Information on this guide:
CARS+ Set-up
How to enter contracts and process them for invoicing.
How to report on contract details and revenues earned.
Offering discounts
Taking frequent flyer information
Other discounts (special documents)
Lease contracts will be exempt from the creating new Ras on exchange flag.
Introduction:
The CARS+ Leasing module is a suite of programs that allows long-term vehicle leases. Contracts are closed down on a monthly basis, the information is cloned, and a new contract is opened. The revenue for leasing contracts is recognized at the time of opening the contract, which is unique to Leasing. (All other programs in CARS+ post revenue after the contracts have closed.)
Definitions:
Physical Master Contract - The actual lease paper signed by the customer. A Physical master contract may have multiple Master Contract records in CARS+.
Master Contract - This is the contract record in CARS+ that contains all the conditions that are common to the individual leasing contracts (known as "son" contracts because of their relationship to the “Master” contract.) Data includes:
·Start and end dates beyond which son contracts cannot be open.
·Customer number and billing information
·Quantity and models of vehicles to be leased
·Monthly rate and kilometer/mileage allotment for leased vehicles
·Optional charges other than time and kilometers/miles that will be sold on all son contracts.
Son Contracts - These are the actual rental lease contracts. A Master Contract may have multiple "son contracts".
CARS+ Leasing Menu and Programs:
LEASING MODULE PROGRAMS
1. Master Contract Entry LSEMCE
2. Open Lease Contracts LSEOPN
3. Delivered Lease Vehicles LSEDLV
4. Lease Odometer Entry LSEODE
5. Lease Rental Cloning LSECLN
6. Lease Cloning Report LSERAR
7. Lease Vehicle Report LSEVER
8. Lease Sweeping Report LSESWR
9. Vehicle Movement Report LSEMVR
10. Physical Lease Report LSEPLR
Summary:
Master Contract Entry begins the process of entering lease contracts in CARS+. It is in this file that the common conditions for a Master Contract are entered. These conditions will apply to all of the Master Contract's "son contracts" which are the individual rental agreements. Data such as the billing information, effective dates, rates, and vehicle types and quantity are entered.
Open Lease Contracts is the program used to begin the process of opening a lease contract ("son contract".) In some cases, the son contract is opened before the actual vehicle is delivered to the customer. In that case, the contract is on "hold" status until the vehicle is delivered.
Delivered Lease Vehicles is used to enter a delivery of a vehicle to the customer. By recording the delivery, the contract status is changed from "hold" to "open" and the opening date and time as well as the driver's information are updated.
Lease Odometer Entry is used to enter monthly odometer and fuel tank readings if needed.
Lease Rental Cloning is the program that closes the son contracts each month, clones the information on them, and opens new son contracts.
Lease Cloning Report produces a report of all the son contracts that were opened and closed during the requested time periods. Available parameters may limit the report to a particular Customer and/or Master Contract. Revenue earned is reported.
Lease Vehicle Report shows vehicle detail for vehicles on all son contracts for a particular Master Contract.
Lease Sweeping Report shows rental agreement detail for all son contracts for a particular Master Contract.
Vehicle Movement Report shows opens and closes for vehicles during the requested dates. It includes exchanges and non-rev tickets. Opening and closing dates, time, odometer readings, and fuel levels are reported.
Physical Lease Report lists all Master Contracts that share the same Physical Lease number.
CARS+ Set-up:
Vehicles. All leasing vehicles must be distinguished from the day-to-day rental fleet. This can be done with the use of Fleet Type Codes.
Use Fleet Type Code Entry program (EDFLTY) to create a fleet type code to represent the leasing fleet. In this code, flag the field “Lease Use?” “Y”. All other fleet type codes, that are not leasing fleet, should have this flag set to “N”.
OPTION: __ FLEET TYPE CODE ENTRY HEC 03-02-03
1 Fleet Type L
2 Description LEASE VEHICLES ONLY
Apply the new fleet type code to the Vehicle inventory records (CAR) on leasing vehicles ( pg 2 field 34)
OPTION: __ VEHICLE INVENTORY CONTROL HEC 06-02-03
(Page 1 of 3)
1 Vehicle # LEASE2 22 Security Code 34 Fleet TypeL
2 License Entity 23 Pricing Code 1
3 License LE02ABC 24 Post Code C
4 Purchase odom 1 5 Date 22-08-02 25 Notes
6 Tab # 123 26 Damage
7 Tab expire 31-08-03 27 Service Flags 1100000000
8 Year Model/Prod 96/00 28 Owning City LEASE
9 Model FI11LX5M (Name) LEASE LOCATION
NOTE: Daily rental vehicles cannot be placed on a lease but they can be transferred into the leasing fleet.
