CARS+ allows the prices and other parameters for coverages and options to vary by vehicle class, rate product, and privilege code through the use of "pricing codes" created through this program.
NOTE: The field "Validate Pricing Code" in Edit Misc. Control Fields defines the use of Pricing Codes. If that field is blank, any Pricing Code can be used in the other control files (Option Rates, Class Codes, Model Codes, Rate, Privilege Codes) without it being defined here first. If that field is set to "Y", Pricing Codes must have a record here before they can be used in the other control files.
A Pricing Code is assigned to each vehicle and each vehicle class. If prices for coverages and options are the same for all vehicles, then all vehicles can be assigned the same pricing code. On the other hand, multiple pricing codes can be created in order for option and coverage prices to vary according to the type of vehicle. For example, the rate for LDW for a sport utility vehicle or cargo van may be significantly higher than the LDW on an economy or compact car. Assume the following rates apply for LDW:
| Type of Vehicle |
LDW Rate |
Pricing Code |
| Economy, Compact, Midsize, and Standard Cars |
$12.95 |
A |
| Full size, convertibles, luxury cars, and minivans |
$15.95 |
B |
| Sport Utility, Full size vans, cargo vans |
$18.95 |
C |
The above rates require 3 Pricing Codes
(A, B, and C) be created in this file. The set up for LDW in the Edit Option rates screen is shown below:
| OPTION: __ Edit Option Rates Page 1/7 # *Loc *Option Cl Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Cu *Eff Date Mt Rate Rate Rate Rate 01 TUS LDW A 06-01-15 0000 12.95 02 TUS LDW B 06-01-15 0000 15.95 03 TUS LDW C 06-01-15 0000 18.95 |
Because each vehicle is assigned a Pricing Code, when the vehicle is selected during the process of opening a contract (on the RA Open screen), the associated coverage and option rates are validated according to its Pricing Code.
Pricing Codes are assigned to vehicle Classes so that the proper rates can be applied to reservations by referencing the Pricing Code of the Class reserved.
Other codes besides the vehicle's Pricing Code may be taken into account such as a special Pricing Code for corporate accounts. The set up and use of these other codes are discussed in length at the end of this chapter.
To access this program: To access the Edit Pricing Codes program, type EDITPRC (RET) at any menu "OPTION:" field or the appropriate line number on the Options menu. The screen will then display:
| OPTION: __ EDIT PRICING CODES 1 Location 000000 2 Pricing Code 3 Description 4 No LDW Resp 5 No LDW Age 1 6 No LDW Resp 1 7 No LDW Age 2 8 No LDW Resp 2 9 Incl LDW Resp 10 CVG2 Value 11 CVG3 Value 12 CVG4 Value 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
Enter Data As Follows:
|
1. LOCATION |
This field's accessibility is controlled by the "Coverages Loc Sensitive" flag in the Edit Miscellaneous Control Fields program. This field applies only to Fields 4 - 12. If the data to be entered into those fields is location sensitive, the "Coverages Loc Sensitive" flag must be set to "Y". Enter up to 6 alphanumeric characters to indicate the check-out Location to which this record will apply. If access to this field is allowed, it cannot be left at the default setting of "000000". Location Group Codes are not allowed in this field. EXAMPLE: Type TUS (RET) |
|
2. PRICING CODE |
Enter up to 2 alphanumeric characters to identify this pricing code. EXAMPLE: Type A (RET) |
|
3. DESCRIPTION |
Enter up to 20 alphanumeric characters for a description of this code. EXAMPLE: Type ECON - FULLSIZE CARS (RET) |
FIELDS 4 THROUGH 8.
A field in the Edit Option Rates program can be used to record a default value for the renter's responsibility level when LDW is declined. However, that default value can be superseded by the values entered here on the Pricing Code. In some jurisdictions when LDW is declined, rental operators are prevented from imposing on the renter the responsibility for the "full value" of the vehicle. Instead, the government has limited the renter's responsibility to a particular monetary amount.
In addition, the responsibility level when one declines LDW may vary according to the renter's age. When the renter's age is a factor, these fields provide for up to 3 responsibility levels based on the renter's age.
Assume the following for rentals using this Pricing Code:
Because of the manner in which data from these fields is read, care must be taken in the way the fields are used. Field 7 (Age 2) is read first. If it doesn't apply, then Field 5 (Age 1) is read. If it doesn't apply, then Field 4 is read.
Field 7 and 8 - If the renter is equal to or younger than the age entered in the "Age 2" field, the Age 2 Responsibility level applies.
Field 5 and 6: - If the renter is equal to or younger than the age entered in "Age 1" field ( but older than the Age 2 field), the Age 1 Responsibility level applies.
