This program is designed for voiding RA's. Voiding a contract changes the status of the contract to that of "V". Contracts can be voided when they are in any status other than "C" (closed) such as:

• O = Open
• W = Wait
• H = Hold
• VP = Preprint
• PENDING Close = RA was attempted to be closed through a hand held device

Voiding an RA will:

1. Change the status of the RA to "V" (VOID).
2. Either cancel or re-open the reservation linked to the RA.
3. Release the vehicle on the RA.
4. Update the planning calendar to reflect one less commitment.
5. Delete the Service Code "00" record from the Vehicle History File that was written when the RA was opened.

LIMITATIONS TO VOIDING RAs

Contracts with Deposits: The field "Allow Void w/Dep" (allow void with deposit) in the Edit Miscellaneous Control Fields program controls how RAs with unrefunded deposits are treated.

• If the field in Edit Misc. is blank or set to 'Y', RAs that have unrefunded deposits can be voided.
• If the field in Edit Misc. is set to 'N', RAs that have unrefunded deposits cannot be voided. All deposits on the RA must be refunded prior to voiding the RA. (To show a refund of a deposit, enter a negative deposit in the deposit subwindow of the RA Open screen.)
• If the field in Edit Misc. is set to 'R', RAs with unrefunded deposits can be voided AND deposits on the RA will be automatically reversed. If the Res Status in Void RA is set to "R", deposits on linked reservations are also reversed.

Closed Contracts: CANNOT be voided. Therefore:

1. If the RA has not been posted, re-open the RA using the Re-Open RA program and then void it using Void RA.
2. If the RA is posted, it cannot be reopened or voided. However, the charges can be edited down to zero using the Edit Posted RA program.

Lease Contracts: Lease open RAs CANNOT be voided. Because Leases are invoiced at the start of the month, open lease contracts cannot be voided. They must be closed.

Multi-Month RAs: Multi-month RAs can be voided, but the void only affects the current opened RA, previous RAs there were closed and cloned are untouched. Because of this, when voiding an open Multi-Month rental the user is warned that the open RA is part of a multi-month transaction and will ask if the void should continue.

Miscellaneous Notes on RA voiding

To view Voided RAs, use either the RA Open program or the Edit Closed RA program.

Stall numbers cleared on Voided preprints: When a RA has been pre-printed and the vehicle was assigned to a stall number, the stall number field is cleared when the RA is voided.

To un-link a reservation to a RA: When the wrong reservation is attached to a RA, the following steps can be taken to un-link it:

• Void the RA and specify that the res. should be changed to Open status. (Field 7)
• Un-void the RA (bring it up in Edit Opening fields and re-save)
• (Use Edit Opening Fields to link the correct reservation to the correct RA.)

Note: Hertz operations can un-void a RA only if it has not been transmitted yet in EDRB. Once transmitted, it cannot be un-voided.

To access the Void RA program, type VOID (RET) at any menu "OPTION:" field or the appropriate line number on the RA Menu. The screen will then display:

OPTION: VOID RA 1. RA# Name Date out Deposit 2. RA notes Following fields apply if RA is current for vehicle 3. Vehicle status 4. Current loc 5. Parking stall 6. Lot No Following field applies if there was a reservation 7. Res status (O=open, C=cancelled, R=cancelled with refund, N=noshow) 1SAVE 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8

Enter data as follows:

1. RA#	Enter number of RA to void. EXAMPLE: Type T20264 (RET)
NAME/ DATE OUT/ DEPOSIT	After entering RA Number, the renter's name, RA open date and the current deposit total appear in these fields. Use this information to do the following: 1. Verify that the correct RA Number has been entered. 2. Determine if a refund on a deposit needs to be made prior to voiding the RA. Refunds must be made through the RA Open program, subwindow C. REFUNDS CANNOT BE MADE AFTER A RA HAS BEEN VOIDED.
2. RA NOTES	Enter up to 30 alphanumeric characters to explain why the RA is being voided. EXAMPLE: Type CUST SHARED CAR (RET)
The following three fields are only accessible if this RA is the most recent rental of the associated vehicle.
3. VEH STATUS	Enter a single alpha character to indicate the current status of the vehicle associated with this RA. The vehicle number will display to the right of this field. If your location is set up to use the Dispatch logic, you are blocked from setting the vehicle to Status "A" (available). A setting in the status record controls which users may place a vehicle into that status. Users who have been assigned a lower access level than the one required will receive the following message if they attempt to use a status that is protected: YOU DO NOT HAVE THE AUTHORITY TO PLACE A VEHICLE IN THIS STATUS. EXAMPLE: Type A (RET).
4. CURR LOC	Enter the proper code to indicate the current location of the vehicle associated with this RA. EXAMPLE: Type TUS (RET) Note: This field affects the vehicle's location only. Please see the User Tip below regarding how the closing location of the RA gets set when the RA is voided.
5. PARKING STALL	Enter up to 6 alphanumeric characters to indicate the vehicle's parking stall number. EXAMPLE: Type 24 (RET).
6. LOT NO	Enter up to 2 alphanumeric characters to indicate the vehicle's lot number. EXAMPLE: Type 12 (RET).
7. RES STATUS	This field is only accessible if the RA being voided was created from a reservation. Set the Status Code of the reservation to one of the following: O = The reservation will be re-opened for future use. C = The reservation will be cancelled. R = The reservation will be cancelled. If the field "Allow Void w/Dep" (allow void with deposit) in the Edit Miscellaneous Control Fields program is set to "R", RA deposits will be refunded and deposits on linked reservations will be refunded. N = The reservation will be marked as a no-show. EXAMPLE: Type C (RET)

User tip: If a vehicle is assigned to the reservation whose status is changed to "C" (cancelled), the vehicle field will be initialized (cleared).

