I. Characteristics of individual data fields that are unique for Hertz users. Fields on the RA Close screen that act in a unique manner for Hertz users
II. Documents that adjust the Time and Mileage subtotal.
III. Documents that appear as payments at the time of Close.
IV. Forms of Payment and Special Documents/Vouchers
V. Negative Balance RAs
VI. Hand held Close
VIIl. RAs not eligible for transmission to OKC
It is assumed that you have read and understood the material presented in the Hertz Addendum to the RA Open chapter.
I. UNIQUE HERTZ CHARACTERISTICS
A. Field 2 DISCOUNT
For Hertz users, discounts can only be added on the Reservations or the RA Open screen (percent or amount).Discount amounts can be removed on the Closing screen, but cannot be added.
B. OPTIONS SUBWINDOW
Hertz Canada corporate and Hertz Brazil users cannot edit the quantity for an option.
C. OTHER CHARGES SUBWINDOW; Field 1b RETURN LOCATION
Press Shift/F7 to invoke a search of the foreign location records. In the example below, the location number "218411" has been entered using the "F2 Full Numeric" search:
| Numeric#: 218411 FOREIGN LOCATION SEARCH F1=ALPHANUMERIC F2=FULL NUMERIC Alphanumeric: Full Numeric: Owning Area: Customer #: Phone: Fax: |
Upon pressing (RET), the location information for Albuquerque is displayed showing the CARS+ Customer number.
| OPTION: _ FOREIGN LOCATION SEARCH F1=ALPHANUMERIC F2=FULL NUMERIC Alphanumeric: NMABQ11 Full Numeric: 0218411 Owning Area: 02199 Customer #: NABQ11 ALBUQUERQUE INT'L 3400 UNIVERSITY SE ALBUQUERQUE, NM, 87106 US Phone: 505-842-4235 Fax: |
Press (RET) to load the Customer Number into the field.
D. One-Day Surcharge
Hertz has an agreement with IBM that on rentals of 1 day or less that begin on a peak day of the week(Tues - Thurs) a surcharge can be added to the daily rate. The application (or removal) of the surcharge is handled through a Privilege Code which must be set up in the Edit Privilege Codes program. When the Code is referenced by the CDPID# on the transaction, the surcharge amount increases the Daily and Hourly rates; it not a separate charge.
When setting up the Privilege Code, a selection must be made as to when to apply the surcharge to transactions. They possible choices are:
1. Walk up rental only
2. Walk up rentals, rentals from location reservations, and any rental where the rental dates don't match the reserved dates.
3. All rentals
(The following discussion applies to those operations not running in Seamless mode.)
When choice 1 or 2 is selected:
The one-day surcharge is added to the daily and hourly rates on IBM rentals of 1 day or less when the rental is created as a walk up or from a locally made reservation.
When choice 3 is selected, in addition to the above:
On reservations of 1 day or less made through OKC, the daily rate has already been increased to include the surcharge. As long as the rental concludes as a one-day (or less) rental, no further action is needed.:
However, for reservations that are for longer than one day, and the vehicle is returned early and thus creates a one-day rental, the one-day surcharge is added to the reservation daily rate.
And, for reservations that are for one day (and have the surcharge included in the daily rate), and the renter extends and thus creates a multiple day rental, the rate from the reservation (which already included the surcharge) is ignoredand the CDPID number is used to load the corporate rate from the CARS+ Rate file.
E. City Surcharge
The application of a city surcharge is handled through a Privilege Code which must be set up in the Edit Privilege Codes program. Like the One-Day surcharge outlined above, the starting days of the week and a rental length must be defined. When the Code is referenced by the CDPID# on the transaction, the surcharge amount increases the daily, weekly, monthly, and hourly rates; it not a separate charge.
F. Grace Period for Platinum Rentals
The standard grace period for platinum rentals is 4 hours and applies to all charges. However, a field in the Edit Miscellaneous File (Grace Time Start date) can be used to enter a date on which an alternate grace period calculation goes into effect. The alternate calculation continues to give a 4 hr. grace period on time, miles, and upsell charges. However, all other charges on the RA are subject to the grace period on the Rates/Rules record. This means that for a platinum rental of 1 day and 3 hours, the Time would be charge at 1 day. Options such as LDW or child seats would be charged for 1 day and extra hours or 2 days -- depending on the grace minutes entered on the Rate/Rules record.
G. Hertz Australia rules:
1. Dep/Pay records using the FOP’s “CRQ” and “CRF” must have a negative amount.
2. Access to the “Change back” field is blocked.
3. RA’s can have only one cash payment record (FOP’s “CSH”, “CRQ”, or “CRF”).
4. On one-way rentals, the question concerning which cash drawer is used will not be asked.Instead when the FOP is a “C” type, the return location and drawer are used. Otherwise, the renting location and drawer are used.
5. If the renting location is a corporate location and a deposit on the RA is for an amount greater than the charges, a credit for the credit card is not automatically created in the D subwindow. Additionally, the user is not allowed to enter a negative payment using the deposit’s FOP code.
H. Length of Rental
If the elapsed days are more than 99, the following message displays and the RA cannot be closed:
RENTAL CANNOT BE MORE THAN 99 DAYS IN LENGTH; BREAK IT INTO SMALLER SEGMENTS.
I. DBR Date
In keeping with data rules and requirements imposed by OKC, the Cloing DBR Date of a contract cannot be changed once the RA has been saved.
II. DOCUMENTS THAT ADJUST THE TIME AND MILEAGE SUBTOTAL.
A flag in the Location record determines if Promo and Frequent Flier coupons entered through the Special Documents subwindow are deducted from Time and Mileage before or after tax is calculated. If after tax, the Promo and Frequent Flier coupons are shown as payments in the Payment Subwindow of RA Close. If before tax, these types of documents will adjust the Time and Mileage subtotal:
A. Promo coupons and Frequent Flier coupons.
The value of these items appear as an adjustment (negative entry) in the Time and Mileage Subwindow as illustrated below.
| OPTION: ____________ RA CLOSE #00042097 1 Miles/Fuel/Chg 27821/6/6.50 5 Empl/Drw MIKE/1 Total T&M 143.52 6 Notes * Total Non-T&M 79.50 FOP AX 555 666666 44444 2 Discount * 3 Tax/Surcharge 7.34 A-T&M Charges name: SMITH Subtotal-1 230.36 B-Coverage Chgs date: 01-12-91 Less Dep/Reimb * C-Other Charges odom: 27240 Less Payment 230.36 D-Payments veh#: 014095 4 Change Back * E-Dates & Misc. Balance * F-RA Open N-Notes OPTION: __ TIME & MILEAGE CHARGES Page 1 Elapsed: hrs: 0:12 dys: 4 wks: mo: 0 miles: 581 free:400 Class C Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METRO 09-06 4/42.95 */215.00 */800.00 */35.00 */11.00 171.80 2 MILE 181/.120 */* */* */* */* 21.72 3 PROMO */50.00 */* */* */* */* -50.00 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
Promo and Frequent Flier Coupons reduce the total Time and Mileage charges and are shown on a separate line as "PROMO". The field "Promo" cannot be accessed by the cursor. Errors that appear in this field must be corrected using the methods outlined in the Hertz Addendum to the RA Open chapter.
B. Tour Vouchers(GHOST RA'S)
Unlike promo coupons and frequent flier coupons, the deduction for the value of a tour voucher is not shown in the A subwindow (nor on the RA Print Program.) Only those charges for which the driver/renter is responsible are shown on the closing screen. The value of a tour voucher is invisible to the driver/renter.
