UPGRADE WARNING: Prior to the 140424 release, (2014 April 24) there were two fields on this screen; "Start Effective Date" and "Terminate Date" (they were fields 11 and 12). Both of those fields were transaction Pickup Date in orientation. With the 140424 Release those two fields have been:

  • Renamed to "Start Book Date" and "End Book Date".
  • Moved to Fields 2 and 3.
  • Redefined as booking date in orientation.

For example, a Start Effective Date of June 15th used to mean that the CDPID record could be used at any time as long as the pickup date of the transaction was June 15th or later. Now, that same record cannot be used until the system date (Booking date) is June 15th or later. It can be used for any pickup date (as long as the related corporate rate is effective for the pickup date). See a more expanded discussion of booking dates at the end of this chapter.

If you have used these date fields in a release earlier than 140424 (under the previous definition) examine your dated records now to see if the dates still make sense under the new definition.


Use this program to:
CDPID numbers can be searched from Reservations and RA Open by the number or the company/promotional name.

CDPID numbers can be assigned to individual customers or bill-to accounts causing them to automatically get their corporate rate and privileges.

Corporate Accounts (or CDPID numbers) reference a Corporate Contract records. It is the Corporate Contract record that can define a rate, discounts, and/or privileges.

Refer to the chapter of the manual titled Overview - Corporate Accounts for further information on the various set up choices for corporate accounts.

The Files Involved:

The following three separate files are part of the CARS+ CDPID logic:

The CDPID File itself: This file identifies the CDPID number. The company or promotion name is NOT stored in the CDPID file itself. It is stored in the next file listed below. One of the fields in the CDPID record is a Contract #, the foreign key to the third file listed below.

The CDPID Name File: This file has the various names associated with the CDPID account. A single account may have multiple names. For example CDPID# 40000 can have the names IBM, I.B.M., International Business Machines, Object Technologies of IBM, etc.. This file exists so that a search for a CDPID can be performed under any of its various names. Every CDPID account will have at least one record in this file.

User tip: (For non-Hertz users, the setting for the field "One CDPID#" in Edit Misc. Control Files determines if a single account can have multiple names. Hertz installations must allow multiple names for a single CDPID.

The Contract File: This file contains a Rate Product Code, discounts and Privilege Codes that are granted to a CDPID account. More than one CDPID account can share the same Contract record.

Deleting records: Corporate account records cannot be deleted. To turn off the ability to use a corporate account, enter a date in the "End Book Date" field. A purge program will be developed for purging corporate accounts.

Turning off records: When looking for a CDPID record, the system starts with the booking date that is in effect for the reservation create date and reads the CDPID file by booking date backwards until it finds a valid record. If ALL records for the CDPID should be shut off, each record in the series needs to have an "End Book Date". Simply entering an End Book Date on the most recent record causes the system to skip that record and go back to earlier versions.

User tip: A field in the User Access Record can be used to restrict the user to 'view only' mode. In that mode, no records can be added or edited.

To access the Edit Corp. Account Records program, type EDITCD (RET) at any menu "OPTION:" field or the appropriate line number on the Corporate Account submenu of the Customer Maintenance Menu. The screen will then display:

OPTION: __ EDIT CORPORATE ACCOUNT RECORDS
(Page 1 of 2) Modified Date
1 CDPID # 21 Tour No.
2 Start Book Date 22 Ignore PO's
3 End Book Date 23 Web CDP rates only
4 Company Name
5 Contract No. 24 Source Code
6 Salesman Code 25 WebRes Use only
7 Hide Rates 26 Monthly Goal
8 Vendor No. 27 Export to NRMA
9 Bill-To 28 Searchable
10 Market Segment 29 IT Code
11 Market Profile 30 Net Rate Product
12 Sales Project 31 Remove Res HCC
13 Webres CC Exempt 32 3rd Party
14 Web Use Alt Rates 33 Allow RA Edit
15 CDP Credit Card
16 CDP CC Expire Date 34 Prevent CC Deposit
17 CDP PIN Required 35 Ask For Dept?
18 City
19 Zip Code 36 Print Name?
20 Pays by 37 Brand Id

1SAVE 2NEXT 3ERASE 4PREVIOUS 5 6SEARCH 7HELP 8


TO BRING UP AN EXISTING ACCOUNT RECORD:

Enter the CDPID # in Field 1.