The screen will then display:

OPTION: VOID RA 1. RA# T20264 Name JONES Date out 03-25-08 Deposit 2. RA notes CUST SHARED CAR Following fields apply if RA is current for vehicle 3. Vehicle status A Vehicle # 078851 4. Current loc TUS 5. Parking stall 24 6. Lot No 12 Following field applies if there was a reservation 7. Res status C (O=open, C=cancelled, R=cancelled with refund, N=noshow) 1SAVE 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8

PRESS "F1" AT "OPTION:" TO VOID THE RA.

Notes about authorizations from the RA:

When there is an authorization on the contract, the following question is asked after pressing F1:

REVERSE AUTH ON RA?

Respond as follows:

A. If the RA is going to be voided and no further action will be taken, the authorization should be reversed. Enter "Y".

B. If the RA is being voided because the wrong reservation was attached but correct credit card was used for the authorization, enter "N".

Note: To detach a reservation from the RA, reopen the reservation (Field 6: Res Status = O). Then un-void the RA (Edit Opening Fields). This will leave the authorization intact.

C. If the RA is being voided because the wrong reservation was attached and the credit card authorization was wrong, the authorization should be reversed. Enter "Y".

Notes about unrefunded deposits:

In Edit Misc Control Fields, the field "ALLOW VOID WITH/DEP" determines whether or not RAs with unrefunded deposits can be voided.

The choices for the field are:

Y (or blank) = RAs that have unrefunded deposits can be voided. With this setting, the following reminder message will display:

REMEMBER TO REFUND DEPOSIT

N = RAs that have unrefunded deposits cannot be voided. The deposit must be refunded prior to voiding the RA. With this setting, if there are unrefunded deposits and an attempt is made to void a RA with a deposit, the following message will display:

REFUND DEPOSIT BEFORE VOIDING THIS RA

R = The RA can be voided AND all RA deposits will be automatically reversed. (Deposits on linked reservations can also be reversed depending on what status is entered for the reservation.) With this setting, the following question is asked:

DEPOSIT ( xxx.xx) HAS NOT BEEN REFUNDED. OK? Y/N

Enter:

Y = Continue to void the RA

N = Terminate voiding the RA

To Un-Void an RA

To re-open a contract that was voided in error, bring up the contract using the Edit Opening Fields program. Re-save the contract with "F1".

Viewing Voided RAs

Voided RAs can be viewed in either the RA Open or Edit Closed RA program, however neither will allow any changes to be made. Use whichever program is appropriate for the details that need to be seen.

User Tip -- How the Date, Time and Location of the Voided RA Get Set:

When an RA is voided, the date and time that it was voided become its (closing) DBR date. Additionally, the closing location will be set to the "current" location of the employee who voided the RA, regardless of what the original closing location was when the RA was opened. This means that the RAs voided date and time will be used to determine on which day's DBR the void is reported. A contract voided on July 25, will report on that day's Operations and Accounting DBRs. For the Operations DBR, the void will appear on the report for the closing location on the RA. Example: An RA is opened at location LAX and is due to return to LAX. Then an employee currently logged in to location TUS voids the RA. The closing location will be changed to TUS. This RA will report on the DBRO run for location TUS and will not report on the DBRO run for LAX.

At a later date it may be necessary to determine when the RA was voided and who voided it. Use the Edit Closed RA program to access it.

Hertz Brazil: For Hertz Brazil operations, the following restrictions are placed on Voiding a RA for users whose default location has a posting company number other than 00 (zero zero):

a. Voiding a lease RAs is blocked unless the RA has been cloned at least 12 times.
b. Voiding RAs for Fleet Management vehicles is blocked unless the RA has been cloned at least 12 times.

If either of the above are attempted, the following message will display.

RA HAS NOT BEEN INVOICED FOR AT LEAST 12 MONTHS, VOIDING NOT ALLOWED

WHEN RUNNING IN RV MODE

In addition to the features described above, when running in RV mode, the following additional things will occur when voic=ding an RA:

• The reservation will by default be re-opened.
• The vehicle involved in the rental will have it's odometer reset to the value it had before this contract was opened.
• The RA can be printed.

Note: When a reservation is used to preprint a RA, the Reservation’s status remains “O” (open) until the preprint is opened.(The RA is in the VOID-P status until it is opened.)

If the RA is still in the VOID –P status when the Noshow program is run for the pickup date of the reservation, the reservation is marked as a Noshow (status changed to “N”) and the Status of the RA is changed from VOID-P to VOID.