OPTION:

Pulling up existing Reservations:

The Option Field can be used to pull up reservations by the reservation number. Enter the hash tag and the Reservation Number.

EXAMPLE: Type #123456 (RET)

The Option Field can be used to pull up reservations by the confirmation number. Enter "RC" and the hash tage and the confirmation number.

EXAMPLE: Type RC#MBE123456 (RET)

Note: Reservations can also be found by performing a F6 search of the Reservation File (click link for instructions on using the reservation search feature).

Masking: Fields in the Edit Miscellaneous Control Record can be used to turn on masking of the customer's credit cards, drivers license, date of birth, other ID, and/or frequent traveler number. Additionally, a field in the User Access File designates whether or not the user is subject to masking. When masking is in effect and an existing Reservation is brought up on the screen, the data is initially masked.

To unmask the credit card, press Shift/F4 at the OPTION field. A prompt will appear for entering the username and password. If the user is exempt from masking, the full credit card number will display. If the user is subject to masking, the request is rejected.

NOTE: Unmasking a card that was processed through a PIN Pad device cannot be unmasked by any user at any time. This is because the credit card number no longer resides in CARS+, so there is no way to unmask it. CARS+ users can see only first 4 and last 4 digits of the card. What isn't seen is an encrypted 'token' that references that card.

1. NAME (L/F)
1a. L (LAST)

Enter up to 18 alphanumeric characters for the customer's last name. The last name must be a minimum of 2 characters.

EXAMPLE: Type PETERS (/)

1b. F (FIRST)

Enter the customer's first name followed by a space and middle initial. This field will accept up to 12 alphanumeric characters.

EXAMPLE: Type STEVEN (RET)

1c. T (TITLE)

This field is used for a title such as "JR.", "SR", "III", "DR. This field will accept up to 3 alphanumeric characters. Title codes must first be set up in the Edit Title Codes control file. Use Shift/F7 to display a pop up window showing available choices for this field.

EXAMPLE: Type JR (RET)

2a. P-U DATE

Using your selected date format, enter the expected pickup date. Or, you can leave this field blank, enter a slash, and the day of the week. The system will then furnish the date.

EXAMPLE: Type 090201 (/)

User tip: The dates and times cannot be edited for reservations in cancelled, noshow, or filled status.

User Tip: As a general rule, reservations are made for future dates and times, so that date and time entered here should be greater than the current system date and time. But occasionally, a missed reservation must be manually entered after the fact and the pickup date and time backdated. When that is done, the user will be prompted at the bottom of the screen to enter the pickup date and time a second time to verify that the expired date is correct. If both dates and times match, the transaction may continue. If they do not, the pickup date and time entered on this line will be removed.

Note: To limit the number of advanced booking dates that can be entered here, ask Thermeon Support to add the GVT record "BOOKWDW'. Advise the maximum number of days in advanced that are allowed. Example, if you do not want any reservations to be booked for longer periods than one year, then specify 365 days.

2b. DY

If a date was entered in Field 2a, the day of the week will display in this field. If Field 2a was left blank, and the pickup date is within the next 7 days, use one of the following 2-letter codes to enter the day of the week for the expected pickup date:

SU	Sunday
MO	Monday
TU	Tuesday
WE	Wednesday
TH	Thursday
FR	Friday
SA	Saturday

Upon entering the code for day of the week, the date will fill in to Field 2a. The days go forward for only 1 week. That is, if on Tuesday, the 1st, you entered "TU", the pickup date is assumed to be the 1st. However, if you entered "MO", the pickup date is assumed to be the following Monday, the 7th.

Days of the week CANNOT be used for pickup dates more than 7 days in advance.

EXAMPLE: Type MO (/)

2c. P-U TIME

Using your selected time format, enter the expected pickup time.

EXAMPLE: Type 0200P (/)

User tip: The dates and times cannot be edited for reservations in cancelled, noshow, or filled status.

2d. L (LOCATION)

Enter up to 6 alphanumeric characters to indicate the Pickup Location. Depending on the set up in the Edit Misc Control Fields File, the default location for your terminal can be made to appear here.

To search for a location, press Shift/F7 to bring up a pop-up window. Use the up and down arrow keys to scroll through the locations. To jump to codes that begin with a particular letter such as "T", type the letter. Or press F2 and type a few characters that will be used to match the Location name. For example, the location with the name of "THERMEON AIRPORT" could be found by entering "THER", "MEO", or "AIR".

Company Owned Locations: Enter any valid location that has been previously set up in the Location File. A pop-up window (Shift F7) is available to display available choices for this field.

Foreign Locations: Foreign (non-owned) locations are not accepted because you cannot originate a rental on your RA from a non-owned location.

Invalid Renting Locations: In order to track the number of requests for locations not operated by your organization, (Invalid Renting Locations), you can use the Res Turndown logic. Entering a location code which is designated as an invalid renting location in this field or the return location field will cause the following question to display:

THIS IS NOT A VALID LOCATION, IS THIS A TURNDOWN REPORT? Y/N

Answering "Y" will allow you to continue entering information and upon saving the reservation the status of reservation will automatically be set to "T" (turndown).

Answering "N" will clear the location code entered in this field in order to facilitate entering the correct location code.

Note that in order to save the reservation as a turndown entry, a turndown code must be entered in the T subwindow. Turndown Codes must be set up in the Edit Res Turndown Codes program. Refer to the chapter in this manual titled Edit Res Turndown Codes for more information on this feature.

EXAMPLE: Type TUS (RET)

When changing a previously saved Reservation, the pickup location can be changed only if the original location and new location are members of the same metroplex. If they are not, the original reservation must be first cancelled and a new reservation must be created.

Upon pressing (RET), one of the following warning messages may appear on the screen:

LOCATION TUS IS CLOSED FOR THIS DATE (PRESS RETURN)

This message indicates that the Hours of Operation control file shows that the location is not open on the pickup date entered in Field 2a. Upon pressing (RET), the pickup date and time information will be erased from Field 2.

OPERATING HOURS FOR TUS ARE 0600 TO 2300

This message indicates that the Hours of Operation control file shows that the pickup date/time is outside of the hours during which the location is open or outside of the allowed pickup hours for a reservation and the user does not have the ability to override the hours. Upon pressing (RET) an OVERRIDE prompt is provided. Another user who is allowed to override must enter their user code and password to allow the override. Otherwise, the data will be erased from Field 2.

BEFORE/AFTER-HOURS OF OPERATION; DO YOU WISH TO CONTINUE?

Similar to the previous message, this message appears when the pickup time is outside of the location's operating hours. However, in this case, the user is allowed to override the hours of operation as designated in their User Access File record. Answering "Y" will allow the transaction to continue. Answering "N" will erase the data in Field 2.

