having editable rates may be accessed and edited.

Special Option Rate Situations

Quantity Discount: If Options Quantity Discounts are set up, the rates displayed here are the net rate after the quantity discount has been applied. For example a $10.00/day LDW rate that is subject to a 10% quantity discount will appear here as $9.00/day. If you remove an option that was subject to a quantity discount from an RA, the removal will obviously change the number of options sold and may in turn cause the system to remove or apply a different discount percent to the remaining sold options.

Option Packages: Options that were selected as part of an Option Package will appear here with their reduced package rate. If you remove an option that was part of a package, all other remaining Options within that package will be automatically re-priced at the normal retail rate.

It may not be clear how the system chose the rate displayed. To see a display of how rates were selected for those Options that have been sold to the renter, exit this pop-up and return to the Main Window's Option field and press Shifted/F6 to call the Print Charge Options display.

MAX

This field displays the maximum limit for the charge of the option if there is one. Maximum number of days is shown as the number of days followed by the letter "d". If a maximum amount applies, the amount is shown. If both a maximum number of days and a maximum amount apply to the same option, only the number of days is shown.

DEDUCTIBLE

For coverage options, the amount of the deductible (customer's responsibility) is shown in this field.

DESIRED OPTIONS

This field displays the entry that was made in the "Options" field on the Reservation screen. (Field 9b of the main window of Reservations.)

Note: When the user selects a reservation with an option listed from this field, the "O-Sub Windows" field flashed and this Options windows displays for the user.

DAMAGE RESPONSIBILITY AMOUNT

This field displays the customer's responsibility level for damage to the vehicle. It can be influenced by many factors. See details about this in the section of this chapter that addresses the Option Pop-Up Window.


Removing Optional Charges- If the RA is not yet saved, removal of Options is done through the Shift/F5 pop-up window by replacing the "C" with an asterisk " * ". If the RA has already been saved, place the cursor on the appropriate field and press "F3". NOTE:The ability to remove options is controlled by several fields in the User Access File. Fields in that record control whether a user can delete: