Two Reports in One:
Through the use of the "Select D/M" and "Difference Between" parameters, you can produce a report that either highlights:
- Edits that were made to the system generated fuel charge (Difference Between = 1), thus this becomes a Fuel Charge EDIT Report
- Difference between the fuel charge on the RA and the cost to actually refill the tank after the rental (Difference Between = 2), thus this is a Fuel Charge AUDIT Report
User tip: For those operations using the net tour logic (also referred to as ghost tour logic), tour vouchers may include the Fuel Purchase Option (FPO) in the rate. For accounting purposes, a control file is configured to extract a certain value for the included FPO when the RA is posted to the accounting records. Because the amount allocated to FPO is hidden when looking at the RA on the screen and on the Operations DBR, it is not reported on the Fuel Charge Audit Report.
User tip: Default values can be set up for Fields 7 - 15. If this is desired, ask Thermeon Customer Support to set up GVT record "GASAUDDF".
To access the Fuel Charge Audit Report, type FUEL(RET) at any menu "OPTION:"field or the appropriate line number on the Fuel Audit Reports Sub-Menu of the Daily Audit Reports sub-menu of the Daily Procedures Menu. The screen will then display:
| OPTION: __ FUEL CHARGE AUDIT REPORT 1 Start DBR Date 02-19-09 2 Start DBR Time 0000 3 End DBR Date 02-19-09 4 End DBR Time 2359 5 Location ALL 6 Employee ALL 7 Zero Fuel Charges 1 (1=Only, 2=Exclude, 3=Include) 8 Unposted Only? Y 9 Fuel Card RAs 3 (1=Only, 2=Exclude, 3=Include) 10 Sort Order V (V=Vehicle #, L=License, R=RA#) 11 Print/Display P Printer: prtspool 12 Select Column D/M M D=Diff, M=$/mi 13 Include Non-rev? N 14 Prepaid Fuel 3 (1=All, 2=Full, 3=Half, 4=Exclude, 5=Include) 15 Difference Between?1 (1=Calculated charge,2=fuel pumped) 16 Difference Greater 17 Exclude Negative Values Y 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. START DBR DATE |
Using the selected date format, enter the starting DBR date of the RAs to be reported. Press RET to default to today's date. EXAMPLE: Press (RET) |
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2. START DBR TIME |
Using the selected time format, enter the starting DBR time. Press RET to default to midnight. EXAMPLE: Press (RET) |
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3. END DBR DATE |
Using the selected date format, enter the ending DBR date of the RAs to be reported. Press RET to default to today's date. EXAMPLE: Press (RET) |
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4. END DBR TIME |
Using the selected time format, enter the ending DBR time. Press RET to default to one minute before midnight. EXAMPLE: Press (RET) |
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5. LOCATION |
Enter up to 6 alphanumeric characters to indicate the RA's Closing Location. Note that one-way rentals will be reported under the closing location since they are responsible for refueling the vehicle. Enter: 1.Up to 6 alphanumeric characters to select a single return location. 2.A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+". 3.Press RETURN to default to ALL locations. Note: The user's access may limit the locations for this report can be run. If access is restricted and an attempt is made to enter a location or location group which is outside the allowed parameters, the following message will be displayed at the bottom of the screen and the selection will be ignored: RESTRICTED REPORT LOCATION
EXAMPLE: Type TUS (RET) |
| 6. EMPLOYEE |
To limit the report to a single closing employee, enter up to 6 alphanumeric characters representing their usercode. EXAMPLE: Type MMBG (RET) |
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7. ZERO FUEL CHARGES |
Enter the appropriate number to select which type of RAs will be included in the report. 1 =List only those RAs with no fuel charge 2 =List only those RAs that have a fuel charge.Exclude RAs with no fuel charge. 3 =Include all RAs regardless of whether or not they have a fuel charge. EXAMPLE:Type 3 (RET) |
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8. UNPOSTED ONLY |
Enter one of the following: Y = Only RAs that are NOT posted will be reported. N = All RAs regardless of their posting status will be reported. EXAMPLE:Type Y (RET) |
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9. FUEL CARD RAs |
For those rental operations that issue fuel charge cards on certain rentals, enter: 1 = Only those RAs with fuel cards assigned will be reported. 2 = All RAs except those with fuel cards assigned will be reported. 3 = All RAs regardless of whether or not a fuel card is assigned will be reported. EXAMPLE:Type 3 (RET) Note: Running the report for Fuel Cards only (response "1") causes the Fuel Card number to print on the report. In order to make room for the Fuel Card number, certain other data must be removed from the report. Data removed from the report are the Closing data/time, the DBR Date, the EDRB transmit date, and the Posted flag. |
| 10. SORT ORDER |
Enter: V = Sort the data by vehicle number L = Sort the data by the license plate number R = Sort the data by the RA number EXAMPLE: Press (RET) |
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11. PRINT/ |
Enter: P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers. D = Display this report on your screen. See the General Data Entry Instructions Chapter on how to control the screen display. EXAMPLE:Type D (RET) |
| 12. SELECT COLUMN D/M |
Select which of the following 2 columns should be on the report: D = Difference column (refer to the Difference Between and Greater Difference fields below). M = $/ Mi - Refueling per gallon price divided by the estimated MPG in the Vehicle Inventory record. EXAMPLE: Type M (RET) |
| 13. INCLUDE NON-REV? |
This field is used to specify whether or not Non-Rev tickets should be included in the report. Enter: Y = Yes, include Non-Rev Tickets. N = No, don't include Non-Rev Tickets; the report should be of RAs only. EXAMPLE:Type Y (RET |
| 14. PREPAID FUEL |
Enter: 1 = Limit the report to only those RAs with prepaid fuel (any positive flag value)* 2 = Limit the report to only those RAs with a prepaid fuel flag of "Y" (full tank)*. 3 = Limit the report to only those RAs with a prepaid fuel flag of "H" (half tank). 4 = Exclude from the report those RAs with a prepaid fuel flag of "Y" (full tank)* or "H" (half tank). 5 = Report all ALL RAs both those with and without prepaid fuel. EXAMPLE: Type 3 (RET) * RAs that opened with pre-paid fuel requested (the flag was set to "Y") but at close due to the low number of miles driven the charge was calculated based on the elapsed miles (the flag changed to lower case 'y") are not included. |
| 15. DIFFERENCE BETWEEN? |
This field is accessible only if "Difference" is chosen in the Select D/M field above. Enter: 1 = show the difference between the Fuel Charge and the calculated charge (Original Charge) 2 = show the difference between the Fuel Charge and the charge for the number of liters/gallons entered when the vehicle was washed. (Liters/gallons entered from the Car Wash history record, Service Code 96, immediately after the closing date/time of the RA. The number of liters/gallons entered on the car wash record is multiplied by the close fuel price in effect at the time. The resulting value is shown in the column "Fuel Pumped". EXAMPLE: Type 1 (RET) |
| 16. DIFFERENCE GREATER | This field is accessible only if "Difference" is chosen in the Select
D/M field above. It can be used to limit the report to only those RAs
with a calculated difference greater than the number entered. EXAMPLE: Type 2 (RET) |
| 17. EXCLUDE NEGATIVE VALUES |
If at the time of close, the renter overpaid for a fueling charge once it is compared to the actual fuel pumped in, that over payment will appear on this report as a negative number. Enter:EXAMPLE: Type Y (RET) |
The screen will then display:
| OPTION: __ FUEL CHARGE AUDIT REPORT 1 Start DBR Date 02-19-09 2 Start DBR Time 0000 3 End DBR Date 02-19-09 4 End DBR Time 2359 5 Location TUS 6 Employee MMBG 7 Zero Fuel Charges 3 (1=Only, 2=Exclude, 3=Include) 8 Unposted Only? Y 9 Fuel Card RAs 3 (1=Only, 2=Exclude, 3=Include) 10 Sort Order V 11 Print/Display D Printer: prtspool 12 Select Column D/M M D=Diff, M=$/mi 13 Include Non-rev? Y 14 Prepaid Fuel 3 (1=All, 2=Full, 3=Half, 4=Exclude, 5=Include) 15 Difference Between?1 (1=Calculated charge,2=fuel pumped) 16 Difference Greater 2 17 Exclude Negative Values Y 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION" TO BEGIN PRINTING.
User tip: Fuel charges can be generated from Prepaid Fuel sales at Open, from assessing a refueling charge at the time of Exchange, or from assessing a fuel charge at Close. The Revenue Analysis Report and the Fuel Charge Audit Report can be used to determine how much revenue is derived from each method.
Exchanges:
When sorted by RA #, each exchange is listed on a separate line under the row pertaining to the closing data for the RA.
One-way rentals:
When one-way rentals are involved, the following should be noted:
Notes about the report:
Most columns in the Fuel Charge Audit Report are self-explanatory. Those that are not are listed here:
Ppd - Indicates whether or not Prepaid Fuel was accepted:
P = Full tank prepaid fuel
H = half tank prepaid fuel
C = Fuel Card
D = Daily charge
L = Level in the tank (refueling charge applied at Close if the level in the tank at Close is less than it was at Open)
M = Distance traveled (Miles/Kms)
N = none of the above; no fuel charge
Fuel Chg - This is the current fuel charge on the RA.
Orig Chg - If the charge is not edited, zero appears in this column. If the charge was manually edited, this column shows the original fuel charge as calculated by CARS+ on the Close screen. (The current manually entered charge is shown in the "Fuel Chg" column.)
Difference - is either the difference between the original charge and the edited charge (Difference Between = "1") or the difference between the charge on the RA and the cost to refuel the vehicle entered through Car Wash Entry (Difference Between = "2").
$/ Mi - Refueling per gallon price divided by the estimated MPG in the Vehicle Inventory record
Srchg – Fuel Surcharge
Mi Tot - Total miles elapsed on the RA