In many countries, such as the US, Canada and Australia, the RA itself is used as a receipt for those customers who have paid in full at the time of Close. For those RAs with a balance due, a RA Invoice can be printed.
On the other hand, in certain other countries a Tax Document/invoice must be printed for every RA - regardless of the method of payment. In Brazil, this document is referred to as the "Nota Fiscal". In Mexico, it is referred to as the "Factura". The requirement in these countries is that the Tax Document/invoice must be printed in a particular format and on a separate form from the RA. When more than one party is responsible for the charges on the RA, such as with a tour RA, a Tax Document is prepared for each party. (In order to meet these needs, the print program must be developed by Thermeon. Contact Customer Support Dept. for more information.) It is this Tax Document logic that is addressed in this chapter.
Locations can be configured to print Tax Documents in the following ways:
A. At the rental counter at the time the RA is closed. At these locations, during the process of closing a RA, the user is prompted with a question asking if the Tax Document should be printed at that time.
If the user chooses not to print it then, the Tax Document is queued up for batch printing and must be printed later using the Batch Print Tax Document program.
B. Locations can be configured to never print the Tax Document at the time of RA Close. For locations configured in this manner, the prompt is not displayed. Instead, a field in the Location record designates the location where their Tax Documents must be printed using the Batch Print Tax Document program.
For example, a small rental counter in a hotel lobby might be configured so that their Tax Documents are printed by the back office at a larger location in the same city.
C. Leasing: Operations who want to use the CARS+ leasing logic must use the Batch Print Tax Document program to print monthly invoices for the leases.
Tax Documents can be programmed to print for the following parties:
a. The insurance company for those charges covered by the insurance company on insurance replacement rentals.
b. The tour company (party issuing a tour voucher) if a voucher is on a rental. This includes both customer issued vouchers (referred to as "ghost RAs) and vendor issued vouchers.
c. The bill-to party for any charges not covered by the above.
d. The renter for any charges not covered by the first two listed above and if there is no bill-to party.
e. The renter for any partial payments that are made at Close on a bill-to rental.
f. The third party indicated on the RA (other than the bill-to and renter).
When Tax Documents are required, they must be printed prior to posting via the Accounting DBR.
II. DEFINITIONS
Agrupo: Customers and vendors may be flagged in their Customer Record so that their Tax Documents print in "agrupo" (group) format. Agrupo format combines several RAs onto one Tax Document. For those customers and vendors not designated for agrupo format, a separate Tax Document is printed for each RA.
NF: Because the Tax Document logic was first developed for Brazil, the abbreviation "NF" (standing for "Nota Fiscal") is used on certain reports and screens. In CARS+ NF refers to any Tax Document.
Tax Point: The Tax Point is that moment in the life of a transaction when a Tax Document must be printed or reported. CARS+ supports the following two types of Tax Points with rental agreements:
III. REQUIRED SET UP STEPS
A. SETTING UP LOCATIONS FOR TAX DOCUMENTS
The Edit Location program (EDITLOC) has fields on page 3 and 4 of the Location record that apply to Tax Document logic. They are:
Page 2, Date Field 3: POSTING COMPANY #
There must be a posting company number in this field. It can be another company number or the same as the company number itself. That is, if in Company 00 (zero zero), the Posting Company can be 00 (zero zero).
Page 3, Data Field 16: TAX RENTER
For locations where a tax must be calculated and shown on the Tax Document but where the tax is NOT printed on the Rental Agreement, enter "Y". For example, a location with a 10% Tax Document tax, an RA for $500.00 will print that amount on the closing RA but will print $550.00 on the Tax Document for the same rental. Otherwise, leave the field blank.
Page 3, Data Field 27: TAX DOC PRINT LOCATION
If a different location is responsible for printing the Tax Documents for this location, enter the Location Code in this field. If the location is going to print its own Tax Documents, leave this field blank.
Page 3, Data Field 37: TAX DOC PRINT LIBRARY NO.
Enter the appropriate Print Library number that corresponds to the format of the Tax Document. (This number will be supplied by Thermeon's Support Dept.)
Page 4, Data Field 3: TD PRINT THROUGH DATE
This field is used by the Batch Print Tax Document program to prevent backdating Tax Documents with dates from a previous month. Enter a date that will be used to prevent backdating Tax Documents with an earlier date than the one entered.
Page 7, Data Field 12: TAX DOC DEPOSITS
This field defines the Tax Point for the location. Enter "Y" if tax documents are to print whenever monies change hands, else leave this field blank to default to only printing tax documents after a rental agreement has closed.
