I. DEPOSIT WINDOW - RESERVATIONS
III. TAKING ADDITIONAL DEPOSITS
IV. GIVING REFUNDS (NEGATIVE DEPOSITS)
OPTION: __________ DEPOSITS SHIFT-F7=FOP SEARCH
1 AmtRqd/ByDate/CurAmt */*/* 5 Currency Code *
2 FOP/#/Exp Date */*/* 6 Foreign Amt *
3 Deposit Amount * Exchange rate *
4 Auth#/Amt */* 7 DCC? *
Enter data as follows:
1a. AMT RQD Enter the amount of deposit that will be required when the RA is opened.
EXAMPLE: Type 250 (RET)1b. BY DATE This field is reserved for a future enhancement. 1c. CUR AMT
This field displays the total of all deposits that have been received up to this point. This field is for display only, and will not accept data entry
2a. FOP
If the FOP is a credit card, skip this field by entering a slash "/" and enter the card number in Field 1c.
Otherwise, enter up to 6 alphanumeric characters to indicate the form of payment used. The FOP code entered must already be a valid record in the Customer file.
A credit card that is on record in the customer file can be selected from a pop-up window called a "credit card # pick list". Press Shift/F7 and select the card number to be used and press return. The credit card information on file will automatically populate.
EXAMPLE: Type /
User tip: Forms of Payment that are issued by a national franchising organization can be defined in Edit Card Definitions to be used only in the S Subwindow of this program and NOT accepted here.2b. #
If the deposit is on a credit card, skip field 2b and enter up to 20 alphanumeric characters for the credit card number.
If the credit card number entered has a typographical error, the following message appears
INVALID CARD#PRESS RETURN TO CONTINUE
When this message appears, press RETURN and retype the correct card number.
EXAMPLE: Type 4005555000111(/)
2c. EXP
Enter 4 numeric characters in the format MMYY to indicate the expiration date of a credit card.
EXAMPLE: Type 0216 (RET)
3. DEPOSIT AMOUNT Enter the amount of the deposit (up to 8 characters before the decimal).
EXAMPLE: Type 100.00 (RET)
A field in the Edit Main Control Record can be set to check that the deposit amount taken on a RA is not excessively over the estimated charges. When this logic is turned on, the deposit cannot be more than $9 (9 units of local currency) greater than the estimate. If an attempt is made to enter a higher deposit, the following message will display and the amount enter will be removed.
EXCESSIVE DEPOSITS NOT ALLOWED
Deposits are held in the accounting system as liabilities (credits to customer) until RA Close. At that time they are applied to the total amount due.
User Tip: For rental operations with locations in more than one country that use different currencies, the assumption within CARS+ is that deposits taken on a reservation are in the currency of the Pick-up Location NOT the currency of the reservation agent's default location.
4a. AUTH#
Enter up to 12 alphanumeric characters to indicate the credit authorization number received when a credit check is made on a check or credit card.
EXAMPLE: Type 5782(/)
Note: That when using EDC this field is not accessible. (Manual authorizations are not allowed.)
User Note: There is a field in Edit Locations on page 7 that allows for this manual entry.
For clients using EDC payment services, it is important to note that if authorizations have not been saved, any time these fields are edited or deleted, authorization(s) will be released, voided and cancelled.
4b. AMT
Enter up to 10 numeric characters to indicate the amount authorized by the credit check. Enter this amount in dollars with a decimal point and cents.
EXAMPLE: Type 122.00 (RET)
An example of a Deposit window is shown below using an example of a credit card deposit.
OPTION: __________ DEPOSITS SHIFT-F7=FOP SEARCH
1 AmtRqd/ByDate/CurAmt */*/* 5 Currency Code *
2 FOP/#/Exp Date VISA/4005555000111/02-16 6 Foreign Amt *
3 Deposit Amount 100.00 Exchange rate *
4 Auth#/Amt 456/100.00 7 DCC? *
TAKING A PRE-AUTHORIZATION ON A RESERVATION
For those clients using the Thermeon Payment Service module, a pre-authorization can be requested from within the Reservation program. This is done as follows:
1. Manually enter the card into line 2.
2. LEAVE the Deposit Amount field (Line 3) blank.
3. Instead, enter the amount you wish to pre-authorize in the second field on Line 4.
4. Press the F/11 function key to make the auth request.
An example of a Pre-authorization window is shown below using an example of a pre-authorization request for a Reservation.
