A section on each of the above functions follows.
ENTERING MANUALLY WRITTEN RAs
When vehicles are checked-out manually (hand written RAs), RA information must be entered into the computer after the fact. Manually written RAs may result from the following situations:
The Batch RA Open program is used to enter manually written RAs and related additional deposits. Manually written RAs should have RA numbers assigned from a special pool of available numbers. It can be helpful when the number series clearly indicates the RA was manually prepared.
The basic difference between the on-line and batch programs are as follows:
| Batch RA Open | On Line Open |
|
| Drawer Number | Must be entered in the Main Window NOTE: When in RV Mode: Automatically supplied and cannot be changed |
Automatically supplied and cannot be changed |
| Opening Date/Time |
Must be entered in the G Subwindow. The date will default to the current day and may be edited to any date in the past. Future dates are allowed only when a special GVT Record, BCHAHEAD, is set up. Please contact Thermeon Customer Support for this purpose. The time field defaults to "blank" and is freely editable to any time of day, excluding a future time if the opening date is today. The same GVT mentioned above will allow a user to batch open an RA with a check-out time still in the future. This GVT can be set up to just allow the time to be advanced or to allow both the date and time to be set into the future. |
Automatically supplied and cannot be changed |
| DBR Date/Time |
The date will default to the current date. A field in the User Access File, Restrict DBR Date, controls whether the user may change the DBR date. If changes are allowed, the date can only be changed to an earlier date. Future dates are not allowed under any circumstances. The time field defaults to the current time and is freely editable to any time of day, including a future time. |
Current date/time automatically supplied and cannot be changed |
| Logic checks |
RAs opened through the batch program do not have to pass some of the logic checks that are imposed when trying to save an RA using the On Line RA Open program. Therefore, contracts that are batch opened do not display typical "on-line" warning messages. | All logic checks apply |
| Deposit Subwindow |
Date and time assigned to the deposit transaction can be edited. | Current date/time automatically supplied and cannot be changed |
The system can be configured to have a pop-up window automatically appear during the saving process. The pop-up window provides 2 lines for data entry. Each line allows for 55 characters of data to be entered for an explanation as to why the Batch program was used rather than the On-line program. This explanation, which is required, will print on the Batched RAs Report.
Batch entries can be made at any time without conflicting with current on-line operations. The batch program will not update the last RA used field in the Vehicle Inventory record if this field has been updated with a more recent check-out date and time. Updates to current odometer, date, parking location and vehicle status also follow this rule.
The Batch RA Open program CANNOT be used to edit the Open and DBR dates/times on RAs that were opened through the on-line program. Instead, the Edit Opening Fields program must be used to edit these fields.
User tip: When “limited access” logic is set up for certain users, this is one of the programs affected. Refer to the chapter of the manual titled Overview - Limited Access (in the Special CARS+ Features section) for details.
Grounded vehicles: Typically, the grounding date/odometer fields in the Vehicle Inventory record are ignored when entering a vehicle using the Batch RA Open program. (If the vehicle was already rented, the system needs to accept that unit number on the RA.) In some operations, however, management wants to block users from using a grounded vehicle on a Batch Opened RA. To have the system configured in this manner, contact Thermeon's Customer Support Dept. and ask that GVT record BCHGRND be set up. This will block vehicles that have reached their grounding date/odometer from being selected on Batch RA Open and Edit Opening Fields.
To access this program: To access the Batch RA Open program, type BCHOPEN (RET) at any menu "OPTION:" field or the appropriate line number from the RA menu. The screen will display exactly as the on-line RA Open program. Use the chapter on RA Open (on-line), for a detailed description of all windows and data fields. The fields that behave differently on the Batch Open screen are as follows:
MAIN WINDOW
|
16a. EMPL |
Enter the Employee Code, a slash (/), and the appropriate Drawer Number. FIELD 16a EXAMPLE: Type MMG (/) NOTE: When in RV Mode: The drawer number is automatically supplied and cannot be changed. |
The following message may display:
THIS DRAWER CANNOT BE USED WITH LOCATION xxx
(where "xxx" is the closing Location.
This message is part of the firewall logic that is enforced when there are multiple posting companies set up. The drawer number entered does not belong to the opening location.
