User tip: For those users who use the currency conversion programs for rates, enter fuel rates in your local currency.
NOTE: Fuel Rates can also be edited using the programs:
Edit Prepaid Fuel
Edit Close Fuel
Fuel charges can be handled in a variety of ways in CARS+:
1. Fuel Purchase Option (also referred to as Prepaid Fuel or PrePurchase Option):
Under this method, the customer purchases the tank of fuel in the vehicle at the time of opening the contract. The vehicle can be returned with any level of fuel in it, even nearly empty, and there is no further fuel charge. The field below labeled "PrePurchase Price" refers to this option. Note, within Fuel Purchase Option, CARS+ has two different logics: regular FPO and Alternate FPO. Alternate FPO is turned on via a field in the Location record. See the chapter on Edit Locations for a full description of this alternate logic.
2. Fuel at Close:
If the customer does not refill the tank just before returning the vehicle, a refueling charge is made when closing the RA. The field below labeled "Close Price" refers to this option. If the customer fills the tank prior to return, no fuel charge is applied under this method.
3. Fuel Surcharge
An Option Code can be set up that charges an automatic flat fee for refueling the vehicle when the Fuel Purchase Option is not taken, and the vehicle is returned less than full. This surcharge is applied in addition to the Fuel at Close charge.
4. Option 2 or Alternative Fuel Option:
Under this method, a flat fee is set up (using the OPT2 field below) along with a mileage/ kilometer limit. For any RA where the Fuel Purchase Option is not accepted, the flat fee will be automatically added to the contract at the time of Open. If the customer stays under the distance limit and doesn't refill the tank, the flat fee will be charged for fuel at Close. If the customer goes over the mileage/km limit and doesn't refill the tank, then the refueling rate (Fuel at Close) applies to the RA. Regardless of the distance driven, if the customer fills the tank prior to return, no fuel charge is applied.
5. The Fuel Purchase Option can be included in the rate.
This works just as if the customer had chosen the Fuel Purchase Option except that there is not a separate charge for it.
User tip: It is not necessary to use all methods for fuel charges. It is up to the rental operation whether or not the Fuel Purchase Option and/or the Option 2/Alternative Fuel Option are offered.
6. The Fuel Purchase Option can be a daily rate (insurance replacement rentals only).
To offer the fuel as a daily rate, the "FUEL" option must be designated in the Edit Optional Items file as being available for only insurance replacement RAs. Additionally, in the Edit Optional Rates file the rate must be defined as a daily rate. Lastly, Thermeon’s Customer Support Dept. must set up GVT record D-FUEL. The system will charge the lesser of the daily rate or the full tank of prepaid fuel, whichever is less.
User tip: A fuel pop-up window is available on the Open screen to quote the rates for the Fuel Purchase Option and the Refuel rate at Close. If you would like to user the fuel pop-up window, ask Thermeon's Customer Support Dept. to set up GVT record "FSCFPO" for your operation.
