The Edit Valid Types program is used to:

• Set up and define the Rental Agreement Type Codes that are used elsewhere in the system. These codes are optional in the sense that the system can be run without any Type Codes defined.

Rental Agreement Type Codes allow you to categorize rentals and, thus, produce reports such as DBRs, RA Summary Reports, and Revenue Analysis Reports, on selected types of rental agreements. This feature is extremely helpful in the following situations:

1. In a franchise operation where separate franchise licenses are held for truck rentals and passenger vehicle rentals, the use of RA types can aid in franchise reporting.

2. Comp rentals can be given a unique RA Type Code so that a detailed listing of all non-revenue RAs can be made at the end of the month.

3. When RA types are used for categories of rentals such as insurance replacement, corporate accounts, and retail rentals, the Revenue Analysis Report can be run for each segment.

Any time that a specific type of rental is subject to a special fee or requires special reporting, the use of RA Type Codes can be most helpful.

Posting Code: By assigning a Posting Code to a RA Type Code, a separate set of general ledger accounts can be used for financial statement reporting of the revenue earned on that particular type of rental. This may be desired for reporting wholesale/tour revenue or insurance replacement revenue. Posting codes assigned to RA Type Codes supersede the posting code of the vehicle from the Vehicle Inventory Control record.

NOTE: G/L Posting Codes can be linked to Type Codes through this program. A Type Code can be linked to a Rate Product in the Edit Rental Rules/Rates program. A Rate Product can be linked to a Customer record in the Customer File Update program.

TO DELETE A RECORD: Press F4. The following prompt will appear:

ENTER TYPE CODE TO BE DELETED:

If the number entered matches the number of the record displayed on the screen, the following prompt will appear. Enter "Y" or "N" as appropriate.

ARE YOU SURE (Y/N) ?

If the number entered does not match, the following message will display:

ENTRY DOES NOT MATCH, DELETE ABORTED

To navigate through the records in this file, use:

• Page Down key to display the next record (F2 also does this)
• Page Up key to display the previous record
• Home key to go to the start of the file (first record)
• End key to go the end of the file (last record)

To access the Edit Valid Type program, type EDITTYP(RET) at any menu "OPTION:" field or the appropriate line number on the Rental Control Files menu.The screen will then display:

OPTION: __ EDIT VALID TYPE CODES 1 Type Code 2 Description 3 Note 1 4 Note 2 5 Note 3 6 Note 4 7 Posting Code 8 Chauffeured? 9 Req Ins? 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

Enter data as follows:

1. TYPE CODE	Enter up to 2 alphanumeric characters to indicate a RA Type Code.. EXAMPLE:Type AF (RET)
2. DESCRIPTION	Enter up to 20 alphanumeric characters to describe the Type Code entered into Field 1. EXAMPLE:Type AIRPORT FEE DUE (RET)
FIELDS 3 - 6	In the four fields labeled Notes, you may enter up to 40 characters each of additional description.
7. POSTING CODE	Enter 1 alphanumeric character to indicate which General Ledger posting table is to be used in processing revenue generated from this type of RA.This code must first be defined in the GL Posting Tables File. This is an optional field. If left blank, the Post Code Field in the Vehicle File is used. EXAMPLE:Type A (RET)
8. CHAUF-FEURED?	Use this field to indicate whether or not this type of RA has a chauffeur. Y = This is a RA type for a chauffeur rental. The renter's birth date and address state are not required on the RA. R = This is a RA type for a chauffeur rental. The renter's birth date is not required on the RA. The address state is required. N (or blank) = This is not a type for a chauffeur rental. EXAMPLE:Type N (RET) User tip: A field in the Edit Miscellaneous Control Record can be used in conjunction with this field to assign a unique customer type code to renters of chauffeured rentals. Refer to the chapter titled Edit Miscellaneous Control Record for more information.
9. REQ INS?	Use this field to indicate whether or not this type of RA is required to have the renter’s (or the direct bill party’s) insurance information entered in the Insurance Data subwindow (subwindow AC). If the insurance data is required, the following must be done: A record for the insurance company must exist in the Customer File. The insurance company’s customer number and the insurance policy data must be entered in the customer record of the renter (or the direct bill party). In the Customer record these fields are located on page 4. Or, the data can be entered at the time of opening the RA. In order to save the RA, all 5 fields in the Insurance Data subwindow (subwindow AC) must be completed. EXAMPLE:Type N (RET) User tip: A field in the Customer Type Code that can also require the renter's insurance data. Refer to the chapter Edit Customer Type Codes.
10. RA PRINT LIBRARY #	If this RA Type should use a different RA print program than the one designated in the Terminal record or the Print Library record, enter the proper library number here. EXAMPLE:Type 97 (RET) User tip: There are multiple places in CARS+ where the library number of the RA print program can be designated. The hierarchy for which RA print program is selected is as follows: The print program in the Valid Type Code record takes precedence. If that field is blank, then the one designated in the Terminal record is used. If that field is blank, then the print program designated in the Print Library record is used.

The screen will then display:

OPTION: __ EDIT VALID TYPE CODES 1 Type Code AF 2 Description AIRPORT FEE DUE 3 Note 1 USE THIS CODE ON ALL RENTALS WHERE THE 4 Note 2 RENTER ARRIVED BY PLANE IN THE PAST 24 HRS. 5 Note 3 6 Note 4 7 Posting Code A 8 Chauffeured? N 9 Req Ins? N 10 RA prt Lib # 97 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

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

OTHER FILES THAT AFFECT RA TYPE CODES

Edit Main Control Record - A field in this record can be used to make the Type Code a required field on the RA Open program.

Edit Rental Rules/Rates - default Type Codes can be entered on rates so that when that rate is selected for a RA, the Type Code field is populated automatically.

Edit Corporate Account Records - A Type Code can be placed on a corporate account so that when that CDPID is placed on a RA, the Type Code field is populated automatically.

Edit Local CDPID Records - A Type Code can be placed on a Local CDPID record so that when that CDPID is placed on an RA, the Type Code field is populated automatically.

Edit Locations - A default RA type code can be automatically applied to RAs that are opened at any location(s)