1. FED TAX ID#

This field is used for a federal tax ID number of up to 14 characters.

For Brazilian CARS+ users, if this customers is an individual, enter up to 11 characters to represent the individual's CPF number. Digits MUST be entered without punctuation or spaces.

For companies, enter up to 14 characters to represent the CNPJ number. Digits MUST be entered without punctuation or spaces.

Both numbers are subject to a check-digit logic. After pressing (RET) the numbers will be re-displayed with proper formatting.

EXAMPLE:71225700000122 (RET)

2. FED ID#

If this customer is an individual, enter their RG number.For companies, enter the State Tax ID number. This field accepts up to 20 alphanumeric characters.

EXAMPLE: Type B234-78767 (RET)

3. ID CTRY

Enter the Country Code of the country that issued the number referred to in Field # 2 above. (The Country Code must already exist in the Edit Country Codes File.)

EXAMPLE: Type TTI (RET)

4. BILL CYCLE

This field is used to set up a default billing cycle for multiple invoiced rentals for this customer.Enter up to 3 numeric characters to indicate one of the following:

A. Billing Cycle: The number of days in the invoicing cycle.For example, entering 28 in this field will set up rentals to be invoiced every 28 days from the original open date.

EXAMPLE: Type 28 (RET)

For the next two methods, the first character of this 3-character field must be a “9”. The second and third characters can be 01 to 31, representing the day of the month on which the RA is to be closed and invoiced.

B. End of the Month Billing:Use “31” for the last two characters to designate RAs that should close on the last day of the month. If the value of the last two numbers is greater than the last day of a particular month, the last day of that month will be used.

EXAMPLE: Enter: 931 (RET)

C Day of the Month Billing:Enter a “9” followed by 2 numbers representing the day of the month on which this RA should be closed. For example, to code a contract to close on the 15th of the month follow the example below:

EXAMPLE: Type 915 (RET)

5. STATE TAX ID

If applicable, enter up to 20 alphanumeric characters representing the customer's State Tax ID number.

EXAMPLE: Type: C123456789 (RET)

6. BATCH TAX DOCUMENT (NOTA FISCAL?)

Indicate if a Nota Fiscal should be printed for each individual RA or if Nota Fiscals for this customer should be printed in Batch Mode (several RAs on one document).

Y = Yes, use batch mode and combine several RAs on one tax document.

N = No, batch mode is not allowed.A separate tax document must be printed for each RA.

EXAMPLE: Type Y (RET)

7. FT EXP DATE

This fields applies to one particular CARS+ user and is of no relevance to other CARS+ users.

8. PRIVACY BLOC

This field allows a privacy block to be in effect at the request of the customer. Those customer records where the privacy block is turned on can be filtered out of the Selected Customer Reports and the Selected Customer Labels programs. Enter:

Y = Yes, the privacy block should be in effect for this customer.

N (or blank) = No, the privacy block should not be in effect for this customer.

The privacy block can be flagged in the Reservations screen (E subwindow), and on the RA Open screen (B subwindow.) Entering a "Y" in either place will cause the "Y" to be entered in this field on the appropriate customer's record.

EXAMPLE: Type Y (RET)

CUST ORIG LOC

If the customer's record was created in the Customer File (and not from a RA or Reservation), this field displays the default location of the user who created the customer record.

The following display only fields refer to "operational" credit limits set up by a corporate entity and licensees.Operational credit limits are used for monitoring the amount of credit extended to a direct bill customer for unposted transactions such as reservations, open RAs, and closed RAs with unprinted Tax Documents.(Refer to the chapter on Licensee Credit Limits for a more in-depth explanation.)

CORP RUNNING TOTAL

This field displays the current "running total" (balance) of the corporate operational credit limit used by the customer.

LICENSEE TOTAL

This field displays the current operational "running total" (balance) of ALL licensee records for this customer.

GRAND TOTAL

This is a total of the Corporate and all Licensee running totals used by the customer.