To access the Edit Fuel Rate program, type EDITFUEL (RET) at any menu "OPTION:" field or the appropriate line number on the Fuel Control Files menu. The screen will then display:
| OPTION: __ EDIT FUEL RATES 1 Location 2 Fuel Type 3 Priv Code 4 Effective Date 5 Term Date 6 PrePurchase Price 7 Close Price 8 OPT2 Price 9 OPT2 KM 10 Top Off Fee 11 Ask Top Off Fee 12 Top Off Miles 13 Close Srchg 14 EV Min Pct 15 EV Min Opt 16 EV Grace Pct 17 FPO Option 18 Close Option 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. LOCATION # |
Enter up to 6 alphanumeric characters to indicate a rental location or a location code that represents a region. (A region code is a non-renting location representing a number of locations within a geographical region.) EXAMPLE: Type LAX (RET). User tip: By setting up "region" location records and entering a fuel record for the "region", the fuel rate can be easily changed for all locations in the region by editing the region's record rather than having to change the rate for each individual location. |
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2. FUEL TYPE |
Enter a single letter code representing the fuel type, such as "G" for Gas. The following letters have special meanings in CARS+ and should not be used in this file:
Example: Type G_((RET). User tip: When a Location or region is entered in field 1 and the fuel type in field 2, the current record in effect is automatically displayed. NOTE: Fuel Type does have another impact on rental agreements. On Rental agreements involving units with Fuel Type = "N", vehicle exchanges can only be made to other units with fuel type "N". This restriction does not apply to electric cars. They can be exchanged to and from gasoline powered vehicles. User Tip: When fuel type "E" is used for Electric Vehicles, there is a feature in Edit Locations that defines what the battery level reading should reflect at RA Open. |
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3. PRIV CODE |
Unique fuel rates can be set up for corporate accounts which override the "normal" charge. If the fuel rate you are entering is for a corporate account, enter the Privilege Code here. Otherwise, skip this field. EXAMPLE: Press (RET). |
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4. EFFECTIVE DATE |
Indicate the date on which this fuel rate should go into effect. EXAMPLE: Type06-19-08 (RET) For instructions when editing existing records, please refer to the NOTE at the end of this chapter. |
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5. TERM DATE (termination date) |
If applicable , indicate the date on which this fuel rate should terminate. User tip: In order to convert from fuel rate records for individual locations to records for a location region, enter a termination date on the current fuel record for the locations. If there is no current record for the location, the first region record in the location's hierarchy will be used. |
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6. PRE-PURCHASE PRICE |
Enter the price per gallon/liter to be used as part of the Prepaid Fuel option on the Open RA screen. If a renter chooses to prepay for a full tank of fuel at open, the tank capacity of the renting vehicle is multiplied by this rate to arrive at the Prepaid Fuel charge. If you elect to offer this option, enter the price per gallon (or liter) to be used. For those users who use the currency conversion programs for rates, please note that fuel rates should be entered in your native currency. If you choose not to offer the prepaid fuel option, leave this field blank. Once blank, if a rental agent mistakenly offers the prepaid fuel option at open, a warning message will display indicating that the option is not available. EXAMPLE: Type 4.25 (RET) Changing the Pre-Purchase Fuel Price: The pre-purchase fuel price may be changed at any time without creating a new record with a new effective date. This is because the pre-purchase price in effect at the time the contract was opened is stored in the RA record. Therefore, the price can change several times a day if desired and no previously opened contracts will be affected. User tip: There are two fields in the Location file which act as logic checks. One specifies a minimum amount for the fuel rate. If the rate entered is less than the minimum specified in the Location record, it will not be allowed and the following message will display:
The other logic check involves a percent that represents the maximum amount that a fuel price (for all fuel types) can change. If the fuel rate entered represents a change from the current price (either increase or decrease) of more than the percent specified in the Location record, it will not be allowed and the following message will display:
User Tip: There is a feature in Edit Misc Control Fields (Page 8) that would require that ONLY a full tank of fuel will be offered for Pre-Purchase. NO partial tanks will be allowed. This also can be defined by location in Edit Locations. User Tip: There is a feature in Edit Misc Control Fields (Page 7) that defines how PPF is handled on vehicle exchanges. |