HOLIDAY MESSAGES

In addition to the normal operating hours, the Hours of Operation control file can be used to designate holidays when the location is closed or has special hours. The message for each holiday can be unique and is entered by the user when setting up the holiday. The setting to override the hours of operation as designated in the User Access File controls booking on holidays in a manner similar to booking outside of the operating hours.

RESTRICTED PICKUP LOCATION; OPERATION NOT PERMITTED.

This message appears when there are multiple posting companies set up and your system is configured in a such way as to prevent reservations from being made for locations whose posting company does not match the posting company for your location.

LOCATION IS CLOSED AS OF xxxxxx

(where xxxxxx is the close date). A field in the Location record is used to define the closing date of a location. Reservations cannot have pickup or return dates after the close date.

3a. RET DATE

Using your selected date format, enter the expected return date. If a maximum rental period has been defined in the control files, a return date which would exceed that period will not be accepted.

If the return date is more than a year after the pickup date, the following question is asked:

DATE RANGE GREATER THAN ONE YEAR, ARE YOU SURE?

Enter "Y" to continue. Entering "N" clears the date.

If the return date is more than 2 years from the current date, it will be be accepted. The follow message will display:

INVALID CHECK-IN DATE/TIME

EXAMPLE: Type 091201 (/)

User tip: The dates and times cannot be edited for reservations in cancelled, noshow, or filled status.

3b. DY

If a date was entered in Field 3a, the day of the week will display in this field. If Field 3a was left blank, and the rental length is 7 days or less, use one of the following 2-letter codes to enter the day of the week for the expected return date:

SU	Sunday
MO	Monday
TU	Tuesday
WE	Wednesday
TH	Thursday
FR	Friday
SA	Saturday

Upon entering the code for day of the week, the date will fill in to Field 3a. The days go forward for only 1 week. That is, if the pickup date is Tuesday, the 1st, and you entered "FR" for the return day, the return date is assumed to be the 4th. However, if you entered "MO", the return date is assumed to be the following Monday, the 7th.

Entry of a day of the week CANNOT be used on reservations greater than 7 days in length.

3c. TIME

Using your selected time format, enter the expected return time. Press RET to default to the pickup time entered in Field 2B.

EXAMPLE: Type 0530P (/)

User tip: The dates and times cannot be edited for reservations in cancelled, noshow, or filled status.

3d. L (LOCATION)

Enter up to 6 alphanumeric characters to indicate the vehicle return location for this rental. Press RET to default to the pickup location that was entered in Field 2C.

To search for a location, press Shift/F7 to bring up a pop-up window. Use the up and down arrow keys to scroll through the locations. To jump to codes that begin with a particular letter such as "T", type the letter. Or press F2 and type a few characters that will be used to match the Location name. For example, the location with the name of "THERMEON AIRPORT" could be found by entering "THER", "MEO", or "AIR".

EXAMPLE: Type TUS (RET)

Company Owned Locations: Enter any valid location that has been previously set up in the Location File. A pop-up window (Shift F7) is available to display available choices for this field.

Invalid Renting Locations: See explanation in Field 2d above.

Foreign Owned Locations: If the vehicle is to be returned to a location that is not owned by your operation, that location must first be entered into the Customer File as a "Foreign Location". One of the searches available (using F6 from the OPTION field) is a search of the Customer File for foreign locations only. (See the Customer File Update Chapter of this manual for a more detailed explanation of how Foreign Location records are set up.).

Drop charges and one-way blocks:

A one-way rental may invoke a Drop Charge. However, the drop charge notification message will display only after Field 5 has been completed (vehicle class and rate code). Refer to the Edit Drop Charges chapter of this manual for details on how to set up drop charges and how to prevent one-way rentals to certain locations.)

Because the drop charge amounts can vary based on such things as the return location, the rate, the CDPID number, the length of the rental, etc., additional information about how the drop fee was selected is available in the Options Subwindow (Subwindow C).

Blocking one-way rentals:

If the pickup location is configured to block ALL one-way rentals from it, the following message will display and the return location must be the same as the renting location:

ONE WAY RENTALS ARE BLOCKED FOR THIS OPENING LOCATION

If the return location is configured to block ALL one-way rentals to it, the following message will display and the return location must be the same as the renting location:

ONE WAY RENTALS ARE BLOCKED FOR THIS CLOSING LOCATION

(Locations can be configured with these blocks in the Location record - refer to the chapter Edit Locations.)

One ways can also be limited via the Ideal Fleet logic.

If the one-way rental will cause the renting location's anticipated fleet count to go below the Low Limit on the return date. The warning message is as follows:

25FT'S ONE WAY FROM TUS, RESTRICTED (were 25FT is a Class Code)

If the one-way rental will cause the closing location's anticipated fleet count to go above the High Limit on the return date. The warning message is as follows:

25FT'S ONE WAY TO TUS, RESTRICTED

These Ideal Fleet messages can be overridden if the user has the ability to book overbooked classes in their User Access File profile.

Other Location Oriented Messages:

Upon pressing (RET), one of the following warning messages may appear on the screen:

LOCATION XXX IS CLOSED FOR THIS DATE (PRESS RETURN)

(Where XXX is the Location Code.)

This message indicates that the Hours of Operation control file shows that the location is not open on the return date entered in Field 3a. Upon pressing (RET), the return date and time information will be erased from Field 3.

OPERATING HOURS FOR XXX ARE 0600 TO 2300 (PRESS RETURN)

(Where XXX is the Location Code.)

This message indicates that the Hours of Operation control file shows that the return time is outside of the hours during which the location is open on the return date entered in Field 3a. Upon pressing (RET), the return date and time information will be erased from Field 3.

It is not mandatory to set up the Hours of Operation control file. However, if it is set up, there may be occasions when you wish to take a reservation that is for a time outside of the normal operating hours. In that case, in order to save the reservation, you will need to make it for dates and times that meets the dates and times defined in the Hours of Operation control file. Then use Field #9a Notes (discussed later in this chapter) to specify the actual pickup date and time and/or actual return date and time.

LOCATION IS CLOSED AS OF xxxxxx

(where xxxxxx is the close date). A field in the Location record is used to define the closing date of a location. Reservations cannot have pickup or return dates after the close date.

========

Upon pressing (RET), one of the following warning messages may appear on the screen:

LOCATION TUS IS CLOSED FOR THIS DATE (PRESS RETURN)

This message indicates that the Hours of Operation control file shows that the location is not open on the date entered. Upon pressing (RET) an OVERRIDE prompt is provided. Another user who is allowed to override must enter their user code and password to allow the override. Otherwise, the date/time are erased.

OPERATING HOURS FOR TUS ARE 0600 TO 2300

This message indicates that the Hours of Operation control file shows that the date/time is outside of the hours during which the location is open, and the user does not have the ability to override the hours. Upon pressing (RET) an OVERRIDE prompt is provided. Another user who is allowed to override must enter their user code and password to allow the override. Otherwise, the date/time are erased.

