These reports are not meant to replace the Daily Business Report (DBR). Major differences between the DBR and RA Summary Report are:
Basic Layout:
DBR: On DBRs, Opens, Closes and Voids are segregated into separate sections
RA Summary: All RAs are listed in one section and are selected based on their current status. The report does not show all transactions occurring within selected dates but only the net results. If a rental both opened and closed during the selected date range, only the final closed status is reported.
Dates Used:
DBR: Transactions are reported by DBR date which may be different than the open or close date for batch-entered transactions.
RA Summary: RAs are reported by opening or closing dates, not by their DBR date. As a result, it is impossible to compare the two reports.
Locations Used:
DBR: Can report closed RAs by either their opening or closing location.
RA Summary: Closed RAs are always reported by their opening location.
Other features unique to the RA Summary Report:
1. Allows more selection criteria for RAs.
2. On open RAs the rate for LDW is shown
Reports can be created with a range of selection parameters which can encompass all agreements in the RA file or be limited to agreements generated, for example, by a single vehicle. Only those RAs meeting the descriptive parameters entered on this report screen will be included.
NOTE: It is possible to enter parameters in such a way that no RAs will be selected. For example, if RAs from a single location generated by a particular vehicles were requested, and that vehicle was never rented from the location, no RAs will be shown.
As with many rental reports, Open RAs that are flagged as "Questionable" will have a question mark printed next to the RA number. See Introduction to the RA Menu for more information on "Questionable" RAs.
To access the RA Summary Report, type RASUMY (RET) at any menu "OPTION:" field or the appropriate line number on the Month End menu. The screen will then display:
| OPTION: __ RA SUMMARY REPORT 1 Start RA # FIRST 20 Truncate Decimals N 2 End RA # LAST 21 Sort Order R (R=RA#,V=Veh#,N=Name, 3 Start Date EARLIEST B=Bill-To#,I=IATA#,D=Date-in) 4 Start Time 0000 22 Detail/Summary D 5 End Date LATEST 23 Print/Display P Printer: prtspool 6 End Time 2359 24 Start Source Code FIRST 7 Cust # ALL 25 End Source Code LAST 8 Start Bill-To # FIRST 26 Start Cdpid Number FIRST 9 End Bill-To # LAST 27 End Cdpid Number LAST 10 Start Vehicle # FIRST 28 Employee Code ALL 11 End Vehicle # LAST 29 Customer Type ALL 12 Vehicle Class ALL 30 Vendor (IATA)# ALL 13 Rate Product ALL 31 Start RQ FIRST 14 Location FAR01 32 End RQ LAST 15 RA Type ALL 33 Brand ID ALL 16 RA Status ALL 17 Option Detail N 18 Drawer ALL 19 Airport Commission B (C=Comm, N=Non-Comm, B=Both) 1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
|
1. START RA # |
Enter up to 8 alphanumeric characters to indicate the lowest or starting RA number in the series you wish to select. Press RET to default to the FIRST (lowest) RA number on file. EXAMPLE: Type 10400 RET) |
|
2. END RA # |
Enter up to 8 alphanumeric characters to indicate the ending RA number. Press RET to default to the LAST (highest) RA number on file. EXAMPLE: Press (RET) |
|
User tip: The next four date and time fields are used to select RAs as follows: OPEN RAs are selected by the opening date and time. CLOSED RAs are reported by closing date and time. VOID RAs are reported by the date/time they were voided which becomes the close DBR date. |
|
| 3. START DATE |
Using the selected date format, enter the starting date. Press RET to default to EARLIEST. See User Tip that precedes Field 3 regarding date selection. EXAMPLE: Type 040108(RET) |
|
4. START TIME |
Using the selected time format, enter the starting time. Press RET to default to 12:00M. EXAMPLE: Press (RET) |
|
5. END DATE |
Using the selected date format, enter the ending date. Press RET to default to LATEST. See User Tip that precedes Field 3 regarding date selection. Note: The size of the date range may be restricted by a setting in the Edit User Access File. Entering a date range that is larger than what is allowed causes the following message to display at the bottom of the screen when F1 is pressed to start the report:
EXAMPLE: Type 041508(RET) |
|
6. END TIME |
Using the selected time format, enter the ending time. Press RET to default to 11:59P. EXAMPLE: Press (RET) |
|
7. CUSTOMER # |
To limit the report to a RAs with a particular customer, enter up to 6 alphanumeric characters to indicate the customer number. Press RET to default to ALL customers. EXAMPLE: Press (RET) |
|
8. START BILL-TO # |
