Toll Charge Processing

Use this program to:

Invoice renters for toll charges associated with their rental that have been previously loaded into the system via the Import Toll Charges program
And when the "Invoice Location" flag is set to "Y" in Edit Ticket Charge Codes, invoice licensee locations when tolls were assessed when a Non-Rev Movement was found or the location was responsible for the vehicle (neither Non-Rev nor RA was not found)

To access this program: To access Toll Charge Processing, type INVTOL (RET) at any menu "OPTION:" field or the appropriate line number on the Ticket/Toll Processing Sub-Menu of the History/Maintenance Menu. The screen will then display:

OPTION: ____ TOLL CHARGE PROCESSING

1 Start Date
2 End Date
3 Vend#
4 Vend Type

1BEGIN 2 3ERASE 4UPLOAD 5BACKUP 6SEARCH 7HELP 8

Enter data as follows:

1.START DATE

Using your selected date format, enter the earliest RA Closing date for contracts whose toll charges are to be processed. Because invoiced toll records are marked as having been invoiced, there is no danger in re-running this program for previously processed dates if there is a change that new tolls have come in for RAs that have already been processed before.

2. END DATE

Using your selected date format, enter the latest RA Closing date for contracts whose toll charges are to be processed. In order to prevent sending multiple invoices for the same RA, it is suggested that this date be set to the last date for which you expect that all tolls have been received for.

For example, if on an average, it takes two weeks for all tolls to be delivered to the rental operation, this date should be set to 2 weeks ago.

3. VEND#

Enter up to 8 alphanumeric characters to indicate the Vendor Number whose tolls are to be processed. This program must be run for each toll operator one at a time. Or... enter the Vendor Type below. (Field 4)

EXAMPLE: Type 1 (RET)

4. VEND TYPE
Enter up to 3 alphanumeric characters to indicate the the Vendor Type in this field or enter the Vendor Number in field 3.

EXAMPLE: Type COM (RET)

Press F1 to begin processing the tolls.

The program will:

Read through the RA file and build a list of all RAs that closed between the dates requested.
Read through the Vehicle History file for all Service Code "X5" records that DO NOT have a Close Date (they have not been invoiced yet). If an open toll record has one of the RA numbers that were found in step 1, it will be selected for invoicing.
All selected toll records will be sorted by RA#.
If an RA has had the option for Pre-paid Tolls sold on it, the X5 History records will just be closed and no invoice will be created.
For each RA# that has tolls to be invoiced, a Sundry Invoice will be written as follows:

If the RA has a bill-to party, the invoice will be against that customer account otherwise it is against the renter.
The first detail line on the invoice will be for an administration charge if any as defined in the Ticket Code for the Vendor involved. If there are multiple Toll charges on the one Invoice, and the "Multi Admin" field is set to Y, then the administration fee will reflect that total.
The next 9 lines will be for each individual toll charge.
If an RA has more than 9 tolls, a second or more Sundry Invoice will be created without the administration charge for the additional tolls.

For each Vehicle History X5 record that is invoiced, the record will be re-written inserting today's date as the close date (thus marking the record as having been invoiced).
If the Invoice Location" flag is set to "Y" in Edit Ticket Charge Codes, and a location is responsible for the toll, (the Vehicle History note = NO VALID DOCUMENT or NON-REVENUE) the location will be invoiced for the toll. The Hertz Credit Card in the location customer record will be used to 'pay for' the invoice. (There are no administration fees charged.) If there is not a Hertz Credit Card in the FOP field on the location customer record, the vehicle history record will be closed and the note changed to TOLL NOT RECOVERED.

Sundry Invoices must be "posted" in order to complete the process.

1.START DATE	Using your selected date format, enter the earliest RA Closing date for contracts whose toll charges are to be processed. Because invoiced toll records are marked as having been invoiced, there is no danger in re-running this program for previously processed dates if there is a change that new tolls have come in for RAs that have already been processed before.
2. END DATE	Using your selected date format, enter the latest RA Closing date for contracts whose toll charges are to be processed. In order to prevent sending multiple invoices for the same RA, it is suggested that this date be set to the last date for which you expect that all tolls have been received for. For example, if on an average, it takes two weeks for all tolls to be delivered to the rental operation, this date should be set to 2 weeks ago.
3. VEND#	Enter up to 8 alphanumeric characters to indicate the Vendor Number whose tolls are to be processed. This program must be run for each toll operator one at a time. Or... enter the Vendor Type below. (Field 4) EXAMPLE: Type 1 (RET)
4. VEND TYPE	Enter up to 3 alphanumeric characters to indicate the the Vendor Type in this field or enter the Vendor Number in field 3. EXAMPLE: Type COM (RET)