BEFORE/AFTER-HOURS OF OPERATION; DO YOU WISH TO CONTINUE?

Similar to the previous message, this message appears when the date/time is outside of the location's operating hours. However, in this case, the user is allowed to override the hours of operation as designated in their User Access File record. Answering "Y" will allow the transaction to continue. Answering "N" will erase the date/time.

HOLIDAY MESSAGES

4a. AIRLINE

Enter up to 3 alphanumeric characters for the IATA Airline code, indicating on which airline the customer will be arriving, if any.

EXAMPLE: Type AA (/)

User tip: When the pick

up location is designated as an airport location and the airline and flight # field are blank, when saving the RA the following question is asked:

FLIGHT NUMBER MISSING, CONTINUE? Y/N

A field in the Edit Misc. Control Fields (page 6, Field 32) can turn off the question.

4b. FLIGHT

Enter up to 10 alphanumeric characters to indicate the customer's flight number.

EXAMPLE: Type 506 (/)

Enter up to 2 numeric characters to indicate the number of passengers traveling.

EXAMPLE: Type 4 (RET)

User tip - A field in the Edit Main Control Record can be set to require that a number of passengers must be entered.

User tip - RV Operations: RV operations often control the number of passengers that are allowed for a RV rental. A field in the Edit Class Codes record is used to define the maximum number of passengers allowed for the class and requires that the number of passengers be entered here. Logically, the number entered cannot be greater than the number defined for the class.

Enter up to 4 alphanumeric characters to indicate the class of vehicle desired. If the customer is a repeat customer the default value for this field will be the vehicle class used on the last rental. This is a required field and a reservation cannot be saved without a class code entry.

Or press Shift/F7 to view a list of vehicle Classes. Depending on the Classes that are set up for the location, the window will look something like this:

SEARCH CLASSES BY DESCRIPTIONS                  
 Code   Description                   Min Age  Prc Code           
 
 CCAR   COMPACT 2 DR                               C              
 CDAR   COMPACT 4 DR                               C              
 ECAR   ECONOMY                                    C              
 FDAR   FULL                                       F
 IDAR   MIDSIDE                                    C
 MVAR   MINIVAN                          25        F
 XFAR   SPORT UTILITY                    25        L

THIS CLASS CANNOT BE RENTED FROM THE LOCATION REQUESTED.

If the class is changed and the new class has a different Pricing Code, the following message will display:

VEHICLE'S OPTS ARE PRICED DIFFERENTLY, USE PREVIOUS RATES?

Enter:

Y = keep the Pricing Code that is already on the reservation.

N = change the Pricing Code to the one that corresponds to the new Class.

Vehicle Class Attribute Codes:

When Edit Class Attribute Codes are used, the user can access a pop up window by selecting Shift/F6 directly after entering the Class. This will display the specific features, like the average amount of boxes the interior will hold, the weight max or interior dimensions of large Vans.

EXAMPLE: Type ECAR (RET)

User tip: The "Use in Planning" field in the Class Code record can be used to block certain vehicle classes from being displayed in this window. This is useful for obsolete classes.

5b. RATE

The Rate Product used for this reservation is entered here.

This field is for the Rate Product that will be used on this rental. The value of this field will default to one of the following:

1. If a default Reservation rate is defined, it will automatically be loaded in this field.
2. If the renter is a repeat customer and they have a default Rate Product defined in their customer record, that rate will be used.
3. If the a wholesale voucher is added to the reservation, the retail rate associated with the voucher is used.
4. If a bill-to customer is added to the reservation, the rate in the bill-to customer record takes precedence.

To search for a Rate Product by the Comment Field, press Shift/F7 when the cursor is in this field. A pop-up window will display all searchable rates that are applicable for the location and rental dates. They are sorted by the data entered in the Comment Field of the Rates/Rules record. Typing a single character such as A-Z or 1-9 will cause the search to redisplay with rates whose comment begins with the character entered. The following rates are excluded from this search:

Rules that are flagged as terminate or purge

Rules that are not effective

Rules that are not searchable

Rules that do not have text entered in the Comment Field

Rules with a value in the Corp. Standard Flag field

Rules that are available only through a Rate Group (the Rate record does not exist with the Location's Rate Set). These ARE included when searching rates using the F6 Search feature.

To enter a Rate Product Code, type up to 12 alphanumeric characters for any established code defined in the Rental Rules/Rate File. Or press Shift/F7 from this field to access the Search Rates routine.

EXAMPLE: Type SAVER (RET)

Pre-Paid Rates - This is a rate which when used on a reservation requires that the renter place a deposit on the reservation that is equal to or greater than the estimated charges Refer to the chapter of the manual titled Overview – Pre-Paid Rates for details.

User tip: The "Open Rate Edit" field in the User Access File can be set to prevent users from editing the rate product on existing reservations. If blocked from doing so, the message "INFORMATION ONLY FIELDS" appears and the change is not allowed.

5c. RTCLS (RATE CLASS)

The value of the Rate Class field will default to the Vehicle Class Code entered into Field 5a. Normally, you will not change the default value of this field. Free upgrades and other special promotions are examples of instances where this field may need to be different.

EXAMPLE: Type ECAR (RET)

If the rate entered is valid for the dates, location, and vehicle class and all rules for the rate have been met, the following message will appear a the bottom of the screen:

RATES SELECTED

ADVISORY MESSAGES:

A field in Edit Class Codes can be used to flag a class as not being able to be reserved at a particular location. If the class is flagged that way, the following message will display:

THIS CLASS CANNOT BE RENTED FROM THE LOCATION REQUESTED.

Tier type rate products cannot run longer than 999 days. If the reservation is scheduled for longer than that, the tier rate cannot be used (It will be removed) and the following message will display:

RENTAL TOO LONG FOR RATE STRUCTURE

If the rental needs to stay open for more than 999 days, change the rate to one with a daily/weekly/monthly/extra day structure.

If the reservation is for a one-way rental, it is possible that a Drop charge may be automatically applied, and the following message will display:

DROP CHARGE APPLIED (PRESS RETURN)

(The Drop Charge amount can be viewed in the Rates Subwindow.)

The next message means that a penalty drop charge has been set up in the Edit Miscell. File and that there is no record set up in the Edit Drop Charge program that allows a one-way rental from the pickup location to the return location.

INVALID DROP LOCATION (PRESS RETURN)

Refer to the Edit Drop Charge chapter of the CARS+ Manual for details on how to set up drop charges and prevent one-way rentals to certain locations.

The next message is shown when the Drop Charge record blocks one-ways between the pickup and return locations:

ONE WAY RENTAL NOT ALLOWED FROM XXX TO YYY AT THIS TIME

(where XXX is the pickup location and YYY is the return location.

