CUST#

This is a display field and CANNOT be edited. The customer number of the driver/renter may be displayed here or may be masked.

User tip: A field in the Miscellaneous Control Fields is used to specify whether or not this field is masked when displaying a saved RA.

1a. DISC PCT

If a discount percentage should apply to the rental, enter the discount percentage.

Repeat customers can have a standard discount percentage entered directly into their customer records, and their standard discount will appear in this field.

The system can be configured to apply discounts to only time charges or to time and mileage charges. A field in the Miscellaneous Control File is used to select which configuration is used. Regardless, discounts also apply to upgrade charges.

Limitations:

• Access to the discount fields will be blocked if the rate quoted is defined as non-discountable.

• A field in the User Access record (Edit User Access File) can be used to block users from manually entering a discount on a reservation or on the RA Open screen. If such a block is in place and an entry is made in the discount field the following message will display and the discount entered will be removed.

INFORMATION FIELD ONLY.

• Another field in the User Access File record can be used to define a maximum discount percentage that the user is allowed to give. If that amount is exceeded the following message will display:

MAXIMUM DISCOUNT AMOUNT ALLOWED IS$ xx

Where xx is the percentage. This field will not accept an amount higher than the maximum.

Management override: A field in Edit Misc. Control Fields provides the ability to allow for a management override of the discount percentage. If turned on, the system will prompt for the entry of an override user code and password. To override the entry, the manager's User Access File must be set up to allow for the higher percentage.

• A field in the Edit Misc Control Fields record can be used to prevent a reservation or RA from having a discount if there is a travel agent commission on the transaction. If that logic is in place, and there is already a vendor on the transaction, the following message will display and the discount will not be allowed:

DISCOUNTS AND COMMISSIONS CANNOT BOTH BE PRESENT.

EXAMPLE: Type 10 (RET)

If a bill-to number is entered into Field 1, the discount percentage for the bill-to party will be loaded into this field. A bill-to discount will always take precedence over a driver/renter discount. If the driver has a discount and the bill-to party does not, no default amount will be loaded into this field.

If the bill-to customer is removed from a contract that showed a discount, a question will appear on the screen asking if the discount should also be removed.

User tip: Note that a discount can be applied to a RA by entering a record in the Special Documents subwindow. When a discount is entered there and another one is entered in this field, they will BOTH apply to the rental.

1b. AMT

Instead of a percentage of T&M, a flat one time amount can be entered as a discount. To do so, skip Field 1a by pressing the forward slash key (/) and enter the amount to be deducted. NOTE: The system prohibits the use of both Fields 1a and 1b.

Refer to Field 1a for general information about discounts.

A field in the User' Access File record can be used to define a maximum discount amount that the user is allowed to give. If that amount is exceeded the following message will display:

MAXIMUM DISCOUNT AMOUNT ALLOWED IS$ xx

Where xx is the amount. This field will not accept an amount higher than the maximum.

Management override: A field in Edit Misc. Control Fields provides the ability to allow for a management override of the discount amount. If turned on, the system will prompt for the entry of an override user code and password. To override the entry, the manager's User Access File must be set up to allow for the higher amount.

This field is not available to Hertz Users or those running the system in RV mode. For these users discounts can only be entered as a percentage and the discount amount cannot be edited. If a flat-fee deduction must be given, use a PROMO or enter a Customer Service Adjustment on the RA.

User tip: When viewing a closed RA with a discount percentage, the calculated amount of the discount will be shown in this field.

2a. TYPE

Enter up to 5 alphanumeric characters to indicate the type of customer that appears in the driver/renter fields of the Main Window. On new customers, the default value for this field will be the default customer type defined in the Control File for walk-up customers. For repeat customers, the default value is the current type code from the customer record. If the flag in the control file is set to validate customer types, the type entered here must be one that allows rentals.

EXAMPLE: Type BUS(/)

User tip: The field 'Edit Type' in the Customer Type record can be set to 'N" to disable to ability to change the customer type in this field. Refer to the chapter Edit Customer Type Codes for details.

