CHAPTER 9
RESERVATION INTERFACE - BUDGET RENT A CARThis chapter gives instructions for using the CARS + interface to receive
reservations from the Budget Rent-A-Car Reservation Network via MCI.
Simply stated, reservations sent over MCI by the Reservation Center to the
rental location are accepted by the computer and placed in a file. This
data is then merged into the CARS + Reservation file along with all
other reservations. A report of the data received and its disposition is automatically generated so that a complete audit trail is maintained.
Before you can activate the Reservation Interface, you must make certain
preparations and become familiar with a few operating instructions. If
you ordered the reservation interface as part of your new CARS +
installation, some of the following items may have been included with
your system. Please check with your sales representative if you have
questions.
I. SETUP
A. Telephone Company.
A dedicated standard voice-grade telephone line must be
installed near the computer. This line will be used by Mci for
transmission of reservations to your office. To prevent unwanted outside calls from coming in on this line, the telephone number should be
unlisted.
"Dedicated" means that the phone line will be used ONLY to receive reservations.
B. Hardware Required.
A Bell 212A compatible modem must be connected to the above telephone line as indicated in the modem instruction manual. A cable
then connects the modem to one of your computer ports.
An optional backup printer can be installed that receives
reservations in the event the computer is not operational. This requires equipment to disconnect the computer and connect the printer. A printer used in this manner must support the "answerback" request which is sent by MCI (this identifies you to MCI ). You must program your own
"answerback" code into the printer. Thermeon will provide this equipment if desired.
C. Computer Operating System Setup.
Thermeon will modify the necessary files and configure the
port which is connected to your reservation modem. This will be
accomplished through your customer support modem. Be prepared to provide the port you plan to use for the reservation modem and the "answerback" code.
D. CARS+ Setup.
1. Security Menu Access
a. Using the "Select Items for Menus" program, create a
new Menu Type using
the name RESINT. On the second page grant RESINT
access to the
RESMENU and the Reservation Interface program. You should
assign this
menu a Menu Type Number so that only a limited number of
users can make
changes.
b. Using the "Edit User Access File" program, create a new record as follows:
Employee: RESINTPassword: RZMRG9Menu Type: RESINT
Create Bill-to: N
Work File Path:
RW Initials: RW
Company ID: 00 (or appropriate number)
RW Password:
Fleet access page 2 N
Allow bad cust N
Allow rate edit N
2. Edit Terminal Records.
Enter the "Edit Terminal Records" program. The terminal
record for the reservation port must be set up as a "VDT". In addition,
enter into Field 4, "CARS+ report printer", the device name or print
spooler to be used by the interface program. Unless you dedicate a
printer exclusively for reservation interface, you should ALWAYS make
use of a print spooler.
3. Edit Miscellaneous Control Fields.
Field 24, "Print res int rejects only", controls output to the printer defined in Step 3 above. The possible choices are:
N = All transmissions from the Res Center will print on the Reservation Merge Report.
Y = Reservations that are accepted by CARS+ will not print on the Reservation Merge Report. The records that will print are:
a. Reservations that are rejected by CARS +.
b. Reservations that are accepted but whose pickup date is the same
as the current system date.
c. Notes and bulletins from the Res Center.
d. Batch summary data for each batch of reservations received.
4. Class, Location, FOP and Rate Codes
The following codes in your data files MUST MATCH the codes used by the Budget Reservation Center:
a. Class Codes.
Class Codes must be the four character IATA codes used by the travel industry. Examples are:
Economy car, automatic/air = ECAR
Luxury car, automatic/air = LCAR
Mini-van, automatic/air = MVAR
Economy car, manual/no air = ECMN
b. Location Codes.
