When renting a vehicle in some areas of the world, it is a common practice to hire a chauffeur to do the driving. Arranging for the chauffeur is a service offered by the car rental company.

The chauffeur logic in CARS+ provides the ability to handle this type of transaction in different ways based on the customary business practices of the country.

This chapter of the CARS+ Manual assumes that the reader has a working knowledge of CARS+ and is familiar with the Control Files.

South American version: In this version of chauffeur logic, an Option Code is set up to charge for the driver. Actually, there may be multiple options with different rates based on the number of languages spoken by the driver. For instance the daily rate for a driver who speaks only Portuguese may be different from a driver who speaks Portuguese, Spanish, and English.

Chauffeurs are set up in the Customer File, and the Option Code that applies to them is placed in a field in their Customer Record.

Chauffeurs are added to RAs by entering them as additional drivers. This automatically places the corresponding Option charge on the RA. Rates are based on daily/week/month rate structures and cannot be used for hourly taxi type rentals.

The charge for the driver is based on a daily charge (assumed to be for 8 hours) plus an additional hourly charge for overtime hours that exceed 8 hours a day. Because the length of the driver's work day may vary, when closing chauffeured RAs a provision is made to enter the number of overtime hours the driver worked. Any hours beyond 8 hours in one day are considered overtime.

European version: In this version, chauffeurs are not charged as Options. Instead, the rate on the RA reflects their service.

Chauffeurs are still set up in the Customer File, but no Option Code is placed on their Customer record.

Chauffeurs are not added to RAs as additional drivers; instead their Customer Number is entered in the "driver" field of the Itinerary sub-window which is available from the Reservations screen and the RA Open screen.

The European version of the chauffeur logic can operate in any or all of the following modes:

Tour Mode: In this mode, it is assumed that the driver stays with the vehicle (and the tour group) for the entire day or for a series of days. The driver is provided with an itinerary of places to go. (The Itinerary subwindow on the Reservation screen is used to record this data.) A single reservation and RA is used for the entire length of the itinerary.

Taxi Mode: In this mode, the driver (much like a taxi) delivers the renter to a destination and then leaves. Although the driver may return at a later time or date for the same customer, each trip is reserved separately and charged on a separate RA. Taxi mode RAs are usually charged at an hourly rate. However an alternative method charges a pickup fee as well as a charge for each mile/km traveled. This type of situation can be handled within standard CARS+ logic by: a.) setting up an Optional Charge for the pick up fee and b.) setting up a rental rate with a mile/km charge and with a zero daily rate. In taxi mode, the location where the renter should be picked up is recorded in the Delivery subwindow, and the renter's destination is entered in the Collection subwindow. A separate version of the RA Open program, Open Taxi/Chauffeur RA, can be used to streamline the opening process.

Private Car Mode: In this mode, instead of a rental car from the fleet being used, the chauffeur provides his own vehicle for the rental. In essence, the rental operator is acting as an agent for the chauffeur. A field in the driver's Customer Record is used to indicate that the driver provides his own vehicle for rentals.

Regardless of which mode is used in the European version, a field in the driver's Customer Record can be used to enter a Rate Product that represents the net rate negotiated with by the driver. By entering the driver's net rate, CARS+ can produce a report of the charges due to the chauffeur as well as a profitability report.

Asian version: Like the European version, chauffeurs are not charged as Options. Instead, the rate on the RA reflects their service. The difference is that the rates are hourly packaged prices such as 1 to 4 hours or 5 to 8 hours with extra hours charged at a different hourly rate.

A. OPTIONAL ITEMS

An optional item must be set up for the chauffeur charge. An example of the Edit Optional Items screen is shown below.

B. OPTION RATES

Once the Optional Item has been created, a rate must be set up in the Edit Optional Rates program.

Just as other options may differ in price by Pricing Code or Corporate Privilege Code, so may the rate for the chauffeur. Illustrated on line 2 above is a rate for preferred corporate customers who have the Privilege Code "1B" on their record.

