PAYMENTS WINDOW

This window is used for accepting payments at check-in. To access the Payments Window, type D (RET) at the "OPTION:" field on the Main Window.


A. Credit card was authorized while the RA was Open

If a credit card was pre-authorized at the time of Open, the system logic assumes the customer will use it at close.

Pre-Authorization is sufficient to cover the charges:

A payment record is automatically created to pay off the balance due on the contract. An illustration of such a case is shown below:


OPTION: __ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01
Amount/FOP/#/Exp/Settled Auth#/Amt
Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw
1 592.34/MC/XXXXXXXXXXXX7778/0419/* 2 123/600.00
3 */*/*/* 4 */*/*
5 */*/*/*/* 6 */*
7 */*/*/* 8 */*/*
9 */*/*/*/* 10 */*
11 */*/*/* 12 */*/*
13 */*/*/*/* 14 */*
15 */*/*/* 16 */*/*


If the entry shown in the Payment sub-window is acceptable, nothing needs to be done. In fact, if the customer wants to leave all charges on the pre-authorized credit card, it is not necessary to enter the Payments subwindow at all during the closing process. Proceed with closing the contract.

NOTE TO USERS IN COUNTRIES WITH RELATIVELY "SMALL CURRENCIES"

The maximum payment amount that can be entered in this subwindow is 99,999,999.99. Using the US Dollar (USD) and the European Euro as the standard, countries with a local currency with currency exchange rates to the USD or Euro at more than 1000 to 1 are called "small currencies". Generally countries with small currencies the characters to the right of the decimal sign are not used. By setting CARS+ to run in small currency mode, the decimal is dropped and the maximum payment allowed is 9,999,999,999.

Some countries have currencies that fall between large and small currencies. That is, the exchange rate to USD/Euro is large but the units to the right of the decimal are still important. When that occurs, the small currency setting in CARS+ cannot be used. Yet the total charges on a contract can exceed 99,999,999.99. When that happens and the RA has a pre-authorized credit card, multiple payment lines are automatically written to the payment subwindow. For example, an RA whose charges come to 358,679,153.45 will have payments written as follows:


OPTION: __ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01
Amount/FOP/#/Exp/Settled Auth#/Amt
Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw
1 90000000.00/MC/XXXXXXXXXXXX7778/0419/* 2 123/90000000
3 */*/*/* 4 */*/*
5 90000000.00/MC/XXXXXXXXXXXX7778/0419/* 6 123/90000000
7 */*/*/* 8 */*/*
9 90000000.00/MC/XXXXXXXXXXXX7778/0419/* 10 123/90000000
11 */*/*/* 12 */*/*
13 88679153.45/MC/XXXXXXXXXXXX7778/0419/* 14 123/88679154
15 */*/*/* 16 */*/*

Four individual payments on the same pre-authorized credit card which total the total amount of the rental charges.


Pre-authorization is not sufficient to cover the charges:

A field in the Card Definitions record can be set so that a new authorization must be made for the amount above what was pre-authorized. A payment will be created for the pre-auth amount, and a second payment record will be created for the balance. In the example below, the charges total 592.34 but the pre-auth amount was only $500.00. In this case a new authorization for $92.34 needs to be obtained to cover the balance of $92.34.

OPTION: __ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01
Amount/FOP/#/Exp/Settled Auth#/Amt
Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw
1 500.00/MC/XXXXXXXXXXXX7778/0419/* 2 123/500.00/*/*/*
3 */*/*/* 4 */*/*
5 92.34/MC/XXXXXXXXXXXX7778/0419/* 5 */92.34/*/*/*
7 */*/*/* 8 */*/*
9 */*/*/*/* 10 */*
11 */*/*/* 12 */*/*
13 */*/*/*/* 14 */*
15 */*/*/* 16 */*/*


Pre-authorization has already been used for a deposit.

If the pre-authorization has already been used for a deposit, the credit card data will load into Field 1, but the authorization number will not load into Field 2a. A new authorization number will need to be obtained for the balance due.

Customer chooses to pay by a different method:

If the customer wishes to pay by a different method, press "F3" while the cursor is in Field 1, and the payment record will be erased from the window.

For clients using EDC payment services, it is important to note that at any time these fields are edited or deleted, any prior authorization(s) will be released, voided and cancelled.


B. Credit card was NOT authorized while the RA was Open

If a pre-authorization was NOT taken at Open, the payment subwindow will be blank as shown below.