Rental Rates. Create a rate table for leasing rentals (EDITRATES). This rate will used to apply the rental rate rules to the “son” contracts. The rates entered here will be overridden by the monthly rate in the master contract.
Most importantly, the rate structure must have a monthly tier. Example below:
OPTION: __ EDIT RENTAL RULES/RATES HEC 03-02-03
1 Rate set LE 29 Comm code 30 No Invoice 66 Currency
2 Product LEASE 31 Comm Cat 32 Min days 33 Chg to 67 LOCSRC
3 Date 21-08-02 34 Max days 35 Chg to EXMP
4 Time 0000 36 Intercity chg to 68 Dys/Mo
5 Comment LEASE RATE ONLY
6 Rate type N 37 Earliest pickup MON 38 Time 0000
(unused) Miles Meth 39 Latest pickup MON 40 Time 0000
Dy: 7 8 100 9 41 Earliest return MON 42 Time 0000
Wk: 10 11 700 12 43 Latest return MON 44 Time 0000
Mn: 13 14 3000 15 45 Problem return chg to
XW: 16 17 18 46 End method
Lease RA Cloning. A new field, in Edit Location Records (EDITLOC), determines when you want to “rollover” the lease rentals (son contracts). This field reflects how “Lease Rental Cloning” will run for each location.
CLONE LEASE RA’s at MONTH-END? Y = invoice as of the end of month (default value if left blank)
N= use anniversary of Master Contract.
PTION: __ EDIT LOCATIONS HEC 03-02-03
Location # F001 (Page 3 of 3)
1 RES Warn Level 2 hard? 22 Restrict Ins opt to "INS"
2 RA Warn Level 2 hard? 23 Drop Chg Rate/Mile
3 Local Currency GB 24 Issue Credit for Fuel
4 Print VIN Number 25 Clone Lease RA's at Month-end?
5 Print PO Number 26 Transaction Types Allowed
6 (reserved) 27 Tax document print location
7 (reserved) 28 Minimum rental length
8 (reserved) 29 Minimum Due Days
9 Next Ins RA # 30 Srchg Option
10 Last Ins RA # 31 Dropbox Y
11 Res Rate LOCAL 32 Block Foreign Close N
12 Drop Zone 33 Currency Symbol
13 1st Pkgd Cvg CVG2 14 2nd 34 Symbol Place
Customers. Within the customer record for the bill to accounts, you need to define the tax id. Enter the tax id number into Customer Maintenance Record, page 2 and field 1 (CUST).
CARS+ Operational Instructions:
There are three areas that are involved in creating the lease contracts:
Physical Master Contract
Master Contract
Son Contract
Once the son contracts have been created, the driver’s details need to be updated after the vehicle has been delivered:
Delivered Lease Vehicles
The “son” contracts are “rollover” for monthly invoicing:
Lease Odometer Entry
Lease Rental Cloning
Physical Master Contracts
This is the actual lease paper signed by the customer. A single Physical Master Contract can have multiple master contracts.
Master Contracts
The master contract contains all the conditions that are common to all son contracts. The son contracts are the actual revenue producing leases.
A Master contract has final close date. Son contracts cannot be opened after that date nor can they be extended beyond that date. But obviously, the Master contract can be edited and thus all related son contracts are affected.
To create a Master Contract in CARS+, use program “Master Contract Entry” (LSEMCE).
OPTION: ______________ MASTER CONTRACT ENTRY
1 Master Contract # * 9 Start date *
2 Physical Master Contract # * 10 End date *
3 Customer # * 4 Cost Ctr* 11 Terms * Last Clone
Name 12 Invoice day * *
CNPJ # 13 Group invoice *
Billing address 14 Allow exchanges?*
5 Servicing Location * 15 Damage cost % *
6 Inv km separately * 16 Stolen cost % * 18 Rate *
7 Inv fuel separately * 17 Totalled cost % *
8 Inv drop separately * Subwindows:A-Models B-Options N-Notes
F1=save F3=erase F5 F7=help
This program will allow you to enter the standard conditions that are common to all “son” contracts, such as:
Start and end of this master contract
Customer number and billing information (billing cycle, terms etc)
Quantity and models of vehicles to be leased
Monthly rate and kilometer/mileage allotment for leased vehicles
Optional charges other than time and kilometers/miles that will be sold on all son contracts.
