Use this program to:

• Edit or delete unposted insurance vouchers. Data for Insurance vouchers are written to the Deposit/Payment File (Dep/Pay) and can be edited or deleted only by this program. The Date of Loss and Policy information fields are not edited here but from the Open RA program. This program does not permit edits or deletions of any other type of Dep/Pay record.

• Complete or delete pending vouchers. The Insurance logic allows incomplete vouchers to be entered on contracts and the Edit Insurance voucher program is the only way to alter them by completing or deleting them.
• Edit posted insurance vouchers.

To access the Edit Insurance Vouchers program, type EDITINS (RET) at any menu "OPTION:" field or the appropriate line number on the RA menu. The screen will then display:

OPTION: __ EDIT INSURANCE VOUCHERS 1 FOP 2 Voucher # 3 Class 4 Rate 5 Auth Days 6 Location 7 Drawer 8 Voucher Status 9 Daily 10 Weekly 11 Monthly 12 Xdays Type RA/Res# Cust # Employee Tax Code Date Time Edc 1SAVE 2 3ERASE 4DELETE 5BACKUP 6SEARCH 7HELP 8

Using this program:

In order to pull a voucher up for editing, you must first execute an F6 search of the Dep/Pay File. When the desired voucher is found, select the appropriate line number to pull the record onto the Edit Insurance Voucher screen. Because of space limitations, the line number is not displayed on the screen. Only six records are displayed at a time and the line number is the position of the desired record in the list. You may change the data in the following fields.

1. FOP	Enter up to 6 alphanumeric characters to correct the existing insurance company. EXAMPLE: Type AAA (RET)
2. VOUCHER #	Enter up to 16 alphanumeric characters to correct the claim number. EXAMPLE: Type 467-56B834 (RET)
3. CLASS	Enter up to 4 alphanumeric characters to correct the vehicle class on the voucher. EXAMPLE: Type ICAR (RET)
4. RATE	Enter the correct Rate Code for the rate at which you will invoice the insurance company. Only the daily rate may be edited. Note: If multiple vouchers have been recorded for the same insurance company, the rate on all vouchers for that company on a RA must be the same. Editing the rate on one of the them will cause the rate to change on all other vouchers for the RA issued by that company. EXAMPLE: Type INS1 (RET)
5. AUTH DAYS	Enter the correct number of days authorized by the voucher. EXAMPLE: Type 5 (RET)
6. LOCATION	Enter the Location Code of where this voucher was entered. EXAMPLE: Type LAX (RET).
7. DRAWER	Enter the appropriate Drawer Code to indicate where the voucher record was entered. EXAMPLE: Type 1 (RET).
8. VOUCHER STATUS	This field shows the current status of the voucher: blank = voucher is active and complete I = voucher is incomplete C = voucher is cancelled. When a voucher is deleted, it is not removed form the file. Instead, it is flagged as having been cancelled.
FIELDS 9 - 12. DAILY WEEKLY MONTHLY XDAY	These fields display the actual per day/week/etc. rate used on the voucher. If the rate needs to be edited, use these fields for that purpose. User Note: If the rate is defined as un-editable, access to these fields will be blocked.
The remaining fields on the screen are for display only.
TYPE	Identifies if this as an insurance voucher.
RA/RES#	RA or Reservation number associated with this voucher.
CUST#	Customer number of the driver/renter.
EMPLOYEE	Employee Code of the individual who originally entered the voucher.
TAX CODE	For insurance vouchers, this identifies whether the insurance company is set up to always, sometimes, or never be invoiced for sales tax.
DATE	DBR date of the voucher.
TIME	DBR time of the voucher.
EDC	This field is not relevant and will always be blank.

The screen will then display:

OPTION: __ EDIT INSURANCE VOUCHERS 1 FOP AAA 2 Voucher # 467-56B834 3 Class ICAR 4 Rate INSI 5 Auth Days 5 6 Location LAX 7 Drawer 1 8 Voucher Status 9 Daily 10 Weekly 11 Monthly 12 Xdays Type RA/Res# Cust # Employee Tax Code Date Time Edc 1SAVE 2 3ERASE 4DELETE 5BACKUP 6SEARCH 7HELP 8

PRESS "F1" AT "OPTION:" TO SAVE THE DATA.

RECALCULATING CHARGES AFTER EDITING A VOUCHER

On closed RAs, changes made through this program may radically alter the original charges. If Fields 3 -5 are changed, the credit granted on the Close screen will have to be recalculated. Therefore, when editing a voucher from a closed but unposted RA, the following happens. Upon saving the changes to the voucher, CARS+ automatically brings up the RA record on the Edit Close RA screen with the edited voucher information already loaded. Use the F8 key to recalculate corrected charges. If an attempt is made to exit the Edit Closed RA screen without recalculating and saving, the following message will appear:

RA MUST BE SAVED BEFORE YOU EXIT

In order to prevent out of balance RAs, recalculate and save the contract on the Edit Closed RA screen.

SPECIAL NOTE FOR EDITING INSURANCE VOUCHERS WITH EXTENSIONS

On an insurance replacement rental agreement, the first insurance voucher entered into the Dep/Pay File carries the claim number and, after closing, the calculated charges. When edited, this voucher record receives the current system date and time. If there were extension vouchers in the Dep/Pay File, they will now have older dates than the edited record. This will result in the following:

1. The Insurance Invoicing program will print an incomplete invoice.
2. It is possible that an incorrect receivable amount will post to the A/R Open Item File.

As a result, the following procedure MUST be followed:

ALL VOUCHERS RELATED TO A SINGLE RA MUST BE PULLED UP IN THE ORDER OF ORIGINAL ENTRY AND RESAVED, EVEN IF THE CORRECTION IS ONLY NEEDED ON THE INITIAL VOUCHER. THIS WILL ENSURE THAT THE VOUCHERS WILL SORT IN THE CORRECT DATE/TIME SEQUENCE.

DELETING INS VOUCHERS

The process of deleting vouchers is performed by pressing the "F4" function key after pulling the desired voucher up on the screen. If the voucher was on a closed RA, the Edit Closed RA program will be invoked automatically. Recalculate the contract using the "F8" function key and resave the RA.

CHANGING THE RESPONSIBLE PARTY ON A POSTED VOUCHER

To change the responsible party on a posted voucher, bring up the voucher record. Change the customer in the FOP field and save.

Cancellation rows will be written to the RA Charge file for the previous responsible party using the current system date and time for the DBR date and time. New rows will be written to the RA Charge file for the new responsible party.

Changing the responsible party is reported on the Accounting DBR. A credit is posted to the previous responsible party's account and an invoice is posted to the new account for the voucher amount.

HERTZ CANADA

For Hertz Canada Corporate operations: If the voucher class is changed, the rate class on the RA is changed to the same class. Furthermore, the out of voucher rates are freshly looked up and loaded onto the RA.