Field 4: - If the renter is older than the age entered in Field 1, or age does not play a factor (Fields 5 - 8 are not used), the No LDW Responsibility level applies.
To set up the responsibility levels listed above in
the example, data should be entered as follows:
| OPTION: __ EDIT PRICING CODES 1. Location TUS 2. Code A 3. Description ECON - FULLSIZE CARS 4. No LDW Resp 3000.00 5. No LDW Age 1 24 6. No LDW Resp 1 4000.00 7. No LDW Age 2 22 8. No LDW Resp 2 5000.00 9. Incl LDW Resp 500.00 10. CVG2 Value 11. CVG3 Value 12. CVG4 Value 1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8 |
Note: To indicate "full value" type "99999999" (8 nines) in the appropriate field.
The data entered in these fields can be designed for use by RA print programs.
|
4. NO LDW RESP |
Enter the maximum responsibility that the renter has for the vehicle when this Pricing Code applies and LDW has been declined. EXAMPLE: Type 3000.00 (RET) User tip: When LDW is declined, there are multiple places in the system where the customer's responsibility level can be defined. Refer to the Damage Responsibility Levels section of the Edit Option Rates chapter for details. |
|
5. NO LDW AGE 1 |
If the responsibility amount when declining LDW can vary based on the age of the renter, enter the age here. Renters this age and younger who decline LDW will have the responsibility level entered in Field # 6 rather than the level entered in Field 4. EXAMPLE: Type 24 (RET) |
|
6. NO LDW RESP 1 |
Referring to the age entered in Field #5, enter the maximum responsibility for renters of that age or younger when declining LDW. (This field overrides Field #4.) EXAMPLE: Type 4000.00 (RET) |
|
7. NO LDW AGE 2 |
If the responsibility amount when declining LDW can vary based on the age of the renter, enter another age level here. Renters this age and younger who decline LDW will have the responsibility level entered in Field # 8 below rather than that entered in Field 4 or Field 6. EXAMPLE: Type 22 (RET) |
|
8.NO LDW RESP 2 |
Referring to the age entered in Field #7, enter the maximum responsibility for renters of that age or younger when declining LDW. (This field overrides Fields #4 and 6.) EXAMPLE: Type 5000.00 (RET) |
|
9. INCL LDW RESP |
Enter the maximum responsibility the renter has when renting under a Rate Product that is LDW inclusive (rate is inclusive by way of a "Y" value in the Rate Rules record in the field "Incl Cvg1?" - this field is NOT used when LDW is includes by way of an Option Set). EXAMPLE: Type500 (RET) |
|
10. CVG2 VALUE |
Fields 10 - 12 are provided for coverage "accept" and "decline" statements for RA print programs. They may be used when unique coverages are set up for certain types of vehicles. Thermeon's Customer Support Dept. will configure these fields if they are necessary for your RA print program. |
|
11. CVG3 VALUE |
Fields 10 - 12 are provided for coverage "accept" and "decline" statements for RA print programs. They may be used when unique coverages are set up for certain types of vehicles. Thermeon's Customer Support Dept. will configure these fields if they are necessary for your RA print program. |
|
12. CVG4 VALUE |
Fields 10 - 12 are provided for coverage "accept" and "decline" statements for RA print programs. They may be used when unique coverages are set up for certain types of vehicles. Thermeon's Customer Support Dept. will configure these fields if they are necessary for your RA print program. |
The screen will then display:
| OPTION: __ EDIT PRICING CODES 1. Location TUS 2. Code A 3. Description ECON - FULLSIZE CARS 4. No LDW Resp 3000.00 5. No LDW Age 1 24 6. No LDW Resp 1 4000.00 7. No LDW Age 2 22 8. No LDW Resp 2 5000.00 9. Incl LDW Resp 500.00 10. CVG2 Value 11. CVG3 Value 12. CVG4 Value 1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.
SPECIAL COVERAGE & OPTION RATES
As a general rule, pricing codes are placed on Vehicle Class Codes and Model Codes and from the Model Code they are placed on each individual vehicle when it is in-fleeted. Therefore, when an economy car is selected for a RA, the option and coverage rates appropriate for that class of vehicle are available for selection on the RA. If a sport utility class is selected for a reservation, the appropriate coverage rates are in effect based on the pricing code from the Class Code file. In addition to Pricing Codes on vehicles, the following additional control files also accept Pricing Codes:
1. Pricing Codes can be placed on Rental Rates.
Unique Pricing Codes can be associated with individual rental rates. For example, LDW for full coverage on a full size car is sold at $15.95 a day (Pricing Code "B" in the example earlier in this chapter. ) However, for corporate accounts the rate may be only $11.95 a day for the full size car. This can be done by creating a different Pricing Code ("R" for example) and assigning it to a corporate Rate Product. A Pricing Code attached to a Rate Product will supersede the default Pricing Code on the vehicle record.