Enter data as follows:
|
1. Master Contract # |
Enter up to 8 alphanumeric characters representing the contract number of the Master Contract. |
|
2. Physical Master Contract # |
Enter up to 8 alphanumeric characters representing the number from the actual lease paper signed by the customer. There can be multiple Master Contracts under the same Physical Master Contract. |
|
3. Customer # |
Enter up to 6 alphanumeric characters representing the Customer Number of the customer who will be billed for leases created under this Master Contract. NOTE: SHIFT F7 search function is available for searching customer records. Customer record must have a valid tax id number in Federal Tax ID# (Pg 3 field 1) |
|
4. Cost CTR |
Enter the customer’s cost center number or internal reference numbers so that the billing may be directed to the appropriate office. |
|
NAME, CNPJ# and BILLING ADDRESS |
These fields will display the customer’s name, federal tax id number and billing address that corresponds to the customer number entered in field # 3 |
|
5. Service Location |
Enter up to 6 alphanumeric characters representing the Location Code for the location that will print the invoice for the Master Contract and all subcontracts |
|
6/7/8 Inv KM /FUEL/ DROP Separately |
Indicate whether or not charges for kilometers or miles / fuel / drop charges should be invoiced on a separate invoice from that is used to invoice time revenue. Y = Yes N = No |
|
9. Start Date |
Enter the starting date for this Master Contract |
|
10. End Date |
Enter the ending date for this Master Contract. Son contracts cannot be opened after this date nor can they be extended beyond this date. However, this date can be edited and, if edited, all related son contracts are affected. |
|
11. Terms Code |
Enter a valid term code for billing purposes |
|
LAST CLONE |
This display only field indicates the date for the last time this master contract had its son contracts cloned and closed. |
|
12. Invoice Day |
Indicate the date of the month on which invoices are to be printed for this Master Contract ( invoice date printed) Type “1” to indicate the first day of each month Type “8” to indicate the 8th of each month Type “31” to indicate the last day of the month. This signifies the “last” day of the month regardless of the number of days in the month. |
|
13. Group Invoice |
Indicate whether or not this contract should be grouped with other Master Contracts for the same customer when printing invoices. Y = Yes N = No |
|
14. Allow Exchanges |
Indicate whether or not vehicle exchanges on son contracts of this Master Contract are allowed. Y = Yes, whether temporary or permanent ( see vehicle exchanges) N = No, exchanges are not allowed and access to the window will be blocked. |
|
15/16/17 Damage Cost % Stolen Cost % Totalled Cost % |
When a damage entry is made on vehicles under this lease, the percentage in this field is used to compute the damage charge added to the contract. For example, if 75% entered and a damage appraisal was £1000, the damage charge added to the contract would be £750. Leave blank to charge the full amount. Same applies to when the vehicle is stolen Same applies to when the vehicle is totaled |
|
18. Rate |
Enter the rate product code that will apply to all vehicles leased under this Master contract. Although the monthly rates for each vehicle will be entered in the sub window, the Rate product is needed in order to load “rules” into the rental agreement. |
Example:
OPTION: ______________ MASTER CONTRACT ENTRY
1 Master Contract # 00000002 9 Start date 01-01-02
2 Physical Master Contract # LEASE123 10 End date 01-01-04
3 Customer # CUS16P 4 Cost CtrREF159789 11 Terms N30Last Clone
Name THERMEON CORP 12 Invoice day 25 *
CNPJ # 12.345.645/646 - 13 Group invoice N
Billing addre 14 Allow exchanges?Y
5 Servicing Location LEASE 15 Damage cost % 50.00
6 Inv km separately Y 16 Stolen cost % * 18 Rate LEASE
7 Inv fuel separately Y 17 Totalled cost % *
8 Inv drop separately Y Subwindows:A-Models B-Options N-Notes
F1=save F3=erase F5 F7=help
This subwindow is used to enter the model type, quantity and monthly rate for vehicles that will be leased under this Master Contract.
Subwindows:A-Models B-Options N-Notes
OPTION: ______________ MODELS & RATES Page:01
Ln# Model/Year/Qty Req Qty Leased Mthly Rate/Free KM/KM rate
1*/*/* * */*/*
2*/*/* * */*/*
3*/*/* * */*/*
4*/*/* * */*/*
5*/*/* * */*/*
6*/*/* * */*/*
F2 NEXT 6 F3 ERASE F4 PREV 6
|
MODEL /YEAR |
Enter up to 8 alphanumeric characters representing the Model Code for vehicles on this Master Contract. This model code (and year) must already exist in the Model code file. |
|
QTY REQ |
Enter the quantity of vehicles to be leased for this model code and year. |
|
QTY LEASED |
This field displays the number of units that have been leased to date on this Master Contract. Each time a new son contract is opened, this field for the appropriate model is incremented by one. Once the quantity entered in the above field has been reached, no more son contracts for that model are allowed under this Master Contract |
|
MONTHLY RATE |
Enter the monthly rate for this model ( in local currency) |
|
FREE KM |
Enter the number of free kilometers or miles allowed per month on this model |
|
KM RATE |
Enter the rate per kilometer or mile for any amount over the free allotment entered in the previous field. |
If more than 6 models are to be leased under this contract, pressing F2 while the cursor is at the subwindow option field will display fields 13 through 48 for six more models. Up to 6 “pages” of fields can be displayed.