B. TAX DOCUMENT NUMBERS
Use the Next Tax Document Number Update program (NEXTTD) to set up 2 number ranges of Tax Document numbers for each location. The numbers will be used sequentially when Tax Documents are printed. When one sequence range has been used, the system automatically switches to the other.
C. TAXES NOT DETAILED ON THE RENTAL AGREEMENT
1. Optional Item. If a tax must print on the Tax Document that is not detailed on the rental agreement, (See Edit Locations, Page 3, Field 16) the basic option "TAX" must be set up for this tax. Use the Edit Optional Items program (EDTOPTCD) to do this. The Option Type is the lowercase "t".
2. Option Rate. Next, set up the rate in the Edit Option Rates program (EDTOPTRT).
3. Percent Matrix. Designate on what items the tax is calculated using the Edit Percent Matrix program (EDITMAT).
D. ACCOUNT TERMS CODES
In order for the correct due date to be calculated on Tax Documents, terms codes must be set up in Accounts Receivable using the Maintain Terms Codes program.
E. CUSTOMER SET UP
The following fields affect how Tax Documents are handled for customers.
CUSTOMER FILE UPDATE (CUST).
Field: Renter Name on TD
This field is used to control the batch printing of tax documents. Enter:
Y = Yes, when using the Batch Print Tax Document program, group printing is not allowed for customers designated this way. Furthermore, this field can be used to indicate if the renter/driver's name should print on the tax document when the customer is the bill-to or third party on the RA.
N (or blank) = Group printing is allowed.
Field: Terms Code
Enter the appropriate Terms Code in this field. This is what controls the calculation of the due date of the Tax Documents.
Field: Batch Tax Document?
This field is used to indicate if a tax document should be printed for each individual RA or if they can be printed in agrupo style (several RAs on one document). When agrupo style is chosen all Tax Documents for the customer must be printed using the Batch Print Tax Document program. The Tax Documents cannot be printed at the time of RA Close.
Field: IATA#
Field: Use Print DateThis field allows you to link a customer to a vendor. For instance, on certain RAs the customer may be both the bill-to party and the vendor who is owed a commission. When a vendor is linked to a customer in this manner, the commission appears a discount on the Tax Document. (The commission will not appear on the Vendor Commission Report.)
This field is used to define if the due date calculation of the Tax Document should be based on the Tax Document print date or on the RA's closing date.
Field: Separate TD for Damage?
Use this field to indicate if a separate Tax Document should be printed for damage charges when they are part of RA.
F. PRINTING
Tax Documents print on the printer designated for accounting forms in the users' Terminal Record (EDITTERM).
G. SEPARATE TAX DOCUMENTS
An Option Type has been developed that identifies it as a charge for which a separate Tax Document should be printed. It enables CARS+ to produce one Tax Document for all charges on a RA other than this type option, and then produce a second Tax Document for the charge associated with only that type of option. For Hertz Brazil, this is used to identify the "damage" option code. It allows Hertz Brazil to do a separate Nota Fiscal for damage charges added to a RA. To define an Optional Item in this manner, Option Type "B" must be assigned to it.
H. THIRD PARTY BILLING
On occasion the tax document for a RA needs to be issued in the name of a third party (not the renter and not the bill-to customer). To configure your system to do this, a field in the Edit Miscellaneous Control File (EDITMISC) is used.
Field: 3RD PARTY CUST TYPE.
Enter a valid Customer Type code (up to 5 alphanumeric characters) in this field. This will allow you to create a new customer as the third party in a subwindow on the RA Open screen. The new customer will be saved with the Customer Type code entered in this field.
I. EDIT USER ACCESS
Each individual employee must have the following fields set on their User Access record to define their permissions for Tax Documents.
page 3, Field 31 Void Invoice Days
After printing a tax document, this field controls the number of days after printing the tax document that the user has the ability to void it. If left blank, the tax documents can be voided only on the same day as they were printed.
page 3, Field 32 Print which NF's?
This controls both the printing of tax documents at the counter at the time of close and batch printing them in the back office. Enter:
0 = This user cannot print any tax documents
1 = This user can only print tax documents for the renter.
2 = This user can print tax documents for both the renter, bill-to party and any wholesaler.
IV. COUNTER AGENT INSTRUCTIONS
A. RENTAL AGREEMENTS
As mentioned earlier, locations can be configured in two ways:
1. Print the Tax Document at the rental counter at the time the RA is closed. During the closing process, the user is asked if the Tax Document should be printed.