Since there may be different charges for multi-lingual drivers, multiple chauffeur options can be set up. An example is shown below:

CHAE      English

CHAG      German

CHAP      Portuguese

CHAS      Spanish

CHASE     Spanish and English

C. CUSTOMER RECORDS FOR CHAUFFEURS

In order to use a driver as a chauffeur on a RA, a customer record must already exist for the individual. (Customer records for chauffeurs cannot be created from the RA Open screen.)

Fields that are handled in a unique manner are listed below.

CUSTOMER FILE UPDATE

Field: Vchr Rate Prod

Enter the Option Code for the chauffeur charge that should be added to the rental contract when this individual is added as an additional driver. The defined Option Code for the chauffeur will be added to the contract in place of the additional driver charge.

D. RA TYPE CODES

Chauffeured RAs are identified by their RA Type Code. A field in the Edit Valid Type Codes program is used to identify whether or not each RA type has a chauffeur. If both tour and taxi mode chauffeur rentals are done, a separate Type Code should be created for each.

EDIT VALID TYPE CODES

Data Field 8. CHAUFFEURED?

For each RA Type that has a chauffeur, enter either:
Update to Update

Y = This is a RA type for a chauffeur rental. The renter's birth date and address state are not required on the RA.

R = This is a RA type for a chauffeur rental. The renter's birth date is not required on the RA. The address state is required.

E. EDIT MISCELLANEOUS CONTROL FIELDS

Because renters who have a chauffeur do not have to provide as much information about themselves as those renters who drive for themselves, a unique Customer Type can be used for them if desired.

Page 4, Data Field 7: Chauffeur Customer Type

Enter up to 5 alphanumeric characters representing a Customer Type code for renters of chauffeur driven RAs.

III. REQUIRED SET UP STEPS - EUROPEAN VERSION

A. OPTIONAL ITEMS

Optional items must be set up for any related items such as tolls and parking fees. (Interpreters can also be set up as an option Charge.)

PASS-THRU COLUMN

Options flagged as "pass thru" options are those for which the driver (chauffeur) is reimbursed, such as when paying a toll charge. Upon closing and posting the RA, a report that calculates the amount owed to the chauffeur will include these option charges along with the driver's wages.

An example of the Edit Optional Items screen is shown below.

B. OPTION RATES

Once the items have been created, rates must be set up for those options in the Edit Optional Rates program. These rates should be set up as editable so that the actual amounts for tolls (or whatever else applies) can be entered.

C. CUSTOMER TYPE CODE

A unique Customer Type must be set up for chauffeurs in the Edit Customer Type Codes program.

Once the Customer Type is created, contact Thermeon's Customer Support Dept. and request that GVT record "DRVRTYPE" be set up with the Customer Type in the Alpha field of the GVT record. When searching for a chauffeur's customer record from the reservation program, this GVT record will cause the search to default to this Customer Type only.

D. RENTAL RATES

In order to calculate the amounts owed to chauffeurs and determine the profitability of the chauffeur rentals, rate products must be set up in Edit Rental Rules/Rates representing the net rate negotiated with the chauffeurs. The net rates are used only for calculations made for the Chauffeur Self Billing and Profitability report and are not used on RAs.

These rates must be set up as calendar day rates.

The Rate code is placed in the "Retail Rate Prod" field in the chauffeur's Customer Record.

E. VEHICLE FILE

For chauffeurs who use their own vehicles, their vehicles must be added to the Vehicle Inventory File. It is suggested that a separate location be set up as the "owning" location for these vehicles.

F. CUSTOMER RECORDS FOR CHAUFFEURS

Customer records for chauffeurs cannot be created from the RA Open screen. In order to use a driver as a chauffeur on a RA, a customer record must already exist for the individual. Fields that are handled in a unique manner are listed below.

CUSTOMER FILE UPDATE

Field: Retail Rate Prod
On a chauffeur customer record this field is used to reference a Rate Product that represents the chauffeur's cost. This is set up in order to be able to determine the profit on the chauffeur transaction (retail revenue less driver's cost).

Field: Cust Type (Customer Type Code)
Enter the Customer Type which has been defined as the one for chauffeurs.

