MULTI DRIVER WINDOW
This window is used to record up to 4 additional drivers for the rented vehicle. A pop-up window appears each time the cursor enters Fields 1, 5, 9 and 13. This pop-up provides field for the driver’s address, license, date of birth, phone number etc.
After entry of the name of a driver, a search is made
of the Customer File for records with the matching name. Like any other search, if a match is
selected, data from that record will automatically fill most of
the remaining fields.
The same logic checks that apply to the main driver also apply to the additional driver:
Additional drivers that do not already have a customer record will have one created when the RA is saved. A field in the Edit Miscellaneous Control File is used to define what customer type is assigned to additional drivers.
Chauffeur Rentals
This subwindow is also used to record a driver that is being supplied with the vehicle (Chauffeur rentals). For this feature to work:
All chauffeur drivers must be manually loaded in the Customer file with the Option Code for the chauffeur charge loaded into the Rate Prod Vchr field (Page 1, field 36b). When a driver defined as a chauffeur is added through this subwindow with the "charge" flag set to "Y" (yes), the defined Option charge for the chauffeur will be added to the contract in place of the additional driver charge.
To access the Multi Driver Window, type Q (RET) at the "OPTION:" field on the main window. The window will then display:
| OPTION:_________ MULTI DRIVERS Last Name/First Name DL/St/Exp/DOB/Charge(Y/N) Start Date/Time End Date/Time Misc 1 */* 2 */*/*/*/* 3 */*/*/* 4 * 5 */* 6 */*/*/*/* 7 */*/*/* 8 * 9 */* 10 */*/*/*/* 11 */*/*/* 12 * 13 */* 14 */*/*/*/* 15 */*/*/* 16 * |
Press (RET). A pop-up window will display as shown below:
| OPTION: ______________ DRIVER ENTRY 1 Last/First */* 2 Address 1 * 3 Address 2 * 4 City/St/Zip */*/* 5 DL #/St */* 6 DL Expire/DOB */* 7 Phone * 8 Fed Tx ID * 9 Charge * 10 Start Date/Time */* 11 End Date/Time */* 12 Misc 13 Email * Cust# * |
Enter data as follows:
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1a. LAST NAME |
Enter up to 15 alphanumeric characters to indicate the last name of the first additional driver authorized to drive this vehicle. EXAMPLE: Type SMITH (RET) |
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1b. FIRST NAME |
Enter up to 8 alphanumeric characters to indicate the first name of the first additional driver. EXAMPLE: Type STEVE (RET) |
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2. ADDRESS 1 |
There are two lines for the customer street address; this one and the next. For customers with a simple one line street address, use the next field and leave this field blank. This field will accept up to 30 alphanumeric characters. EXAMPLE: Press (RET) |
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3. ADDRESS 2 |
There are two lines for the customer street address; this one and the one above. Enter the customer’s street address. This field will accept up to 30 alphanumeric characters. EXAMPLE: Type 123 MAPLE ST (RET) |
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4. CITY/ST/ZIP |
Similar to Field 3 in the Main window, enter the customer’s city, state code, and postal code separated by slashes. EXAMPLE: Type COLUMBIA/SC/29070 (RET) |
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5a. DL (DRIVERS LICENSE) |
Enter up to 15 alphanumeric characters to indicate the drivers license number for theadditional driver. EXAMPLE: Type S12341234 (RET) |
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5b. ST (STATE) |
Enter 2 alpha characters to indicate the U.S. state or Canadian province that issued the drivers license. EXAMPLE: TypeSC (RET) For licenses issued by other foreign countries, enter a 3 character alpha code to indicate the country that issued the license. EXAMPLE: Type UKI (RET) |
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6a. DL EXPIRE |
Using your selected date format, enter the expiration date of the drivers license. EXAMPLE: Type122015 (RET) |
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6b. DOB (DATE OF BIRTH) |
Using your selected date format, enter the date-of-birth of the first additional driver. EXAMPLE: Type 090249 (RET) If the age of the additional driver is less than the minimum age defined on the Edit Miscellaneous Control screen, the following message will appear at the bottom of the screen and the additional driver will be rejected:
If an automatic underage driver surcharge has been defined through the Edit Optional Charges program and the additional driver's age falls within the defined limits, the following message appears at the bottom of the screen and the surcharge is added to the D Subwindow:
