This window is designed for entering:
1. A second party as the bill-to customer,
2. Employment data or personal information about the driver/renter. However, fields 2 – 9 are accessible only if:
a. The system is designed so that Customers can be created at the time of Reservation. (See the field "Def. Res Cust Type" in the Edit Main Control Record File to turn on this feature.) OR
b. The reservation is for an existing customer.
DEFINITIONS: CARS+ allows a RA to be either direct billed or split billed to a second party. It is important to know the difference.
DIRECT BILLING. In direct billing, the Bill-To party assumes FULL financial responsibility for the rental. They will be billed for all time and mileage charges plus all other charges such as refueling, coverages, options, taxes, etc. Direct Billings are set up through the E Subwindow of Reservations described below or the B Subwindow on the RA Open screen.
If the Bill-To customer is of a customer type that requires a purchase order number, data must be entered in Field 12 of the Main Window.
BACK-UP DIRECT BILLING. In this version of direct bill logic, the direct bill party is designated as a back-up bill to customer type. Normal shortfall logic is used when opening a RA in that the renter must provide sufficient deposits or credit card authorization in order to secure the rental. The back up bill-to party is used only if the renter fails to pay all charges due on the contract.
SPLIT BILLING. In split billing, the charges are split between the driver/renter and a second party. Often the second party will only pay a portion of the time charges. Insurance replacement rentals are an example of split bills rather than direct bills. Split bills ARE NOT done through the E Subwindow but through the I Subwindow on the Reservation screen or the RA Open screen. (The use of the I Subwindow is described in the Appendix on Insurance Replacement rentals.)
Repeat customers can be setup in the Customer File so that each rental will automatically be billed to a second party. If a customer of this sort is entered into the Main Window, the name of the direct bill window will flash as a warning that a direct bill party has been loaded into Subwindow E. If this particular rental transaction is not to be a direct bill, enter the direct bill window and erase the bill-to number in Field 1.
Note: For addresses, CARS+ can work in two modes. The address fields illustrated below are those used in the "standard mode". Additional address fields are provided when running in the Extended Address Mode. Please refer to the Appendix on Extended Addresses for further information and for an illustration of the screen.
To access the Direct Bill & Customer Window, type E (RET) at the "OPTION:" field on the Main Window. The window will then display:
| OPTION: __________ DIRECT BILL & CUSTOMER 1 Bill-to# */* Bill Addr/Cty */* 2 Empl Name * 10 Fed Tax ID * 3 Empl Adr/C/S/Z */*/*/* 4 Cust Addr1 * 11 FF Tvl# * 5 Cust Addr2 * 12 Loctr #/SM */* 6 Cust Cty/St/Zip */*/* 13 Privacy/Project */* 7 Cust Dob/Gen */* 14 Cell # * 8 Cust Lic/St/Exp */*/* 15 PolExp/TrmCd */COD 9 Cust E-Mail * |
Enter data as follows:
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1. BILL-TO# |
SKIP THIS FIELD IF CHARGES RELATED TO THE RENTAL RESULTING FROM THIS RESERVATION ARE TO BE CHARGED TO THE CUSTOMER SHOWN IN DATA GROUP ONE OF THE MAIN WINDOW. Enter up to 6 alphanumeric characters to indicate the customer number of a second party who will be invoiced for all rental charges. The bill-to number must be a valid account already established in the Customer File. When a bill-to number is entered into this field, all accounting transactions will be referenced to this account and not to the driver/renter. Access to this field is blocked if the Bill-to customer's record has a billing cycle and the user's record in the User Access File blocks the creation of multiple month RAs. For further information on the accounting implications of the bill-to field see the discussion at the end of the RA Close chapter. The Customer file search feature to find and select a second party to be invoiced. To search the file you can do either of the following:
The Customer File Search can be filtered so that only certain customer types are displayed. A field in Edit Rental Rules/Rates can prevent a bill-to from being
added to a RA using a particular rate. The following message will
display:
If the bill-to customer was already on the RA when the rate is added, the bill-to customer will be removed. Note: Some customer types can be designated to be used only as Direct Bills. Other customer types can be prevented from being used as Direct Bills and will not be available through the Bill-to customer search.