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7. CLOSE PRICE |
Enter the price per gallon/liter to be used by the automatic fuel calculation program when RAs are closed or exchanged. The automatic fuel calculation is turned on in the Edit Locations File and is invoked when the customer does not pre-purchase fuel and returns the vehicle with less fuel than it had when rented. This often referred to as the "refueling rate". For Electric Cars ("E" in Field 2) enter the price per KWHr that you charge for the difference between the check-out and check-in battery level. For those users who use the currency conversion programs for rates, please note that fuel rates should be entered in your native currency. EXAMPLE: Type 4.50 (RET) |
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8. OPT2 PRICE |
This offers an alternative to the Fuel Purchase Option and the Refueling at Close charge. Under this method, a flat fee is entered in this field along with a mileage/ kilometer limit in the next field. If the customer drives under the distance limit and doesn't refill the tank, the flat fee is charged for fuel. If the customer goes over the mileage/km limit and doesn't refill the tank, then the refueling rate (Fuel at Close) applies to the RA. Regardless of the distance driven if the customer fills the tank prior to return, no fuel charge is applied. To use this method, enter a flat fee amount to be charged for fuel if the customer drives under the distance limit specified in the next field and doesn't fill the fuel tank prior to return. EXAMPLE: Type 10.00 (RET) |
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9. OPT2 KM |
This field references the one above regarding the alternative method for fuel charges. Enter the mileage/kilometer limit. EXAMPLE: Type50 (RET) |
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10. TOP OFF FEE |
Prior to return, some customers fill the fuel tank on the vehicle a few miles away from the return location. Thus, the fuel gauge reads "Full", but in reality, the tank is not quite full. When the vehicle is prepped for the next rental and the fuel is topped off, it may accept a minimal amount of fuel. Use this field to set up a flat fee referred to as a "top-off" fee. Note that the next field, Ask Top Off Fee, works in conjunction with this field and controls whether the top off fee is automatically applied or if a prompt appears asking if it should be applied. User tip: The top off fee can also be applied according to the distance driven. See the field "Top Off Miles" below. RAs meeting the following criteria are NOT subject to the top-off logic :
If the customer filled the vehicle within a close proximity to the rental location, the top-off fee can be removed just as any other fuel charge can be. To use the top-off fee logic, enter a flat rate to be applied as a top-off fuel charge. EXAMPLE: Type 2.00 (RET) User tip: There are fields in the Location File and in Edit Misc. that turn on a mandatory FPO and credit for the fuel in the vehicle at return. If that is turned on and the vehicle is returned with the same level of fuel as it had at Open, the top-off fee will not apply. User tip: Because the Top Off Fee is set up in the Fuel record, the fee posts to the Fuel revenue account and will be included in the "Fuel" section of the various revenue reports such as the Accounting DBR and the Revenue Analysis Report. |
| 11. ASK TOP OFF FEE |
This field works in conjunction with the one above and controls whether or not the top-off fee is applied automatically or if a prompt appears asking if it should be applied. Enter: Y = When the fuel level at Close is the same as it was at Open, the following question appears on the RA Close screen:
(where xx is the fee entered in this field.) If a "Y" is entered, the top off fee is applied to the RA. This includes RAs where prepaid fuel was accepted; the top-off fee replaces the prepaid fuel charge. N (or blank) = When the fuel level at Close is the same as it was at Open, the top off fee is automatically applied to the RA.This includes RAs where prepaid fuel was accepted; the top-off fee replaces the prepaid fuel charge. Note: If your system is configured to allow the manual removal of the prepaid fuel charge and you have done so, the following question will be displayed:
EXAMPLE: Type Y (RET) |
| 12. TOP OFF MILES |
This field is used to apply a top off fee based on miles driven. If the vehicle is driven less the number of miles entered here and the fuel level at Close is the same as it was at Open, the top off fee will be applied. The fee is applied automatically if the above field (Ask Top Off Fee) is set to 'N'. If that field is set to 'Y', the question is asked. To use this logic, enter the amount of miles. EXAMPLE: TYPE 30 (RET) |
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13. CLOSE SRCHG |