A similar message to the one above is shown when the Drop Charge record blocks one-ways between the pickup and return locations but the user's User Access File record allows an override of that block:

ONE WAY RENTAL NOT ALLOWED FROM XXX TO YYY, OVERRIDE?

(where XXX is the pickup location and YYY is the return location.

Entering "Y" overrides the block.

If the Rate Product in Field 5b is NOT valid for entry in Field 5c, the following message will appear at the bottom of the screen:

RATE NOT VALID FOR THIS CLASS (PRESS RETURN)

If the rate is restricted so that it can be used only by a reservation center and not used locally, the following message will display. (A setting in the Rules/Rate record controls this restriction.)

RATE CANNOT BE RESERVED LOCALLY

If the Rate Product is not valid for the opening location or it is not effective for the date and time of this rental, the following message will appear at the bottom of the screen:

RULES MISSING FOR RATE: A/SAVER (PRESS RETURN)

It is the combination of the Rate Product Code and the Rate Class Code (Fields 5b and 5c) and the pickup date which define amounts of the Rate Record that will be used in this reservation. Actual rate amounts associated with the rate code can be examined on Subwindow A.

WARNING MESSAGES

After pressing (RET), one of the following four warning messages may appear on the bottom of the screen:

WARNING - APPROACHING FULL BOOKING (PRESS RETURN)

The message above indicates that for the vehicle class the first warning level defined in the Planning Calendar will be reached at some point during the requested time period. Depending on the percentages set, overbooking is possible. Appearance of the warning message does not prevent taking this reservation.

WARNING - POSSIBLE OVERBOOKING (PRESS RETURN)

The message above indicates that for the vehicle class the second warning level defined in the Planning Calendar will be reached at some point during the requested time period. Depending on the percentages set, overbooking is possible - perhaps even probable. Depending on how the system is configured, the appearance of this warning message may or may not prevent taking this reservation. If the User Access record is set for manager override, a prompt will appear where another user who is allowed to overbook can enter their code and password.

User tip: A field in the Location Control File is used to define whether of not bookings can be made when the second warning level is reached.

The above warning messages are issued if utilization exceeds Level 1 or Level 2 values at any time during the requested rental period. This means that vehicles could be available for some or most of the requested period but not for all of it. In order to see the anticipated utilization for the requested dates, perform a "F6" search of the Class Availability File.

You can then determine whether this reservation should be taken or if another class or date range should be suggested. For a detailed description of this file search, see the chapter on the Class Availability Report.

CANNOT RESERVE VEHICLE - BLACKOUT IN EFFECT

The above message indicates that a blackout has been placed on this class of vehicles for one or more of the dates requested. This message prevents the booking of the reservation. Again the Class Availability search will indicate which dates are blacked out.

User tip; Blackouts can be placed by setting the warning percentage to 999%.

THIS CLASS IS OVERBOOKED, USE IT ANYWAY? Y/N

The message indicates that a blackout has been placed on the class or that an overbooking situation exists. However, the user has the authority to bypass the overbooking message.

User tip: A field in the Edit User Access record can be set to grant authority to a user to bypass the overbooking messages.

THIS CLASS IS ON OFF-SELL; CALL THE PICKUP LOCATION FOR APPROVAL.

(the name and phone number for the location is listed.)

DID YOU RECEIVE APPROVAL? Y/N

The pop-up window shown above appears when a location has imposed a "confirmation requested" situation. (The location must approve the reservation before it can be booked.)

User tip: Confirmation required periods can be placed by setting the warning percentage to 888%.

Answering "Y" to the approval question will allow the reservation to continue. And a Note is written into Line 9 of the Notes subwindow documenting the user name, date and time that the reservation was confirmed.

Answering "N" removes the Class from the field.

If no message appears, either the Fleet Planning Calendar is turned off or the anticipated utilization for the dates requested is currently low enough as to not warrant a warning.

ALTERNATIVE CLASSES AND LOCATIONS

When the requested class is overbooked (second warning level will be reached) and user's User Access File record does not permit overbooking, a pop-up window may automatically appear listing alternative classes are that are available.

CARS+ uses the hierarchy rating of the vehicle class entered to determine what other types of vehicles could be considered for the transaction. Using the hierarchy ratings in the Vehicle Class records, the next available class down and the next available 3 classes up are shown in the pop-up window if they are not overbooked. To select a class, enter the line number where it's listed.

User tip: In order for the alternative class logic to be offered, the fields “Res Warning Level 2 Hard” and “RA Warning Level 2 Hard” field in the pickup location record must be set to “Y”. Refer to the chapter Edit Locations.

When an alternative class is not available or not selected, another popup window may automatically appear listing alternative locations that have availability for the vehicle class requested. To select a location, enter the line number where it's listed.

User tip: Alternate locations are set up in the Edit Alternate Locations program on the Location Control Files Menu.

RATE RESTRICTION MESSAGES

Each Rate Product can have various restrictions defined which limit the ability to quote the product. When such a limitation is violated, a flag in the Edit Miscellaneous Control File determines what message is displayed. The flag can be set so that when a limitation is violated, the "change to" rate is automatically used to replace the original rate for the reservation. In that case, the message displayed is:

RATE CODE CHANGED

If the "change to" flag is not set, then a violated rate message appears indicating the infraction. In each case, the message indicates the Rate Product has been rejected for this reservation.

The messages are:

RENTAL DURATION TOO SHORT FOR RATE XXXXX

(Where XXXXX is the Rate Product Code entered.)

Rate Products can have a minimum rental length defined. In this case, the length of rental (Data Groups 2 and 3) is not long enough to qualify for the Rate Product.

RENTAL DURATION TOO LONG FOR RATE XXXXX

(Where XXXXX is the Rate Product Code entered.)

Rate Products can also have a maximum rental length defined. In this case, the length of rental (Data Groups 2 and 3) is too long to qualify for the Rate Product.

INTERCITY RENTAL NOT ALLOWED ON RATE XXXXX

(Where XXXXX is the Rate Product Code entered.)

Rate Products can be defined as invalid for one-way rentals to foreign locations. This message may occur if the Return Location in Field 3c is foreign.

DISCOUNT NOT ALLOWED ON RATE XXXXX

Rate Products can be defined as either discountable or non-discountable. Because repeat customers can have a standard discount defined in their customer record, a discount may be loaded into Field 13a when a customer is selected. If the Rate Product selected in Field 5b is non-discountable, the above message will appear and the rate will be rejected.

In order to use a non-discountable Rate Product on a discount customer, you must first erase the standard discount from Field 13a before entering the Rate Product Code.

* * *

The following five messages apply only to Rate Products with a special weekend rate.

OUT TOO EARLY FOR WEEKEND RATE

Weekend products can have a defined period in which the rental must begin. The above message will appear if the Pickup Date/Time (Fields 2a and 2b) are before the defined start of the weekend period. This product does not allow early pickups.

