When a vehicle is exchanged during the lifetime of a rental agreement, this subwindow is used to process the required information. Exchanges can result from vehicle breakdown, changing customer needs, or using an exchange car while a long term rental car is being serviced. CARS+ will allow up to 99 exchanges during the lifetime of a rental agreement. However, depending on your print program, you will typically see only the newly issued exchange vehicle and the most recently returned vehicle. All previous exchanges may be examined by searching the Vehicle Exchange File from the RA Open or RA Close screen.
There are three different situations that require a vehicle to be changed on an RA. Yet only one of these three require the use of the CARS+ exchange logic. The three situations are:
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SITUATION |
METHOD OF HANDLING |
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1. Before leaving with the originally assigned vehicle, the customer requests a different unit (less than 59 minutes and no miles have elapsed on the original vehicle). |
This "quick exchange" is handled by pulling the RA back up on the RA Open screen and entering the new vehicle number into Field 13. No data is entered into the Exchange Subwindow. Note: Hertz Australia user cannot use the quick exchange logic; instead, they must use the Exchange subwindow and enter a vehicle exchange. |
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2. After driving some time with the original vehicle, the customer returns requesting a more expensive or less expensive vehicle. |
The exchange logic is not used because of the need for new rental rates (see the note below). The first RA must be closed and a new one opened. |
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3. After driving some time with the original vehicle, or at least 59 minutes have elapsed since the opening date and time of the RA, the customer is issued another vehicle due to a mechanical problem or other reason related to customer satisfaction. |
Under these situations, the CARS+ exchange logic is used. Exchange logic assumes the same rate on all vehicles in the rental. CARS+ can be configured to ask if this exchange is due to a mechanical problem. If the exchange is NOT mechanical in orientation then the pre-paid fuel charge is applied to each vehicle on the RA. |
The Vehicle Exchange program SHOULD NOT be used in situations where the customer chooses to change to a vehicle renting at a higher or lower rate. This is because exchange vehicles are charged at the same rental rate as the original vehicle. As an example, if an upgrade occurs on an exchange, it is assumed that there was a defect in the original vehicle and no vehicle of the same rate class was available. Therefore, the more expensive vehicle is rented at the original rental rate.
If a customer chooses to upgrade to a more expensive vehicle during the life of a rental agreement, you MUST close out the original RA and then open a second one with the new vehicle and rate.
Firewall logic and exchanges: Users of a shared system subject to firewalls (other than Hertz Mexico) can access a RA to do a vehicle exchange even when their locations' posting company doesn't match the opening location's posting company. The vehicle exchange is the ONLY transaction allowed in this circumstance.
Exchanging a vehicle involves fields on both the Main Window and the Exchange Subwindow. Data should be entered in the Exchange Subwindow first; then in the Main Window.
A. THE EXCHANGE SUBWINDOW
To access the Exchange Window, type X (RET) at the "OPTION:" field on the Main Window.The window then displays:
| OPTION: EXCHANGE 1 Odom/Fuel/Chg */9/* (elapsed= 0) Total# of Exch 2 Curr veh notes * 8 Empl/loc MMB/TUS 3 Status in A From/To RA# */* 4 Damage in/out */* 5 Parking loc * Rtrn veh/lic/odom/fuel 000693/FXF882/2426/8 6 Misc Chgs * 9 Temp/Perm 7 Date/time 04-27-05/0823 10 Note 1 * 11 Note 2 * 12 Note 3 * F1=SAVE F2=SWIPE F3=ERASE F6=SEARCH F8=ESTIMATE |
Enter data as follows:
| RETURNING VEHICLE |
In the middle of the subwindow, appears four display only fields that describe the vehicle that is currently on the rental agreement and presumably is returning on this exchange. The data is:
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1a. ODOMETER |
Enter up to 6 numeric characters for the returned vehicle's odometer reading. (Note:Even if the vehicle has not moved, the odometer must be advanced by at least one mile.) EXAMPLE: Type 6000 (RET) After entering data in all three fields of Line 1, the system displays the number of miles driven on the returned vehicle (elapsed =). |
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1b. FUEL |
Enter 1 numeric character to indicate the level of fuel in the returning vehicle. Fuel tank levels are measured in eighths, therefore, entries must be between 0 and 8. Possible entries for Field 1b are:
EXAMPLE: Type 6 (RET) The use of these fields will depend on the setting in the field "Do Fuel Calc?" in the Location record.
