1. VENDOR NO

Enter up to 8 alphanumeric characters to indicate the Vendor Number. Imbedded spaces are not allowed. Vendor numbers that are strictly numeric will be right justified and padded with leading zeros to facilitate sorting in numeric order.

EXAMPLE: Type 1 (RET)

2. NAME

Enter up to 25 alphanumeric characters to indicate the Vendor Name. The name will appear on the Numeric Vendor List, the Alphabetic Vendor List, and on computer-prepared checks exactly as entered here.

EXAMPLE: Type WORLD TRAVEL AGENCY (RET)

Extended Name Feature: If your system is configured with the Extended Name feature, when the cursor is placed in the Name field, a special pop-up window will automatically appear for entering the name. This window allows the entry of up to 60 characters for the Vendor Name. An example is shown below:

Vendor Name.......CENTRAL CITY AUTO BODY AND REPAIR SHOP

Note, however, than only the firs 25 characters will show in the Vendor Name field once you have exited the window.

User tip: If you use RealWorld Accounts Payable, only the first 25 characters of the name will show in AP. However, when the check prints, the entire extended name will print on the check.

Vendor and Customer Linking: If the Vendor record is linked to a Customer record, attempts to make a change to the Vendor name, Address, and phone number will be blocked. The following message will display:

THIS RECORD IS LINKED TO CUSTOMER # XXX. MAKE EDITS THERE.

Where XXX is the Customer Account number.

Additional notes about this feature are available at the end of this chapter.

3. ADDRESS 1

Enter up to 25 alphanumeric characters to indicate the Vendor Address. The three lines of the vendor address (data Fields 3, 4 and 5), as well as the vendor name will be printed on A/P checks exactly as entered here. The vendor's entire address will be printed on the check to allow use of window envelopes.

EXAMPLE: Type ATTN: MARY SMITH (RET)

Note: For addresses, CARS+ can work in two modes. The address fields illustrated in this chapter 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.

4. ADDRESS 2

Enter up to 25 alphanumeric characters to indicate second line of the vendor address

EXAMPLE: Type 131 N MAIN STREET (RET)

5. ADDRESS 3

Enter up to 25 alphanumeric characters to indicate third line of the vendor address.

EXAMPLE: Type TUSTIN, CA 92680 (RET)

6. PHONE #

Enter up to 15 alphanumeric characters to indicate the phone number for the Vendor.

EXAMPLE: Type 714-555-1212

7. FAX #

Enter up to 15 alphanumeric characters to indicate the fax phone number for the Vendor.

EXAMPLE: Type 714-731-5938 (RET)

8. TAX ID

Enter up to 9 alphanumeric characters to indicate the Tax ID number of the Vendor or press (RET) to skip this field..

EXAMPLE: Type 123456789

9. TYPE

Enter up to 3 alphanumeric characters to indicate the Vendor Type.

The following codes have special meanings within CARS+:

COM = Commissionable. This must be used for all Vendors that will be paid commissions on rental referrals.

SRV = Service. These Vendor codes can be accessed through the "F6" Search feature and drop down windows in the Non-Rev Movement program. Also Shift/F7 in Damage Work Entry.

Note: For Hertz users, if this type code is used, a valid Non-Rev Type Code should be entered in Field 30.

DLR = Dealer. These Vendor codes can be accessed through the "F6" Search feature and drop down windows in the Non-Rev Movement program.

GAR = Garage. This must be used for all Vendors that are "garages" where an insurance replacement customer's vehicle is being repaired. They will be accessed through the Shift "F7" search feature in the "Garage" field of the Insurance subwindow on the Reservation and RA Open screen.

INS = Insurance Company. This must be used for insurance companies that are entered in the Vehicle Inventory record as the insurance company holding the liability policy for the vehicle in the fleet.

MRG = Margin. This must be used on travel agencies who participate in the "Pay-On-Arrival" program.