PIN Number: Some Direct Bill customers can be set up in their customer record so that a valid PIN is required in order to use the customer as the direct bill party on a reservation or RA. (Refer to the "Bill-to Auth" field in the Customer File Update program.) Others can be set up to require the entry of a purchase order number. Or, they can be set up so that either the PIN or the Purchase Order number is required. If a PIN is required for the RA, after entering the customer number in this field, the following prompt will display:
If the PIN numer is known, enter up to 5 numeric characters for the PIN number. If the PIN number entered is correct, proceed to the next field. If the PIN number is not known, press (RET). If the PIN is required on the RA and not on the reservation, the following message will display:
If the PIN is required on the reservation, the following messages will dipsplay
If the PIN number is known, enter up to 5 numeric characters for the PIN number. If the PIN number entered is correct, proceed to the next field. If the PIN number entered is incorrect, the following message will display and the customer number entered in Field 1 will be removed: A field in Edit Misc. Control Fields can be set to prevent both a bill-to customer and a voucher on the same transaction. In that case, when a voucher is already on the transaction and a bill-to customer number is entered, the following message will display and the bill-to customer number will be removed: REMOVE VOUCHER FIRST BEFORE ADDING A BILL-TO EXAMPLE: Type 1536 (RET) Once a bill-to customer number has been entered, its name and address will display. If the address is not complete, a warning will appear on the screen. A check is made of the bill-to customer's current balance and compared to their credit limit. If the balance in the account is greater than the credit limit, one of the follow will occur: a. The amount of the current balance and the amount of the credit limit are displayed, and the transaction can continue. b. The following message displays and the bill-to customer number is removed:
User tip: Setting in the Customer Type field and User Access File control which of the above messages are displayed. Refer to the Edit Customer Type Code chapter for details. User tip: A field in the Edit Misc Control Fields file can be used to turn off the credit limit warning. Default rates: Often times when a bill-to party is added to a reservation or RA, the rate in the main window will change because a default rate product is assigned to the bill-to party in their customer record. Although the rate is a "default" rate, a separate field in the customer record controls whether or not the rate assigned to the bill-to party can be changed to an alternative rate product on the reservation or RA. If it is defined as one that cannot be changed, and attempt it made to change it, the following message displays:
and the change is not allowed. f the value of this field is RCV or FCV, a Full Value Voucher (FVV) Dep/Pay record is attached to the reservation.
If the value of this field is something other than RCV or FCV, a Stated Value Voucher (SVV) Dep/Pay record is attached to the reservation.
For example, if the Hertz Res Interface sends a OTTO as payment, the OTTO will be ignored by Cars+ and will NOT load into the Cars+ reservation. |
Fields 2 - 10: Customer's Personal Information
Access to Fields 2 - 9 is dependent upon the following:
Edit Main Control Record: Default Res Customer Type Field is set to NOT create a customer record from a reservation:
Fields 2 - 9 can be accessed and edited only for an existing customer. Otherwise, these fields are not accessible.
Edit Main Control Record: Default Res Customer Type Field is set to create a customer record from a reservation:
Fields 2 - 9 can be accessed and edited for anyone.
If the renter is not an existing customer, entering data in these fields creates a customer record when the reservation is saved. However, if these fields are left blank, a customer record is NOT created from the reservation.
User Tip if Tax Codes are used: When a Res Default Customer Type is defined in the Edit Main Control Record and a Tax Code is assigned to that customer type, the Tax Code is used when requesting a reservation estimate. If personal data is entered in this subwindow, a customer record is created with that Customer Type and the tax code carries forward to the RA.
If personal data is NOT entered, a customer record is NOT created, so no customer type is assigned. Therefore, when the reservation is carried forward to open a RA, the tax code for the default RA customer type will be in applied to the RA.
In order to avoid customer complaints about the tax quoted on the reservation not being the same as the tax applied to the RA, care should be taken to be sure that the same tax code is in effect for customers created from reservations and customers created from RAs .
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2. EMPL NAME |
Enter up to 30 alphanumeric characters to indicate the renter's employer. EXAMPLE: Type WIDGET CORPORATION (RET) |
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3a. EMPL ADDR |
Enter up to 30 alphanumeric characters to indicate the employer's street address. EXAMPLE: Type 23450 IRVINE CENTER DRIVE (RET) |
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3b. EMPL CTY |
Enter up to 16 alphanumeric characters to indicate the employer's city. EXAMPLE: Type IRVINE (RET) |
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3c. ST |
Enter up to 3 alphanumeric characters to indicate the employer's state or province. In the case of Canadian provinces and foreign countries, this code is validated against the Country Code File. The Country Code pop-up window can be accessed from this field by pressing Shift F7. EXAMPLE: Type CA (/) |
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3d. ZIP |
Enter up to 7 alphanumeric characters to indicate the employer's zip code or postal code using the format described for Field 3b of the Main Window. EXAMPLE: Type 92707 (RET) |
CREATING CUSTOMERS
The control files can be set up so that customers can be created at the time of saving a quotation, saving a reservation, or opening a rental agreement. Use the following fields to enter the applicable information for the customer.