If the CDPID record was created with the "Start Book Date" field blank, the record will be retrieved immediately.

If the CDPID record was created with a date in the "Start Book Date' field, the following message will display:

RECORD NOT FOUND - NEW RECORD CAN BE CREATED (PRESS RETURN)

This message displays because the booking date field is blank and there is no existing record with that field 'blank". Either enter the date in Field 2 or press ESC to the "OPTION" field; then press F2 to scroll through the records to find the one with the desired book date.

OR

Press F6 to search.

If multiple names are NOT allowed:

Press F1 to search by Company Name. Press F2 to search by CDPID number. Select the record.

If multiple names ARE allowed:

If the search is by CDPID number, the search is of the CDPID file. All of the names associated with that CDPID number, will be the listed.

If the search is by CDPID name, the search is of the CDPID name file.


Use F2 and F4 to scroll forward and backwards in the file. This is always by CDPID number.

OR

From the "OPTION" field, use F2 to scroll forward and F4 to scroll backwards in the file by CDPID number.


Enter data as follows:

1. CDPID #

Enter up to 10 alphanumeric characters that represent the corporate ID number for the company entered in Field #1.

EXAMPLE: Type 1231231230 (RET)
2. START BOOK DATE
 For standard corporate accounts, this field should be left blank.

User tip: Once a booking date is entered for a Corporate Account, other records for the account without a booking date are ignored.

To offer special deals based on when a reservation is made, this field and the next can be used to define a booking period. This is not the pick-up date. Rather it refers to the date when the reservation (or RA) is created. Typically it offers an incentive for booking early.

Example: Set up 3 Corporate account records as follows:

CDPID# SUNFUN: Book in April for a June reservation; rate JUN01 applies at $50 per day (enter the date for April 1st in this field)
CDPID# SUNFUN: Book in May for a June reservation; rate JUN02 applies at $55 per day (enter the date for May 1st in this field)
CDPID# SUNFUN: Book in June for a June reservation; rate JUN03 applies at $60 per day (enter the date for June 1st in this field)

In order to do this, separate Corporate Contract records have to be set up for each CDPID booking period with the appropriate rate referenced. See a more detailed explanation of this feature at the end of this chapter.

EXAMPLE: PRESS (RET)

User Note: Start Date is part of the "key" to the CDPID file. Therefore, if you edit or add a date to an existing record, you really are NOT editing that record, you are in fact creating a whole new record. As a result, the following messages are displayed:
RECORD NOT FOUND - NEW RECORD CAN BE CREATED

CLEAR FIELDS FOR NEW RECORD?

Enter:

Y = Yes, the existing record is to be copied with the new Start date just entered. All other data fields on the screen will be copied into the new record.

N = No, the existing record is not to be copied. All other data fields will be cleared of data.
3. END BOOK DATE
 For standard corporate accounts, this field should be left blank.

To offer special deals based on when a reservation is made, refer to the field above and the discussion at the end of this chapter. This field is used to define the last day on which a promotion must be booked in order to receive the benefits.

User Note: See a more detailed explanation of the use of the booking dates fields at the end of this chapter.
4. COMPANY NAME

Enter up to 30 alphanumeric characters to represent the company name for this account. The following question will be asked:

NAME NOT FOUND, CREATE NEW NAME FOR CDPID?

Enter:

N = no, clear the data entered in Field 4
Y = Accept the data entered in Field 4. This name will be stored separately in the CDPID Name file.

EXAMPLE: Type ABC SUPPLY CO (RET)

User tip for non-Hertz users only: A field in the Edit Misc. Control Fields record controls whether multiple company names can be linked to a single CDPID number or if only one company name is allowed per CDPID number. If the restriction to a single name is in place and the CDPID number is already referenced by another record, upon pressing F1 to save the following message will display: DUPLICATE CDPID# ALREADY ON FILE, SAVE NOT ALLOWED. (Hertz users cannot use the single company name/CDPID configuration, the CDPID files provided by OKC require the alternate name feature be turned on.)

Editing the name:

Editing the name in Field 4 will bring up this question:
NAME NOT FOUND, CREATE NEW NAME FOR CDPID?

Enter:

N = no, abort the name change
Y = change the name which brings up the following question:

DELETE PREVIOUS NAME?

Enter:

N = keep the record in the name file with the original name and create a new record with the new name. Both names can be found in a search of the name file. (There will be only one record in the CDPID file, but multiple records in the CDPID Name file.)

