When closing a RA, the system assumes that the balance due will be covered by the credit card that was authorized at Open. When the vehicle is rented one-way to another location, the question arises as to which location will process the credit card charge: the opening location or the closing location.?

Things to consider are:

For locations doing EDC (Electronic Draft Capture), the payment is automatically assigned the opening location and drawer number. Additionally, the field "One Way CC Payments" in Edit Misc. Control Fields can be used to turn on a feature: If the opening location is not doing EDC, the opening location and drawer number are still used for the payment at close. However, the RA will be placed into "PENDING" status (instead of "CLOSED").

For locations not using EDC, CARS+ can be configured in the following ways:

A. Always assume the credit card payment is processed by the opening location and placed in it's 'holding drawer'.

B. Always assume the credit card payment is processed by the closing location.

C. When closing each one-way RA, force the user to choose whether the opening or closing location will process the credit card payment.

HOLDING DRAWERS - A holding drawer is a fictitious cash drawer used at the opening location to separate their pre-authorized credit card payments for one-way rentals closing at other locations. The opening location is responsible for processing the payment.

INTEROFFICE RECEIVABLE - An amount owed to the opening location resulting from a payment processed at the closing location on a one-way rental.

The set up required varies depending on which of the following methods is chosen:

A. ALWAYS ASSUME THE CREDIT CARD PAYMENT IS PROCESSED BY THE OPENING LOCATION

GVT Record: Contact Thermeon's Customer Support Dept. and ask that the GVT record CCCLOSE be set up designating the OPEN location.

EDIT LOCATIONS
Page 1, Field 13. HOLDING DRAWER

If a separate drawer is desired for this type of transaction, create a drawer record in Edit Cash Drawers. Enter the drawer number in the Holding Drawer field in the Location record.

If a separate drawer is not needed for this type of transaction, enter the location's regular drawer number in this field.

B. ALWAYS ASSUME THE CREDIT CARD PAYMENT IS PROCESSED BY THE CLOSING LOCATION

GVT Record: Contact Thermeon's Customer Support Dept. and ask that the GVT record CCCLOSE be set up designating the CLOSE location.

EDIT LOCATIONS
Page 1, Field 13. HOLDING DRAWER

The holding drawer will not be used. Therefore, enter the location's regular drawer number in this field.

This creates an Interoffice Receivable discussed below in Section VI.

C. USER ANSWERS THE QUESTION ON EACH ONE-WAY RA

EDIT LOCATIONS
Page 1, Field 13. HOLDING DRAWER

If a separate drawer is desired for this type of transaction, create a drawer record in Edit Cash Drawers. Enter the drawer number in the Holding Drawer field in the Location record.

If a separate drawer is not needed for this type of transaction, enter the location's regular drawer number in this field.

If the GVT record CCCLOSE is set up, close the RA as normal. The system will place the payment in the designated location's drawer.

If the GVT record is not set up, after entering the closing information and pressing F1, the user will be asked:

WILL OPENING LOC. PROCESS CREDIT CARD PAYMENT?

Enter:

Y = the credit card payment should be processed at the opening location and assigned to its holding drawer.

N = the credit card payment should be processed at the closing location. This creates an Interoffice Receivable discussed below in Section VI.

The following steps can be used to reconcile the various operational reports at both the closing and opening locations. At the end of the day:

1. If there is a separate holding drawer set up to isolate these transactions, run a Drawer Balance Report for that drawer number to discover if other locations have closed any of the RAs opened at your location.
   
   If there is not a separate drawer for these transactions, run the Operations DBR for closed RAs opened at your location. (Change Field 6, List by Open or Close Loc, to "O".) RAs that closed at another location will be noted.
   
   In either case, pull the printed copy of the RA and process it following your procedures.
2. Run an Operations DBR for RAs closed at your location. This will report all RAs that closed at a location regardless of where they were opened. This report is used to audit all work that took place at your rental counter. One way RAs from other locations will be noted.
   
   Remember, however, that the DBRO is not meant to be a cash reconciliation report. The Drawer Balance Report and the Cash Receipts Report are designed to serve that purpose. The DBRO, on the other hand, is designed to give the complete history of all closed RAs. This history includes all payments received, regardless of cash drawer used. As a result, if holding drawers are used, the FOP totals on a DBRO will NOT match the sum of your location's cash drawer receipts.
3. Run the Accounting DBR. Note that the Accounting DBR is run by opening location. When transactions are placed into the opening location's holding drawer, the payments are reflected on the Accounting DBR and in the FOP summary of the opening location's DBRA. This FOP summary should agree with the Cash Receipts Report for the opening location.

Interoffice receivables are created when a the closing location on a one-way RA takes payment. This creates Interoffice Accounts Receivable since the payment is due to the opening location. (The opening location always earns the revenue.)

When the Accounting DBR for the opening location is posted, the revenue is passed to its revenue accounts (credits) and an offsetting debit is made to the Interoffice A/R account.

When the Accounting DBR for the closing location is posted, the payment is listed in the "DEPOSITS, PETTY CASH, AND PAYMENTS ON ONE-WAYS section. The funds received are recorded as a debit to the bank account and an offsetting credit is made to the Interoffice A/R account.

If both locations are posted together, no entries to the Interoffice A/R account will be made since they balance and cancel each other out.

Whether the closing location takes payment in full or only a partial payment, an Interoffice Receivable is created for whatever payment is taken at the closing location. If the closing location takes payment on the same credit card authorized at open by answering "No" to the holding drawer question, an Interoffice Receivable is created.

Note: Interoffice receivables do not report on the Operations DBR. All payments will be shown with the RA regardless of the location where they were taken.

When the customer decides to split payment between the original pre-authorized credit card and another FOP, use the following procedure:

1. On the Close RA Payments sub-window, edit the amount to be paid on the pre-authorized credit card. That will leave a balance due which will be covered by another FOP.
2. Enter another payment using the other FOP.
3. When asked "Will opening location process the credit card?", answer "Y". The system will place only the payment mentioned above in Step 1 in the holding drawer for the opening location. The other payment will be placed in a regular drawer at the closing location.

By splitting the payment between the opening and closing locations, the holding drawer is used in addition to an Interoffice Receivable being created.