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4. CUST ADDR1 |
This field and the next one correspond to 2 address fields for the street address in the customer record: ADDR1 and ADDR2. The ADDR2 field is considered the 'main' street addres. Typically the data in that field prints on the rental agreement. The ADDR1 field is used for additional information such as a building name or apartment number. For ease in entering data when creating a customer record on the reservation, these fields have a unique logic. For customers with a simple one line street address, either field may be used and the data will be stored in the ADDR2 field of the customer record. (When Field 4 in this subwindow has data and Field 5 is blank, the data in Field 4 is stored in ADDR2 field in the customer record.) If the street address requires 2 fields, such a building or apartment number in addition to the street, enter the street address in Field 5, Cust Addr2. Enter the additional information in Field 4. This field accepts up to 30 alphanumeric characters. EXAMPLE: Type BLDG 2, APT 104 (RET) |
| 5. CUST ADDR2 |
Enter up to 30 alphanumeric characters for the customer's street
address. EXAMPLE: Type 14 SOUTH LAKE DR (RET) User tip: Refer to the above field for more information. |
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6a. CUST CTY |
Enter up to 16 alphanumeric characters to indicate the customer's city. EXAMPLE: Type SANTA ANA (RET) |
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6b. CUST ST |
Enter up to 3 alphanumeric characters to indicate the customer's state or province. In the case of Canadian provinces and foreign countries, this code is validated against the Country Code File. EXAMPLE: Type CA (RET) |
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6c. CUST ZIP |
Enter up to 7 alphanumeric characters to indicate the customer's zip code or postal code. EXAMPLE: Type 92706 (RET) |
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7a. CUST DOB |
Using your date format, enter characters to indicate the customer's Date of Birth. A field in the Edit Miscellaneous Control Fields screen controls whether this date will be "trusted" and thus entered on the customer record and brought forward to the DOB field of RA Open, or whether it will just be a note on the reservation. EXAMPLE: Type 090289--- (RET) User tip: For date of birth, it is customary to enter a 2-digit year. When the 2-digit year is less than or the
same as the current year, the prefix '20' is added to the year.
Example: Entering '03' will result in the birth year 2003. |
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7b. CUST GEN |
Enter one of the following to indicate the gender of the customer:
EXAMPLE: Type M (RET) |
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8a. CUST LIC |
Enter up to 20 alphanumeric characters to indicate the customer's drivers license. EXAMPLE: Type 012G78 4540--- (RET) User tip: Your system can be configured to validate that the driver's license number entered is unique for this customer. If the license number exists on another customer record, the following message will display: A CUSTOMER WITH THIS DL# IS ALREADY ON FILE, USE THEM? Y/N Enter:
To configure your system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "UNQDL#". |
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8b. STATE |
Enter up to 3 alphanumeric characters to indicate the state, province, or country issuing the drivers license. EXAMPLE: Type CA- (RET) |
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8c. EXP |
Using your selected date format, enter characters to indicate the Expiration Date of the driver's license. EXAMPLE: Type 090203 (RET) |
| 9. CUST E-MAIL |
Enter up to 60 characters for the customer's e-mail address. Like other fields in this window, this will update the customer record. EXAMPLE: SOMEONE@SOMEWHERE.COM |
| 10. FED TX ID |
Enter up to 20 alphanumeric characters for the renter's federal tax ID number. (Refer to Customer File Update, page 2, Field 1: Federal Tax ID). EXAMPLE: Type 7122570012 (RET) USER TIP: In Edit Misc Control Fields, the field "Unique Fed Tax ID" (Page 8, field 10) can be set to prevent a tax ID # from being accepted if it is already tagged to another customer record. |
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11. FF TVL# |
Enter up to 20 alphanumeric characters for the renter's frequent flier number and participating airline code. Type the airline code first, leave one blank space, and then enter the frequent flier number. EXAMPLE: Type: UA 123456768 Depending on how your system is configured, after pressing (RET), a message window may appear stating that:
where:
The statement is then followed by this question:
Enter:
Previous Renters with Frequent Traveler Numbers: Press Shift-F7 from this field to display a list of existing frequent traveler numbers associated with this customer. User tip: Your system can be configured to validate that the Frequent Traveler number entered is unique for this customer. If the number exists on another customer record, the following message will display:
Enter:
To configure your system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "UNQFFT". |
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12a. LOCTR # |
This field is used by a specific CARS+ user as a customer locator number and is used in locating repeat customers. |
| 12b. SM |
If using the source market logic (turned on in Edit Miscellaneous Fields), enter up to 6 alphanumeric characters representing the source market code. Only rates with a matching code will be considered for the reservation. if there are no rates with the source market code entered, only rates without a source market will be considered. |
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13a. PRIVACY |
This field indicates the setting on the Privacy field in the Customer Record. A "Y" in this field means that the customer does not want to be included when certain customer reports and/or labels are done. If the setting is changed here, the customer record will be updated when the reservation is saved. EXAMPLE: Type Y (RET) |
| 13b. PROJECT # |
Enter up to 15 characters to use this field to enter a reference to a job or project number. User tip: This field carries over into the RA Open screen in the B Subwindow. |
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14. CELL or WORK # |
Use this field to record the renter's third phone number (either cell or work phone number) which was not entered into the Main Window. EXAMPLE: Type:714-731-9191 (RET) |
| 15a. POL EXP/ |
This field is used for expiration date of the renter's insurance policy. EXAMPLE: Type 050220 (RET) |
| 15b. TRM CD | This field defaults to the terms code set in the Customer Type file for this type of customer. In general, the default should be accepted. Otherwise, enter 3 alphanumeric characters to indicate payment terms that apply to balance due accounts for this type of customer. Terms Codes are set up in the A/R Terms Code file. EXAMPLE: Press (RET) |