All location codes, both owned and foreign, must match the three character codes used by the Budget Reservation Center.
c. Rate Codes
The Budget Reservation Center does not send rate rules
data normally used in the CARS+ Rate screen, such as weekend controls,
charge for grace, calendar day calculation, etc. Therefore, the merge
program will attempt to validate the rate code sent (rat) against your
Rate File. If a match is found, your data will be used to fill out
missing fields. The validation sequence proceeds as follows:
(1) The program first looks for a record in your Rate
File with a Rate Code that
matches the Rate Code (rat) sent, such as 01, LN, etc. If a matching Rate
Code is found,
i. Your Rules record is referenced in the reservation.
ii. Your local prices are loaded.
iii. Then, any rates (daily, weekly, etc.) sent from the Res Center are overlaid over your rates.
For example, a 4 day reservation for a ECAR using the LN rate would load as follows:
i. Your LN rules that will be effective as of the pickup date are used.
ii. Your rates for an ECAR are loaded into the reservation. This
includes the hourly, daily, weekly, extra day, etc. prices.
iii. The daily rate sent from the reservation center (on a 4 day
reservation, only a daily rate is sent) is overlaid and replaces your
local daily rate.
Note: Overlaying will not change in the
reservation Rate Code to the word "EDIT". But if you manually edit the
rates, you will be required to change the Rate Code to "EDIT".
(2) If the Rate Code (field RAT) does not correspond to any active Rate Code on
file in the receiving system, the following
check is made before data is
merged:
If the first two character position of the Rate Category field
(rca) are "02", the reservation is assumed to be for a weekend period. The merge program will then look for a Rate Rules record with the code
"?WKND". This record is the template rules record for how all unknown
weekend rates should be handled by CARS+ .
If the first two characters are any other codes, the reservation is assumed to be for some other rental period and the merge program
will use the template "?DAY".
As a result, two special rate codes need to be defined within CARS + , the daily and weekend templates.
i. Daily Template. The Daily Template should have the following:
(a). A Rules record which covers the general way most rates should be calculated. The weekend controls should be turned off.
(b). Rate records on the second page for all classes of vehicles. The Daily
rate entered here should be the rate you normally use on walk-up
rentals, also create the corresponding hourly rate. No other prices need to be defined.
ii. Weekend Template. The Weekend Template should have the following:
(a). A Rules record which covers the general way most weekend rates should be calculated.
(b). Rate records on the second page for all classes of vehicles. The Daily
rate entered here should be the rate you normally use on walk-up
rentals, also create the corresponding hourly rate. In addition, enter
the same daily rate in the Weekend rate field.
E. Budget Reservation Center Setup.
Call Budget Res Center, technical support, and request that
reservations be sent in via MCI. Be sure to give the Res Center all of
your rental Location Codes that are to receive reservations. These codes MUST match the Location Codes in your CARS+ Control File.
II. Operations.
All activities are automatic when the interface is operating. That is,
reservations are automatically received from MCI and then automatically
merged into your Reservation File. A printout of reservations received
can be generated as each batch is processed.
The Communication InterfaceMCI calls your modem and transmits data only when your modem answers the
incoming call and sends a valid "answerback" code. Your modem will not
answer the call if electrical power is off or if the computer is not up
and running. In this case, the reservation center will be made aware
that reservations are not getting through. After solving the problem,
have Budget retransmit the missing data.
The DataThe transmission sent by the Budget Reservation Center is formatted into
fields with a three
character field name and divided from each other
with the characters "V" A sample ^ /
reservation as printed by
the Reservation Merge program looks like this:
The table below describes the fields for line 8.
/ACTCR\/CNF00013360GB4\/NAMBONINI,RAY\/PULORD\/CTOORDAP\/CHNBR\/PUD06JXJN95\
/0900\/DOLORD\/CTIORDAP\/DOD12JUN9^f/0900\/CARD\/VTPSCAR\/RTIP\/RAT0l\/RAPA
AO342\/BCDD100600\/FLTAA0000\/DLCUSTL5502213241546\/CMPUSIDAE3714224413O500
7\/CCE0796\/MOPAE\/lNSNNNN\/FLDC\/RMK\/EXPY\/MRAY\/RTSD\/RCA06000000\/MNPlD
\/RTH14.00\/RTD41.00\/RTW225.00\/RTM740.00\/AGT00760\/FTNAD\/J714422\/TXD05
JUN950843\ |
The correspondence between Budget and CARS+
data fields is outlined on the following pages. Fields preceded with an
asterisk "*" are either required or validated against data in your
files. If Budget sends a reservation without valid data in one or more
of these data fields, the merge program may reject the reservation.