Y = delete the record in the name file for the original name. Only the new name can be found in a search of the name file.

Or existing names can be edited using the program, Edit Corporate Account Names

Deleting names:

To delete a existing name associated with an established Corporate Account without creating a new name (the steps outlined above) use the program Edit Corporate Account Names.

User tip:

When using F2 to scroll through this file, or when a search by CDPID# is used, the name that is displayed here is the first name encountered when reading the name file by the rules of an alphanumeric sort. The other names will not display when using F2.

5. CONTRACT NO.

Enter up to 8 alphanumeric characters that represent the contract number for the corporate account entered in Field #1. This record should already exist in the Edit Corp. Contracts File.

EXAMPLE: Type 12312300 (RET)

6. SALESMAN CODE

Enter an existing code for a Salesman Record if a salesperson is assigned to this corporate account. This record must already exist in the Edit Salesman File.

EXAMPLE: Type MMB (RET)

7. HIDE RATES

This field applies to certain CARS+ customers using WebRes. For those WebRes users, entering a "Y" in this field blocks or "hides" the rates from being shown on the WebRes program when this CDPID number is referenced. The rate fields are masked and shown as ###.##.

Additionally, the rental agreement print program can be enhanced so that on rentals involving this corporate account record, the following choices are available as to whether calculated charges will print on the RA:

Y = Yes. Each time a RA is printed for this CDPID, prompt the user with a question asking whether or not the rates should print on the RA.

H = Hide. When a RA is printed for this CDPID, the rates are always hidden and there is no prompt for the user. A phrase similar to the following can be configured to print on the RA.

Your rental is covered by a special rate agreement and will be billed directly to the responsible party.

Contact Thermeon Customer Support for details as not all RA print program support this feature.

N (or blank) = No. There is no restriction. Rates and charges should print in detail on RAs involving this CDPID.

EXAMPLE: Type N (RET)

User tip: The 'hide rates' feature is also available through rate product, customer type, and privilege code.

8. VENDOR NO

Vendor records for travel agencies can be assigned to a CDPID number. This field validates the vendor number.

The programs that accept a CDPID number (such as RA Open and Reservations) check for a vendor number on the CDPID record. If there is one referenced in this field, the vendor data is loaded into the reservation or RA in the Commissions subwindow.

WARNING: A Vendor record has the capability to reference a CDPID number. If this feature is used, set up EITHER a Vendor record to point to a CDPID number, OR set up a Corporate Account Record (CDPID) to point to the Vendor - but NOT BOTH. In other words, they should not point to each other.

EXAMPLE: Type AA123456 (RET)

9. BILL TO

If rentals for this corporate account record are supposed to be set up automatically as direct bill rentals, enter up to 6 alphanumeric characters to indicate the particular customer number that should be the direct bill party.

EXAMPLE: Type B12457 (RET)

NOTE: When this field is in use, it becomes the priority over any bookings that may conflict. 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.

10. MARKET SEGMENT

This field is used to define market segments (categories) so that the Salesman Revenue Report can be run for one or more market segments. Enter up to 3 alphanumeric characters to indicate a market segment such as 'COR' for corporate, 'GOV' for government, or 'LEI' for leisure.

EXAMPLES: Type COR (RET)

11. MARKET PROFILE

This field is obsolete.

12. SALES PROJECT

This field is obsolete.

13. WEBRES CC EXEMPT

This field was added for a specific client and, as a result, has no function for any other CARS+ user.

14. WEB USE ALT RATES

 This field is reserved for a future enhancement.

15. CDP CREDIT CARD

Use this field to enter a default credit card number for this corporate account. The data enter is subject to the credit card validation logic as set up in the Edit Card Definitions file.

EXAMPLE: Type:4005555000111 (RET)

User tip: If a CDPID is added to a transaction and the transaction does not already have a credit card number applied, the credit card from the CDPID record is used.

If a repeat customer's record has a credit card, and the CDPID has one, the user is prompted as to whether or not the card from the CDPID record should be used. If it is, the CDPID card number is not written to the customer's record.

If a reservation is received from an external reservation source (such as a brand's international Res Center) with a CDPID number, the credit card from the Corporate Account record will not be added- even if the reservation is edited or when it is pulled to the Open screen. (The CDPID logic is applied when the CDPID number is first entered on a transaction.) To get the credit card to apply in this circumstance, you would have to manually remove the CDPID number from the transaction, then add it back on.