Where nn is the maximum age at which the surcharge is applied. If the primary driver and/or another additional driver are also subject to this surcharge, the charge for the underage driver will be applied twice. User tip: The system can be configured to apply the underage surcharge to the RA only one time rather than for each underage driver. To have the system configured this way, contact Thermeon's Customer Support Dept. and ask that GVT Code NODRVQTY be set up. If an upper age driver surcharge for older drivers has been defined through the Edit Location File and the Edit Optional Charges program the additional driver's age falls within the defined limits, an optional charge will be added automatically to the D subwindow and the following message appears at the bottom of the screen:
If the maximum age limit is exceeded, the following message will display:
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7. PHONE |
Enter up to 15 alphanumeric characters to indicate the additional driver's home phone number. EXAMPLE: Type 714-555-1212 (RET) |
| 8. FED TAX ID |
This field is used for a federal tax ID number of up to 14 characters. If the renter is a previous customer, the field may be populated automatically with data from the Customer Record. EXAMPLE: Type 09188851672 (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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9. CHARGE |
Enter "Y" or "N" to indicate whether the customer should be charged the automatic additional driver surcharge for this additional driver. The automatic surcharge must have been defined through the Edit Optional Charges program.If the charge is applied, the following message will appear at the bottom of the screen and the surcharge will be added to the D Subwindow:
EXAMPLE: Type Y (RET) User tip: A field in the Edit Miscellaneous Control File provides for a default response to this question. User tip: For CDPID rentals, the additional driver option "DRIVR", can be flagged as exempt in Edit Privilege Codes. When flagged as exempt, if you indicate that you want to charge for the additional driver, the following message displays and the field is set to "N":
If more than one additional driver is subject to this surcharge, the unit price for the surcharge is increased. For example, if the charge was $15 per contract and two of the additional drivers were subject to the surcharge, the unit price would change to $30 per contract. |
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10a. START DATE 10b. TIME |
These fields are used after a RA has opened and an additional driver needs to be added to the RA. By default, access to this field is only available via Edit Opening Fields. Use Configure RA Open Pgms to grant access to this field to either On-Line Open or Batch open. (See User Tip below.) If the additional driver charge should begin with the opening date/time of the RA, leave these fields blank. If the additional driver charge should start at a later
date/time than the start of the RA, enter the date/time in this field. EXAMPLE: Press (RET) |
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11a. END DATE 11b. TIME |
These fields are used after a RA has opened and an additional driver needs to be removed from the RA. By default, access to this field is only available via Edit Opening Fields. Use Configure RA Open Pgms to grant access to this field to either On-Line Open or Batch open. (See User Tip below.) If the additional driver charge should end with the closing date/time of the RA, leave these fields blank. If the additional driver charge should end at an earlier date/time than the close of the RA, enter the date/time in this field. EXAMPLE: Press (RET) |
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12. MISC |
Enter up to 30 alphanumeric characters for any miscellaneous information in reference to this additional driver. |
| 13. EMAIL |
Enter up to 53 alphanumeric characters that represents the additional driver's email address. EXAMPLE: Type jon@gmail.com |
User tip: As noted above, when the additional driver fee should not be applied to the entire length of the rental, the start date/time and/or end date/time can be modified in Edit Opening Fields. If the dates are modified and the additional driver's age causes an underage fee to be charged, the underage fee will also be modified. The same start date/time and/or end date/time in place for the additional driver fee will apply to the underage fee.
When the cursor accesses Field 5, 9, and 13, the pop-up window will appear for the purpose of entering data for a second, third, and fourth additional driver if necessary. After exiting the pop-up window(s), the subwindow will display the data as shown below:
| OPTION:_________ MULTI DRIVERS Last Name/First Name DL/St/Exp/DOB/Charge (Y/N) Phone/Date/Time Misc 1 SMITH/STEVE 2 S1231234/CA/12-20-15/09-02-49/Y 3 714-555-1212/01-23-08/1239 4 * 5 */* 6 */*/*/*/* 7 */*/* 8 * 9 */* 10 */*/*/*/* 11 */*/* 12 * 13 */* 14 */*/*/*/* 15 */*/* 16 * |
Viewing additional driver info once the RA is saved:
Once a RA is saved, the data shown in the Multi-driver subwindow is in the abbreviated version. To view the details of the additional driver data, place the cursor in Field 1 (or Field 5, 9, or 13 as appropriate) and press Shift/F7. The pop-up window with details will be displayed. In addition, the additional driver’s customer number is displayed at the bottom of the pop-up window.