Yes = If the Tax Document is printed, the number shown for it in CARS+ should match the number on the physical Tax Document form. If it does not, the user must say "No" to printing. A manager with access to the Next Tax Document Number program (NEXTTD) can correct the number in CARS+. The Tax Document can then be printed using the Batch Print Tax Document program.
USER NOTE: For clients in Peru, if you answer "Y" to print a tax document for the renter, you will immediately asked if you wish to print a Boleta de Venta or a Factura. After answering you will then be asked to enter the crash imprinted document number from the form you are loading into your Accounting Forms printer.
No = If not printed at RA Close, the Tax Document is queued up for batch printing and must be printed using the Batch Print Tax Document program.
2. Never print the Tax Document at the time of RA close. In this case, the question regarding printing is not displayed. Locations configured in this manner must have their Tax Documents printed using the Batch Print Tax Document program.
Refer to the Batch Printing Tax Document section later on in this chapter for more information on Batch Printing.
3. Splitting charges between the renter and Bill-to. It is possible to split the rental charges on an RA between the renter and the bill-to party. For example, a renter on a business trip might ask for an upgrade and request that the upgrade charge plus any appropriate taxes on that charge be billed to his credit card while all other charges be invoiced to his employer (the bill-to). This is possible and as a result, two tax documents will print for the RAs that follow the split of charges. See the chapter Overview - Non-Voucher Split Charge Rentals for more information.
B. ONE-WAY RENTALS: Regardless of how the location is set up, one-way rentals do not print at the time of RA Close. They will print through the Batch Print program under the opening location's code.
C. REPRINTING A TAX DOCUMENT
Tax Documents cannot be reprinted. However, they can be cancelled. Then the data is queued up for printing again and a new Tax Document can be printed with the same data using the Batch Print Tax Document program.
D. CANCELING A TAX DOCUMENT
Use the program Cancel Tax Document (VOIDTD) to cancel a previously printed Tax Document. This is necessary in the following circumstances:
Before editing a closed or posted RA.
To reprint the data from a Tax Document onto a new one.
Reopening a closed RA.
There are two programs that allow the user to cancel a Tax Document.
a. Restricted (VOIDTDR). Under this access, the user can cancel only those Tax Documents that were printed in the current month at the user's default location.
b. Unrestricted (VOIDTD) - Under this access, the user is able to cancel any Tax Document - regardless of where it was originally printed.
When a Tax Document is cancelled, the corresponding RA charge rows associated with it are marked as being "uninvoiced" which is what queues up those rows for printing on a new Tax Document.
E. EDITING A CLOSED AND/OR POSTED RA
When an unposted or posted RA is edited, a check is made to determine if there are previously printed Tax Documents for the RA that are not canceled. If there are, a message is displayed advising that the Tax Document must be canceled prior to making the edits to the Closed RA. After the edits are made and saved, new Tax Documents can be printed at the time of the save or through batch printing if so designated.
F. REOPENING A CLOSED RA
When a closed (unposted) RA is reopened, a check is made to determine if there are previously printed Tax Documents for the RA that are not canceled. If there are, a message is displayed advising that the Tax Document must be canceled prior to reopening the Closed RA.
G. CREATING A THIRD PARTY BILL
On occasion the tax document for a RA needs to be issued in the name of a third party (not the renter and not the bill-to customer). A field in the Edit Miscellaneous Control File (EDITMISC) is used to enable this feature. To add a third party bill to a contract, use the 3rd Party Subwindow on the RA Open screen. Data entered in the subwindow will be saved creating a new customer using the Customer Type code referenced in the Edit Miscellaneous Control File.
Customers created in this fashion are flagged as the party to which the RA's Tax Document should be issued.
V. BATCH PRINTING TAX DOCUMENTS
When Tax Documents are not printed at the time of closing the RA, they must be printed through the Batch Print Tax Document program (BATCHTD). RAs may be selected by such parameters as date, customer, rental type (lease RAs or daily rental RAs), agrupo customers only, or employee.
Restrictions are placed on which locations can batch print Tax Documents. For locations which don't print their own Tax Documents at the time of close, a field in their Location Record designates at which location their Tax Documents may be later through the batch print process. Locations other than the designated location are restricted from batch printing their Tax Documents.
Tax Documents for customers whose Customer Record is designated to print in agrupo fashion will always have their tax documents printed via the batch program.