16. CDP CC EXPIRE DATE

Enter the expiration date of the credit card entered in the field above.

EXAMPLE: Type 0608 (RET)

17. CDP PIN REQUIRED

This field allows you to designate requirements for using a PIN when this CDPID number is added to a RA or a Reservation under certain circumstances. Enter as follows:

A = Entry of a PIN number is required in order to save the reservation or RA.(This does not apply in the case of a opening a RA from a reservation received through the Res. Interface program.)

W = Entry of a PIN number is required in order to use this CDPID number on a WebRes reservation.

EXAMPLE: TypeA (RET)

If "A" or "W" are entered, to create the PIN press Shift/F7 while the cursor is in this field. The pop-up window displayed below will appear:


OPTION: ______________ CDP PIN ENTRY

1 PIN# *
2 Name *
3 Status *
Create Date * Time *

Mod Date * Time *



F1=SAVE F2=NEXT F3=ERASE ESC=EXIT


Enter data as follows:

Field 1: PIN# - Enter up to 5 numeric characters.

Field 2: Name - Enter the name of the person to whom this PIN belongs.

Field 3: Status - Enter "A" or leave the field blank if the PIN is currently active. Entering any other letter other than "A" will make the PIN invalid.

The next fields display the create date/time and the modified date/time. When the PIN is saved or modified, the current system date will be entered in these fields for future reference.)

18. CITY

Enter up to 15 characters for the City. (For Hertz Australia users, this field is populated with the contents of CDP Address 3 field from their CDP merge program.)

19. ZIP CODE

Enter up to 9 characters for the zip or post code. (For Hertz Australia users, this field is populated with the contents of CDP Zip Code field from their CDP merge program.)

20. PAYS BY

 This field is for Dollar operations for central billing logic. For corporate accounts that are paid through central billing, enter "CB" in this field.

EXAMPLE: CB (RET)

MODIFIED DATE

This field displays the date that the record was last modified.

21. TOUR NO.

This field is for Thrifty users only. Because Thrifty does not have a separate field in their corporate reservation record for the issuer of a tour voucher, they use the CDPID field. For Thrifty users, the CDPID field in the reservation can be either a CDPID number OR it can be the tour operator number.

If a Thrifty user adds the customer number of a tour operator to this field, it causes the reservation merge program to interpret it as a tour operator and, therefore, creates a voucher.

Other users should leave this field blank.

22. IGNORE PO'S

This field is used by Thrifty Australia. An extended PO # may be sent in one of the comment fields of the reservation when transmitted from Tulsa.For reservations with a Corporate Discount Number, this field determines whether or not the PO# transmitted is loaded into the Reservation PO# field.

N (or blank) = The PO number will be loaded into the Reservation PO # field.

Y = The PO number will be written to Reservation notes.

EXAMPLE: Press (RET)
23. WEB CDP RATES ONLY

Some CDP rates are limited to certain classes of vehicles. When that is the case, the standard configuration for WebRes is to use the default Web rate to fill in rates for the other classes of vehicles. This field can prevent that from happening. Enter:

Y = This will cause WebRES to display only the rate associated with this CDPID record. It will not supplement classes not included the CDP rate with classes from the default Web rate.

N = Classes that are not included in the CDP rate will be filled in with the Web rate.

EXAMPLE: TypeY (RET)

24. SOURCE CODE

The Source Codes field on reservations and RAs is used to track the origin of the business. Source Code fields are provided in many records within the system. Therefore a hierarchy has been established regarding which record's Source Code takes precedence over others. The hierarchy from highest priority to lowest is detailed in the chapter Edit Source Codes.

If this CDPID record should furnish a Source Code to the Reservation or RA Open program, enter up to 5 alphanumeric characters representing the Source Code. This code must already have been created in the Edit Source Codes program.

EXAMPLE: Type ATOUR (RET)

25. WEBRES USE ONLY

This field is used to designate a CDPID number (and any linked rates) as one that can be used only through WebRes – and not through the Reservations or RA Open programs. Enter:

Y = This CDPID number can be used only through WebRes. When a “Y” is present in this field, the CDPID number cannot be used in the Reservations or RA Open program.

N (or blank) = There is no WebRes restriction on this CDPID number.