EXAMPLE: Type /7.50 (RET)
User tips:
After pressing (RET), the following message appears at the bottom of the screen:
Answering:
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2. CURR VEH NOTES |
Enter up to 20 alphanumeric characters to describe why the vehicle was exchanged. For example, you may enter: engine failure, accident, towed to Al's Garage, etc. This comment will be placed in the NOTES field of the Vehicle Inventory record, will appear in the Vehicles Exchange section on the Operations DBR, and will appear on the Vehicle Status Report. EXAMPLE: Type ENGINE FAILURE (RET) |
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3. STATUS IN |
Enter 1 alpha character to assign a new status to the returned vehicle. Any valid status code is acceptable, except "0" and "S". If this exchange is taking place at a location using the dispatch programs, the Exchange program will not allow you to set the Status Code to "A" (available). If your operation is using Hold Codes, a different status may override the status entered here if there is a Hold Code placed on the vehicle. 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:
EXAMPLE: Type M (RET) |
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4. DAMAGE IN |
Enter up to 30 alphanumeric characters to describe any damage to the vehicle that occurred during the current rental. EXAMPLE: Type DENT RT FRT FENDER (RET). This field is stored in the Vehicle Inventory record. Damage entered here will write over any previous damage data. Therefore, to retain existing information, re-enter both previous damages plus the new damages. (Previous damage is displayed in the "Damage Out" field.) |
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5a. PARKING LOC |
Enter up to 6 alphanumeric characters to indicate where the returned vehicle is parked. If not applicable, press RET and continue to the next field. EXAMPLE: Type SP 24 (RET) |
| 5b. LOT |
If Lot numbers are used, enter the Lot number where the returned vehicle is parked. |
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6a. MISC CHGS |
Enter dollars and cents for any miscellaneous charges, such as cigarette burns, torn upholstery, minor damage, etc. This charge will carry forward to when the RA is closed. EXAMPLE: Type 25.00 (RET) |
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6b. DESC |
If you have set up the Edit Misc/Reimb Accounts File in the Accounting Control File Menu, enter an appropriate General Ledger account for the miscellaneous charge. After pressing (RET) the system will identify the account with a brief description. EXAMPLE: Type 6430 (RET) The system will then display: 6430/CLEAN UP FEE If you did not set up the Edit Misc/Reimb Accounts screen, enter up to a 15-character description of this Miscellaneous charge. EXAMPLE: Type CLEAN UP FEE (RET) |
| 7a., 7b., 8b. |
Fields 7a, 7b and
8b automatically display current system date, time and location. Because this is an on-line program, the
cursor will skip these fields. If entering an exchange that requires a change to the date and time, use the Exchange subwindow on the Batch RA Open program which allows access to these fields. In Batch RA Open, a logic check is made so that the date and time of the exchange cannot be earlier than the date/time the vehicle was placed on the RA. If the date and time are entered incorrectly, the following message will display: EXCH DATE/TIME PRIOR TO PREVIOUS DATE/TIME OUT |
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8a. EMPLOYEE CODE |
Enter up to 6 alphanumeric characters to indicate the employee code of the individual entering this exchange. Your system can be configured so that the employee code used on the Employee Sign-On screen is the default value. EXAMPLE: Type STEVE (RET) After entering an employee code, a field appears at the bottom of the screen requesting the corresponding password. |
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9. TEMP/ PERM |
This field is accessible only on Lease RAs. Indicate a “temporary” exchange when the vehicle is expected to return soon to the RA. For example, it may need scheduled maintenance . |
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10. - 12.NOTE 1 - 3 |
These Note fields, each 60 characters in length, are available for any comments pertinent to the exchange. Like notes made in the Notes subwindow, these Notes will be attached to the Exchange using a key of "EXC (space) RA#". For example, a Note made on an exchange on RA # TUS001001 would have the key: EXC TUS001001 These Notes will cause the Notes subwindow to blink if the RA is brought back up on the Open screen and will automatically display when the RA is brought to the Close screen. |
If the CARS+ is configured to use the damage logic, upon pressing (ESC) to escape from the Exchange subwindow, the following message will display:
CREATE A DAMAGE RECORD? (Y/N)
Enter "Y" or "N" as appropriate. Entering "Y" will bring up the Damage Report Entry screen. Refer to the chapter titled Overview - Damage Tracking for details on how to create a Damage Report.
B. MAIN WINDOW FIELDS USED IN THE EXCHANGE PROCESS.
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13a. VEH# |
Enter the vehicle inventory number of the new vehicle being issued. All pertinent data relating to that vehicle is transferred to the rental agreement. |
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14a. ODOM |
The current odometer reading of the new vehicle is supplied by the computer. This value should be from the vehicle's most recent movement. Regardless, the odometer displayed should always be verified at the time of exchange. If the value furnished is not correct, edit this field. Press the SLASH key if the odometer is correct. |
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14b. FUEL |
Enter 1 numeric character to indicate the fuel tank level of the replacement vehicle. Fuel levels are measured in eighths. Possible values are:
EXAMPLE: Type 8 (RET) |
User tip to correct unit type: For locations that rent trailers and vehicles, on occasion the wrong type of vehicle may be assigned to a RA in error. For example, a trailer may have been placed on the RA instead of a vehicle. When attempting to do an exchange to correct this, the following message will display for users who are not designated a 'Manger' in their User Access File record (Edit User Access File, page 3, field 29) and the exchange will be blocked:
TRAILER CAN ONLY BE REPLACED BY ANOTHER SUCH
Users who ARE designated as 'Manager' will receive the following message:
PREVIOUS UNIT IS A TRAILER, REPLACED WITH OTHER TYPE?