When the fuel purchase option is not taken and the vehicle is returned with less than a full tank, a fuel surcharge can be assessed. This is a flat fee that is applied to the RA in addition to the refueling cost. The rate for the fuel surcharge is set up in the Option Rates file, and it must be defined as a “dependently applied” option. To assess a fuel surcharge, enter up to 5 characters representing the fuel surcharge Option Code in this field. EXAMPLE: Type FSC (RET) User tip: Remember than Option Charges can be applied to RAs only if the RA’s opening date is equal to or later than the effective date on the Option Rate record. Therefore, you may need to back date the effective date of the Fuel Surcharge Option. For example, assume that you want to begin charging the Fuel Surcharge (FSC) effective July 1. If the Option Rate is set up with an effective date of July 1, only those RAs that open July 1 or later will have the surcharge added. Those that opened before July 1 will not be subject to the Fuel Surcharge. User tip: Once the Fuel Surcharge option is entered on a fuel record, it remains in effect on subsequent records (even if not entered.) It is then controlled by the effective and expiration dates in the Option record. |
| 14. EV Min Pct |
This field is used for fuel type "E" for Electric Vehicles to elect to add a penalty surcharge if the vehicle is returned at or below the minimum battery percent listed here. Enter 2 numbers that represent this minimum percent level to charge the penalty loaded in the following field. This can be helpful for facilities that do not offer a charging station on site. The percentage set here should reflect the reasonable allowance to the vehicle to the nearest charging facility. EXAMPLE: TYPE 15 (RET) |
| 15. EV Min Opt |
Enter up to 5 alphanumeric characters that represents the Option Code that was created for this one time penalty surcharge to apply to the rental agreement if the vehicle returns with a battery level below the minimum percent entered in the previous field. This option will be added to the RA at RA CLOSE if the vehicle is returned below the EV Min Pct that was entered in the previous field in addition to any charges set to recharge the battery. This option code entered here must have been previously recorded in the Edit Optional Items and Edit Option Rates features. EXAMPLE: TYPE EVCHG(RET) |
| 16. EV Grace Pct |
This field can be used to allow a grace period before the renter is charge the one time flat fee option entered below "Close Option". Enter the grace percentage allowed before the Flat Fee Option applies in Field 18. Example: If 10% is listed here and the vehicle goes out at 90%, the flat fee option will not apply to the RA at close unless the battery level was below 80%. EXAMPLE: TYPE 10(RET) |
| 17. FPO Option |
Enter up to 5 alphanumeric characters that represents the Option Code that represents the prepaid electric charge cost. This works similar to the pre purchased fuel. Enter the FPO option code created for this FPO option here. This fee will apply at RA Open. The option code entered here must have been previously recorded in the Edit Optional Items and Edit Option Rates features. EXAMPLE: TYPE EVFPO(RET) |
| 18. Close Option |
Enter up to 5 alphanumeric characters that represents the Option Code created for the one time penalty flat fee to apply to the rental agreement if the vehicle returns with a battery level below the level at the time of rental. This option fee will be added to the RA at RA CLOSE if the vehicle is returned below the level at the time of rental. User Tip: If you elect to allow a free grace percentage, you can enter the amount allowed in the above field "EV Grace Period". The option code entered here must have been previously recorded in the Edit Optional Items and Edit Option Rates features. EXAMPLE: TYPE EVFLT (RET) |
The screen will then display:
| OPTION: __ EDIT FUEL RATES 1 Location # LAX 2 Fuel Type G 3 Priv Code 4 Effective Date 06-19-11 6 PrePurchase Price 4.25 7 Close Price 4.50 8 OPT2 Price 10.00 9 OPT2 KM 50 10 Top Off Fee 2.00 11 Ask Top Off Fee 12 Top Off Miles 13 Close Surcharge FSC 14 EV Min Pct 15 EV Min Opt 16 EV Grace Pct 17 FPO Option 18 Close Option 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION" TO SAVE.
Below is an example of a Fuel Rate set up for Diesel:
| OPTION: __ EDIT FUEL RATES 1 Location # LAX 2 Fuel Type D 3 Priv Code 4 Effective Date 06-19-11 5 Term Date 6 PrePurchase Price 5.00 7 Close Price 6.00 8 OPT2 Price 9 OPT2 KM 10 Top Off Fee 11 Ask Top Off Fee 12 Top off Miles 13 Close Surcharge 14 EV Min Pct 15 EV Min Opt 16 EV Grace Pct 17 FPO Option 18 Close Option 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8 |
Below is an example of a Fuel Rate for a corporate privilege code set to go into effect July. 1, 2011.
| OPTION: __ EDIT FUEL RATES 1 Location # LAX 2 Fuel Type G 3 Priv Code C1 4 Effective Date 07-01-11 5 Term date 6 PrePurchase Price 4.25 7 Close Price 4.25 8 OPT2 Price 9 OPT2 KM 10 Top Off Fee 11 Ask Top Off Fee 12 Top Off Miles 13 Close Surcharge FSC 14 EV Min Pct 15 EV Min Opt 16 EV Grace Percent 17 FPO Option 18 Close Option 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8 |
Changing the Close Fuel Price
Fuel prices on existing records cannot be edited. In order to change the rate, a record
with a new effective date must be created. This record can also be back dated to a prior or past date.