EXAMPLE: Type Y (RET)

User tip: When specials are offered for WebRes bookings, management may want to prevent the staff from using the special rate in the Reservations and/or RA Open programs. To prevent that, you system can be configured as follows:

Set the “Require CDPID for corp. rate “ field in Edit Miscellaneous Control Fields (page 3) to “Y”.

Set up the rate as a corporate rate. It cannot be manually added to a reservation or RA without a valid CDPID number that points to that rate.

Use this field to block the usage of the CDPID number in all but WebRes uses.
26. MONTHLY GOAL When salesman logic is used, a monthly goal can be established for a corporate account. (Goals can also be established for individual salespersons.)

If this is the case, enter the monthly sales goal in this field. (This amount will show on the Salesman Report.)

EXAMPLE: Press (RET)
27. EXPORT TO NRMA
 This field is used by Thrifty Australia. Indicate if RA data on rentals using this corporate account ID should be considered for transmission to NRMA via the NRMA Loyalty File creation program.
Y = Yes, consider RAs with this CDPID number for transmission.

N (or blank) = do not consider RAs with this CDPID number for transmission.
EXAMPLE: Press (RET)
28. SEARCHABLE
 A field in the Edit Misc Contol Fields record can be used to enable a Shift/F7 search of the CDPID file from the "ID" field on the main window of Reservations and RA Open. When that feature is enabled, there may be certain Corporate Account records that should NOT be searchable using the Shift/F7 search. Use this field to remove a Corporate Account Record from the list that is accessed using the Shift/F7 search. (This field does not affect the CDPID search that uses F6 to search. All corporate account records are included in the F6 search.) Enter:
Y (or blank) = Yes. This record should be included when a Shift/F7 search is done from the ID field in the main window of Reservations or RA Open.

N = No. Do not include this corporate account record when doing a Shift/F7 search from the ID field in the main window of Reservations or RA Open.
EXAMPLE: Press (RET)
29. IT CODE
 If reservation data is sent in via WebRes that contains a CDPID and an IT Code was not sent with the reservation data, the IT Code from this field is used on the reservation.
30. NET RATE PRODUCT
 This field is used by Thermeon's WebXML product.
31. REMOVE RES HCC
 This field is read by the Hertz Reservation Interface program:

Y = If this CDPID account is in a reservation along with a Hertz Charge Card, the Hertz Charge Card will NOT be added to the reservation in CARS+.

N or blank = If this CDPID account is in a reservation along with a Hertz Charge Card, the Hertz Charge Card will be added to the reservation in CARS+.

EXAMPLE: Type (RET)
32. 3RD PARTY
 This field is used to automatically set the third party on RAs. If e-mailing a closed RA with a third party is requested, a copy of the RA is also mailed to the e-mail address in the customer record of the third party. Enter the third party's customer number.

EXAMPLE: Type THERM (RET)
33. ALLOW RA EDIT
 This Y/N field is used only within Webxg Webres. This field determines when editing the return date and time (extending the rental) of a filled reservation with this CDPID if the corresponding Open RA which is based on that reservation should also have it's return date and time changed as well. Enter:

Y = Yes, when editing the filled reservation's date and time the RA's date and time should be re-written as well.

N = No, when editing the filled reservation's date and time the RA's date and time should NOT be re-written.

EXAMPLE: Type Y (RET)
34. PREVENT CC DEPOSIT
 This field is used to prevent a credit card deposit from being placed on a RA with this CDP. (Cash type FOPs deposits are allowed.)

User tip: A field in the Edit User Access File allows a user to override this block.

Enter:
Y = A credit card deposit cannot be added to a RA through any of the following programs: RA Open, Batch RA Open, Edit Opening Fields, Receive RA Payments, Batch Receive RA Payments.

N or blank = do not activate this feature.
EXAMPLE: Press (RET)

User tip: A similar field in Edit Misc Control Fields can be used to block the credit card deposit on all transactions.
35. ASK FOR DEPT?
This field is for Hertz users only. When reservations with a CDPID are transmitted from OKC, there is an indicator in the data noting if the reservation is for 'business' or 'leisure'. This indicator is included in the data that is transmitted back to OKC through the EDRB process.
For RAs without an indicator, such as walk-up RAs or those with a reservation where the CDPID was added at the time of rental, a field in the Edit Misc Control Fields is used to turn on the question "Is this a business rental?" when opening a RA. If the users enters "Y", another piece of data can be required -- the organization's department.