2b. OTHER ID

Enter up to 10 alphanumeric characters to indicate any additional identification you may require. For nationwide rental organizations, this field is used for the customer's frequent rental number (such as the Hertz "Number 1 Club" or Dollar's Express number).

EXAMPLE: Type 123456789 (RET)

User tip: Access to this field is controlled by the "Allow ID Edits" field in the Edit Miscellaneous Control Fields program.

User tip: The standard logic in CARS+ is that the "Other ID" number assigned to a customer record must be unique. A field in the Edit Misc. Control Fields record (page 6) can be used bypass this logic.

2c. UPD

This field is reserved for a specific CARS+ user.

3. FREQ TVLR#

A pop-up window (using Shift F7) will display available choices for this field. To add a new frequent traveler number, enter up to 20 alphanumeric characters for the participating airline code or frequent customer program, then a space, and renter's number. It will be added to the customer’s record upon saving the RA. If the frequent traveler code designates that other id is required, data must be entered in the Other ID field in this subwindow.

(Frequent traveler numbers can be deleted from the customer record only in the Customer File Update program.)

EXAMPLE: Type UA 12345678 (RET)

When an entry is made in RA Open and the frequent traveler code is linked to a surcharge, a pop-up window may appear stating:

$NN.NN SURCHARGE APPLICABLE FOR XXX FF# YYYY

where:

$nn.nn is the calculated surcharge amount for the estimated rental length (or nn.n% is the option percent rate).

And xxx is the name of the airline or frequent customer program

And yyy is the frequent traveler number.

The statement is then followed by this question:

DOES THE CUST ACCEPT THE FF SURCHARGE? Y/N___

Enter: Y = yes, the charge is approved by the customer and will be added to the reservation and subsequently to the RA.

N = No, the charge is not approved. The frequent traveler information will be removed from the contract.

A field in the Frequent Traveler Record can be used to suppress the pop-up window and the surcharge question. Instead, the surcharge is automatically added to the RA.

Using a Reservation with a Frequent Traveler Number:

A field in the control record for the Frequent Traveler Code can be used to suppress the pop-up window when the code is on a reservation that is used to open the RA. Refer to the Edit Frequent Traveler Codes chapter for details.

Previous Renters with Frequent Traveler Numbers:

Press Shift-F7 from this field to display a list of existing frequent traveler numbers associated with this customer.

Blocking Frequent Traveler Number

Some Rate Products can be set up with rules that block the awarding of Frequent Traveler points. If the rules are set up that way, the data enter in this field will be removed. And the following message will appear

CANNOT APPLY FREQUENT TRAVELER TO THIS RULE

Editing Open and Closed RA’s

A field in the Edit User Access File controls access to this field on existing RAs. While there is no restriction in adding a number in this field during the process of opening a RA, some users can flagged so that they are not allowed to add a frequent traveler number to an existing RA (whether open or closed.)

Users who have access to Edit Opening Fields can use that program to add a frequent traveler number to an existing RA regardless of the setting in their User Access File.

Unique Frequent Traveler Numbers

Frequent Traveler codes can be configured to validate that the Frequent Traveler number entered is unique for this customer. If the number exists on another customer record, the following message will display:

A CUSTOMER WITH THIS FFT# IS ALREADY ON FILE, USE THEM? Y/N

Enter: Y = the customer record with that driver's license number will be brought to the screen.

N = The data entered in this field will be removed.

The field "Customer Key' in Edit Frequent Traveler Codes is used to turn on this feature.

Swiping the Frequent Traveler Card:

The Myer One frequent flyer card (used in Australia) and the Payback loyalty card (used in Mexico) can be swiped by pressing F2 from the 'OPTION' field of this subwindow. For American Express card holders who are also Payback members, their Payback membership number is embedded in the magnetic stripe of their American Express Card. Swiping these types of AX cards in this field just loads the Payback membership number into the transaction NOT the American Express Card as the RA's FOP. Note if a combined AX/Payback Card is swiped at the Main Window of RA Open as the presigned FOP, both the American Express card and the Payback membership # will be added to the RA.