CORP CREDIT LIMIT

This field displays the amount of the operational credit limit set for this customer by the corporate entity.

LICENSEE CREDIT LIMIT

This field displays the amount of the total operational credit limit set for this customer by ALL of the licensees.

TOTAL CREDIT LIMIT

This is total of the Corporate and Licensees credit limits set for this customer.

10. IATA #

For certain CARS+ users, travel agents may need to be set up as both customers and vendors. They may be commissionable on some transactions (vendors), and they may need to be billed for vouchers on other transactions (customers.) Or, they may be both the commissionable vendor AND the bill-to customer on the same RA.

Fields 10 -14 involve logic that links the Customer Record with the Vendor Record which insures that the records for the same entity within the Customer File and the Vendor File remain in sync with each other.

Enter up to 8 alphanumeric characters representing the travel agent's IATA number. Typically, a travel agent's IATA number is used as their vendor number in CARS+.

EXAMPLE: Type 12345678 (RET)

If the vendor record already exists in the Vendor File, the following message will display:

DO YOU WISH TO LINK THIS TRAVEL AGENCY TO THIS CUSTOMER?

Y = Yes, and the data entered in the field will be accepted.

N = No.The data entered in the field will be cleared from the screen.

User tip: When saving a new customer record with data entered in this field, the following message will be displayed:

A TRAVEL AGENCY WITH THE SAME NAME WILL BE CREATED. OK?

Y = Yes. New records will be created in the Customer File and the Vendor File. Data entered in Fields 12 -14 will become part of the Vendor record. The Vendor type will be set to "COM" (commissionable). If extended name feature of CARS+ is turned on, the Customer First Name field will be written to the Vendor Name field. If the extended name feature is not turned on, the Customer Last Name field will be used. If the extended address feature of CARS+ is turned on, the billing address of the customer will be used as the vendor's address. If extended address is not turned on, the customer's address will be used as the vendor address. The customer phone number will be used to create the vendor phone number.

As a result, when setting up new travel agencies that need to be both Customer and Vendors, there is no need to go to the Vendor File Maintenance program. All required Vendor data may be entered on the Customer File fields.

N = No.Data will be removed from this field and there will be a new customer record written but not a vendor record.

Editing linked customer and vendor records:

When editing an existing customer record that is set up with this link to a vendor, changes to the following fields in the Customer record will cause the corresponding changes in the linked Vendor record:

Extended First Name       Vendor Name  (If extended name is on)
Last Name                 Vendor Name  (If extended name is off)
Customer phone number     Vendor phone number
Extended address          Extended address  (if extended address is on)
Customer address fields   Vendor address fields  (if extended address if off)

If changes are attempted in the same fields in the Vendor Record, the following message will display:

THIS RECORD IS LINKED TO THE CUSTOMER # xxxxxx.
MAKE EDITS THERE.

(where "xxxxxx" is the customer number).

User tip: When customer records and vendor records are linked in this way, the following actions are allowed:

A. The Customer can be set up as a bill-to on a RA without a Vendor being entered on the RA.

B. The Vendor can be used on the RA without a bill-to party being entered on the RA.

C. If the Customer is used as the bill-to, then only the Vendor linked to the bill-to can be used as the vendor on the RA.

D. If the Vendor is used on the RA, then only the Customer linked to the Vendor can be used as the bill-to party.

E. If the bill-to is not linked to a vendor, it may be used on a transaction with any vendor as the commissionable party.

11. EXEMPT LINK

This field allows an exception to points C and D in the "user tip" in Field 10 above.

Y = Yes, exempt the link. That is:

• the Customer can be used as the bill-to party on a RA and a vendor other than the one linked in Field 10 can be used as the vendor.

• The vendor can be used on the RA, and a customer other than the one linked can be the bill-to party.

EXAMPLE: Type: N (RET)

12. COMMISSION %

Enter up to 4 numeric characters to indicate the commission percentage used on all transactions which will be payable to this vendor for each rental referral.