Tax Documents for multi-month rental agreements are always printed via the batch program.
VI. DUE DATE CALCULATIONS
The due date that prints on the Tax Document can be affected by many things as follows:
- A customer's Terms Code can designate a specific day of the following month for the Tax Document due date.
- Terms Codes can define the number of days that are added to the close date of the RA (such as 30) to calculate the due date.
- Terms Codes can define a "schedule" for calculating the due date.
- Example: RAs closed between the 1st and the 15th are due on the last day of the month; RAs closed between the 15th and the end of the month are due on the 15th of the next month.
- For daily rentals that are not agrupo, the Terms Code schedule can be applied to the RA Close date or to the Tax Document print date depending upon how a flag in the Customer Record is set.
- For daily rentals that are agrupo, the Terms Code schedule is applied to the Tax Document print date.
- For lease RAs, the Terms Code schedule is applied to the Tax Document print date.
- A field in the Edit Location file can be used to designate a minimum number of days which must be observed in calculating the due date. On Tax Documents for leases and daily rentals that are agrupo, the minimum number of days is added on to the Tax Document print date to calculate the due date. For daily rentals that are not agrupo, the minimum number of days is added on to the RA Close date. When the due date is calculated from the Terms Code table, the due date calculation is compared to the minimum number of days from the Edit Location File. The greater of these two is used to determine the due date.
- The Edit Holiday Dates program (EDITHOL) can be used to record the dates of national holidays and local holidays by location. In addition, fields in the Terms Code record indicate if the due date is allowed to fall on a Saturday, Sunday, or defined holiday. If the due date cannot fall on those days, the following business date is used for the due date.
- In the Terms Code File a code can be created which indicates that due days are calculated based on business days rather than calendar days. If business day calculation is chosen, then weekend days and holidays are not counted when calculating due dates.
VI. REPORTS
A. Tax Document Charge Detail Report (TXDOCCHG)
The purpose of this report is to aid in month end reconciliation. Records in the tax document file that match the selection criteria will be reported along with all posted RA charge records that reference that tax document number as its invoice number. Data is listed in numerical order by tax document number.
For an illustrated example of the report, please refer to the Tax Document Charge Detail Report chapter of this manual.
B. List Tax Documents for RA Report (TXDOCRPT)
This program produces a report that lists all tax documents associated with a requested RA
C. RA Tax Document Reconciliation (TXDOCREC)
Use this program to produce a report to reconcile tax documents to the RA Charge file.
This report program reads all tax document records with print dates that fall within the requested date range for the print location requested. Next, the Deposit/Payment file records and RA Charge records are read for the RAs within the date range. Finally, the RA Charge file is read a second time for all posted records for the opening location requested which have DBR dates within the requested date range. Those records found on the second read of the RA Charge file that were not found in the previous read of the RA Charge file will be reported since they are not associated with a tax document reported. This list can then be used for reconciliation purposes.
VII. OTHER TAX DOCUMENT PROGRAMS
A. RESET TAX DOC PRINT DATE (RESETDAT)
This program allows the user the ability to re-set the last print date on file for Tax Documents. Tax Document print programs are designed to prevent the user from back dating a Tax Document to a date earlier than the last print date on file. However, from time to time users advance the date prematurely (such as at month end) or make an error regarding the date. This program allows the date to be reset.
B. SEARCH TAX DOCUMENT FILE (SEARCHTD)
Information about a Tax Document can be obtained in this program by entering the Tax Document number. The following information about the tax document is displayed:
- The location where it was printed.
- The date when it was printed.
- The RAs referenced on it.
- The renting location.
- The status of it: Open or Cancelled
- The employee who printed it.
- If cancelled, the employee who cancelled it.
C. TAX DOCUMENT ADDRESS LABELS (TXDOCLBL)
Use this program to produce mailing address labels for tax documents where the tax document was issued to a company. Issuance to a company is validated in two ways: First, the Tax ID# is 14 characters. Second, the company has a Type 3 (bill-to) address.
D. UPDATE TAX DOCUMENT PRINT DATES (TXDOCUPD)
The Batch Print Tax Document program allows the user to enter a date that will print on the Tax Document as the "print date". In order to prevent the print date from being in a previous, closed accounting period, a field in the Location record is used to record a date that prevents the Tax Documents from being printed with an earlier date. Rather than having to update each Location record's date at the end of each accounting period, this program allows the user to update the print date in several Location records at one time.
E. POST TAX DOCUMENTS (POSTTAX)
This program exports tax document data to an external system.