OUT TOO LATE FOR WEEKEND RATE

The Pickup Date/Time (Fields 2a and 2b) falls after the acceptable starting period for a weekend rental.

IN TOO EARLY FOR WEEKEND RATE

Weekend products have a definite period in which the vehicle can be returned. The above message means the Return Date/Time (Fields 3a and 3b) is before the earliest acceptable return Date and time for this product.

IN TOO LATE FOR WEEKEND RATE

The Return Date/Time (Fields 3a and 3b) are after the end of the weekend period. This product does not allow late returns.

OUT-EARLY OR IN-LATE, NOT BOTH, ALLOWED ON WEEKEND RATE

This indicates that both the Pickup Date/Time and the Return Date/Time on this reservation are outside the defined weekend period. This is not allowed on the Rate Product selected.

INTERCITY MILEAGE RATE APPLIED

On a one-way rental to a foreign location, this indicates that the rate product used has a different per mile rate for chargeable miles than the standard rate for a rental which will return to an owned location. Additionally, the allotment of free miles may also be different.

INTERCITY MILEAGE RATE REMOVED

This indicates that a rental which was originally slated to return to a foreign location is now returning to an owned location. The rate for chargeable miles, and perhaps the allotment for free miles, has been changed from the one-way rate back to the standard mileage rate.

RATE XXXXX IS NOT AVAILABLE FOR THESE DATES; SELECT ANOTHER

(Where XXXXX is the Rate Product Code entered.)

This message refers to a capacity controlled rate which is monitored by the Rate Planning Calendar. It means that the maximum capacity (number of bookings) has been reached for the rate product you are attempting to use. At this point, you should choose another rate product in order to continue.

THIS RATE REQUIRES A CDPID NUMBER

This message advises that the Rate Product entered has been designated a corporate standard rate and cannot be added manually to a reservation. This Rate Product can be used only when a valid CDPID number is added to the reservation and the rate is called automatically because it is linked to that CDPID number.

THIS RATE MUST BE RESERVED xxx DAYS IN ADVANCE.

(Where "xxx" is the number of advance days ahead that a reservation must be booked in order to use this rate.)

LENGTH OF RENTAL MESSAGES:

These messages are the result of records that exist in the Rate Control File governing the use of the rate in relation to the anticipated LOR (length of rental).

RATE zz IS BLACKED OUT FOR THIS DATE.

(where zz is the rate code.)

This message indicates that the rate product cannot be used; it is blacked out for the stating date of the rental.

THIS RATE CAN ONLY BE USED ON RENTALS LESS THAN xx DAYS OR GREATER THAN yy DAYS

(where xx is the maximum number of days allowed on a short-term rental and yy is the minimum number of days required for a long-term rental.)

This message indicates that the anticipated length of the rental is either too long for the maximum days allowed for a short term rental, or too short for the minimum days required for a long term rental.

THIS RATE CAN ONLY BE USED ON RENTALS LESS THAN xx DAYS.

(where xx is the maximum number of days allowed on a short-term rental.)

This message indicates that the anticipated length of the rental is too long for the maximum days allowed for a short term rental.

THIS RATE CAN ONLY BE USED ON RENTALS GREATER THAN yy DAYS.

(where yy is the minimum number of days required for a long-term rental.)

This message indicates that the anticipated length of the rental is too short for the minimum days required for a long term rental.

THE LENGTH OF RENTAL IS NOT APPROPRIATE FOR THIS RATE; USE IT ANYWAY? Y/N

This message indicates that one of the "length of rental" restrictions above applies, but the user has been granted the authority in their User Access Record to override the restriction. Enter "Y" to continue and accept the rate or "N" to deny the use of the rate.

ALT RATE SELECTED

Rate Products can also be linked together. Linking rate products allows CARS+ to choose which product will give the customer the lowest possible charges. Up to three Rate Products can be linked together as alternates. If an Alternate Rate Product will give the renter the lowest charges, the above message will appear at the bottom of the screen.

* * *

EDITING ESTABLISHED RATES

If you wish to edit an established rate or create a custom rate structure in the A Subwindow, the following conditions must be met:

1. You must be granted the rate edit privilege through the Edit User Access program. Without this privilege you will NOT be able to access data fields in the A Subwindow.
2. The Rate Product must be editable. You can tell this by looking in Subwindow A for the "Discount/Edit" data group. If the value for Edit is "Y", you may edit data fields. If "N", editing is not permitted.

When editing existing Rates, the changes that you make will apply to this reservation only. Future use of the Rate Product entered into Fields 5b and 5c will NOT include the changes you make on this reservation.

Note: Changes made to a rate through this edit function are reported on the Rate Edit Report.

User tip: The "Open Rate Edit" field in the User Access File can be set to prevent users from editing the rate class on existing reservations.

SEARCHING THE RATE FILE

Pressing the "F6" key when cursor is at the Main Window "OPTION:" field will allow you to select the Rate File Search program. The following features are unique to the Rate Table search program:

1. Only those rates that have been defined as "searchable" will be displayed.
2. You can either search for all Rate Products for a particular class (F4=ALL, F5=Class Code) or all Classes for a particular Rate Product (F4=Rate Code, F5=ALL). You CANNOT search for all Rate Products and all Classes at the same time.
3. The search will default to the pickup date and time entered in Fields 2a and 2b. If you are doing a search before filling out these Fields, you must enter a pickup date and time after pressing F6.
4. The search defaults to the pickup location displayed in Data Group 2. Press F2 if you wish to search for rates at another location.
5. F1 starts the display of all rates that apply to the parameters requested.

6a. FOP

Skip this field by entering a slash "/" and then enter the card number into Field 6b. After a number has been entered into the second field, the system will identify the card by displaying the proper FOP Code in this field.

A field in the Edit Miscellaneous Control Fields program controls whether or not the credit card data stored in the Customer's record will load automatically for a repeat customer. Therefore, this field may be blank for a repeat customer or it may be filled in automatically from credit card data stored in the Customer's record.

User tip: To access a popup window for any credit card(s) on file from the RA, Customer, or Reservation Files, enter SHIFT F7 from this field.

6b. #

Enter up to 20 alphanumeric characters to indicate the pre-signed voucher number or credit card number.

If the credit card check digit logic has been activated for the FOP entered into Field 6a the following message appears if an error is made in entering the credit card number:

INVALID CARD# PRESS RETURN TO CONTINUE

When this message appears, press RETURN and retype the correct card number.

In the Edit Credit Card Definitions program, each FOP Code can be assigned a range of possible card numbers. As an example, all Visa cards begin with the number 4 and are either 13 or 16 characters long. If the credit card number entered into Field 6b does not match the FOP Code in Field 6a, the system will assume that the card number is correct and will replace the FOP Code with the code that matches the card number entered.