OPTION: __ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01
Amount/FOP/#/Exp/Settled Auth#/Amt
Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw
1 */*/*/*/* 2 */*
3 */*/*/* 4 */*/*
5 */*/*/*/* 6 */*
7 */*/*/* 8 */*/*
9 */*/*/*/* 10 */*
11 */*/*/* 12 */*/*
13 */*/*/*/* 14 */*
15 */*/*/* 16 */*/*


Several different FOPs can be accepted at closing. Each payment can have up to 4 data groups.



DATA GROUPS 1, 5, 9 AND 13

AMOUNT

If payment was made in local currency, enter amount received from the customer.

If payment was made in an accepted foreign currency, skip this field. See instructions for Date Groups 3, 7, 11, and 15.

When there is a pre-authorized credit card, the total charge shown on the main window will appear here.

If the credit card swipe logic is turned on, press F2 and a prompt will appear advising you to swipe the credit card. After swiping it, the cursor will remain in this field so that the amount can be entered.

EXAMPLE: Type 200.00 (/).

FOP

If the Form of Payment is not a credit card (cash, checks, travelers checks, etc.), enter up to 6 alphanumeric characters to indicate form of payment used, such as CA for Cash.

If the Form of Payment is a credit card, skip this field by typing a slash "/" and enter the card number in the next field.

For non-Hertz users, see the end of this chapter on how customer numbers can be entered into this field in order to transfer financial obligation from one customer to another.

The Customer's record has the capability of storing two credit card numbers. If the customer wants to use an alternative credit card, it may already be on file in the customer record. To view the credit cards on file for the customer, press Shift/F7 when the cursor is in Field 1. A pop-up window will appear displaying the credit card information. To select a credit card from the window, highlight it with the cursor and press (RET).

EXAMPLE: Type (/)

FOP Pop-Up Window: Your system can be configured to automatically call a pop-up window in order to enter additional information regarding checks. This pop-up window is illustrated below:

Acct Name CHECK

Bank Code

Branch Name

Auth Code

Acct Name: Initially this will show the FOP name. This field will accept up to 20 alphanumeric characters.

Bank Code: This field accepts up to 3 alphanumeric characters.

Branch Name: This field accepts up to 20 alphanumeric characters.

Auth Code: This field accepts up to 10 alphanumeric characters.

Pressing (RET) causes the pop-up window to close, and the cursor will advance to the next field.

To have this feature turned on, contact Thermeon's Customer Support Dept. and request that GVT record CHECKFOP be set up. The FOP code for checks should be entered in the "Alpha Value" field of the GVT record.

User tip: Forms of Payment that are issued by a national franchising organization can be defined in Edit Card Definitions to be used only in the S Subwindow of this program and NOT accepted here.

#

Enter up to 20 alphanumeric characters to indicate the credit card number, voucher number, travelers check number, etc. If there was a pre-signed credit card presented at the time of open, it will automatically appear here.

If bad credit card numbers have been entered in the Bad Credit Card File on the Control Files menu, and the card number entered is one of the bad cards, the following message will display:

BAD CARD; CALL MANAGER

Upon pressing (RET), the credit card number will be automatically erased from the screen.

If the credit card check digit logic has been activated for the FOP entered, 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. Once a correct card number is entered, the system will supply the appropriate FOP Code in the previous field.


Security ID

In addition to the embossed credit card number, many credit cards have a 4 digit non-embossed number printed on the face. This is the Security ID number.

A field in the Edit Credit Card Definitions file is used to define whether or not a security ID number from the credit card must be entered when a credit card is manually keyed in rather than being swiped.

At the time of this writing only American Express (AMX) actively makes use of it. The VISA and MC have a Security ID number, but it is the same as the first 4 digits of the card number.

The AMX rule is if you do not swipe the card (such as in taking a phone deposit), you MUST ask for and record the security ID.

Therefore, logic in the Reservations, RA Open and RA Close programs is such that when a card is not swiped andit is designated that that the Security ID is required, the following message will appear on the screen:

Enter Security ID _________________

EXAMPLE: Type 372449635311003 (/)

EXP

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

EXAMPLE: Type 1218 (RET)

SETTLED

This field is used by the Electronic Draft Capture module and indicates whether or not the credit card transaction has been settled. For more information on this field, refer to the chapter titled Appendix - Electronic Draft Capture. Access to this field can be blocked by a field in Edit Miscellaneous Control Fields.