A field in the User Access record controls whether or not the rental agent can display the detail of the tour voucher charges by pressing Shift/F5 when the cursor is at the Main "OPTION" field. Included items are unbundled using the Option Pricing Code rates associated with the Net Rate. An example of detailed voucher charges is shown below:
ITTEST THERMEON TEST
DAYS : 7 $210.00
CVG2 : $35.00
LDW : $105.00
TAX : $35.00
TOTAL : $385.00
III. DOCUMENTS THAT APPEAR AS PAYMENTS AT THE TIME OF CLOSE.
The following special documents appear as partial or complete payments on the Payment Subwindow:
Hertz Rental Certificates
Miscellaneous Charge Orders
Full Value and Stated Value Vouchers
Tour Vouchers
One-Trip-Travel-Orders
A Stated Value Voucher will appear as follows:
| OPTION: ____________ RA CLOSE #00042097 1 Miles/Fuel/Chg 27821/6/6.50 5 Empl/Drw MIKE/1 Total T&M 193.52 6 Notes * Total Non-T&M 79.50 FOP AX 341111597241002 03-10 2 Discount * 3 Tax/Surcharge 7.34 A-T&M Charges name: SMITH Subtotal-1 280.36 B-Coverage Chgs date: 01-12-06 Less Dep/Reimb * C-Other Charges odom: 27240 Less Payment 280.36 D-Payments veh#: 014095 4 Change Back * E-Dates & Misc. Balance * F-RA Open N-Notes OPTION: __ PAYMENTS Amount/FOP/#/Exp Auth#/Amt/PmtDate/Time/Drw Curr Code/Frgn Amt/Exchg Rate/FrgnExchng? 1 250.00/SVV/123456/* 2 */*/*/*/* 3 */*/*/* 4 30.36/AX/341111597241002/03-10 5 7678/31/*/*/* 6 */*/*/* 7 */*/*/*/* 8 */*/*/*/* |
As with Promo Coupons, these special payment entries cannot be corrected from the RA Close screen.Corrections must be made through the methods described in the RA Open - Hertz Addendum.
The system will not allow the value of a special payment record to be greater than the total charges.If a SVV's value is greater than the total charges, the system automatically writes a balancing negative payment using FOP Code "VCHR". As an example, if the value of the Stated Value Voucher on the RA illustrated above was $300.00, the Payment Subwindow would display:
| OPTION: __ PAYMENTS Amount/FOP/#/Exp Auth#/Amt/PmtDate/Time/Drw Curr Code/Frgn Amt/Exchg Rate/FrgnExchng? 1 300.00/SVV/123456/* 2 */*/*/*/* 3 */*/*/* 4 -19.64/VCHR/VOUCHER OVER CREDIT/* 5 */*/*/*/* 6 */*/*/* 7 */*/*/*/* 8 */*/*/*/* |
When a deposit has been taken on a RA and there is a SVV as well, the SVV is applied to the rental charges first. Then the deposit is applied if needed. Any excess deposit is refunded to the customer. This logic is illustrated below showing that the customer is receiving a refund on a deposit of $100.
| OPTION: ____________ RA CLOSE #00042097 1 Miles/Fuel/Chg 27821/6/6.50 5 Empl/Drw MIKE/1 Total T&M 193.52 6 Notes * Total Non-T&M 79.50 FOP AX 341111597241002 2 Discount * 3 Tax/Surcharge 7.34 A-T&M Charges name: SMITH Subtotal-1 280.36 B-Coverage Chgs date: 01-12-06 Less Dep/Reimb 100.00 C-Other Charges odom: 27240 Less Payment 180.36 D-Payments veh#: 014095 4 Change Back * E-Dates & Misc. Balance * F-RA Open N-Notes OPTION: __ PAYMENTS Amount/FOP/#/Exp Auth#/Amt/PmtDate/Time/Drw Curr Code/Frgn Amt/Exchg Rate/FrgnExchng? 1 250.00/SVV/123456/* 2 */*/*/*/* 3 */*/*/* 4 -69.64/AX/341111597241002/03-10 5 7678/31/*/*/* 6 */*/*/* 7 */*/*/*/* 8 */*/*/*/* |
Notes about OTTOs: An OTTO applied to a RA while it is open will automatically apply at the time of Close. If you need to apply the OTTO after the RA is closed, it can be entered directly in the D subwindow (Payments subwindow) using the Edit Closed RA program.