DEPOSIT SUBWINDOW
The Batch Open program allows the date and time the deposit was received to be entered.
| 2 c & d: PMT DATE/TIME |
Using the selected date format, enter the date and time to assign to this deposit. The deposits will appear on the DBRs, Cash Receipts and Drawer Balance Reports based on this date and time. As a general rule, deposit dates cannot be dated earlier than the Open DBR Date. However, the system can be configured by the Customer Support Dept. so that the deposit can be back dated to the Open Date. If this field is left blank, the current system date and time is used. |
DATES & MISCELL. SUBWINDOW
For Data Groups 1 and 2 of the "G" Subwindow, enter data as follows:
| 1a. OPEN DATE 1b. TIME 1c. LOC |
The default value for this field is the current date and the terminal's default location. The time is blank. These fields must be completed in order for rates to be selected and loaded to the A Subwindow. Edit these fields so that they represent the contract's actual check-out date, time and location. By default, only dates in the past are allowed. If the ability to enter a date in the future is required, please contact the Thermeon Customer Service Department and request that GVT record BCHAHEAD be set up. The time is freely editable to any time of day except for times into the future unless the same GVT mentioned above has been set up. Note: For ease of data entry, change the default location and drawer number to that of the location whose RAs are to be entered. (Use Change Default Location and Change Default Drawer or change both in Change User Environment.) FIELD 1a. EXAMPLE: Type 052508 (/).FIELD 1b. EXAMPLE: Type 1100A (/). FIELD 1c. EXAMPLE: Type TUS (RET) User tip: If the RA number is automatically assigned, it will be taken from the "Next RA Number" field of the location entered here in field 1c. |
| 2a. DBR DATE |
If this field is inaccessible it will be set to the current system date. If it is accessible, using the selected date format, enter the DBR date to assign to the RA. Generally, this should be the date that the data entry is being done. Press RET to default to today's date. Only the current date or dates in the past are allowed. If the user remains on this screen after the RA is saved, the last date entered will remain on the screen when entering the next RA. EXAMPLE: Type 052508 (RET)User tip: The DBR Date determines the date this RA will be reported in the "RAs Opened" section of the Operations DBR. If a date is entered for which the DBRO has already been run, then unless the report is run again, the RA will be missed. |
| 2b. DBR TIME |
The time field defaults to the current time and is freely editable to any time of day, including a future time. EXAMPLE: Type 1143A (RET) |
Saving Rental Agreement Data
When all data is correct, press "F1" to save the information into the RA File.
DO AUTO RA ASSIGNMENT?
Y = YES. The system will automatically assign the next available rental agreement number.
For control of manually prepared RAs, some operations prefer to use a separate number range for RAs entered through Batch RA Open. A series of fields in the Location record provide the ability to define 2 ranges of RA numbers that can be used for Batch RAs. The number assigned will come from one of the following:
- The first manual number range on page 5 of the Location record if available.
- If not available, the number will come from the second manual number range on page 5 of the Location record.
- If there is no number available from either range, the number will come from the regular RA number range defined on page 1 of the Location record.
Because Batch RA Open is used to enter manually written RAs, usually the answer is "N" so that the number from the hand written form can be entered.
N = NO. The system will not automatically assign a RA number. The following prompt then appears at the bottom of the screen to allow the entry a RA number, which can be up to 8 alphanumeric characters.
RA #
In another configuration of the system, the assignment of RA numbers by the system is not allowed so the "DO AUTO RA ASSIGNMENT" question is not asked. Therefore, the user is forced to enter the RA number. The RA number entered must come from the range numbers defined in the batch RA number ranges defined in the Location record.
If the system is so configured, a pop-up window will appear automatically during the saving process. Two lines of 55 characters each are provided so that the user can enter an explanation as to why the Batch program was used rather than the On-line program. This explanation, which is required, will print on the Batched RAs Report. (The pop-up window is not invoked when completing a pre-printed RA in Batch Open.)
User Tip: A field in the Edit Miscellaneous Control Files is used to control whether or not this feature is in force.
If the RA opening date/time is equal to or older than the vehicle's current status date/time, the following message will display during the saving process:
IS THIS VEHICLE CURRENTLY ON RENT WITH THIS RA?
Answer as follows:
Y = Yes. As a result, the vehicle's current data fields will be updated from the RA being batch opened.
N = No. The vehicle's current data fields will not be updated from the RA being batch opened.