Use this field to turn on the second question requiring the department on all CDPID business rentals. Enter:
Y = Turn on the question for the business department.

N or blank = do not activate this feature.
EXAMPLE: Press (RET)
36. PRINT NAME?
 This field determines on selected RA print programs if the name of the CDPID account should print on the rental agreement.

Y = Yes, print the CDPID's Company Name on the rental agreement.

N = No, do not print the CDPID company name.

EXAMPLE: Type N (RET)
37. BRAND ID
 When an operation does rentals under more than one brand, where the location is not branded, the brand can be based on the CDPID by entering the brand code here.
When a CDPID is entered on a Reservation or a RA, the Brand ID field will be updated on the Reservation or RA.


The screen will then display:

OPTION: __ EDIT CORPORATE ACCOUNT RECORDS
(Page 1 of 2) Modified Date
1 CDPID # 1231231230 21 Tour No.
2 Start Book Date 22 Ignore PO's
3 End Book Date 23 Web CDP rate only Y
4 Company Name
5 Contract No 12312300 24 Source Code ATOUR
6 Salesman Code MMB 25 WebRes Use only Y
7 Hide Rates N 26 Monthly goal
8 Vendor No AA123456 27 Export to NRMA
9 Bill to B12457 28 Searchable
10 Market Segment 29 IT Code
11 Market Profile 30 Net Rate Product
12 Sales Project 31 Removed Res HCC
13 Webres CC Exempt 32 3rd Party
14 Web user Alt Rates 33 Allow RA Edit
15 CDP Credit Card 4005555000111
16 CDP CC Expire Date 0608 34 Prevent CC Deposit
17 CDP PIN Required A 35 Ask For Dept?
18 City
19 Zip Code 36 Print Name?
20 Pays by 37 Brand Id

1SAVE 2NEXT 3ERASE 4PREVIOUS 5 6SEARCH 7HELP 8


PRESS F8 to go to the next page, which will display as:

OPTION: __ EDIT CORPORATE ACCOUNT RECORDS
(Page 1 of 2) Modified Date
(Page 2 of 2)
CDPID # Start Book Date
1 Manual Block
2 RA Type
3 Exempt GST
4 Zone
5 Text Field 1
6 Text Field 2
7 CDPID Rider
8 Block Option Sales
9 Signature Not Req












1SAVE 2NEXT 3ERASE 4PREVIOUS 5 6SEARCH 7HELP 8


Enter data as follows:

1. MANUAL BLOCK
 This field is used to prevent users from adding certain CDPID numbers at the rental counter. Enter:
Y = Yes, block users from adding this CDPID to a reservation or RA. The CDPID must come in on an interfaced reservation.
N (or blank) = There is no restriction concerning adding this CDPID to a reservation or RA at the rental counter.
EXAMPLE: Type Y (RET)
2. RA TYPE

The RA Type Code field on reservations and RAs is used to track the type of the business (government, tour, retail, leisure, etc.).

If this CDPID record should furnish a Type Code to the Reservation or RA Open program for all of their transactions, enter up to 2 alphanumeric characters representing the RA Type. This code must already have been created in the Edit Valid Type Codes program.

User tip: If the Corporate Contract references a rate which has a default RA Type Code, the Type Code from the rate is used (not the Type Code in this field.)

EXAMPLE: Type TR (RET)
3. EXEMPT GST
 This field is used to exempt rentals with this CDPID from being subject to a federal tax such as the Federal Good and Serves Tax (GST).

User tip: It is the designation of Option type "f" in the Optional Items File that determines the federal tax option.

Enter:

Y = Yes, rentals with this CDPID are to be exempted from the GST tax. If the CDPID is exempt, in RA Open a pop-up window will appear requiring that the counter agent enter a GST exempt number for the rental. The number entered is validated against the records already entered in Edit GST Exempt Numbers.

N or blank = No, rentals with this CDPID will be subject to GST taxes.

EXAMPLE: Type N (RET)

NOTE: A similar field exists on the Edit Corporate Contract file screen. Use that field if all CDPIDs that share that contract record are to be exempt from GST.
4. ZONE
 This field is used by Hertz to indicate which zone a vehicle is parked in for Ultimate Choice.
5. TEXT
FIELD 1
 This field is designed for your operation to group customers for reporting purposes, or it can be left blank.
Enter up to 16 alphanumeric or numeric characters.