And answering "Y" will allow the exchange to continue.
Prepaid Fuel on Vehicle Exchanges:
DEFAULT LOGIC: The default logic within CARS+ says that the prepaid fuel charge is applied only once to a RA regardless of the number of vehicle exchanges that may occur. The following example illustrates this concept. Assume that a customer purchases the prepaid fuel for $24.00 upon renting a compact car with a 12-gallon tank. After a few days, the vehicle needs to be exchanged and the compact is returned with 1/8 of a tank (1.5 gallons). Another compact isn't available, so the customer receives a mid-size car with a 16-gallon tank. At the end of the rental, the mid-size car is returned with 1/8 of a tank (2 gallons). The original prepaid fuel charge of $24 will be the total fuel charge on the RA - despite the fact that the customer used 24.5 gallons (10.5 gallons from the first vehicle and 14 gallons from the second vehicle.) The philosophy here is that it is not the customer's fault that the vehicle had to be exchanged.
Note: Changing the vehicle number on the Main Window without entering data into the Exchange Subwindow does NOT represent a vehicle exchange. An exchange requires input in both windows. Entering data only into Fields 13 and 14 indicates that the change of vehicle occurred before the customer drove the original vehicle and is allowed only within the first 59 minutes of the rental.
ALTERNATE LOGIC: A field in Edit Miscellaneous Control Fields can be set to change the default logic described above. If the field FPO Fuel on Exchange is set to "Y", the following will occur:
The pre-paid fuel charge will be applied to a rental agreement more than once when vehicle exchanges for non-mechanical reasons are involved. With this field set to "Y" the following additional question will be asked when an X Subwindow exchange is done in RAOPEN:
IS THIS EXCHANGE DUE TO A MECHANICAL PROBLEM? Y/N
C. SAVING A VEHICLE EXCHANGE
The exchange is saved by pressing F1 at the Main Window "OPTION" FIELD.
Your system can be configured to save exchanges in one of two ways. The method used is controlled by a field in the Edit Miscellaneous Control Fields screen. The two methods are:
1. Single RA Method. Under this method, the RA number remains unchanged and a record of the exchange is written to the Exchange File. For revenue analysis, the Time and Mileage revenue will be prorated between the various vehicles involved based on the length of time each vehicle was in use. When the exchange is done in the on-line RA Open program, the date and time of the exchange are provided by the system clock.
2. Multiple RA Method. Under this method, the original RA is voided and a new RA is written to the RA File. The open Date/Time of the new RA is backdated to that of the original RA. In fact, with the exception of the vehicle and the RA number, it is an exact copy of the original RA.All deposits, authorization records, vouchers and other special documents are rewritten with the new RA number.
In the Exchange subwindow, the last field is used to cross reference the two RAs to each other. The data in this field will appear as follows:
On the original RA: From-To/RA# TO/(the new RA#)
On the new RA: From-To/RA# FROM/(the original RA#)
In addition, a record is also written to the Exchange File and revenue earned by each vehicle is prorated as in the Single RA Method.
User tip:To back date an exchange, the exchange can be done through Batch Open. When the Multiple RA Method is used on a batch exchange, the DBR date of the RA is affected. Refer to the Batch RA Open chapter of the manual for further information.
EDITING A PREVIOUS EXCHANGE RECORD
There are two ways to make corrections to an existing exchange record:
VEHICLE EXCHANGE FILE SEARCH
The Exchange File can be searched from the RA Open, Batch Open, RA Close, and Batch Close programs. You may search for previous exchanges by RA number, vehicle number of the returned vehicle, or by the date the exchange took place.
The following shows a sample Vehicle Exchange search screen:
| Option: __ EXCHANGE JOURNAL FILE SEARCH F1=RA # F2= VEH # IN F3=DATE RA # Exch Date/Time Veh In/Odom Veh Out/Odom Fuel Misc **** 1 00041004 10/09/01 0133P 014131 24896 014131 7841 2 00041138 11/30/01 1043A 099001 23598 082151 566025.00 3 00041894 01/26/01 0243P 017345 5912 017452 9474 6.75 ** End of Exchange records ** |