Data from a reservation is written into the following two CARS+ files:
Reservation File - Fields receiving data are shown on the Correspondence Chart by
the name you see on the Reservation display screen.
Notes File - This file is used for information that does not correspond to
CARS+ data fields in the Reservation file. Data of this sort is indicated on
the Correspondence Chart by the phrase "Notes File".
Note: In switching to the new reservation format, Budget is also switching to some new codes. For example, all location codes will change from 5 to 3 characters and Vehicle Class Codes will change to a single alpha
character. The final switch over to the new codes will not take place
until 1996. In the mean time both the old and new codes will be sent
with all reservations. This version of REZMRG9 will ignore the new codes and make use of the codes you are used to using.
BUDGET TO CARS+ CORRESPONDENCE CHART
Budget Data Field CARS+ Data Field Comment
act Action code RES STATUS Budget Status codes are
CR = create new res
MR = modification
XL = cancellation
cnf Confirmation# CONF#
nam Name LAST/FIRST NAME
pul ---
cti Ctyro Pick-up City P-U LOC
chn Chain ---
pud Pick-up Date & Time P-U DATE/TIME
dol Drop off location ---
cto Drop off location RET LOC
dod Drop off date & time RET DATE/TIME
car Car Group ---
vtf SIPP Vehicle type VEH/RATE CLASS
rti Rate Indicator ---
rat Rate Code RATE CODE
rap Rapid Action Number OTHER ID
bcd Corp Acct # CORP ID
flt Flight info AIRLINE/FLIGHT#
dlc Drivers License ---
dle DL Expire Date ---
cmp Company Name ---
ad1 Street Address ---
ad3 City State Zip ---
cid Credit Card info FOP #
cce CC Expire Date FOP EXP
mop Method of Payment ---
sor Source Code VENDOR #
con Local Contact LOCAL CONTACT
ins Insurance indicators NOTES These indicators appear
in the Notes field right
after the *|* pipe symbol.
rsp LDW responsibility ---
fld Free LDW Indicators ---
cpn Coupon Code NOTES These oodes also appear
in the Notes field after
the pipe symbol.
eqp Special Equipment DESIRED OPTIONS
rmk Remarks ---
bdt Booking Date ---
stn Booking Station ---
bcy Booking City ---
dod Date of Birth ---
cur Currency ---
exe Executive Action NOTES If the field contains a "Y",
an "E" is placed at the
beginning of the reservation
notes field before the "|",
pipe symbol.
app Applicant Status ---
exp Express Idicator NOTES If the field contains a "Y",
an "X" is placed at the
beginning of the reservation
notes field before the "|",
pipe symbol.
mra Master Renter NOTES If the field contains a "Y",
an "M" is placed at the
beginning of the reservation
notes field before the "|",
pipe symbol.
gin Guaranteed Rate ---
rts Rate Structure --- See the notes on the three
basic rate structures that
Budget uses.
rin Inclusive Indicator ---
rca Rate Categories --- If "02" is in the first two
character positions, this
rentalis a weekend rental.
mnp Minimum Period ---
For Fields "rth" thru "fm6" see the rate notes on Rate Structures that follow this
chart.
owf One Way Fee DROP CHARGE
dpc Discount Percent DISCOUNT
mil Per Mile Charge --- This along with the field
"fmd" are used to find a
Mileage Cap record.
pre Prepay Indicator ---
gua Guaranteed Res NOTES If the field contains a "Y",
a "G" is placed at the
beginning of the reservation
notes field before the "|",
pipe symbol.
agt Booking Agent ---
ftn Frequent Trav # FREQ TVLR# Not used.
_________________________________________________________________________________
BUDGET RATE STRUCTURES
The Budget reservation system handles three basic types of rates. These
types are called "Rate Structures" and are identified by a code in the
field "rts". The three rate structure codes and their meanings are:
D = Daily Structure. This is a rate made up of
prices for daily, weekly, monthly, etc. periods of time. The daily
structure corresponds to the normal way rates are handled in CARS +.