DATA GROUPS 2, 6, 10 AND 14

AUTH#

Enter up to 12 alphanumeric characters to indicate the credit authorization number received when a credit check is made on the FOP.

If the credit card was pre-authorized at Open, the authorization data will already be entered in this field.

If you have the optional CARS+ Credit Card Handling Module, leave this field blank and use the F11 Function key to request a authorization check. (Refer to the chapter titled Appendix - Electronic Draft Capture for a detailed discussion on the Credit Card Handling Module.)

EXAMPLE: Type 256 (/)

User tip: If the pre-authorization has already been used for a deposit, the authorization number will not load into Field 2a. If that auth. number is manually entered, the following message displays and a new authorization number needs to be obtained for the balance due:

THIS AUTH NUMBER HAS ALREADY BEEN USED, GET A NEW AUTH.

AMT

Enter up to 8 numeric characters plus 2 after the decimal to indicate the maximum dollar and cents amount authorized by the credit check.

EXAMPLE: Type 200.00 (RET)

This field will accept dollars and cents. The amount should be equal to or greater than the amount actually paid by this FOP.Otherwise, a warning message will be displayed when charges are computed.

Note: An authorization number and amount which is entered at check-out time will automatically be displayed here. You will not be allowed to charge more than the authorized amount to this FOP.

EXAMPLE: Type 200.00 (RET).


DATA GROUPS 3, 7, 11 AND 15: ACCEPTING PAYMENTS IN FOREIGN CURRENCIES


These fields are used for payments in foreign currency. For example, a location in Canada may want to accept US Dollars and/or the Euro in addition to its local currency.

In order to accept foreign currency, the Currency Code must be set up in the Edit Currency Codes file. In addition, the exchange rate must be set up in the Edit Exchange Rates file.

3a. CURR CODE

3b. FRGN AMT

Fields 3a and 3b are used when foreign currency is accepted. These fields are closely related and may be used in two ways:

1. To record the receipt of foreign currency:

a. Leave Field 1a (Amount) blank.

b .Enter in Field 1b the FOP type. The FOP code entered must already be a valid record in the Customer file. Generally, foreign currency deposits are in cash or traveler's checks.

c. Enter in Field 3a the currency code. (Currency Codes must be set up in the Edit Currency Codes control file prior to using them here.)

d. Enter in Field 3b the face value of the currency accepted.

e. CARS+ will then convert the amount received by dividing it by the exchange rate on file for the current day (in the Edit Exchange Rates control file). The equivalent amount in local currency will be entered in Field 1a.

2. These fields can alternately be used to determine the amount of foreign currency needed in order to meet a particular deposit amount stated in local currency. To determine this:

a. Enter in Field 1a the amount of local currency needed.

b. Enter in Field 1b the FOP type.

c. Enter in Field 3a the currency code.

CARS+ will determine how much foreign currency is needed to equal the local currency amount entered in Field 1a. (The amount entered in Field 1a is multiplied by the exchange rate on file for the current day.) The resulting amount will be displayed in Field 3b.

3c. EXCH RATE

3d. DCC?

The values in these fields are automatically filled in by the EDC application. Letters in Field 3d indicate the following:

P = Pending
U = Unavailable
E = Error
A = Available
Y = Accepted
N = Declined


User tip: New exchange rates can be entered as often as needed in the Edit Exchange Rates program.

Entering a 2-letter foreign currency code that does not exist, will result in the following message:

NO EXCHANGE RECORD FOUND. CODE "xx" IS NOT ACCEPTED.

Where "xx" represents the incorrect code that was entered.


DATA GROUPS 4, 8, 12 AND 16

PMT DATE/TIME

These two fields, Payment Date and Time, are not accessible on the On-line Close program. On this screen, these fields will default to the system date and time once the RA is saved.

DRAWER

This field is also not accessible for data entry. It will default to one of the following:

  1. The value of Field 5b on the Main Window if the payment was actually taken at your location.
  2. The holding drawer of the opening location if a pre-signed voucher was used from another owned location.
  3. Occasionally, a customer will desire to split the payments between a pre-signed voucher at another location and a second FOP at the closing location. That means that monies will be received in two different cash drawers. In this case, the pre-signed FOP will default to the proper holding drawer and all other FOPs will have their drawer set to the value on the Main Window.


