Reimbursement Credits are reductions in rental charges subtracted either during the rental or at the time of close. If entered during the rental, they are entered into Field 5 of subwindow T of the RA Open screen. If entered at the time of closing a RA, they are entered into Field 8 on subwindow C of the RA Close screen. Examples of situations that may prompt a reimbursement are: road service paid by the renter, taxi credit, or oil purchased.
User tip: With Release 12.7 of CARS+, Miscellaneous Charges are set up in the Edit Optional Item File.
To access the Edit Reimbursement Accounts program, type EDITMRGL (RET) at any menu "OPTION:" field or the appropriate line number on the Accounting Control Files Menu. The screen will then display:
| OPTION: __ EDIT REIMBURSEMENT ACCTS 1. Location Language Code 2. Account 3. Desc 4. WLB Code 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. LOCATION |
Enter up to 6 alphanumeric characters representing the location code for which this entry will apply. EXAMPLE: Type: TUS (RET) |
| LANGUAGE CODE |
This field works in conjunction with the "Description" (field 3) below. CARS+ has the capability to print Rental Agreements in languages other than English (please refer to Overview - Foreign Language Translation for more information). This field displays the usser's current language code as specified in the Edit User Access File or as updated by the Change Default Language program. As an example, a user with a "blank" Language Code should use English for the short G/L account descriptions. Whenever a RA is printed in English, the appropriate English "short descriptions" will print. On the other hand, for example, in order to have French descriptions available, a user with Language Code "F" must access this program and re-enter the records with French descriptions. Cars+ will select the appropriate table for display and printing based on the user's language code. |
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2. ACCOUNT |
Enter a G/L account number that is appropriate for the type of reimbursement. Generally, this would be an expense account. For example, the Vehicle Maintenance account for reimbursing a customer for adding oil to the engine. All account numbers must already exist in the Valid G/L Accounts file. EXAMPLE: Type 6430 (RET) |
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3. DESC |
Please refer to the Language Code field above for instructions on entering descriptions in multiple languages. Enter up to 11 characters to indicate a short description of the type of reimbursement that corresponds to the G/L account number referred to in Field 3. This description will display when the account number is entered in the respective sub-windows on the RA Open or Close screens. Depending on the selected rental agreement format, this description may also print on the rental agreement. EXAMPLE: Type: OIL OR MAINT (RET) |
| 4. WLB CODE |
This field is for clients using the Avis/Budge WLB (Wizard Licensee Bridge) program. When an RA record in the WLB file contains a reimbursement, the code in the OTR-CHARGE-CODE field of the RA record will be used to select the appropriate reimbursement account in CARS+. If no matching code is found in this file, the reimbursement will appear on the RA as a cash reimbursement. As of this writing, the current list of codes is as shown below. B = Breakdown |
The screen will then display:
| OPTION: __ EDIT REIMBURSEMENT ACCTS 1. Location TUS Language Code 2. Account 6430 3. Desc OIL OR MAINT 4. WLB Code 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION" TO SAVE THE RECORD.