EXAMPLE: Type 5419843331777778 (/)

User tip: In order to protect a customer’s privacy, the system may be configured to “mask” part of the credit card number when an existing Reservation is brought back up to the Reservations screen. (The masking process replaces certain digits in the credit card with the letter “X”.) At first the credit card will be masked. To see the entire credit card number, Shift/F4. User will be prompted for usercode and password. If the user is masking exempt, the credit card number will display. The Display employee code, date and time will show in the lower right side of the Main window and "CONFIDENTIAL" displays on the top line before the Res #. If not exempt, the request is rejected.

6c. EXP

Enter 4 numeric characters in the format MMYY to indicate the expiration date of the credit card.

EXAMPLE: Type 1203 (RET)

6d. LOA

In certain jurisdictions, a Letter of Authority (LOA) can be issued by a credit card holder. The letter grants another party the authority to the use of the credit card for a specific purpose. When a LOA is in effect, the credit card used on the rental is not stored in the renter's Customer record. (The card cannot be used by the renter on future transactions.)

If the credit card being used falls under a Letter of Authority, enter a "Y" In this field. Otherwise, leave this field blank.

If a "Y" is entered in this field, the pop-up window shown below is displayed.

Enter:

Field 1: Name of the person authorizing the use of the credit card. (Cardholder's name)

Field 2: Relationship of that person to the renter. (mother, brother, friend, company, etc)

Field 3: Date of the transaction (current date is the default)

Field 4: Location at which the physical letter is filed. (user's location is default)

Note: Any credit card used on a Reservation or RA Open transaction creates a record in a cross-reference file. Records from that file can be searched by credit card number in order to find the customer associated with the credit card. (Credit cards used with a Letter of Authority are an exception to this logic and no cross reference record is made for them.) A search by credit card number can be performed from the RA Open screen.

User tip: Because of PCI restrictions, the complete credit card number IS NOT stored anywhere in CARS+. After entry and saving, it is encrypted and stored in a separate encryption server. The only thing that is stored in CARS+ is the first four characters of the card, an asterisk "*" followed by the last four characters. The Deposit/Payment (Dep/Pay) file search when searching by credit card number will accept a full credit card number. But then the number is internally reformatted to the “First 4*Last 4” format and and that is what is used to read the Dep/Pay file for a match. For example, MasterCard # 5121123456781234 will be converted to 5121*1234 and a match will be sought. But 5121*1234 can match card 5121123456781234, but it will also match 51219999999991234 or 5121888888881234. In fact, one hundred million cards can have the same first and last four characters. Therefore, this type of search is NOT guaranteed to give the correct match on the first attempt. You must unmask the found card to determine if a match has been found.

WARNING: Since a Cars+ search for this is the "First 4*Last 4" format, this is not a guaranteed match and the user should unmask the credit card found in the search to determine if the credit card is a match.

7a. HOME

Enter up to 12 alphanumeric characters to indicate the customer's home phone number, including area code.

EXAMPLE:Type 714-111-1234(/)

7b. WORK PHONE or CELL PHONE

CARS+ can record up to three phone numbers for a potential renter: a home phone (the field above), a work phone and a cell phone. A field in Edit Miscellaneous Control Fields defines which of the last two phone numbers are recorded here. The third number is is entered in the E "Customer" subwindow.

Enter up to 15 alphanumeric characters to indicate the customer's business or cell phone number, including area code.

EXAMPLE: Type 213-555-6677 (RET)

8a. SOURCE

Source Codes are used to track where reservations originate. The Source Analysis Report and the Revenue Analysis Report provide statistical data using the Source Codes. A field in the Main Control Record controls whether or not this a required field.

Enter up to 5 alphanumeric characters to indicate the source of the reservation. These codes must be defined in the Source Codes File. A pop-up window (Shift F7) is available to display available choices for this field.

User tip: Because Source Codes can be set up by location or location group, the pickup location must be entered (Field 2d) before a Source Code can be selected.

EXAMPLE: Type YP (/)

The following messages may display:

THIS SOURCE CODE MAY NOT BE USED ON RESERVATIONS

When the above message displays, the Source Code has been defined as one that can be used only on walk-up RAs and not on reservations.

If the Stopsell logic is used, the following message may display:

SOURCE/LOC/CLASS ON STOPSELL - OVERRIDE? Y/N

This message is advises that a record in the Stopsell file has been encountered. Entering "Y" causes the transaction to continue. Entering "N" will call a search of the Stopsell file

User tip: A CDPID number can be linked to a Source Code. If it is, the CDPID number will be automatically applied to the reservation (See field 8c below). Likewise, a Source Code can be linked to a CDPID. If a CDPID is entered into field 8c, the corresponding Source Code will be placed into field 8a. If the CDPID number is removed, the source code will be removed as well.

User tip: The Source Code on a transaction can be provided in multiple ways. It may be automatically entered by having been linked to the vendor, customer, bill-to customer, user, voucher issuers, or corporate account record. Therefore, a hierarchy determines the order of precedence. That order, from highest to lowest, is:

Manually entered (highest priority)
Corporate ID
Vendor record
Voucher issuer (customer record for the wholesale company)
Bill-to customer record
Renter customer record
User Access File record (lowest priority)

SOURCE CODE CHANGED TO THAT OF XXXX

(where XXXX is the record number.)

CHANGING SYSTEM DEFINED SOURCE CODE - PROCEED? Y/N

Entering "N" will cause the manual entry to be ignored.
Entering "Y" will cause the manual entry to be accepted.

User tip: The "Edit Source" field in the User Access File can be set to prevent users from editing the source code on existing reservations.

8b. TYPE

Enter up to 2 alphanumeric characters to indicate the type of rental agreement this reservation will become. This code can be used to separate car rentals from trucks, corporate rentals from walk ups, etc. For type codes to be accepted in this field, they must first be defined in Edit Valid Type Codes.

A pop-up window (Shift F7) is available to display available choices for this field.

Type codes can be linked to rate products or Corporate Account records. When this is the case, the type code will fill in automatically once the rate or CDPID is selected. Type codes entered automatically cannot be changed.

Press RET to skip this field.

EXAMPLE:Type S (/)

User tip: A field in Edit Main Control Record can make this a required field, thus forcing the user to enter a valid Type Code.

8c. ID#

(CORPORATE ID)

Depending on a set up field in Edit Misc Control Fields, this field is either:

• A free form text field that does nothing else
• Or this customer's corporate identification number, commonly referred to as the CDPID Number that may apply a corporate, rate, discount or special privileges.

Enter up to 15 alphanumeric characters to indicate this customer's CDPID Number.

If the CDPID number is not known, the F6 Search feature may be used from the Main Window "OPTION" field to initiate a search of the CDPID File by name. Additionally, a field in the Edit Misc Control Fields record can enable a Shift/F7 search of the CDPID file directly from this field.

CARS+ can be configured so that each CDPID record has a single name, or CDPID records can have multiple names. If multiple names are allowed, the search behaves a bit differently:

If the search is by CDPID name, selecting the row with the desired name loads that CDPID name on the reservation or RA. This is the preferred method for searching.