Notes about editing closed or posted RAs.When Hertz special documents (SVV, FVV, OTTO) are recalculated, a cancellation record is written and a new record with the new value is written as it is for other FOPs.
IV. FORMS OF PAYMENT & AND SPECIAL DOCUMENTS/ VOUCHERS
Due
to the way data is received via the EDBR program, Hertz OKC imposes rules on
taking multiple Forms of Payment on a RA. In general, only one Hertz billable party can be entered on a RA
(meaning Hertz OKC is responsible for clearing the payment.)
User tip: An exception to this rule for corporate locations, is when the field "Multi CC" in the Hertz Control Record is set to allow the use of more than 1 credit card for deposits at Open and for payments at Close.
With the exception, it is not permitted to enter a HCC (Hertz Credit Card) and an AMX (American Express) where both will be collected by OKC. On the other hand, however, if the AMX is collected locally, that is permitted. Likewise, entering Cash and a HCC is permitted.
Your system can be configured to allow the following FOP's on the same RA:
SVV voucher and a single credit card that will be cleared by OKC
Tour voucher and a single credit card that will be cleared by OKC
To have your system configure for this, ask Thermeon's Customer Support Dept to set up GVT record "2HTZFOP".
Multiple FOP combinations that are NOT allowed are:
Multiple credit cards cleared through OKC
A FVV and an OKC cleared credit card
An OTTO and an OKC cleared credit card
A SVV and atour voucher.
For Hertz Australia: When a negative payment is added to a RA with a cash-like FOP, no other cash-like FOP can be manually entered, either positive or negative. (Note that this check is also made at the F1 save before the automatic adjustment is done for small amount receivables.)
For Hertz Australia: Two credits cards with the same FOP are not allowed a RA.
V. NEGATIVE BALANCE RA'S
For Hertz Australia, RAs cannot be saved if the RA balance is less than zero (meaning a refund is owed to a customer.)If an attempt is made to save a RA with a negative balance, the following message will display:
RA CANNOT BE CLOSED WITH A NEGATIVE BALANCE DUE
and the saving process will be terminated.
VI. HAND HELD CLOSE
The HHT can be configured to load the RA to the screen by scanning the Hertz vehicle bar code sticker. Since this bar code contains both the owning city and vehicle number, the HHT must be configured to extract only the vehicle number from the bar code data. (The owning area number is represented by the first 5 characters, and the unit number and check digit are the last 7 characters.) This is done by editing the Terminal Record for the HHT. Field 2 of the Terminal Record (Terminal Type) must be set to TEKLOGIX2. Please refer to the chapter Edit Terminal Records for more information on editing this record. This change will cause the vehicle unit number field to accept 12 characters. The program will then examine the last seven characters and search the RA file for open RAs with that vehicle number. The screen will display as follows:
| OPTION: ______________ 1 Lic#: * 2 Veh#: * 3 RA#: * Name: 4 Odo: * 5 Fuel: */* FOP: F1 F3 F4 |
NOTES:
VII. RAs NOT ELIGIBLE FOR TRANSMISSION
There are several conditions that cause a RA to have date "EARLIEST"
entered in its "Transmit Dates" field and, thus, prevent it from being
tramistted. If the problem was the cause of a set up error, the set up can
be corrected. Then use the program QRAGAR to re-queue the RA for
transmission. If set up was not the problem and the RA must be
submitted to OKC, it must be submitted manually by sending in a printed
copy of the RA.