User tip: This field is not used by CARS+.

EXAMPLE: Type H123 (RET)
6. TEXT
FIELD 2
 This field is designed for your operation to group customers for reporting purposes, or it can be left blank.
Enter up to 16 alphanumeric or numeric characters.

User tip:This field is not used by CARS+.

EXAMPLE: Type H123 (RET)
7. CDPID RIDER
 This field is used in Australia for the option to add any CDPID Riders required to be printed with the Rental Agreement.
8. BLOCK OPTION SALES
 Does this CDPID require that optional sales are not allowed to be added to the Rental Agreement through the Shift-F5 option pop up window?
Y = Yes, block the sale of any additional optional sales items to the Rental Agreement.
N (or blank) = No do not block the sale of any additional optional sales items to the Rental Agreement.
EXAMPLE: Press (RET)

NOTE - There is an override for this in the User's Access Record.
9. SIGNATURE NOT REQ
 This field is used in the Australia print program (RAPRT2C) to not require a signature on the RA print program. Answer Y in this field.

EXAMPLE: Press (RET)
10. ALLOW PREPRINTS
 This field is used to allow for preprints for this CDPID record.

Y = Yes, Allow this CDPID record for preprints.
N (or blank) = No do not allow for this CDPID record for preprints.

EXAMPLE: Press (RET)



PRESS "F1" AT "OPTION" TO SAVE THE RECORD.


Searching for a CDPID and "Paging" Through Existing Records - when multiple names are allowed:

F6 SEARCH: The F6 search is used primarily to find a Corporate Account by the name of the company or promotion. For example using the IBM account mentioned earlier CDPID# 40000. This account can be found by typing in "IBM", "I.B.M" or even "Object Technologies of IBM". All three names are associated with the same CDPID# 40000. Selecting any one of them will pull the CDPID# 40000 up on the screen.

F2 and F4: The Next and Previous Function keys allow you to page through the records in the CDPID file itself. It does not page through the Name file. If IBM's account, 40000, is on the screen, pressing F2 will pull up account 40001 which may be the Ford Motor Company. If you need to find a CDPID number by a particular name, use the F6 search and search by CDPID name.

CDPID Hierarchy

A CDPID can be attached to the renter, the bill-to party, the vendor, or a special document. The hierarchy of which CDPID takes precedence is:

Additional notes:

When adding a CDPID to a RA or Reservation, that record's linked Bill-to and Vendor (if any) will be added. However, because these are being loaded as a result of a CDPID, the system does NOT look at any CDPID assigned to the Bill-to or Vendor. That is, there is only "one cycle" of look-ups.

When adding a vendor, that vendor's CDPID and the CDPID's Bill-to are applied and that is it.

When adding a bill-to, that bill-to customer's CDPID and the CDPID's vendor are applied and that is it.

Therefore, be advised that the program does not follow an endless chain of records.


Using CDPIDs to promote special rates based on booking date:

The fields for Start and End Book dates add a new dimension to the use of CDPIDs and rates.

CARS+ rates have an "effective date" which refers to the pick-up date of the rental. That is, no matter when a reservation is booked or if the rate is being used on a walk up RA, as long as the rate is in effect as of the start of the rental it can be used (assuming other rules are followed.)

The "Book Date" in the Corporate Account record, on the other hand, refers to the date when the reservation is made - referred to here as the 'booking date'. Therefore, a combined rule might be that if the reservation is made in April for a pick up in July, the rate is reduced from what it would be if the reservation is booked in June. Some examples are shown below.


CDPID #
Start Booking Date
on the CDPID record
 End Booking Date
on the CDPID record
 Rate Code
on the CDPID's Contract
 Effective Date
on the Rate Rules record
 Daily Rate
for CCAR
 Comment
SUNFUN
 April 1*
 not required
ABC1
 June 1
 $50
 Book in April for a June or later reservation
SUNFUN
 May 1
 May 31
 ABC2
 June 1
 $55
 Book in May for a June or later reservation
FALLFUN
 April 15
 July 31
 XYZ1
 September 15
 $45
 Book between April 15 and July 31 for a reservation of Sept. 15 or later.

* For simplicity, dates are given in these illustrations without years. The actual dates in the system will be a full 6-digit date.