If the search is by CDPID number, the CDPID record will be shown under the first name associated with the CDPID according to the alphanumeric sort rules and that name will be loaded on the reservation or RA.

User tip: For Hertz Operations in North America (US and Canada), in order to have all of the special privileges and discounts associated with the CDP applied to the RA, the CDP must be applied to the RA using one of the search methods (F6 or Shift-F7). Direct entry of the CDP number into this field will cause the CDP number to be linked to the RA, but none of the special privileges will be applied.

CDPID numbers reference a corporate contract record which may specify a particular Rate Code or discount percent. In addition, the corporate contract may provide for special privileges, such as special prices for coverages, fuel, or other options, an exemption from an airport fee or other option, or a special minimum age designation. If the contract record references a particular Rate Code, it will be automatically loaded.

If the primary corporate Rate Code is not valid for the opening location, the fall-back contract rate code from the corporate account record will be used or a discount may apply to your regular rates.

In addition, a subwindow will automatically display showing detailed information about the privileges associated with the corporate contract.

Some CDPID records have a credit card attached to them. If a CDPID is added to a RA that does not already have a credit card number applied, the credit card from the CDPID record is used.

If a repeat customer has a credit card and the CDPID has one, the following question will display:

USE THE CREDIT CARD ATTACHED TO THE CDPID? Y/N

If a CDPID card is used on a RA, the credit card number is NOT written to the customer's record.

Some CDPID records allow for a one-time amount discount. When this is the case, the following message will display:

CORP DISC OFxxx APPLIED

(where xxx is the amount of the discount.)

Some CDPID records require that a PIN be entered in order for the CDPID number to be added to the Reservation or RA. When this is the case, the following message will display:

CDP PIN REQUIRED

At that point the cursor will be blinking in the lower right corner of the screen. Enter the PIN number. It will not appear on the screen as you type it. If a valid PIN is entered, the transactions will proceed as usual. If an invalid PIN is entered, the following message will display:

INVALID PIN NUMBER, CDP WILL BE REMOVED

And the CDPID will be removed from the this field.

A field in Edit Misc. Control Fields can be set to prevent both a bill-to customer and a voucher on the same transaction. In that case, when a voucher is already on the transaction and a CDPID with a bill-to customer is entered, the following message will display and the CDPID will be removed:

REMOVE VOUCHER FIRST BEFORE ADDING A BILL-TO

Some Corporate Account records have a booking date range. If the current date is outside of that range and an attempt is made to apply the CDPID to the reservation, the following message will display and the CDPID will be be accepted:

CDPID NOT VALID FOR SELECTED DATES

A field in the Corporate Account Record can be used to prevent the CDPID from being added to a reservation or RA manually. That is, the CDPID must come in electronically on an interfaced reservation. If an attempt is made to add such a CDPID to the reservation, the following message displays and it is blocked:

THIS CDPID CANNOT BE MANUALLY ADDED TO A TRANSACTION

EXAMPLE:Type: 1348692 (RET)

Refer to the chapter Overview - Corporate Accounts for details about corporate accounts.

Notes on CDPID Hierarchy

A CDPID can be attached to various records that are part of a RA. In a situation where multiple CDPID numbers would apply to the same RA, a hierarchy exists to determine which CDPID takes precedence.

The hierarchy from lowest to highest is:

• User manually added CDPID (See NOTE below)
• FOP's CDPID is applied only if no other CDPID is on the RA. However, only privileges and discounts are applied; the rate product is NOT changed to the CDPID contract rate.
• Source Code
• Vendor
• Customer - renter
• Customer - bill-to party
• Special Document
• IT Code (either tour or insurance)
• User manually added CDPID (see NOTE below)

NOTE: A manually enter CDPID can be treated as the lowest or highest in the hierarchy depending on when it is entered on the RA or Reservation.

If a CDPID is manually entered and some other thing is placed on the RA afterwards (source code, vendor, bill-to, etc.) the manually entered CDPID is overridden by the other ones in the hierarchy.

User tip: When a CDPID number is linked to a Source Code, the CDPID number will be automatically applied to the RA. When a Source Code is linked to a CDPID, when the CDPID is entered into field 9c, the corresponding Source Code will be placed into field 9a and cannot be changed. If the CDPID number is removed, the Source Code will be removed as well. A Source Code linked to a CDPID record takes priority over other Source Codes.

9a. NOTES

Enter up to 30 alphanumeric characters to describe any message you wish to have carried forward to the RA Open screen.This message will not print on the Rental Agreement form.

EXAMPLE: Type CHECK FOR SNOW CHAINS (/)

IN ADDITION TO THIS FIELD, 99 LINES OF NOTES CAN BE ENTERED INTO THE "NOTES" SUBWINDOW. (See discussion on the Notes Subwindow in the chapter on General Data Entry Instructions).

User Tip: If at the time of making the reservation it is known that the rental will be tax exempt, use the Notes field to so indicate.

9b. OPTIONS

Enter up to 15 alphanumeric characters to describe any add-on options. By definition, an option is a chargeable item, such as infant seats, ski racks, hand trucks, etc. This field is not for describing the vehicle the customer wants. Descriptive notes about the vehicle should be entered in Field 9a.

EXAMPLE: Type CHILD SEAT (RET)

USER TIP: In addition to this field, Options can be sold in the Options, Shift F/5 Subwindow.

NOTE: This field will show up in RA OPEN when the user selects a reservation with an option listed from this field. The "O-Sub Windows" field flashes and the "D" Options window displays for the user.

10. EMAIL

For reservations created through the use of Thermeon's WebRes product, an e-mail address is required in order to send a confirmation to the customer. When those reservations are displayed, the e-mail address will be shown in this field.

EXAMPLE: Type: speters@email.com

User tip: The e-mail address in this field is for the reservation only. Due to the fact that it may be the e-mail address for someone other than the traveler (such as a travel agent's or assistant's e-mail address) it is not brought forward as the customer's e-mail address on the Open screen nor does it update the customer record.

To enter the customer's e-mail address, use the e-mail address field in the Direct Bill and Customer subwindow. (Subwindow E). '

User tip: This may be a required field. A setting in Edit Misc Control Fields can require that data be entered in this field in order to save a reservation.

11. CONF#

Enter up to 10 alphanumeric characters to indicate any confirmation number issued on this reservation.

EXAMPLE: Type 3171A (RET)

12. PO#

Enter up to 10 alphanumeric characters to indicate any purchase order number associated with this rental. If this reservation is set up as a direct bill (Sub-window E), and the direct bill customer is of a type that requires a purchase order, then it is required that data be entered in this field.

EXAMPLE: Type 2384DSR (RET)

13a. DISC PCT

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.

13b. AMT

Refer to Field 13a 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.