B subwindow - Options
This subwindow is used to indicate the options that will be associated with son contracts opened this Master Contract.
OPTION: ______________ OPTIONAL CHARGES Page:01
Ln# Option/Invoice separately?
1*/*
2*/*
3*/*
4*/*
5*/*
6*/*
F2 NEXT 6 F3 ERASE F4 PREV 6
|
OPTION |
Enter Option codes that will be placed on each son contract associated with the Master Contract Options that are charged on a per day or on a percentage base will be automatically added to all contracts opened on this master contract. Options that are charged as a flat fee will not be added automatically but rather exist here to give invoicing instructions. |
|
INVOICE SEPARATELY |
Indicate whether or not this charge is to be invoiced on the same invoice as Time charge from the rental Y = Yes, a separate invoice should be created for this option N = No, the charge for the option can be on the same invoice as the Time charge. |
Like the previous subwindow, pressing F2 will display an additional 6 set of fields. A total for 12 options can be added to a Master contract.
The Notes can be attached to the master contract and accessible in the N subwindow. The main key for attaching notes to master contracts is “LSE”.
To bring a current master contract to the screen, just enter the Master Contract number in field 1.
Son Contracts (opening lease contracts)
To open new lease son contracts, use program “Open Lease Contracts” (LSEOPN). It validates the lease information and then automatically invokes the RA OPEN program.
OPTION: ______________ OPENING LEASE CONTRACTS
1 Master Contract # *
Physical Master Contract # *
Customer # *
Name
Billing address
2 Model/year */*
F1=Call Open F3=erase F5 F7=help
|
1. Master Contract # |
Enter up to 8 alphanumeric characters representing the Master Contract number. If the current date is beyond the Ending date of the Master contract, the following message will display: MASTER CONTRACT HAS CLOSED, NO NEW RAS CAN BE OPENED. |
|
2. Model/year |
Enter the model code and year you wish to open the son contract for. This model code and year must have already been defined on the master contract. Pressing F1 will call RAOPEN and pass the Master Contract number to the open screen. The following data will also be defaulted from the master contract: Lease number default to ra number (2) – not shown on screen Lease customer number defaulted to ra bill to number and ra customer (renter number) Lease end date default to ra return date Lease model rate Monthly rate Lease model rate / 30 daily rate Lease model free miles free miles allowed and miles allowed per rental agreement cycle Lease model free miles / 30 daily free miles allowed Lease mode mileage rate mileage charge for extra (a window) Lease invoice date billing cycle in g window. Default “9” infront of date. All time and percentage based options loaded into D window. |
NOTE: You can open a son contract without the driver details and vehicle information.
Son contracts are often opened before the vehicle is delivered to the client. In fact it is the opening of the contract that starts the delivery process in motion. When the RA is opened without a vehicle, it will be assigned the “WAITING” status. To assign a vehicle to the lease RA, after the delivery see “Delivery of Lease Vehicles” below.
After saving the son contract (PRESS F1), the cursor will return to the Opening Lease contracts screen. From there the user can press F1 to open another son contract for the same Master Contract, enter a new Master contract # or press ESC to exit the program.
Delivery of Lease Vehicles
As the son contracts are often created before the vehicle is delivered to the client, information such as vehicle number, driver details etc are unknown until after delivery.
Use this program “Delivered Lease Vehicles” (LSEDLV) to enter a delivery of a vehicle to a client.
OPTION: ______________ DELIVERED LEASE VEHICLES
1 RA # *
Master Contract # *
Bill to Customer *
Billing address
2 Driver Name/First/Ti */*/*
3 Driver License/State/Exp */UK/*/*
4 Driver Address *
5 Driver Phone *
6 Driver DOB *
7 Delivery date *
8 Delivery time *
9 Vehicle # *
10 Odometer# *
11 Fuel *
This program will do:
Change the status from “WAITING” to OPEN
Update open date and time
Update and create customer record for actual driver. That way if the driver is unknown, before delivery, the actual driver can be added at this time
|
1. RA # |
Enter up to 8 alphanumeric characters representing the RA number |
|
MASTER CONTRACT# BILL TO CUSTOMER# |
This will display the corresponding Master Contract. This will display the corresponding Bill-To Customer number |
|
2. Driver Name/First/Title |
Enter driver’s last/first name and title. By entering the Last name (surname), imitates a customer search. CARS+ will find and display any matching customer records. If a customer record is selected then fields 2 to 6 will be filled in automatically. |
|
3. Driver License/State/Exp |
Enter driver’s license number /state of issue and expiration date. |
|
4. Drivers Address |
Enter drivers address |
|
5. Drivers Phone |
Enter the driver’s phone number |
|
6. Driver DOB |
Enter the driver’s date of birth |
|
7. Delivery Date |
Enter the date that the vehicle was delivered to the client. This date will be the open date of the contract. |
|
8. Delivery Time |
Enter the date that the vehicle was delivered to the client. |
|
9. Vehicle # |
Enter the vehicle number that was delivered pertaining to this contract. SHIFT F7 function will initiate the vehicle search window. |
|
10 Odometer |
Enter the current odometer reading of the vehicle that was delivered. |
|
11. Fuel |
Enter the level of fuel in the vehicle at the time it was delivered. |
Any additional drivers, on the leased ra, should be entered via the Additional driver window. This can be done after the delivery.