This field and the next one allow the report to be limited to only those RAs that have certain Bill-To customer numbers. Enter up to 6 alphanumeric characters to indicate the starting Bill-To Customer Number. Press RET to default to the first Bill-To Customer on file. EXAMPLE: Type 5321 (RET) |
|
9. END BILL-TO # |
Enter up to 6 alphanumeric characters to indicate the ending Bill-To Customer Number. (To obtain a report on only one Bill-To Customer, use the same Customer number in Fields 8 and 9.) Press RET to default to the last Bill-To Customer on file. EXAMPLE: Type 532( RET) |
|
10. START VEH # |
Enter the starting vehicle number of a series of vehicles to select. Press RET to default to the first vehicle on file. If there is only one vehicle on file with the unit number entered, all pertinent data relating to that vehicle will be loaded. If more than one vehicle is on file with the unit number (multiple owners), the Vehicle File Search program will automatically be called and all vehicles with a matching unit number will be displayed for selection. EXAMPLE: Press (RET) |
|
11. END VEH # |
Enter the ending vehicle number. Press RET to default to the last vehicle on file. EXAMPLE: Press (RET) |
|
12. VEHICLE CLASS |
To limit the report to RAs with vehicles of a particular Class Code, enter up to 4 alphanumeric characters representing that Class Code. Press RET to default to ALL vehicle classes. EXAMPLE: Press (RET) |
|
13. RATE PROD |
To limit the report to RA's with a particular Rate product, enter up to 12 alphanumeric characters representing that Rate Code. Press RET to default to ALL rates. EXAMPLE: Type VALUE (RET). |
|
14. LOCATION |
Enter up to 6 alphanumeric characters to indicate the renting location. Enter:
Note: The location(s) accepted may be restricted by a setting in the Edit User Access File. Entering a location that is outside the allowed parameters causes the following message to display at the bottom of the screen and the selection will be ignored: RESTRICTED REPORT LOCATION EXAMPLE: Type TUS (RET) |
|
15. RA TYPE |
Enter up to 2 alpha characters to select RAs of a single RA type code. Press RET to default to ALL RA types. EXAMPLE: Press (RET) |
|
16. RA STATUS |
Enter one of the codes below to select RAs of a particular status. Press RET to default to ALL RAs. The accepted status codes are:
EXAMPLE: Type C (RET) User tip: Closed RAs will be selected by their opening location. Therefore, note the location entered in Field # 14. User tip: When run for Open RAs, the vehicle number is shown in the "Time" revenue column. |
|
17. OPTION DETAIL |
Enter:
EXAMPLE: Type Y (RET). NOTE: Option Detail may be chosen in either the Detail or Summary form of the report. |
|
18. DRAWER |
Enter up to 3 numeric characters to select RAs handled by a single cash drawer. Press RET to default to ALL Cash drawers. EXAMPLE: Press (RET) |
|
19. AIRPORT COMMISSION |
Enter one of the following:
EXAMPLE: Type B(RET) |
|
20. TRUNCATE DECIMALS |
This field is used to indicate whether or not the digits beyond the decimal points should print on the totals line.
EXAMPLE: Type N (RET) |
|
21. SORT ORDER |
Enter 1 alpha character to select the report sort order.
EXAMPLE: Type R(RET) |
|
22. DETAIL/ |
Sselect the report format. Enter:
EXAMPLE: Type D(RET) |
|
23. PRINT/ |
Enter:
EXAMPLE: Type P (RET) |
|
24. START SOURCE CODE |
This field and the next one allow the report to be limited to only those RAs that have certain Source Codes. Enter up to 5 alphanumeric characters to indicate the starting source code for the report. Press RET to default to the FIRST source code in the Source Code Control File. EXAMPLE: Press (RET) |
|
25. END SOURCE CODE |
Enter up to 5 alphanumeric characters to indicate the ending source code for the report. Press RET to default to the LAST source code in the Source Code Control File. EXAMPLE: Press (RET) Note: Although Source Code is a selection on the report, Source Codes do not print on the report. |
|
26. START CDPID NUMBER |
This field and the next one allow the report to be limited to only those RAs that have certain CDPID numbers. Enter up to 10 alphanumeric characters to indicate the starting CDPID number (Corporate Account number) for the report. Press RET to default to the FIRST CDPID number in the Corporate Account File. EXAMPLE: Press (RET) |
|
27. END CDPID NUMBER |
Enter up to 10 alphanumeric characters to indicate the ending CDPID number (Corporate Account number) for the report. Press RET to default to the LAST CDPID number in the Corporate Account File. EXAMPLE: Press (RET) Note: Although CDPID Number is a selection on the report, CDPID numbers do not print on the report. |
|
28. EMPLOYEE CODE |