The rates for reservations of this type are recorded in the rate fields of
the reservation. See the chart below for the match between the Budget
data and the CARS + field.
P = Period Structure. This is a rate made up of a single price for a defined period of days. An example would be $99.00 for 3 days. The period structure can be loosely
correlate with the CARS + period rate logic.
The reason this
structure is only loosely correlate to the CARS + period logic is
because in CARS + the number of days that are within the period cannot
vary on a rate. The days within the period are set with the rate rules
record which if changed, effect all other reservations and open
contracts which reference that rate. The Budget period structure
reservations are sent with the number of period days which may not match that of your local rules record. As a result, the prices for a period
reservation are recorded in the Notes record for the reservation not in
the reservation rates fields.
C = Cumulative Structure.
This is a rate made up of a different daily price for each of the first 6 days of the rental. This structure does not correspond to any existing
CARS+ rate logic.
Because there is no comparable rate logic to
cumulative rates in CARS +, the prices for a cumulative reservation are
recorded in the Notes record for the reservation not in the reservation
rates fields.
CORRESPONDENCE CHART FOR DAILY STRUCTURE RATE FIELDSBudget Field CARS+ Data Field
rth HOURLY RATE
rtd DAILY RATE
rtw WEEKLY RATE
rtm MONTHLY RATE
rad EXTRA DAY RATE
If the rate is a period structure rate, the following fields are written to a Notes record which is attached to the reservation:
mnp = Minimum period requirement
rth = Rate per hour
rtm = The monthly rate field carries the period price
fmd = Free miles per day
mil = Per mile charge
If the rate is a cumulative structure rate, the following fields are
written to a Notes record which is attached to the reservation:
rth = Rate per hour
rtd = Rate for day 1
rt2 = Rate for day 2
rt3 = Rate for day 3
rt4 = Rate for day 4
rt5 = Rate for day 5
rt6 = Rate for day 6
rtw = Weekly rate
rtm = Monthly rate
rad = Extra day rate
fmd = Free miles for day 1
fmd = Free miles for day 2
fmd = Free miles for day 3
fmd = Free miles for day 4
fmd = Free miles for day 5
fmd = Free miles for day 6
Receive Program
The receive program captures and stores data, and initiates other
processing. This program should not be terminated while a transmission
is in progress because one or more lines of data may be lost. Also data just received will not be processed.
With each transmission a
temporary batch file is created. When the receive program senses that
transmission is completed (indicated by a 1 minute pause), the merge
program is called to process the batch. The receive program is suspended until this is completed. Data which arrives while the receive program
is suspended is buffered and held under control of the operating system. The receive program adds a "date stamp" line at the start of each
batch.
Merge Program and Report
The merge
program adds, modifies, or cancels reservations, vendors and customers
as requested, and prints a report of all activity. The program executes
as if it were a CARS + employee on the same port as the modem and thus
requires a CARS + terminal record with an employee name of "RESINT" and a password of "RZMRG9".
The printed report shows data as received
along with notes to explain what kind of updates were made to the
database and to indicate invalid or modified data fields. At the end of
the report is a summary of the number of reservations in the batch, the
number rejected, added, modified, and cancelled as well as the number of vendors (new travel agencies) added. This summary prints for each batch even if you have set your system to print rejects only.
For each rejected reservation, the report gives 2 types of information.
1. Actual data received.
2. Error messages and comments concerning individual data fields, including the previous value of modified data.
Reservation Error Messages
There are two kinds of errors that result in the rejection of a reservation. The first is missing or invalid data. Error messages of this type
appear on the line where the error occurs.