EXAMPLE: Type COM (RET)

10. COMM PCT

Enter up to 4 numeric characters to indicate the percentage of T&M which will be payable to this vendor for each rental referral. If commissions are paid on a flat fee basis rather than on percentage, leave this field blank and enter the flat fee amount in the 'Commission Amt' field on page 2 of the vendor record. A vendor can be set up with either a percentage or an amount - not both.

Vendors who are subject to a Commission Plan (see Field 23) should have a default commission percent entered here. The Commission Plan is used only when a rate with a designated commission category is used. Therefore, the default enter here is necessary when a rate without a commission category is used.

EXAMPLE: Type 7.00 (RET)

11. TERMS

Enter up to 15 alphanumeric characters to describe the payment terms for this vendor.What you enter is for your reference only and is not used by the system.

EXAMPLE: Type NET 30 (RET)

12. DUE DAYS

Enter the number of days allowed after the invoice date before payment is due.

EXAMPLE: Type 30 (RET)

13. DISC DAYS

Enter the number of days allowed after the invoice date during which a payment will qualify for a discount. Note that the discount days must be less than or equal to the due days or the entry will not be accepted.

EXAMPLE: Type (RET)

14. DISC PCT

Enter the Discount Percentage allowed if payment is made within the number of days specified in Field 10 (DISC DAYS). You may enter any number from .01 to 99.99. If the number includes a decimal fraction, type the decimal point.

EXAMPLE: Type (RET)

15. LAST PURCH DATE

Enter the date (in MMDDYY format) of the last purchase from this vendor. Each time a new A/P transaction is entered, this field will be automatically updated by that transaction's invoice date. Press RET to default to the system date.

EXAMPLE: Type 071500 (RET)

16. STATUS

Enter the status, a 1 alphanumeric character code that defines this vendor's status with respect to payment and discounts.

Possible status values and their meanings are:

Blank (press RET) = Normal. (This means normal activity is allowed and discounts are taken according to the vendor terms.)

A = Always take discount. (The discount is always taken regardless of payment or discount dates.)

H = Hold payment.(Payments to this vendor are not allowed by the system. Payments must be made manually.)

N = No purchases. (No purchases are to be made from this vendor.) This code is for information purposes only and the system treats the vendor as having normal status.In other words, an N status will not block you from making a purchase.

17. PURCHASES YTD

Enter the amount of purchases year-to-date (YTD) for this vendor in dollars and cents. Negative values with a minus sign may be used, if required.

Enter an amount in this field and the three subsequent fields only if it is convenient to do so. This is historical data which will enable you, through the Vendor Analysis Report, to evaluate how heavily you rely upon particular vendors.

This amount is updated automatically when new A/P transactions are posted in the A/P Trx Processing application.

18. PURCHASES LAST YR

Enter the amount of purchases made last year from this vendor in dollars and cents.

The Year End Closing program automatically transfers the amount from purchases YTD to purchases last year before clearing purchases YTD.

19. DISCOUNTS YTD

Enter the amount of discounts year-to-date for this vendor, 1 to 8 numeric digits with a maximum of 2 decimal places and an optional minus sign.

The discounts YTD amount is updated automatically when discounts are taken during the posting of manual payments, computer checks and non-A/P checks.

20. E-MAIL

Enter an e-mail address for this vendor.

EXAMPLE: Type: worldtravel @ hotmail.com (RET)

21. DISCOUNTS LAST YR

Enter the amount of discounts for last year, 1 to 8 numeric digits with a maximum of 2 decimal places and an optional minus sign.

The Year End Closing program automatically transfers the amount from discounts YTD to discounts last year before clearing discounts YTD.

22. DEFAULT ACCT

Enter a G/L account number that will be used as the default expense or distribution account for transactions involving this vendor. Any account entered here must first exist in the Valid G/L Account File.

EXAMPLE: Type 5325 (RET)

23. GROUP CODE

This field is designed for your operation to group the agencies in what ever manner you choose, or it may be left blank.