NOTE: Operations DBR will report all rentals with “WAITING” status under “RA Open” section. Use this report follow up on deliveries.
The next two programs will be used on a monthly basis to “rollover” the son contracts for invoicing.
Updating Vehicle information on “son” contract
For renting locations, odometer readings need to be entered on contracts to calculated mileage charges for each month and end of month fuel tank levels. If no odometer is entered, the mileage allowed (entered on model master contract) is used to update the closing odometer.
Use program “Lease Odometer Entry” (LSEODE) to update monthly mileage and fuel levels.
OPTION: ______________ LEASE ODOMETER ENTRY
1 Master Contract 00000001
Name LEASE THERMEON Page:01
Ln# Veh# License RA# Renter Phone Opn Km ClsKm/Fuel
2L1 LETTY123 LE000028 CAMPBELL, HELEN +61296347288 10 150/5
3L3 LETTY789 LE000030 CAMPBELL, HELEN 456465 150 */5
4L4 LETTY147 LE000031 CAMPBELL, HELEN +61296347288 150 */5
5L2 LETTY456 LE000032 CAMPBELL, TEST5 01293 864300 150 */5
6
7
8
9
10
11
12
13
14
15
16
F1=SAVE F2=NEXT15 F3=ERASE F4=PREV15 F7=HELP F8=DAMAG
|
1. Master Contract# |
Enter up to 8 alphanumeric characters representing the Master contract number. This will cause all currently open son contracts for this master contract to be displayed (using one line per son contract) |
|
2. – 16. |
These fields display the son contracts. The only fields that the cursor may access are Closing KM/Mileage and Fuel Tank. F2 key at OPTION line will cause the next 15 records to display F4 Key at OPTION line will cause the previous 15 records to display F8 Key while in the KM field for a contact will call the Damage Entry Program- the resulting damage charge will be added to the son RA as a new optional charge. As a result, damage charges can be added to a contract either directly by pulling the RA up on the RAOPEN screen or indirectly via this program. |
User notes: All revenue is recognized at the time the son contract is opened, any charges resulting from entering the ending odometer and fuel level readings will appear on a separate invoice once the son contract is closed.
Cloning “son” contracts for monthly rollovers.
Program “Lease Rental Cloning” (LSECLN) will close and clone son contracts for monthly invoicing. Unlike RAMULT, individual Ras will not be printed but instead a report will print that summarizes all closes with charges and all newly opened Ras. “WAITING” status Ras will not be closed and cloned.
All options beside the flat fee options will be cloned from one RA to another.
To complete a “rollover” on lease contracts, use program “Lease Rental Cloning” (LSECLN).
OPTION: __ LEASE RENTAL CLONING HEC 04-02-03
1 Cust # ALL
Name
2 Master Contract # ALL
3 Servicing Location F001
4 Renting Location ALL
Printer: HECMAIL
1BEGIN 2 3ERASE 4
|
1. Cust # |
Enter up to 6 alphanumeric characters representing the Customer number. Alternatively, leave as the default “ALL” and all customer, with leasing contracts, will be selected. |
|
2. Master Contract # |
Enter up to 8 alphanumeric characters representing the Master contract number. Alternatively leave as the default “ALL” and all master contracts will be selected. |
|
3. Servicing Location |
Enter the location, which flagged as the servicing location. The servicing location is indicated in the Master Contract record as the location responsible for invoicing. |
|
4. Renting Location |
Enter the location, which opened the son contracts. Defaults to “ALL”. |
Two reports will be printed: All contracts that are closed and all contracts that were opened.
CARS+ Leasing Reports:
The “Lease Cloning Report” (LSERAR) program reports all son contracts that were opened and closed during the request period of time. The closed contracts are summarized with charges. Charges are for one-month periods. There is no variation of the charges based on the number of days in the month. The first and last month of a lease may be charged for less than 30 days, however, depending on when the vehicle was received and the RA is terminated.