To limit the report to only those RAs with a Corporate Contract to which a particular Salesperson is assigned, enter up to 6 alphanumeric characters representing the salesperson's Employee Code as set up in the User Access File. EXAMPLE: Press (RET) For CARS+ installations using the Customer Salesman logic and who have GVT record “CUSSLM” set up, entering a salesman code in this field will limit the report to those RAs which have a bill-to party or third party matching a record in the Customer Salesman file and the RA open date falls within the effective date range for the salesperson requested. Refer to the chapter titled Edit Customer Salesman Number for more information. |
|
29. CUST TYPE |
To limit the report to a particular Customer Type, enter up to 5 alphanumeric characters representing that Customer Type. Otherwise, press (RET) to include all customer types. EXAMPLE: Press (RET) |
|
30. VENDOR (IATA) # |
To limit the report to RAs with a particular Vendor number (IATA#), enter up to 8 alphanumeric characters representing that Vendor. Otherwise, press (RET) to include RAs regardless of Vendor number. EXAMPLE: Press (RET) |
| 31. START RQ |
"RQ" is the term used for "Rate Quoted" on a reservation that is received electronically from a source outside of CARS+. This field and the next can be used to limit the RA Summary Report to RAs with reservations with a particular RQ code or a range of RQ codes. |
| 32. END RQ |
Refer to "Start RQ" field above. |
| 33. BRAND ID |
Enter up to 3 alphanumeric characters to indicate the Brand of RAs to be reported or press RET to default to all rental agreements. This field is used by operations that are "dual branded" and rent cars under more than one "rental brand" (example: both Hertz and Dollar). EXAMPLE: TYPE ZE (RET) |
The screen will then display:
| OPTION: __ RA SUMMARY REPORT 1 Start RA # 10400 20 Truncate Decimals N 2 End RA # LAST 21 Sort Order R (R=RA#,V=Veh#,N=Name, 3 Start Date 04-01-08 B=Bill-To#, I=IATA#,D=Date-in) 4 Start Time 1200M 22 Detail Summary D 5 End Date 04-15-08 23 Print/Display P Printer: /dev/tty 6 End Time 1159P 24 Start Source Code FIRST 7 Cust # ALL 25 End Source Code LAST 8 Start Bill-To # 5391 26 Start CDPID Number FIRST 9 End Bill-To # 5391 27 End CDPID Number LAST 10 Start Veh # FIRST 28 Employee Code ALL 11 End Veh # LAST 29 Customer Type ALL 12 Veh Class ALL 30 Vendor(IATA)# ALL 13 Rate Prod VALUE 31 Start RQ FIRST 14 Location TUS 32 End RQ LAST 15 RA Type ALL 33 Brand ID ZE 16 RA Status C 17 Option Detail Y 18 Drawer ALL 19 Airport Commission B 1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8 |
User tip on Questionable RAs:
When a RA that has been flagged as "questionable" is closed without the questionable flag having first been removed, the fact that it closed in a state where it was flagged as "questionable" is shown on the RA Summary Report with a question mark following the RA number. This indicates that the some other data in the system may still be in error. The following example will illustrate this situation.
Assume that Vehicle # 1234 was rented on January 15 and due back January 20. On January 16, a rental agent opens a Non-Rev Movement and enters Vehicle # 1234 in error instead of Vehicle # 1235. This would cause the RA to be marked as "questionable" since there was a more recent movement of the vehicle. The RA would be listed on the Questionable RAS Report with a lower case "n" indicating it was the Non-Rev Movement program that caused the RA to go into questionable status. In an ideal situation, this would be researched, the Non-Rev transaction would be corrected, and the RA re-saved in Edit Opening Fields to remove the questionable flag.
In a more realistic situation, it is likely that these corrections will not made. When the vehicle returns on January 20, the RA is closed with the questionable flag still applied. The RA will drop off the Questionable RAs Report because it reports only open RAs. However, the RA Summary Report will still show the questionable status (with the question mark) indicating that the situation was not resolved before the RA was closed.
This report contains a calculation of rental length called "DBR Days" (or just "Days"). One of two possible formulas are used in CARS+ to calculate this figure. To chose the formula to be used in this as well as over fifty other CARS+ reports, go to Page 5, Field 3 of Edit Miscellaneous Control Fields.
A sample report is shown below. Because the RA Summary Report uses column headings similar to the DBR, see the Operations DBR chapter for a description of data fields printed.
If the system is set up to access vehicles by license plate number, the license plate is shown instead of the vehicle number.