If a flat-fee deduction must be given, use a PROMO or enter a Customer Service Adjustment on the RA.

As a final note: This field is also used by the WebXML module to handle pre-paid commissions. Under this logic, the travel agent collects from his client his anticipated commission as a deposit which he keeps. The WebXML module loads that deposit amount as a "discount" amount in this field. The proper set up for this feature involves defining the rates used as non-discountable. Therefore, it is possible for a discount to appear here on a non-discountable rate. And the fact that this "discount" cannot be edited or removed is by design.

14a. CUS#

This field is for display use only. When taking a reservation from a repeat customer, the customer number from the Customer File will display in this field. (If the individual is not a repeat customer, the number "999999" displays in this field.)

14b. OID#

(Other ID #)

Enter up to 10 alphanumeric characters to indicate any additional identification for this customer. This field is used for corporate issued frequent renter numbers (such as the Hertz "Number One Club 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.

14c. CT

(Customer Type)

For existing customers, this field displays their current customer type code. The type code may be changed by entering another valid customer type code in this field.

For individuals who are not yet customers, the system default customer type is displayed in this field.

15. CONTACT

Enter up to 25 alphanumeric characters to indicate a local contact. This could be a local phone, place of lodging, company, etc.

EXAMPLE: Type AIRPORT HILTON (RET)

User tip: This may be a required field. A setting in Edit Misc Control Fields can require that data be entered in this field in order to save a reservation.

16a. EMPL

Enter up to 6 alphanumeric characters to indicate employee code of the person entering this transaction. Your system can be configured so that the code used on the employee sign-on screen is the default value.

EXAMPLE: Type JIM (RET)

On existing reservations, the create employee can only be edited by users who have been granted that ability through their Edit User Access record.

16b. DRW

This field displays the default drawer number for the user or terminal.

4. PAX

This field is required. Enter the number of total passengers. It corresponds with the next field.

EXAMPLE: Type 4 (RET)

6a. ESTIMATED MILES

In order to include the estimated miles charge in the estimate, a number of average miles per day can be entered on the rate product in Edit Rental Rules/Rates. Refer to the field: "Est. Mi. A Day".

The daily estimate is multiplied by the number of days for the reservation and will display in this field.

Editing the estimated miles: This amount can be manually edited either up or down. If edited, a "Y" will appear in the second field after the slash. If edited, this estimate will NOT change if the dates are changed or the Rate Product is changed to a rate with a different average miles/day estimate.

This amount of estimated miles will be used within the Reservation estimate (F8 key) when calculating the total estimated charges for this reservation.

EXAMPLE: Type 1750 (RET)

6b.

This field indicates if the Estimated Miles in Field 6a. have been manually edited.

Y = Yes, the amount in field 6a has been manually edited. As a result the estimated miles will NOT be recalculated if the rental dates are edited or the Rate Product is changed.

N = No. If the estimated miles have been edited and yet you desire to have this estimate recalculated, change the "Y" to "N" and a recalculation will be made.

EXAMPLE: Type N (RET)

CURRENT DAMAGE RESP

This field displays the customer's responsibility for damage. It is this amount that is transferred to the D (Options) subwindow as well as the Damage Entry program if damage is recorded on the RA.

As circumstances change on the RA, the responsibility amount may change. Many things can influence this amount such as:

Whether or not LDW is included in the rate.

Whether or not LDW is included at no charge as a corporate privilege when a CDPID is applied to the RA.

Whether or not LDW is accepted by the customer. And if accepted, what level is accepted.

Once LDW applies to the RA, whether or not a buy down product is sold to decrease (or "buy down" the customer's responsibility level).

User tip: For more information on how various programs influence responsibility levels, refer to the Edit Option Rates chapter. A section at the end of that chapter is devoted to how responsibility levels are chosen.

In the illustration above, the following observations can be made regarding the customer's responsibility level:

If the customer does not accept LDW, the responsibility level is $5000.

If the customer accepts LDW at $15.99 a day, the responsibility level is zero.

If the customer accepts LDW at $9.99 a day, the responsibility level is $500.

(Although the buy down is listed, it doesn't apply in this case because the customer has the option of zero responsibility level at $15.99. However, if LDW was included in the rate with a responsibility level of $500, the customer could elect to accept the buy down to bring the responsibility level to $50. This is illustrated in the Options Pop-Up window with inclusive rates shown below.)

When a coverage such as Buy Down is dependent upon another (it is set up so that it can only be sold if LDW is sold), the following message will display if you try to select it without LDW having been selected (or included in the rate):

THIS COVERAGE MUST BE SOLD IN CONJUNCTION WITH LDW

COLUMN 1
OPTION

The short description of Option Code is displayed in Column 1.

COLUMN 2
C/*

If the customer wants to purchase the option, enter a "C" (Charge). If the customer does not want to purchase the option, leave the asterisk "*" in this field. Automatically applied options are listed with the letter "C" already entered in the field.

COLUMN 3
RATE

Rates for the options are set up in the Edit Optional Item Rates program and are flagged there as being editable or not. If a rate is editable and the option has been selected by entering a "C" in Column 2, the cursor will advance to the rate column where it can be edited. However, the amount of the edit to the option rate may be restricted by a percentage field in the User Access record. If the restriction is in place and the edit is greater than the percentage restriction, the following message will display:

RATE CANNOT BE EDITED TO LOWER THAN XXXX

(where XXXX is the lowest possible rate allowed by the percentage restriction.)

If the option rate is not editable; the cursor will not access the rate column.

Rates can vary based on many things such as Pricing Codes and Privilege Codes. As a result, it may not be clear how the system chose the rate selected. To see a display of how rates were selected for those Options that have been sold to the renter, exit this pop-up and return to the Main Window's Option field and press Shifted/F6 to call the Print Charge Options display.

COLUMN 4
CALC

This column displays the method used to calculate the charge for this item as defined in the Optional Charge Code Control File, such as:

/DAY	=	Per day charge
ITM	=  	Per item charge multiplied by the quantity column if appropriate
PCT	=	Percentage

COLUMN 5
QTY

Some options, such as child restraint seats or moving boxes, can be sold in quantity (indicated by calculation method "ITM" in the previous column. For those options that can be sold in quantity, enter the appropriate number of items sold to the renter.

Options that are tracked as assets through the Inventory program have a quantity limit of 10.

COLUMN 2

Inclusive rates: When a rate product has been set up to with coverages and/or other optional items included in the rate product, a "X" appears in this column and cannot be removed or changed to a "C". (The customer cannot be charged for a item when the rate product already includes it.)

Shown below is what a typical Option Window would look like when LDW and PAI are included in the rate.

If you attempt to change the "X" to "C", the following message will display:

xxx CANNOT BE SOLD

(Where "xxx"is the code for the option.)

Transaction Type

Status Code

Reservations

O

Quotes

Requests