OPTION: __________ DEPOSITS SHIFT-F7=FOP SEARCH
1 AmtRqd/ByDate/CurAmt */*/* 5 Currency Code *
2 FOP/#/Exp Date VISA/4005555000111/02-16 6 Foreign Amt *
3 Deposit Amount */* Exchange rate *
4 Auth#/Amt /100.00 7 DCC? *
FIELDS 3, 6& 9 -TAKING DEPOSITS IN FOREIGN CURRENCY.
These fields allow you to take deposits in foreign currency. For example, a location in Canada may want to accept US Dollars and/or the British Pounds in addition to its local currency.
In order to accept foreign currency, the Currency Code must be set up in the Edit Currency Codes file. In addition, the exchange rate must be set up in the Edit Exchange Rates file.
5. CURRENCY CODE
6. FOREIGN AMT
Fields 5 and 6 are used when foreign currency is accepted. These fields are closely related and may be used in two ways:
1. To record the receipt of foreign currency:
a. Leave Field 1a (Amount) blank.
b. Enter in Field 1b the FOP type. The FOP code entered must already be a valid record in the Customer file. Generally, foreign currency deposits are in cash or traveler's checks.
c. Enter in Field 3a the currency code. (Currency Codes must be set up in the Edit Currency Codes control file prior to using them here.)
d. Enter in Field 3b the face value of the currency accepted.
e. CARS+ will then convert the amount received by dividing it by the exchange rate on file for the current day (in the Edit Exchange Rates control file). The equivalent amount in local currency will be entered in Field 1a.
2. These fields can alternately be used to determine the amount of foreign currency needed in order to meet a particular deposit amount stated in local currency. To determine this:
a. Enter in Field 1a the amount of local currency needed.
b. Enter in Field 1b the FOP type.
c. Enter in Field 3a the currency code.
CARS+ will determine how much foreign currency is needed to equal the local currency amount entered in Field 1a. (The amount entered in Field 1a is multiplied by the exchange rate on file for the current day.) The resulting amount will be displayed in Field 3b.
EXCHANGE RATE
7. DCC?
The values in these fields are automatically filled in by the EDC application. Letters in Field 3d indicate the following:
P = Pending
U = Unavailable
E = Error
A = Available
Y = Accepted
N = Declined
User tip: If foreign currency is accepted, the exchange rates can be changed as frequently as desired in the Edit Exchange Rates File.
A typical Deposit window accepting foreign currency of 100 British Pounds will look like this. The equivalent in local USD currency is $154.61.
OPTION: __________ DEPOSITS SHIFT-F7=FOP SEARCH
1 AmtRqd/ByDate/CurAmt */*/* 5 Currency Code GBP
2 FOP/#/Exp Date VISA/4005555000111/02-16 6 Foreign Amt 100.00
3 Deposit Amount 154.61 Exchange rate .646789
4 Auth#/Amt 456/154.61 7 DCC? *
User Tip: For operations that are running in Multi-Currency Mode (not all rental locations use the same local currency - see the Chapter on Edit Main Control Record), deposits are only allowed on reservations where the Currency Code for the reservationist's Local Currency, the Local Currency of the reservation's Pickup Location and the Rate's Currency are all three the same. For example:
- A user in Rome, Italy (a Euro currency country) booking a reservation whose pickup location is Naples, Italy and the rate is quoted in Euros can take a deposit on the reservation.
- But the same user in Italy booking a reservation for a client who will be renting at Heathrow Airport in London (where British Pounds are the local currency) will be blocked from taking a reservation.
DEPOSITS ON PRE-PAID RATE RESERVATIONS
As the name implies, on reservations involving a rate product that is defined as Pre-Paid must have all estimated charges pre-paid via a deposit at the time the reservation is first created. The reservation cannot be saved without a sufficient deposit.