Vendors who are subject to a Commission Plan (see Field 14) should have a default commission percent entered here. The Commission Plan is used only when a rate with a designated commission category is used. Therefore, the default enter here is necessary when a rate without a commission category is used.

EXAMPLE: Type 5 (RET)

13. COMMISSION GROUP

Enter a single alphanumeric character to indicate the commissions group that this vendor belongs. Group Codes may be created to designate the frequency commissions are to be paid (ex. W = weekly, B = bi-weekly, M = monthly) or the week they are to be paid (ex. 1 = first week, 2 = second week, etc.).

It can also be used to group travel companies that may have multiple offices with different IATA numbers for each office.

EXAMPLE: Type B (RET)

14. COMMISSION PLAN

If the vendor is subject to a Commission Plan where the commission rate varies by length of rental and by rate product used, enter up to 2 alphanumeric characters representing their Commission Plan code. (Commission plans are created in the Edit Commission Plan program on the Rate Control Files menu.)

EXAMPLE: Type C1 (RET)

15. VEHICLE NO.

This field is used in the European Chauffeur logic when entering a chauffeur record into CARS+ via the Customer File. When the chauffeur provides their own car, the car is entered into the Vehicle Inventory File. The vehicle unit number is then entered in this field to link the vehicle to the chauffeur.

EXAMPLE: Type C00122 (RET)

16. SCAN DATE

This field is used to record the last date that the customer's driver's license and Federal ID papers were scanned.

EXAMPLE: Press (RET)

17. CELL PHONE

If the user furnished a cell phone number at the time of rental and it was entered on the RA Open screen, the cell phone number will be added to this field. Otherwise, you may enter the cell phone number directly by typing up to 15 numeric characters.

EXAMPLE: Type 605-555-1212 (RET)

18. CC NUMBER

This field is used to enter an alternative credit card number for the customer which is in addition to the one stored on page 1 of the customer record. Information on this credit card can be accessed on the Reservation, RA Open and RA Close screens.

Enter up to 20 numeric characters representing a credit card number.

EXAMPLE: Type 341111597241002 (RET)

19. CC EXP DATE

This field refers to the credit card field above.Enter the expiration month and year.

EXAMPLE: Type 0408 (RET)

20. CARD 2 ADDRESS

Enter a single digit representing which type address applies for the address of this credit card.( This data is exported to the to the card issuer for producing Hertz Brazil #1 Club cards.)

This address type must exist for this customer prior to entering the address type here. Enter:

1 = Home address

2 = Employer address

EXAMPLE: Type 1 (RET)

21. CORRESP. ADDRESS

For systems that are configured to use the extended address feature, enter which address should be used for the customer's personal correspondence address. This address is used to print labels via the Selected Customer Labels program. Enter:

1 = Home address

2 = Employer address

EXAMPLE: Type 1 (RET)

22. #1 TYPE

Use this field is to identify what level of #1 club membership this customer has. The single character entered in this field shows in the On-Line Res Display program. (This data is exported to the to the card issuer for producing Hertz Brazil #1 Club cards.)

C = Express

G = Gold

EXAMPLE: Type G (RET)

23. REQUIRE DRIVER

Use this field to indicate whether or not this customer will always require a driver. (This data is exported to the to the card issuer for producing Hertz Brazil #1 Club cards.)

Y = Yes, this customer always requires a chauffeur.

N = No, this customer does not always require a chauffeur.

EXAMPLE: Type N (RET)

24. SEPARATE TD FOR DAMAGE?

Use this field to indicate if a separate Nota Fiscal should be printed for damage charges for this customer. Enter:

Y = When there are damage charges on a RA, print a separate Nota Fiscal for the damage charges.

N = A separate Nota Fiscal is not necessary for damage charges. Instead, the damage charges can be included in the regular Tax Document for the RA.

EXAMPLE: Type Y (RET)

29. #1 CLUB NO DATE

This field is used to record the date that the data was exported to the card issuer for producing Hertz Brazil #1 Club cards.