Examples: Enter a single alphanumeric character to indicate the commissions group that this vendor belongs. Your location may want to assign a Group Code by the frequency commissions are to be paid (ex. W = weekly, B = bi-weekly, M = monthly) or the week they are to be paid (ex. 1 = first week, 2 = second week, etc.). It can also be used to group vendors such as hotels, travel agencies or a travel company that may have multiple offices with different IATA numbers for each office.

User tip: This Group CODE can be selected in the VENDOR COMMISSION REPORT to limit the report to only those vendors in the group.

EXAMPLE: Type B (RET)

24. COMM PLAN ID#

If the vendor is subject to a Commission Plan where the commission rate varies by length of rental and by rate product used, enter up to 2 alphanumeric characters representing their Commission Plan code. (Commission plans are created in the Edit Commission Plan program on the Rate Control Files menu.)

EXAMPLE: Type C1 (RET)

25. ORG ID#

(This field is used by a particular CARS+ user and has no relevance for other users.)

26. GROUP VEND

For Europcar RAC users the Group Vendor Prefix from the Europcar Res Control Record will appear as a display only field before this one character field.

27. CDPID

If a CDPID number is assigned to this travel agent, enter the CDPID number here. When this travel agent is used, the rates and privileges set up with the CDPID number will be added to the reservation or RA unless another CDPID applies to the RA as mentioned below.

EXAMPLE: Type 5689102 (RET)

User tip: There are several ways that a CDPID number can be applied to a RA. Thus, in a situation when multiple CDPID’s could apply to the same RA, there is a hierarchy for which CDPID takes precedence. For more information on CDPID logic, refer to the chapter of the manual titled Overview - Corporate Accounts.

28. GDS

This field is reserved for a specific CARS+ user and has no relevance for other users.

29. PREPAY FOP

This field is used to indicate if this vendor prepays for rentals (typically through a web-site). Vendor's who pre-pay in this way pay for the rental amount less their commission. The full value of the rental is shown as a deposit amount on the reservation and RA (for the benefit of the renter), but the net amount posts to the accounting files.

For vendors who pre-pay in this manner, enter up to 6 alphanumeric characters representing the Customer Number of the Form of Payment used.

EXAMPLE: Type MD (RET)

User tip: Refer to the chapter of this manual titled Appendix - Wholesale Voucher Processing for details on this feature.

30. VENDOR TYPE

This field is provided for Hertz Australia users and is related to Field 9. When "SVC" (service) is entered in Field 9, this field is required and is used to provide detail for the type of service that the vendor performs such as:

Body Damage

Mechanical Maintenance

Wholesale Yard

Enter up to 2 characters representing a vendor type code that will be used for reporting purposes. The code must already exist in the Non-Rev Reason Code file. (The program Edit Non-Rev Reason Codes is located on the Fleet Control Files Menu.)

EXAMPLE: Type BD (RET).

When a travel agent (vendor) is also the bill-to party on a RA, and the vendor and customer records are linked (see the section on this topic at the end of the chapter), it may be the case that their commission should be reflected as a deduction on the RA.Additionally, it may be that the commission should apply to a variety of charges on the RA and not be limited to a percentage on time and mileage only.If this is the case, a negative type option can be set up with a percentage method of calculation.This field is used to define the option code.(This code must already exist in the Option Code file.)

Enter up to 5 alphanumeric characters representing the negative Option Code.

EXAMPLE: Press (RET).

User tip: For details in how to set up the option, refer to the Edit Optional Items chapter of the manual.

Y = When the RA has an inclusive rate, calculate this vendor's commission on the total inclusive rate.
N (or blank) = When the RA has an inclusive rate, calculate this vendor's commission on only the amount allocated to TIme.

Y = If the renter has opted in to the Transurban toll interface, any toll charge from this vendor in the TICGAR spreadsheet will be skipped and not processed.

N or blank = This vendor does not participate in the Transurban Toll Interface, so citations from this vendor will be processed by TICGAR.

EXAMPLE: Type N (RET)