In addition, if the pre-paid rate is also quoted in a foreign currency, the deposit must be made in the same currency as the rate itself. For example, if the rate is quoted in British Pounds, the deposit must be taken in British Pounds as well. In this case, access to the Deposit Amount field is blocked and the Rate's Currency defaults to field 5.
NOTE: When additional deposits are required due to edits made to a previously saved reservation which has a foreign currency, pre-paid rate, the exchange rate used for the later deposits will be the same exchange rate that was used on the original deposit.
The Deposit Window is used for entering deposits on RAs and for viewing/searching the Deposit/Payment file.
For operations that require a credit card deposit at the time of open for all anticipated rental charges, the system can be configured in Edit Miscellaneous Control Fields to flash the statement "SWIPE CARD NOW" as soon as a user enters this subwindow.
Conversely, if the system is configured to block credit card deposits and a credit card deposit is attempted, the following message will display:
ONLY CASH-LIKE FOPS CAN BE TAKEN AS DEPOSITS
User tip: A field in the Edit User Access File allows a user to override this block.
To access this sub-window in order to enter deposits, type C (RET) at the "OPTION" field of the Main Window.
OPTION: __________ DEPOSITS SHIFT-F7=FOP SEARCH
Cur/Req Amt */*
Amount/FOP/#/Exp/Settled Auth#/Amt
Curr Code/Frgn Amt/Exch rate/DCC? PmtDate/Time/Drw
1 */*/*/*/* 2 */*
3 */*/*/* 4 */*/*
5 */*/*/*/* 6 */*
7 */*/*/* 8 */*/*
9 */*/*/*/* 10 */*
11 */*/*/* 12 */*/*
Enter data as follows:
Up to three deposits can be added at the same time. Use Fields 1 - 4 for the first deposit, Fields 5 - 8 for the second deposit, and Fields 9 -12 for the third deposit.
CUR
This field displays the total of all deposits that have been received up to this point, including those on the reservation. This field is for display only, and will not accept data entry
REQ
This field displays the amount of deposit that was quoted on the reservation as being necessary to open a RA. If the amount entered into field 1 is less than this amount, a warning message will display when saving the RA.
In addition to this field, a minimum cash deposit amount can be defined in the Edit Locations Control File. Regardless of what appears in the "Req Amt" field, the following rules apply to cash deposits:
Cash deposits must be greater than or equal to:
The Minimum Deposit as defined in the Location File.
Or the estimated rental charges which ever is greater.
1a. AMOUNT
Enter the amount of the deposit.
EXAMPLE: Type 50.00 (RET)
A field in the Edit Main Control Record can be set to check that the deposit amount taken on a RA is not excessively over the estimated charges. When this logic is turned on, the deposit cannot be more than $9 (9 units of local currency) greater than the estimate. If an attempt is made to enter a higher deposit, the following message will display and the amount enter will be removed.
EXCESSIVE DEPOSITS NOT ALLOWED
USER TIP: Do not confuse the fields on this window with Data Group 7 on the main window, which refers to the anticipated form of payment to be used at the time of check-in or as a pre-signed credit card voucher at check-out. Fields in this subwindow refer to deposits actually received. This amount and FOP will appear on the DBR and Cash Drawer Reports. Unlike authorizations entered in data group 7 of the main window, all deposits will appear on Drawer Balance Report, Cash Receipts Report, and DBRs.
Deposits are held in the accounting system as liabilities (credits to customer) until RA Close. At that time they are applied to the total amount due.
1b. FOP
Enter up to 6 alphanumeric characters to indicate the form of payment used. The FOP code entered must already be a valid record in the Customer file. If the FOP is a credit card, skip this field by entering a slash "/" and enter the card number in Field 1c.
A credit card that is on record can be selected from a pop-up window called a "credit card # pick list". Press Shift/F7 and select the card number to be used and press return. The credit card information on file will automatically populate.
EXAMPLE: Type CA(/)
A foreign Location Code can also be entered here. This is done when a cash deposit was collected at a foreign location for this rental. Entry of a foreign location will give the renter credit for the deposit and create a receivable in the A/R file against the location that took the deposit.