Field 15: Vehicle No. (Vehicle Number)
Some chauffeurs provide their own vehicles for reservations. When that is the case, their vehicle must be entered into the Vehicle Inventory File. The vehicle unit number assigned is then entered in this field to link the vehicle to the chauffeur's customer record. When the chauffeur is selected as the driver for the reservation, the vehicle will automatically be assigned to the reservation.

G. RA TYPE CODES

Chauffeured RAs are identified by their RA Type Code. A field in the Edit Valid Type Codes program is used to identify whether or not each RA type has a chauffeur. If your rental operation does both tour and taxi mode chauffeur rentals, a separate Type Code should be created for each.

EDIT VALID TYPE CODES

Data Field 8. CHAUFFEURED?
For each RA Type that has a chauffeur, enter "Y" for Yes in this field.

H. MISCELLANEOUS FIELDS

In order for the Chauffeur Self-Billing and Profitability Report to calculate properly, two fields in the Edit Miscellaneous Control File need to be set as follows:

EDIT MISCELLANEOUS CONTROL FIELDS

Page 1, Data Field 1. DO BEST PRICE CALCULATIONS

This field must be set to "Y".

Page 1, Data Field 6. START HOUR CHGS 2ND DAY
This field must be set to "Y".

Because renters who have a chauffeur do not have to provide as much information about themselves as those renters who drive for themselves, a unique Customer Type can be used for them if desired.

Page 4, Data Field 7: Chauffeur Customer Type
Enter up to 5 alphanumeric characters representing a Customer Type code for renters of chauffeur driven RAs.

IV. REQUIRED SET UP STEPS - ASIAN VERSION

The main difference between the Asian and European version is in the rental rates. Therefore, follow the set up steps for the European version as detailed previously. The rental rates are addressed below.

A. RENTAL RATES

      
      
      
      
      
      
Tier 1:  1 to 4 hours   $200
Tier 2:  4 to 6 hours   $300
Tier 3:  6 to 8 hours   $400
Extra Hours:  $80 per hour

IV. COUNTER AGENT INSTRUCTIONS - SOUTH AMERICAN VERSION

A. RA OPEN

Chauffeurs must already exist as customers in the Customer File. They are added to RAs as Additional Drivers. The additional driver charge will be replaced with the Option Charge defined for chauffeurs as long as the Option Code has been entered in their Customer Record.

B. RA CLOSE

During the closing process, the user is prompted to enter the total number of overtime hours. Those hours are multiplied by the hourly rate for the Option and added on to the chauffeur's charge on the contract.

V. COUNTER AGENT INSTRUCTIONS - EUROPEAN AND ASIAN VERSIONS

The following notes refer to how chauffeur rentals are handled by CARS+.

A. RESERVATIONS

MAIN WINDOW. Data Field 4c PAX
Indicate the number of passengers that are included in the reservation.

MAIN WINDOW, Data Field 8b TYPE
Indicate the Type Code for a chauffeur rental.

TOUR MODE: Use the Itinerary Subwindow to make tour itinerary entries.

To access the Itinerary Subwindow, type"M" at the "OPTION:" field on the Main window of the Reservation screen. The subwindow will will display as follows:

Enter data as follows:

Press "F1" at the Subwindow"OPTION:" field to save this segment of the itinerary. The data entered will be stored as the first segment of the reservation.

Enter subsequent segments in the same manner being sure to save each one using "F1" at the subwindow's "OPTION" field.

A sample subwindow is shown below followed by a search of the Itinerary:

The first 28 characters of the 65 character fields "From" and "To" are shown.

Use the F2 (NEXT) key to bring up the records one at a time. Anything within the record may be edited. Remember to re-save any edited records by using the F1 key at the Subwindow Option. Note that additions and edits to the subwindow must be saved to the reservation by using the F1 key at the Main window OPTION field to save the Reservation data.

EDITS TO THE RESERVATION: When an existing reservation with itinerary records is edited, the following message displays after pressing F1 to save the changes:

DID YOU ALSO EDIT THE ITINERARY? Y/N

Enter:
N = the save is terminated and the itinerary subwindow will display so that edits can be made.
Y = the save continues

TAXI MODE: Use the Delivery and Collections subwindows to record the location of where the renter is to be picked up (Delivery Subwindow) and the renter's destination (Collection Subwindow).