CREDIT CARDS WITH A CDPID NUMBER

A field in the Card Definitions file (where types of credit cards are defined) can be used to link a type of credit card with a CDPID. If no other CDPID is on the RA and a credit card type linked to a CDPID is applied at Close, discounts apply.(Privileges do not apply.)


REFUNDING A DEPOSIT

Sometimes a deposit has been taken on a credit card at the time of Open, and the final charges on the RA are less than the deposit. A setting in the Edit Misc. Control Fields (Field is "Auto Refund Deposits") defines whether or not a credit on the same credit card will be loaded automatically in the Payments subwindow. If it is loaded, the credit will not have an authorization number (authorizations are not required on credits).

Note: If there are multiple deposits on the RA with more than one credit card, the automatic credit is processed on the first deposit's credit card number.


REFUND RESTRICTIONS
The system can be configured with the following restrictions:

A refund on a credit card cannot be greater than the total of the RA charges/credits previously placed on that credit card. Additionally, a credit cannot be given on a credit card that was not used for a deposit or payment previously on the RA. Use the field "Restrict Dep Refunds" in Edit Misc. Control Fields to impose this restriction.



More than 4 payments records:


If more than 4 payments apply to this contract, pressing "F2" at the subwindow "OPTION:" will allow access to the next page of records. Pressing "F4" brings up the previous page. Payments that have been reversed will not appear in the subwindow.

User tip: If you wish to see ALL deposits and payments that apply to a RA, (including the reversed ones) press Shift/F7 from the subwindow OPTION field to access the search of the Deposit/Payment File. Or exit to the Main "OPTION:" and use the "F6" search function key to search the Dep/Pay file.

On the search that is displayed in the Dep/Pay Search, an asterisk "*" before the drawer number indicates that this record has been "cancelled out" by a reversing entry with the same FOP, date, drawer and amount (obviously a negative amount for positive records or a positive amount for negative records). An asterisk before the voucher number indicates that the card was entered into the system via a magnetic card swipe reader.

Payments taken at a foreign location

When a payment is taken at a foreign location, it means the contract must have closed at a foreign location. This type of contract should not be closed with the "On-Line" program. Instead, use the Batch RA Close program. Refer to the chapter on Batch RA Close for further instructions.

DISPLAYING THE DEPOSIT/PAYMENT RECORDS

Often it is useful to view all of the Deposit and Payment records on a particular RA. Press Shift/F7 from the subwindow "OPTION" field. The Dep/Pay search program will be invoked and will display the records for the current RA and then continue on to the records for following RAs.

To search the Deposit/Payment file by something other than the RA number, use the "F6" search function at the Main Window "OPTION" field to access the Deposit/Payment File.:

  • Use F1 to search by RA #
  • Use F2 to search by Date (for unposted deposits)
  • Use F3 to search by Date (for posted deposits)
  • Use F4 to search by Res #
  • Use F5 to search by Credit card #

MASKING AND UN-MASKING CREDIT CARDS IN THE DEP/PAY FILE:

When the system is configured to mask credit card numbers, most of the digits in the credit card number are replaced with a series of "X"'s. This is true for all users.

Users that are exempt from masking (a field in their User Access record controls this) can access a full credit card number if necessary by doing the following:
Access a search of the Dep/Pay File from Reservations, RA Open, RA Close, etc. Find the record, then select it from the search by entering its line number. A prompt for the username and password will appear. If the user is exempt from masking, the full credit card number and expiration date will appear in a pop-up window.

Refer to the chapter of the manual titled Overview - Masking Customer Data for full details in how to set up and use the masking logic in CARS+.

NOTE: Unmasking a card processed through a PIN Pad device cannot be unmasked by any user at anytime. 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.


SMALL AMOUNT WRITE OFF

Some rental operators prefer to write off small balances that occur at Close due to one of the following situations:

A. In countries where pennies are not part of the coinage, and the charges on the RA include pennies.

B. When the deposit or pre-authorization is short by an amount less than a set small amount.

When the FOP records are defined to write of these small amounts, the following may occur:

A. An automatic payment using the pre-signed FOP will not be created in the Payments window.

B. An automatic payment that “writes off” the small amounts may be created to take care of the incidental balance due.

Refer to the chapter titled Edit Customer Type Codes for detailed information about how to set up this write off logic.