FOP Pop-Up Window: Your system can be configured to automatically call a pop-up window in order to enter additional information regarding checks. This pop-up window is illustrated below:
Acct Name CHECK
Bank Code
Branch Name
Auth Code
Acct Name: Initially this will show the FOP name. This field will accept up to 20 alphanumeric characters.
Bank Code: This field accepts up to 3 alphanumeric characters.
Branch Name: This field accepts up to 20 alphanumeric characters.
Auth Code: This field accepts up to 10 alphanumeric characters.
Pressing (RET) causes the pop-up window to close, and the cursor will advance to the next field.
To have this feature turned on, contact Thermeon's Customer Support Dept. and request that GVT record CHECKFOP be set up. The FOP code for checks should be entered in the "Alpha Value" field.
1c. #
If the deposit is on a credit card, skip field 1b and enter up to 20 alphanumeric characters for the credit card number here.
If the credit card number entered has a typographical error, the following message appears
INVALID CARD#PRESS RETURN TO CONTINUE
When this message appears, press RETURN and retype the correct card number.
EXAMPLE: Type 4000555500001111(/)
1d. EXP
Enter 4 numeric characters in the format MMYY to indicate the expiration date of a credit card.
EXAMPLE: Type 0221 (RET)
1e. SETTLED This field is used by the Electronic Draft Capture module and indicates whether or not the credit card transaction has been settled. For more information on this field, refer to the chapter titled Appendix - Electronic Draft Capture. Access to this field can be blocked by a field in Edit Miscellaneous Control Fields. 2a. AUTH#
Enter up to 10 alphanumeric characters to indicate the credit authorization number obtained.
EXAMPLE: Type 5782(/)
Note: That when using EDC this field is not accessible. (Manual authorizations are not allowed.)
User tip: When opening a RA, and the same credit card is used for a pre-authorization and a deposit, separate authorizations need to be obtained for each. If an attempt is made to manually enter the same auth. number on both the pre-auth. and the deposit, the following message will display, and the auth. number will not be accepted on the second transaction:
THIS AUTH NUMBER HAS ALREADY BEEN USED, GET A NEW AUTH
When a RA is already open and a deposit is added, and the manually entered authorization number is the same as the one on the pre-authorization, the deposit amount is limited to the tolerance defined in the credit card record. For example, if the pre-authorization was for $300, and the credit card is defined as one with a 15% tolerance, the deposit cannot be for more than $345 (300 * 1.15). When the pre-auth. is used for a deposit, the following message displays to remind the user of what is being done:
YOU ARE USING THE PRE-AUTHORIZATION ON THIS DEPOSIT.
2b. AMT
Enter up to 10 numeric characters to indicate the maximum dollar amount authorized by the credit check. Enter this amount in dollars with a decimal point and cents.
EXAMPLE: Type 122.00 (RET)
An example of a Deposit window is shown below using an example of a cash deposit in Field 1 and a credit card deposit in Fields 4 and 5.:
OPTION: __________ DEPOSITS SHIFT-F7=FOP SEARCH
Cur/Req Amt */*
Amount/FOP/#/Exp/Settled Auth#/Amt
Curr Code/Frgn Amt/Exch rate/DCC? PmtDate/Time/Drw
1 50.00/CA/CASH/*/* 2 */*
3 */*/*/* 4 */*/*
5 121.50/VI/4000555500001111/0216/* 6 5782/122.00
7 */*/*/* 8 */*/*
9 */*/*/*/* 10 */*
11 */*/*/* 12 */*/*
FIELDS 3, 6 & 9 -TAKING DEPOSITS IN FOREIGN CURRENCY.
These fields allow you to take deposits in foreign currency. For example, a location in Canada may want to accept US Dollars and/or the British Pounds in addition to its local currency.
In order to accept foreign currency, the Currency Code must be set up in the Edit Currency Codesfile. In addition, the exchange rate must be set up in the Edit Exchange Rates file.