In taxi mode, each trip is reserved separately and charged on a separate rental agreement. Usually, either hourly rates are in effect or the alternative method of charging a pickup fee as well as a charge for each mile/km traveled may be in effect.

Although an itinerary won't be entered, the chauffeur must be entered as the Driver in the Itinerary Subwindow.

PRIVATE CAR MODE: In this mode, When the chauffeur is added as the Driver in the Itinerary Subwindow, the chauffeur's vehicle is added to the reservation and RA automatically and cannot be changed to another vehicle.

CONFIRMATION PRINT PROGRAM: The confirmation print program for chauffeur reservations prints the number of passengers as well as the details from the Itinerary subwindow.

B. ON-LINE RES DISPLAY

When reservations having a chauffeur Type Code are selected from Res Display, the Open Chauffeur RA program is called instead of RA Open.

C. RA OPEN

The Itinerary subwindow is also available from the RA Open screen. Users may edit existing itinerary records that were originally set up from the Reservations program, or create new itinerary records.

In a manner similar to the Reservation program, the Itinerary edit screen can be called by going to subwindow "M". Or, a search of the itinerary record for the transaction displayed on the screen can be done by pressing "F6" and choosing Itinerary Search.

D. OPEN TAXI/CHAUFFEUR RA

For taxi type chauffeur rentals, a streamlined program is available to open RAs. The program is listed on the RA Menu, Open Chauffeur RA.

E. RA CLOSE

For informational purposes, the Itinerary selection can be searched from this program.

Use the Options pop-up window to add pass-through items such as tolls and parking fees.

VI. REPORTS

A. CHAUFFEUR MANIFEST

Although designed for the European version of the chauffeur logic, it can work for the South America and Asian versions as well as long as RA Type Codes for chauffeur rentals are used. This report produces a list of reservations wherein a chauffeur has been requested. It is the RA Type Code that marks a reservation as eligible for this report.

The report can be run in a detailed or summary fashion:

Detailed Report: Chauffeur Reservation Jobsheet

A separate page is printed for each reservation. The data printed includes:
Driver's name and Customer Number
Vehicle number
Reservation number & confirmation number
Bill-to name and address
Reservation pick-up date and time, local contact, and phone number.
Delivery address for taxi mode chauffeur rentals (Field 4 from the Delivery subwindow)
Detailed itinerary records for tour mode chauffeur rentals

Summary Report: Chauffeur Reservation Manifest

Multiple reservations are printed on each page. For each reservation the following items print:

Line 1: Drivers name and Customer Number, Reservation number, Bill-to name and Customer Number, Number of passengers, pick up date and time.
Line 2: Vehicle number, confirmation number, passenger name and Customer Number.
Line 3: Delivery address (Field 4 from the Delivery subwindow)
Line 4 and on: Detailed itinerary records for tour mode rentals.

B. CHAUFFEUR SELF-BILLING/PROFITABILITY REPORT

This program reports closed and posted RAs whose RA Type indicates chauffeur type.

It produces a report of chauffeur RAs calculated at the driver's net rate. A field in the driver's Customer Record is used to indicate the net rate at which the driver is to be paid. This program examines the selected chauffeur RAs and calculates the chauffeur's charge at the net rate. If requested, the profit is calculated by subtracting the chauffeur's net charges from the gross revenue (taxes excluded.)

To qualify for this report, RAs must be closed and posted and have a RA Type Code which indicates a chauffeur rental. If "new records only" are requested (Field 7), only those RAs which have not yet been flagged as invoiced will be included.

Records are sorted first by Customer Number (driver number) and then by reservation number.

The response placed in the field "Show Profit" has a direct bearing on the mode in which the report is run. If answered "N", the title of the report is "Chauffeur Self Billing". A separate page prints for each driver.

If answered "Y", separate pages are not used and the report name is "Chauffeur Profitability Report". This feature is available only for European and Asian versions.