OPTION: __ LEASE CLONING REPORT(LCV00986) HEC 06-02-03
1 Master Contract # ALL
2 Opens/Closes C
3 Period of Revenue Start Date 01-02-03
4 Period of Revenue End Date 28-02-03
5 Servicing Location LEASE
6 Customer # ALL
7 Print/Display P Printer: HECMAIL
|
1. Master Contract # |
Enter a Master Contract number or leave default “ALL” master contracts |
|
2. Opens/Closes |
O = Open contracts C = Closed contracts |
|
3. Period of Revenue Start Date |
Enter the starting date |
|
4. Period of Revenue End Date |
Enter the ending date |
|
5. Servicing Location |
Enter the service location. This is the location indicated on the master contract as the location responsible for invoicing the customer. |
|
6. Cust # |
Enter a customer number representing a bill to customer or leave as the default to “ALL” |
06-02-03 16:26:57 HEC HEC 00 Thermeon Europe Test Company Report #1715 Page 0001
L E A S E C L O N I N G R E P O R T ( L C V 0 0 9 8 6 )
SELECTIONS----------
Master Lease # : ALL
Date Range: 01-02-03 to 28-02-03
Service Location : LEASE
Customer: ALL
----------------------------------------------------------------------------------------------------------------
Line Renter Name Opn Loc RA # Veh#Cls Model License FreKm ElapKm OpnDT ClsDT Time $ Fuel $ Other $ Total $ NF
----------------------------------------------------------------------------------------------------------------
................................................................................................................
1 CAMPBELL HE LEASE LE000026 L3 ESCORT LETTY789 2000 140 01-01 31-01 516.77 10.00 526.77
TEST 10.00
2 CAMPBELL HE LEASE LE000027 L4 ESCORT LETTY147 2000 140 01-01 31-01 516.77 10.00 526.77
TEST 10.00
3 CAMPBELL TE LEASE LE000029 L2 FI11LX5M LETTY456 4000 140 20-01 31-01 398.04 10.00 408.04
TEST 10.00
4 CAMPBELL HE LEASE LE000030 L3 ESCORT LETTY789 2000 2000 31-01 06-02 100.02 100.02 NF000005
5 CAMPBELL HE LEASE LE000031 L4 ESCORT LETTY147 2000 2000 31-01 06-02 100.02 100.02 NF000005
LEASE TOTAL 1,631.62 .00 30.00 1,661.62
06-02-03 16:27:05 HEC HEC 00 Thermeon Europe Test Company Report #1716 Page 0001
L E A S E C L O N I N G R E P O R T ( L C V 0 0 9 8 6 )
SELECTIONS----------
Master Lease # : ALL
Date Range: 01-02-03 to 28-02-03
Service Location : LEASE
Customer: ALL
----------------------------------------------------------------------------------------------------------------
Line Renter Name Opn Loc RA # Veh#Cls Model License FreKm ElapKm OpnDT ClsDT Time $ Fuel $ Other $ Total $ NF
----------------------------------------------------------------------------------------------------------------
................................................................................................................
7 CAMPBELL HE LEASE LE000089 000050 ES18GH5M M150TCR 2000 01-02 28-02 420.00 10.00 430.00 NF000009
8 CAMPBELL HE LEASE LE000090 L4 ESCORT LETTY147 2000 2000 01-02 07-02 365.00 10.00 375.00 NF000009
LEASE TOTAL 785.00 .00 20.00 805.00
The “Lease Sweeping Report” (LSESWRT) produces a report of rental agreement details for all son contracts of a Master Contract. Only those contracts that have not had an invoice printed will appear on this report.
OPTION: __ LEASE SWEEPING REPORT(LCV1220) HEC 04-02-03
1 Master Contract # ALL
2 Servicing Location F001
3 Customer # ALL
4 Daily/Leasing/Both B
5 Print/Display D Printer: HECMAIL
|
1. Master Contract# |
Enter a master contract or leave as default “ALL” |
|
2. Service Location |
Enter the service location. This is the location responsible for invoicing the customer |
|
3. Customer # |
Enter customer number representing the bill to or leave as default “ALL” |
|
4. Daily/Leasing/Both |
D= Daily rentals only L= Leasing rentals only B= both daily and leasing contracts. |
06-02-03 17:02:38 HEC HEC 00 Thermeon Europe Test Company Report #1717 Page 0001
L E A S E S W E E P I N G R E P O R T ( L C V 1 2 2 0 )
SELECTIONS----------
Master Lease # : ALL
Service Location : LEASE
Customer: ALL Both Lease and Non-lease RA's
----------------------------------------------------------------------------------------------------------------
Lease# Tax ID Bill-to Name Terms Cod Terms Dt Loc RA # Open Dt Close Dt Sta RA Total Rev
----------------------------------------------------------------------------------------------------------------
LEA1 VAT. . - THERMEON LEASE 030 01-03-2003 LEASE LE000001 22-08-02 31-08-02 C 9990.00
LEASE LE000002 23-08-02 31-08-02 C 8965.00
LEASE LE000003 25-08-02 31-08-02 C 115.00
LEASE LE000004 23-08-02 31-08-02 C 145.00
The “Lease Vehicle Report” (LSEVERT) shows vehicle information for vehicles on all son contracts for a Master Contract.