As an example:
/ACTCR\/CNF00013360GB4\/NAMBONINI,RAY\/PULORX\/CTOORXAP\/CHNBR\/PUD06JUN95\
/0900\/DOLORD\/CTIORDAP\/DOD12JUN95\/0900\/CARD\/VTPSCAR\/RTIP\/FJVT0l\/RAPA
A0342\/BCDD10060 0\/FLTAAO000\/DLCUSIL5502213241546\/CMPUSIDAE37142244130500
7\/CCE0796\/MOPAE\/lNSNNNN\/FLDC\/RMK\/EXPY\/MRAY\/RTSD\/RCA06000000\/MNPlD
\/RTH14.00\/RTD41.00\/RTW225.00\/RTM740.00\/AGT00760\/FTNAD\/J714422\/TXD05
JUN95/0843\
INVALID PICKUP LOC ORXAP
***PRESERVATION REJECTED*** |
This reservation was rejected because the
return location code on Line 1 could not be validated against the
location codes in the Location or Customer File. In this case, the
required location code should be created and the reservation manually
entered into the Reservation File.
The second type of error
involves reservations previously received. These error messages appear
before the first line of reservation data. Possible error messages are:
1) ** DUPLICATE RES ** This new reservation has the same confirmation number as an existing reservation.
2) ** RES NOT OPEN ** A modify or cancel is received but the matching reservation's status is not open.
3) ** RES NOT ON FILE ** A modify or cancel is received but no matching reservation is found.
The following is an example of a rejection due to a duplication;
/ACTCR\/CNF0 0 013 36 0GB4\/NAMBONINI, RAY\/PULORD\/CTOORDAP\/CHNBR\/PUD06 JUN95\
/0900\/DOLORD\/CTIORDAP\/DOD12JUN95\/0900\/CARD\/VTPSCAR\/RTIP\/RAT01\/RAPA
A0342\/BCDD1006 00\/FLTAAOOOO\/DLCUSIL5502213241546\/CMPUSIDAE37142244130500
7\/CCE0796\/MOPAE\/lNSNNNN\/FLDC\/RMK\/EXPY\/MRAY\/RTSD\/RCA06000000\/MNPlD
\/RTH14.00\/RTD41.00\/RTW225.00\/RTM740.00\/AGT00760\/FTNAD\/J714422\/TXD05
JUN95/0843\
**DUPLICATE RES**
*PRESERVATION REJECTED*** |
The last line of each reservation will contain one of the following messages:
1) **PRESERVATION REJECTED** occurs when there is an error as mentioned above.
2) **NO CHANGES FOUND** occurs when a modification is received but no
changes are detected between the data received and the data already on
file. However, the CARS+ modification date is updated.
For modify and new-but-already-on-file reservations, each field in the
transmitted data is compared against the previous value in the CARS+
database. When a difference is detected, the message CHANGED (or similar words) is printed along with the previous value. Note that
new-but-already-on-file reservations are still rejected even though the
changed field comparisons are printed. Changed field comparisons are
not printed for cancellations.
IF Vehicle return time is not
provided by Budget, CARS + assumes return time is the same as pickup
time. If a modify is received with a changed pickup time, the return
time will be changed to the pickup time if and only if the pickup and
return times in CARS -I- are the same before the change is made. This
allows for manual edits to be made to the return time without risk of
being undone automatically by subsequent modification requests.
At the end of the report is a summary of the batch. This summary will
print even if you have set your system to print rejects only. The
following is a sample summary.
TOTAL RECEIVED: 6
REJECTED: 1
ADDED: 3
MODIFIED: 1
CANCELLED: 1
NEW VENDORS: 2
-- End of report -- |
From this, the following is known:
1. This batch contained 6 records of which 1 was rejected, 3 new
reservations were saved, 1 existing reservation was modified and 1 was
cancelled. If your system was set to print only rejects, then just the
one rejection would have printed in detail in the body of the report.
2. In the process of merging these reservations, the system created two new Travel Agent Records in the Vendor file.
Notes on Usage and System RequirementsWhen reservations are rejected due to invalid data, it is suggested that you enter the information manually via the Reservation Update program. When a number of reservations are rejected, you should ask Budget to
retransmit them. There is no harm to receiving reservations already
accepted because CARS+ will automatically reject duplicates.
The
entire reservation interface process (receive and merge programs) will
require about the same amount of memory as one active user.