The promotion, "SUNFUN", is for the summer high season and must be booked April 1 or later but before midnight May 31st. After that date, this promotion is not available even though there may be fleet availability and pickup dates may still be in the future. It is assumed that the Rates ABC1 and ABC2 will either terminate at the end of the summer season (that way the SUNFUN promotion cannot be used in April or May to book Fall rentals) or they will have low season prices that become effective as of the season change.

The promotion "FALLFUN" must be booked between April 15 and July 31. For the pickup date to be limited to sometime after September 15, the Rate XYZ1 would need an effective date of September 15.

To use this logic, it is necessary to coordinate the CDPID setup and the set up in Edit Rental Rules and Rates for the rate that is referenced on the corresponding Corporate Contract record.


MORE ON BOOKING DATES

CDPID #
Start Booking Date
on the CDPID record
 End Booking Date
on the CDPID record
 Rate Code on the
CDPID's Contract
 Daily Rate
for FCAR
 Comment
HOTDEALS
 blank
 blank
 HD1
 $65.00
 standard record for Hot Deals promotion
HOTDEALS
 April 1st
 May 31
 HD2
 $55.00
 Spring version of the Hot Deals Promotion
HOTDEALS
 June 1st
 August 31
 HD3
 $75.00
 Summer version of the Hot Deals promotion
HOTDEALS
 May 1st
 May 10th
 HD4
 $45.00
 See note below


The rate promotion, HOTDEALS is available year round at $65.00 per day for a FCAR class car. But in April and May a special rate of $55.00/day is offered to get the seasonal business. Once June arrives, the rate for bookings that are made after June 1 jumps up to $75.00/day as utilization is expected to be high and demand high as well.
But suppose in late April, it is discovered that the res build for the June - August was not what was expected. Therefore, a quick 10 day special of $45.00/day was set up for reservations booked during May 1st to May 10th. Using this example, lets look at how booking date is actually used by the system.

Rule: When looking for a CDPID record, the system starts with the booking date (reservation create date) and reads the CDPID file by date backwards until it finds a valid record.


Booking Date
Start Booking Date
of the record used
 Explanation
April 15th
 April 1st
 Starting with the booking date of April 15th and reading backwards, the April 1st record is the first record found and because it does not end (May 31st) before the booking date (April 15th), it is used
May 5th
 May 1st
 Starting with May 5th and reading backwards the May 1st record is the first record found and because it does not end before the booking date, it is used
May 15th
 April 1st
 Starting with May 15th and reading backwards the May 1st record is the first record found. But because it ended May 10th (before the booking date), this record is skipped and the system continues to read backwards. It then finds the April 1st record and because it does not end (May 31st) before the booking date (May 15th), it is used
September 20th
 blank
 Starting with the booking date of Sept 20th, the June record is found but skipped because of it's End Date. The May 1st record is skipped for the same reason, as was the April 1st record. The system kept reading backwards until it got to the record without a start or end date and selected that record.



CDPID NOTE RECORDS

Two types of Notes can be created for a CDPID account.
A. Regular Note
These notes, like notes attached to RAs, Reservation, or Customers, cause the Notes window to blink when the CDPID is present on a transaction in the Reservations, RA Open, RA Close, Batch RA, and Edit RA programs. The "KEY" for CDPID records is: "CDP" followed by a space and the 10 digit CDP number. If the number is less than 10 digits, leading zeros must be used. If the CDP is alpha-numeric, no leading zeros are necessary.

Example 1:

OPTION: __ NOTES

Key CDP 1234567890
1 EXAMPLE OF FULL 10-DIGIT NUMERIC
2
3

Example 2:

OPTION: __ NOTES

Key CDP 0000050209
1 EXAMPLE OF LEADING ZEROS
3

Example 3:

OPTION: __ NOTES

Key CDP ABMRS123
1 T EXAMPLE OF ALPHA-NUMERIC - NO LEADING ZEROS NEEDED
2
3


B. Display only Notes at RA Close
These notes, which display only in on-line RA Close, are meant to prompt the rental agent to give the renter something (such as a discount coupon for a future rental).

When a CDPID or Local CDPID is on the RA with this special type of note attached, the note automatically displays in a special window when the RA is first brought up on the RA Close screen. The note cannot be altered from RA Close. The user is required to enter their usercode and password to log the fact that they saw the note. This feature is for on-line RA Close only. These notes do not display in any other program.
Refer to the chapter General Data Entry Instructions for details.