OPTION: __ LEASE VEHICLE REPORT(LCV1218) HEC 06-02-03
1 Master Contract # ALL
2 Servicing Location F001
3 Customer # ALL
4 Print/Display P Printer: HECMAIL
|
1. Master Contract |
Enter a master contract number or leave default “ALL” |
|
2. Servicing Location |
Enter service location. This is the location responsible for invoicing the customer. |
|
3. Customer # |
Enter customer number of the bill to or leave as default “ALL” |
06-02-03 17:23:23 HEC HEC 00 Thermeon Europe Test Company Report #1718 Page 0001
L E A S E V E H I C L E R E P O R T ( L C V 1 2 1 8 )
SELECTIONS----------
Master Lease # : ALL
Service Location : LEASE
Customer: ALL
----------------------------------------------------------------------------------------------------------------
Seq# Renter Name Opn Loc RA # Veh#Cls Model Opn Dt License Veh#Opn Model License Opn Dt RA Rev
----------------------------------------------------------------------------------------------------------------
...........................................................
ESCORT ESCORT 500.00 .15
2 CAMPBELL HE LEASE LE000030 L3 ESCORT 31-01 LETTY789 L3 ESCORT LETTY789 01-01 100.02
2 CAMPBELL HE LEASE LE000031 L4 ESCORT 31-01 LETTY147 L4 ESCORT LETTY147 01-01 100.02
FI11LX5M FI11LX5M 995.00 .15
1 CAMPBELL HE LEASE LE000028 L1 FI11LX5M 31-01 LETTY123 L1 FI11LX5M LETTY123 31-01 1005.00
2 CAMPBELL TE LEASE LE000032 L2 FI11LX5M 31-01 LETTY456 L2 FI11LX5M LETTY456 20-01 995.00
LEASE TOTAL 2,200.04
The “Vehicle Movement Report” (LSEMVR) shows open and closes for vehicles during the request dates. It includes exchanges and non-rev tickets. Opening and closing dates, time, odometer readings and fuel levels are reported.
OPTION: __ VEHICLE MOVEMENT REPORT(LCVP04 HEC 07-02-03
1 Vehicle # ALL
2 Start Date 01-02-03
3 End Date 28-02-03
4 Fleet Type B L)ease,N)on-lease,B)oth
5 Movement Types B O)pens,C)loses,B)oth
6 Print/Display P Printer: HECMAIL
|
1. Vehicle |
Enter valid vehicle number or leave as default “ALL” |
|
2. Start Date |
Enter starting report date |
|
3. End Date |
Enter ending report date |
|
4. Fleet Type |
Enter the type of fleet you wish to report on. L = Leasing fleet only N = non-lease fleet (daily rental fleet) B = both leasing and daily rental fleet |
|
5. Movement Types |
Enter the movement type you wish to report on O = open rental contracts and non-rev tickets C = closed rental contracts and non-rev tickets B = both open and closed contract and non-rev tickets |
07-02-03 10:11:39 HEC HEC 00 Thermeon Europe Test Company Report #1719 Page 0001
V E H I C L E M O V E M E N T R E P O R T ( L C V P 0 4 2 3 )
SELECTIONS----------
Vehicle # : ALL
Date Range: 01-02-03 to 28-02-03
Movement type : Both Opens and Close
Lease Vehicles, only
----------------------------------------------------------------------------------------------------------------
Veh# Model Description Type RA # Open Date/Time Odom Fuel Status ClosDt/Time/Odom/Fuel Driver Name Notes
---------------------------------------------------------------------------------------------------------------
000050 ES18GH5M RA OPEN LE000089 01-02-03 0900 150 8 O CAMPBELL HE
L3 ESCORT RA CLOSE LE000030 31-01-03 1301 150 5 C 06-02-03 1308 250 8 CAMPBELL HE
L4 ESCORT RA CLOSE LE000031 31-01-03 1302 150 5 C 06-02-03 1310 250 8 CAMPBELL HE
L4 ESCORT RA OPEN LE000090 01-02-03 1329 250 8 O CAMPBELL HE
LEASE4 FI11LX5M RA CLOSE LE000025 31-12-02 1216 10001 8 C 06-02-03 1309 11001 8 SMITH TE
The “Physical Lease Report” (LSEPLRT) lists all master contracts that share the same physical lease contract number.