CREATING A PREPRINTED RA
Under certain circumstances, such as a large group of arriving tour rentals, it is often advantageous to preprint rentals agreements. If a reservation exists, the preprint can be done from either the on-line RA Open or Batch Open screens.
However, when there is no reservation, there still may be a need to preprint an RA such as when delivering a vehicle to a customer on an insurance replacement rental. The ability to preprint a contract in this situation is controlled by a flag in the Location File for the opening location. If preprints are allowed for rentals without a reservation, the Batch Open screen must be used.
Fill in any data fields for which there is information. The following fields are required:
"G" Subwindow:
Field #1 Opening date and time. (This will be adjusted later when the preprinted RA is converted to an Open RA.)
Main Window:
Field #1 Name
Field #2 Address
Field #3 City/State/Zip
Field #11 Return Date & Time
Field # 13 c & d Rate and Class
Save the RA by pressing the F4 key. The RA will be assigned status "Void-P". By using the F4 key instead of F1, the system will not check for required data fields. As a result, fields such as driver's license, data of birth, etc., may be left blank until the preprinted RA is converted to the On Rent status.
CONVERTING A PREPRINTED RA
The on-line RA Open program and the Batch RA Open program allow the user to preprint RAs. When a RA is preprinted it is assigned status "Void-P". The following are steps necessary to complete the RA and change the status to On-Rent.
1. Pull the preprinted RA onto the Batch RA Open screen by entering the RA# in the Option Field.
2. In Subwindow G edit the RA Open Date/Time to reflect the moment the renter left with the vehicle. Note: The Batch Open program will not allow a preprinted RA to be saved if the Open Time has not been edited.
3. Add any data such as vehicle number, odometer, driver license, birth date, etc. that was not available at the time the RA was preprinted.
4. Finally, resave the RA by pressing F1 at the Main Window Option field.
ADDITIONAL DEPOSITS
When using the on-line RA Open program, additional deposits are assigned the system date/time as the DBR date/time. The Batch program on the other hand, allows the entry the actual date and time the deposit was received.
2 c & d: PMT DATE/TIME
|
Using your selected date formula, enter the date and time to assign to this deposit. Additional deposits will appear on the DBRs, Cash Receipts and Drawer Balance Reports based on this date and time. If this field is left blank, the current system date and time is used. |
LINKING A RESERVATION TO AN OPENED RENTAL AGREEMENT
Occasionally, a reservation is not found at the time a rental agreement is opened. This often occurs when the spelling of the renter's name on the drivers license is different than that on the reservation. When this occurs, the reservation ultimately gets marked as a "No-Show" and no commission data is produced.
The following end of day procedures are suggested to correct this problem:
1. At the end of the day (or the beginning of the next day) reprint the Reservation Manifest. This will list all reservations that were not filled.
2. Compare the names on the unfilled reservations with names on the open RAs from the Operations DBR. If there appear to be names with similar spellings, check other data such as phone number, arrival time, vehicle class, etc.
3. If a match is found, use the either Batch Open or Edit Opening Fields program to link the reservation to the RA.
a. Pull the RA onto the screen by entering the RA number into the Option Field.
b. Do a F6 search of the Reservation File and select the desired reservation by entering the appropriate line number.
c. Resave the RA by pressing F1 at the Option Field.
VEHICLE EXCHANGES
When accessed from the Batch RA Open screen, the Exchange Subwindow allows editing of the date and time at which the exchange took place.
7. DATE/TIME
|
Although the default value for this field is the current system date and time, the field is accessible in order to be able to backdate an exchange. Enter the date and time of the exchange. |
When the an exchange is done in Batch RA Open and the Multiple RA Method is used for vehicle exchanges (original RA is voided; new RA number is assigned), the DBR date of the RA is affected. The opening DBR date of the new RA is set to the date and time entered in Field 7 of the Exchange subwindow.
POSTING BATCH OPENED RENTAL AGREEMENTS
Batch entered RAs are posted by the same program as on-line RAs, that is by using the Accounting DBR program. The date and time range selection refers to the DBR date and time from Subwindow G of the rental agreements. It can be helpful when entering batch opened RAs that a special drawer number be used in Field 16b of the Main Window. This will the batch RAs to be posted without having to post the on-line RAs having the same DBR date and time.