3a. CURR CODE
3b. FRGN AMT
Fields 3a and 3b (and/or Fields 6a, 6b, 9a, 9b) are used when foreign currency is accepted. These fields are closely related and may be used in two ways:
1. To record the receipt of foreign currency:
a. Leave Field 1a (Amount) blank.
b. Enter in Field 1b the FOP type. The FOP code entered must already be a valid record in the Customer file. Generally, foreign currency deposits are in cash or traveler's checks.
c. Enter in Field 3a the currency code. (Currency Codes must be set up in the Edit Currency Codes control file prior to using them here.)
d. Enter in Field 3b the face value of the currency accepted.
e. CARS+ will then convert the amount received by dividing it by the exchange rate on file for the current day (in the Edit Exchange Rates control file). The equivalent amount in local currency will be entered in Field 1a.
2. These fields can alternately be used to determine the amount of foreign currency needed in order to meet a particular deposit amount stated in local currency. To determine this:
a. Enter in Field 1a the amount of local currency needed.
b. Enter in Field 1b the FOP type.
c. Enter in Field 3a the currency code.
CARS+ will determine how much foreign currency is needed to equal the local currency amount entered in Field 1a. (The amount entered in Field 1a is multiplied by the exchange rate on file for the current day.) The resulting amount will be displayed in Field 3b.
3c. EXCH RATE
3d. FRGN EXCH?
The values in these fields are automatically filled in by the EDC application. Letters in Field 3d indicate the following:
P = Pending
U = Unavailable
E = Error
A = Available
Y = Accepted
N = Declined
4a.PAYMENT DATE This field displays the date that the deposit was received. 4b. PAYMENT TIME This field displays the time that the deposit was received. 4c. DRAWER This field contains the Cash Drawer Code that will be assigned to this deposit. The value will default to the user's sign-on Cash Drawer. In RV mode, this field is NOT editable. User tip: If foreign currency is accepted, new exchange rates can be entered as frequently as needed in the Edit Exchange Rates File.
A typical Deposit/Voucher window accepting foreign currency of 100 British Pounds will look like this. The equivalent in local currency is $154.61.
OPTION: __________ DEPOSITS SHIFT-F7=FOP SEARCH
Cur/Req Amt */*
Amount/FOP/#/Exp/Settled Auth#/Amt
Curr Code/Frgn Amt/Exch rate/DCC? PmtDate/Time/Drw
1 154.61/CA/CASH/*/* 2 */*
3 GBP/100/*/* 4 */*/*
5 */*/*/*/* 6 */*
7 */*/*/* 8 */*/*
9 */*/*/*/* 10 */*
11 */*/*/* 12 */*/*
The CARS+ System will allow up to 99 deposits and payments on a single reservation/RA. To enter an additional deposit after the RA is opened, pull the rental agreement onto the Open screen. Access the Deposit Window and enter additional deposits using the fields as described above. When you re-save the RA, if your terminal is set up for shared usage, you are required to enter your employee code and password.
Negative deposits are subject to the following restrictions:
- The FOP and credit card number must match the previous deposit.
- The amount of the negative deposit cannot exceed the current deposit total.
A field in the Location record can be used to restrict deposit credits (refunds) on reservations for the location. When this logic is turned on, deposit credits are restricted to users who are logged in to the same location as the create location for the reservation. If a user is logged into any location other than the location that created the reservation, the following message will display and the negative deposit will not be allowed:
YOU ARE NOT AUTHORIZED TO CREDIT THIS RESERVATION.User tip: There is a field in Edit Misc Control Fields that controls how a credit card deposit is handled when a reservation is canceled. If the feature is turned on, it applies only when the credit card is processed through EDC. If the reservation is canceled, a question is asked if the deposit should be refunded. If the user enters "Y", an automatic negative deposit (refund) is created on the reservation.
Unlike other fields on the Open screen, Deposit fields CANNOT be edited after a transaction is saved. In order to edit a saved deposit, you must first enter a negative deposit equal to the erroneous entry and then enter the correct deposit. This provides a clear audit trail of all transactions entered.
Often it is useful to view all of the Deposit and Payment records on a particular RA. Bring up the RA, and from the Deposit subwindow "OPTION" field press Shift/F7. The Dep/Pay search program will be invoked and will display the records for the current RA. It will continue on to the records for following RAs.