Dollar Operations: When a customer is an Express Member, their Express number is entered in the Other ID # field above. In order for them to get Renter Reward points, their Renter Rewards number must be entered in this field.

Adding 2 Frequent Traveler codes to the RA

For certain programs, such as American Express PayBack, the PayBack code can be added to the RA as well as another frequent traveler number. Allowing a second FT number is a configuration made in Edit Frequent Traveler Codes. (See the field Allow Second FT). Add the PayBack code first. When the cursor is placed in this field again, a small pop-up window will appear where a second code can be added.

4. FED TAX ID#

This field is used for a federal tax ID number of up to 14 characters. If the renter is a previous customer, the field may be populated automatically with data from the Customer Record.

A field in Edit Country Codes can be used to require that data be entered in this field in order to save a RA. The country code refers to the issuing country of the drivers license.

EXAMPLE: Type 09188851672 (RET)

USER TIP: This field is not used for a Tax Exempt ID #. That field is located in the T Subwindow.

USER TIP: In Edit Misc Control Fields, the field "Unique Fed Tax ID" (Page 8, field 10) can be set to prevent a tax ID # from being accepted if it is already tagged to another customer record.

5. ADDL ID #

or

FED ID#

Use this field to enter a Passport Number, or other form of ID. It accepts up to 20 alphanumeric characters. Data entry in this field may be required as follows:

• A field in the Class Code file for the vehicle being rented can be flagged to require an additional form of ID. Data must also be entered in the Additional ID description field below.
• A field in Edit Misc Control Fields can require additional ID
• A field in Edit Locations can require additional ID

EXAMPLE: Type:B432987-234 (RET)

6. ID # DESC

This field refers to the Additional ID # Field above. Enter up to 20 characters describing the type of ID that was taken as the additional form of ID.

EXAMPLE: Type US PASSPORT (RET)

7. STATE TAX ID

If applicable, enter up to 20 alphanumeric characters representing the customer's State Tax ID number.

EXAMPLE: Type:C123456789 (RET)

8. E-MAIL

Enter up to 60 alphanumeric characters representing the renter’s e-mail address.

EXAMPLE: Type support@thermeon.com (RET)

10. PRIVACY

This field indicates the setting on the Privacy field in the Customer Record. A "Y" in this field means that the customer does not want to be included when certain customer reports and/or labels are done.

If the setting is changed here, the customer record will be updated when the RA is saved.

EXAMPLE: Type Y (RET)

11. SCAN DATE

Certain CARS+ users scan the ID documents that customers present. This field shows the date that the documents were scanned. If necessary, this field can be updated.

EXAMPLE: Press (RET)

Field 5: Addl ID#
Field 16: Alt. ID Country

Field 5: Addl ID#
Field 6: ID# Description
Field 16: Alt. ID Country

• Define personal ID fields (PID) that are required in order to save a rental agreement.
• Turn on the PID pop-up window used for entering PID data.

1. Passport or ID - Enter up to 20 alphanumeric characters describing the ID source such as PASSPORT or MILITARY ID.
2. ID Number - Enter up to 20 alphanumeric characters for the ID number.
3. Additional ID Country - Enter the country code of the country issuing the ID. (Use Shift/F7 to call the country code list.)
4. Expire Date - Enter the expiration date for the ID.
5. Issue Date - Enter the date the ID was issued.
6. Country of Birth - Enter the country code for the country of birth.
7. Place of Birth - Enter up to 50 alphanumeric characters for the city of birth.
8. Federal Tax ID - Enter up to 20 alphanumeric characters for a Federal ID number.
9. Email Address - Enter up to 50 alphanumeric characters for the customer's email address.
10. Privacy- Enter a Y or N for the "Privacy" field.
11. Bank Name - Enter up to 30 alphanumeric characters for a bank name.
12. IBAN No. - Enter up to 30 alphanumeric characters for an IBAN number.