OPTION: __ PHYSICAL LEASE REPORT HEC 07-02-03
1 Customer # ALL
2 Physical Contract # ALL
3 Print/Display P Printer: HECMAIL
|
1. Customer # |
Enter a customer number representing the Bill to customer or leave as default “ALL” |
|
2. Physical Contract # |
Enter a physical contract number or leave default “ALL” |
07-02-03 11:15:24 HEC HEC 00 Thermeon Europe Test Company HECMAIL Report #1720 Page 0001
P H Y S I C A L L E A S E R E P O R T
SELECTIONS----------
Customer: ALL
Physical Contract #:ALL
-----------------------------------------------------------------------------------------------------------------
Renter Name Phys# Lease # Start DT End DT Model Description Qty Req
-----------------------------------------------------------------------------------------------------------------
LEASE THERMEON LEASE001 00000001 01-01-03 01-01-04 ESCORT 2
FI11LX5M 2
THERMEON CORP LEASE123 00000002 01-01-02 01-01-04 ESCORT 2
FI11LX5M 2
THERMEON CORP LEASE123 00000003 07-01-02 09-01-04 ESCORT 2
FI11LX5M 5
THERMEON LEASE ABC1 LEA1 21-08-02 21-08-03 M1
4 RECORDS READ, 4 RECORDS REPORTED
Additional information:
The initial “son” contract may not start on the anniversary of the master contract. As a result, the revenue for the first month will be just the period between the delivery date and the invoicing period end date. A prorated (monthly rate / 30) will be used for this first invoice.
When a vehicle is returned before the end of the month a credit based on a calculated daily price (monthly rate/30) is offered. This credit is applied to another open son contract for the same Master contract or to a son contract of another master contract issued to a customer owned by the same parent company. This will be done via a manual entry of a customer service adjustment to an appropriate son contract.
When the “interruption” of a son contract occurs, the client has until the next day to return the vehicle. Else he is charged a daily rate for the additional days. The penalty for returning the car before the end of the lease is calculated off system and not with cars+.
If a “discount” needs to be added to a son contract, for the renter’s loss of use of the vehicle, it will be entered via Customer service adjustment.
When posting revenue for a son contract, revenue will be credited to the opening location of the RA not the controlling location of the master contract. The DBR/Posting program will allow a location to post its daily rental contracts separate from its lease contracts.
OPTION: __ ACCOUNTING DBR AND POSTING HEC 04-02-03
1 Start Date 04-02-03 19 Airport Commission B
2 Start Time 0000 (C=comm, N=non-comm, B=Both)
3 End Date 04-02-03 20 Print Dist. Summary Y
4 End Time 2359 21 Zero Tax Rate RA's Only N
5 Location ALL 22 Lease RA's Only B
6 List by Open or L=Lease, N=Non-Lease, B=Both
Close Loc (O/C) O 23 Truncate Decimals N
7 RA Type(s) ALL
8 DBR Type ALL
9 Detail/Summary D
10 Option Detail N
11 RA Post Value N (Y=posted, N=Unposted, B=both)
12 Do Posting N
13 Drawer ALL
14 RAs B (O=owned, F=foreign, B=both)
15 Vehicles B (O=owned, F=foreign, B=both)
16 Prt Grp Summary N
17 Print/Display P Printer: HECMAIL
18 Res Types ALL
1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8
Fleet reports and revenue reports have the ability to separate the daily rental fleet from the leasing fleet. The following reports have the field “Fleet Type”.
Daily Sales Report
License Expiration Report
Vehicle purchase report
Vehicle presale report
Fleet mix report
Fleet mileage report
Current utilisation report
Vehicle status report
2 / 12 month performance reports
Average utilisation report
The vehicle history update program does not mark questionable leasing contracts when maintenance records are entered for transactions where an exchange is not allowed per the master contract.
Vehicle Exchanges:
There are two types of vehicle exchanges that can occur on leasing contracts (son):
Temporary: the original vehicle needs minor repair and will be returned to the renter when completed. Once the repair work is done, the renter needs to be contacted to do an exchange back into the original car. To accommodate this, the exchange search will allow a user to select a rental agreement in RAOPEN.
Permanent: the original vehicle has been permanently replaced.
Exchanges will appear on the exchange section of Operation DBR, on the lease cloning report and the lease vehicle report