07-01-XX 11:46:13 EEB 11 THERMEON CORPORATION /dev/tty Report #2124 Page 0001
R A S U M M A R Y R E P O R T
SELECTIONS----------
Date/Time Range: 06-01-XX at 0000 to 06-30-XX at 2359
Sort Order: R Start Source Code: FIRST End Source Code: LA
Location: TUS Start Cdpid Number:FIRST End Cdpid Number:LA
------------------------------------------------------------------------------------------------------------------------------------
RA # Cust # Cust Name Days Gross Time CDW PEC Fuel Misc Tax Deposit Reimprs A/R-Bal
VEH # Bill # Bill Name Miles Date Mileage PAI OTH Drop Other Disc CS-Adj Paid
------------------------------------------------------------------------------------------------------------------------------------
S370854 001099 BARNES 2.00 108.00 100.00 8.00
001812 000100 150 06-02-XX 108.00
EM:EEB RT: RETL *ICAR 100.00*PD: 108.00 VI MODEL: DYNASTY
S370858 001011 GORHAM 2.00 128.00 100.00 8.00 20.00
001812 110 06-03-XX 20.00 108.00
EM:MMG T: RETL SCAR 100.00*PD: 108.00 MC MODEL: DYNASTY
S370859 001061 GORDAN *V-X* 06-04-XX 001859
S370860 001061 SHELDON 16.00 1165.85 740.00 265.05 109.80 1165.85
001836 000100 505 06-22-XX 76.00 25.00-
EM:JEG : RETL ICAR 44.00 PD: MODEL: ACCLAIM
S370861 001201 MONTAGNA 3.25 750.20 164.00 20.20 497.60
001859 748 06-09-XX 566.00 252.60
EM:PAS RETL ICAR 44.00 PD: 152.60 VI 100.00 TC MODEL: BERETTA
S370864 001028 MCCAULEY*V-X* 06-11-XX 232323
S370865 001174 LANDRY *V-X* 06-11-XX 124012
S370867 001011 BUTLER 2.00 174.00 110.00 14.00 300.90
001943 46 06-16-XX 50.00 126.90-
EM:CJL CORP MVAR 55.00 PD: -126.90 MC MODEL: VOYAGER
S370868 001099 AUSTIN 2.75 565.65 110.00 32.65
001987 000100 300 06-17-XX 423.00 565.65
EM:DAS RETL MVAR 55.00 PD: 565.65 VI MODEL: CARAVAN
S370869 001204 LAMPERT 3.00 243.80 180.00 21.80
001855 460 06-17-XX 42.00 243.80
EM:ETW RETL SCAR 45.00 PD: 243.80 TC MODEL: LEBARON
S370870 001204 POWELL 3.50 200.75 135.00 15.75
001813 100 06-17-XX 50.00 200.75
EM:LLS CHAUF SCAR 45.00 PD: 200.75 AX MODEL: DYNASTY
S370871 001174 BENNETT 1.50 119.50 100.00 8.50 11.00
001812 000100 50 06-22-XX 119.50
EM:WDG 1PRI SCAR 50.00*PD: 119.50 CA MODEL: DYNASTY
S370872 001099 BIGBEE 1.00 127.15 100.00 13.95 8.70
001812 000100 50 06-24-XX 4.50 127.15
EM:BER RETL LCAR 100.00*PD: 127.15 CA MODEL: DYNASTY
07-01-XX 11:46:13 EEB 11 THERMEON CORPORATION /dev/tty Report #2124 Page 0002
R A S U M M A R Y R E P O R T
------------------------------------------------------------------------------------------------------------------------------------
Days Gross Time CDW PEC Fuel Misc Tax Deposit Reimbrs A/R BAL
Miles Date Mileage PAA CRG Drop Other Disc CS-Adj Paid
------------------------------------------------------------------------------------------------------------------------------------
====================================================================================================================================
37 3582.90 1839.00 279.00 8.50 249.90 798.50 1185.85
2519 4.50 20.00 1207.00 25.00 1598.55
Summary of Closed RAs (averages include T&M onl
Total RAs Closed 10
Total DBR Days 37
Total Rental Hours 854
Total Miles Driven 2519
Avg length of rental 3.70
Avg Hours per RA 85.40
Avg Miles per RA 251.90
Avg Miles per Rental Day 68.08
Eligible Revenue for Averages 1839.00
Avg revenue per RA 183.90
Daily dollar average 49.70
Avg $-Sale per Rental Hour 2.15
Avg $-Sale per Mile .730
Sales/Receipts Cross Check
Total Sales 3582.90
Less Deposits Credited 798.50-
Less Receipts 1598.55-
Less Reimbursements .00
Less A/R Charges - Customer 1185.85-
Plus CR Balance Due - Custome .00
==========
(In Balance) .00
============================================
Void R 3
Preprints 0
Exchanges 3
-- End of report --