1. TAX RATE

The rate for the Sales Tax or PST that is in effect on the contract will display in this field. This field is not editable.

2. TAX CODE

If this rental is not subject to the normal sales tax defined for this location, enter an alternate Tax Code. This code must be previously defined in the Edit Tax Code File. A pop-up window (using Shift-F7) will display available choices for this field.

To make a rental non-taxable, enter a Tax Code that is set up without a tax rate.

Note: Tax codes can be attached to Vehicle Model Codes. When this is the case, the appropriate Tax Code will display here once the vehicle has been entered in Field 13a of the Main window.

Tax codes can be entered on customer records. Either the renter's or the bill-to party's customer record may be flagged as non-taxable. In this case, the tax code from the customer record will display here.

User tip: If a Direct-Bill customer which has a tax code specified on the customer record is removed from the RA, the associated tax code will not be automatically removed. It must be manually removed using this field.

EXAMPLE: Type NTX (RET)

3. TAX ID

If this is a sales tax exempt rental (that is, the Tax Code entered in the previous field has a zero tax percent rate), enter the renter's tax exempt number.

Direct bill customer records can be defined as exempt from federal tax. In this case, the tax exempt number from the direct bill customer record will be automatically loaded into this field.

EXAMPLE: Type 1234567890 (RET)

User tip: The system can be configured to validate that the Tax ID number entered is unique for this customer. If the number exists on another customer record, the following message will display:

A CUSTOMER WITH THIS ID IS ALREADY ON FILE, USE THEM? Y/N

Enter:

Y = the customer record with that Tax ID number will be brought to the screen.

N = The data entered in this field will be removed.

To configure your system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "UNQTAXID".

4. MISC

Use this field to add any miscellaneous charges, such as cigarette burns, clean-up, minor damage, extra set of keys, etc. These charges are not known at the time of opening the RA, but can be added here while it is open. They can also be added on the RA Close screen through the E subwindow.

Press Shift/F5 to bring up the Option Pop-up Window. Only those charges that were defined as "miscellaneous" type charges will appear. It is common to set up these types of charges with editable rates as the charge may vary from RA to RA. Select the miscellaneous item that is appropriate and enter the corresponding charge. (More than one Miscellaneous item may be selected.)

User tip: Quantity is not allowed in the Misc. Items pop-up window. To apply a multiple of a miscellaneous charge, edit the rate.

User tip: Sometimes a Misc. charge is added to a RA and at a later time the rate needs to be edited. A subsequent edit will not reflect immediately in the subwindow, but it will be reflected on the estimate and when the RA is saved.

An example of the OptionPop-up Window with only Miscellaneous type charges is shown below.

Select optional charge items                           
C=Charge  *=No charge                                
 Option     C/*       Rate     Calc    Qty  Deductible 
 KEYS        *                 /ITM                    
 CLEAN UP    *                 /ITM                    
 TICKET      *                 /ITM                    
 DAMAGE      *                 /ITM                    
 OFF ROAD    *                 /ITM                    
 PARKING     *                 /ITM                    
 MISCELL     *                 /ITM                    
                                                       
 Press Return Here to Accept Changes [ ]               
                                                       
     (Down arrow for more Options)

5. REIMB

Enter an amount to give a credit to the customer for out of pocket expenses such as replacing the fan belt, fixing a flat, adding oil, etc. This amount will reduce the total owed by the customer and will be included in the Less Dep/Reimb subtotal on the Main Window of the RA Close screen. (Like Misc. Charges, these credits are not known at the time of opening the RA, but can be added here while the RA is open. Or they can be given on the RA Close screen.)

EXAMPLE: Type 7.50

User tip: A field in the Edit User Access File record can be used to block the user from giving a reimbursement. When the block is in place, the cursor will skip over this field.

User tip: This field is not accessible for operations set up in RV mode.

If codes have been set up in Edit Reimbursement Codes, enter an appropriate General Ledger account for the reimbursement. Or press Shift/F7 to bring up a list of the Reimbursement Account numbers on file.

After pressing RETURN, the system will identify the account with a brief description.

EXAMPLE: Type 4640 (RET)

The system will then display something like this: 4640PARTS

If Reimbursement Codes are not set up, enter a brief description (up to a 15-characters).

EXAMPLE: Type WIPER BLADES (RET)

User tip: Reimbursements are treated as Deposit/Payment records and are always attached to the opening location regardless of whether the reimbursement is added from the RA Open screen or the RA Close screen. Unlike Customer Service Adjustments that can be entered on the Closing screen which adjust the revenue, Reimbursements are viewed as payments and reduce the amount the customer owes. They do not reduce the rental revenue on the RA.

FIELDS 7- 11

Options that are defined as taxes will appear in Field 6 - 10. Examples of these charges are Canada's GST, Ontario's Tax for Fuel Conservation, and state surcharges. The rate for these charges cannot be edited. Only those users who have been given authorization to delete “taxes” in the User Access File can remove these charges by using the "F3" key in the appropriate field.

When a tax type option is removed, a prompt for a tax exempt number appears on the screen.

In order to delete a mandatory option, two conditions must be met: The Optional Item cannot be flagged as one where removal is blocked, and only those users who have been given authorization to delete “mandatory options” in the User Access File can remove these charges by using the "F3" key in the appropriate field.

User tip: Note that when a mandatory option is removed before the initial saving of a RA, the removal is logged in the RA Log File.

CAUTION: Once a mandatory option has been removed from a contract, it cannot be added back to it manually. To have the mandatory taxes and option reapply, bring up the RA in Edit Opening Fields. Change the pickup location in the G Subwindow, then change it back to the correct location. The mandatory charges should reapply to the RA.

FIELDS 12 - 16

All automatic options other than those defined as taxes will appear in Fields 11 -15. Examples of these charges are underage driver fee, additional driver fee, and airport concession fee. The rate for these charges cannot be edited.

Some automatic option may be defined with a maximum number of days that it can be charged on a RA. If the RA is for a time period longer than the maximum days, the charge may or may not apply to the RA depending upon how the option is set up in the control file.

Only those users who have been given authorization to delete mandatory charges in the User Access File can remove these charges by using the "F3" key in the appropriate field.

CAUTION: Once a mandatory option has been removed from a contract, it cannot be added back to it. Remove mandatory taxes and option charges with care!

17. VLF RATE

On page 3 of the Edit Location File record, a field allows a Vehicle License Fee to be set up so that it will be charged on every RA opened at the location without setting it up as an Option Code. If you have taken advantage of that field, the per day Rate displays here.

(This field has no relationship to the Option Code "VLFEE" as described in the Edit Optional Charge Codes chapter of this manual. Furthermore, it has no dependence upon the Prepaid Fees field in the Vehicle Inventory File.)