Six records will show on the search screen. An illustration is shown below with function key choices shown on the red line.
OPTION: _ DEPOSIT/PAYMENT SEARCH (low intensity = posted)
F1=RA # F2=Date(Unposted) F3=Date (Posted) F4=Res# F5=Cr Card#
RA/Res# Date Time Amount FOP Voucher# Type Auth# Auth Amt
** (Rte,Cls/Dys)
1 L5035348 07-13-09 1655 SNA 1 JXM2 VI *4444*2604 A
2 L5035348 07-16-09 0857 SNA 1 JXM2 307.65 VI 4444*2604 P
3 L5035349 07-13-09 2115 SNA 1 JXM2 VI *4333*7625 A
4 L5035349 07-15-09 0910 SNA 1 JDC 196.73 VI 4333*7625 P
5 L5035350 07-14-09 0938 SNA 1 CWB AX 3444*1265 A
6 L5035351 07-14-09 1007 SNA 1 BZP MC *5555*7527 A
Press RETURN to continue, S to shift display
The Deposit/Payment file can be searched using a variety of methods:
In the illustrations below, the search method is by F2 Date (unposted):
- Use F1 to search by RA #
- Use F2 to search by Date (for unposted deposits)
- Use F3 to search by Date (for posted deposits)
- Use F4 to search by Res #
- Use F5 to search by Credit card #
OPTION: _ DEPOSIT/PAYMENT SEARCH (low intensity = posted)
F1=RA # F2=Date(Unposted) F3=Date (Posted) F4=Res# F5=Cr Card#
RA/Res# Date Time Amount FOP Voucher# Type Auth# Auth Amt
1 L5035348 07-16-09 0857 SNA 1 JXM2 307.65 VI 4444*2604 P
2 L5035363 07-16-09 0925 SNA 1 JXM2 AX 3400*2026 A
3 L5035364 07-16-09 0931 SNA 1 JXM2 VI 4555*6379 A
4 **154270 07-16-09 0955 SNA 1 CWB 000088 313468784 D
5 L5035339 07-16-09 1020 SNA 1 MRGHTZ 70.69 VI *4567*6900 P
6 L5035365 07-16-09 1021 SNA 1 JXM2 VI 4111*0651 A
Press RETURN to continue, S to shift display
After pressing "S" to shift the display, additional fields are shown:
OPTION: _ DEPOSIT/PAYMENT SEARCH (low intensity = posted)
F1=RA # F2=Date(Unposted) F3=Date (Posted) F4=Res# F5=Cr Card#
RA/Res# Date Time Amount FOP Voucher# Type Auth# Auth Amt
**** (Rte,Cls/Dys)
1 L5035348 07-16-09 0857 307.65 VI 4444*2604 P 013533 508.00
2 L5035363 07-16-09 0925 AX 3400*2026 A 151163 649.00
3 L5035364 07-16-09 0931 VI 4555*6379 A 01377D 918.00
4 **154270 07-16-09 0955 000088 313468784 D K2616,C/03
5 L5035339 07-16-09 1020 70.69 VI *4567*6900 P 01313C 271.00
6 L5035365 07-16-09 1021 VI 4111*0651 A 032545 422.00
Press RETURN to continue, S to shift display
Credit cards are always masked after they are saved.
Users that are exempt from masking (a field in their User Access record controls this) can access a full credit card number if necessary by doing the following:
Access a search of the Dep/Pay File from Reservations, RA Open, RA Close, etc. Find the record, then select it from the search by entering its line number. A prompt for the username and password will appear. If the user is exempt from masking, the full credit card number and expiration date will appear in a pop-up window.
The Deposit/Payment Search can also be found in the Deposits sub-window by pressing SHIFT/F7 for the FOP SEARCH. The Dep/Pay search program will be invoked and will display the records for the RA or RES. Find the record, then select it from the search by entering its line number. A prompt for the username and password will appear. If the user is exempt from masking, the full credit card number and expiration date will appear in a pop-up window.
Refer to the chapter of the manual titled Overview - Masking Customer Data for full details in how to set up and use the masking logic in CARS+.