The following screen illustrates how a Pricing Code ("R") can be attached to a Rate Product .
| OPTION: __ EDIT RENTAL RULES/RATES Ln Class S Day Week Month Xday Hour Mile IntCty Empl 1Wy Prc 001 ECAR 29.95 149.95 590.00 6.00 .250 .15 STEVE R 002 CCAR 34.95 175.95 690.00 9.00 .250 .15 STEVE R 003 MCAR 39.95 199.95 775.00 10.00 .250 .15 STEVE R 004 SCAR 44.95 225.95 875.00 39.95 12.00 .250 .15 STEVE R 005 FCAR 49.95 250.00 950.00 44.95 13.00 .250 .15 STEVE R 006 PCAR 59.95 300.00 1100.00 49.95 15.00 .250 .15 STEVE R 007 XFAR 47.95 239.95 12.00 .300 STEVE R 008 MVAR 44.95 225.00 11.50 .250 .15 STEVE R 009 FVAR 54.95 275.95 14.00 .300 STEVE R 010 FKAR 49.95 .300 STEVE R 011 012 013 014 015 016 017 018 019 020 1SAVE 2NEXT REC 3ERASE 4 5 6 7 8NEXT PAGE |
2. Pricing Codes can be placed on Privilege Codes.
A unique Pricing Code can be assigned to a corporate account record through a Privilege Code. Use the "Pricing Code" field in Edit Privilege Codes screen as illustrated below:
| OPTION: EDIT PRIVILEGE CODES 1. Location (Blank for All Locations) 2. RT Code 3. Description 4 Apply to all rates? CORPORATE SURCHARGE 5 Unlim.Minimum Age 21 Start Day (1=Sun, 7=Sat) 6 Block FreqFlier 22 Start Time 7 Override APTAX/CNFEE Exempt 23 End Day 8 Pricing Code 24 End Time 9 NVL Disc 25 Length 10 NVL Dly Disc 26 Daily amt 11 Override AGEXX Charge 27 Weekly amt 12 Drop Exempt 28 Monthly amt 13 Fuel Card 29 Hourly amt 14 Exempt APTAX 30 Walkup Only 15 Exempt VLF 16 Drop Schedule 31 Exempt Option 17 Deposit Exempt 32 Prompt MRA 18 Auto-apply Opt 33 Best Rate Clos 19 NC LDW/Resp 34 Fuel Card Open 20 Note 35 Fuel Card Res Clas 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8NEXT PAGE 1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8 |
PRICING CODE HIERARCHY
As discussed above, features within CARS+ allow rates for options and coverage rates and LDW responsibility levels to vary according to such things as the class of vehicle, rate product used, or customer privileges. This is done through setting up and using multiple Pricing Codes.
Because class, rate and privileges can influence which Pricing Code is in effect on any given RA, a hierarchy has been established that dictates which items take precedence over the others. The hierarchy from lowest to highest is:
By Vehicle Class Code
By Vehicle
By Rate Product
By Corporate Account (Privilege Code)
By Upsell
By Vehicle Class: The lowest level in the hierarchy is the pricing codes assigned to the Class Code record. This code is used when coverages and possibly other options are sold on a reservation and on "Wait RAs" (no vehicle assigned.) Any other items in the hierarchy may take precedence over the use of the Vehicle Class pricing code.
By Vehicle: Each individual vehicle in the Vehicle Inventory File has a Pricing Code assigned to it. If that code is different from that assigned in the Class Code file, then the vehicle's pricing code takes precedence. It may, however, be superseded by the following items in the hierarchy.
By Rate Code: On page 2 of the Rate/Rules Record, a pricing code can be linked to certain classes in the rate product.If that Pricing Code is different from any of the above, it will take precedence over them.By CDPID: Corporate contracts can be set up wherein the customer has certain privileges. One of the privileges might be a special Pricing Code for options and/or LDW responsibility level. A CDPID Pricing Code privilege takes precedence over all other cases listed above.
Upsells: Finally, if the Upsell subwindow is used to do an upsell, the vehicle class on the rental will not be the same as the rate class. The Pricing Code on the vehicle class record of the vehicle being rented has the highest precedence.
To illustrate this point, assume that a reservation is made for a compact car where the rate class is also a compact. However, a midsize is rented and an upsell is done through the Upsell subwindow. The pricing code used in this situation would be the one associated with the vehicle class - which is the midsize.
On the other hand, assume that the compact reservation is used to open the RA and, again, a midsize is rented. However, on this RA there is not an upsell option (it is a forced upgrade due to the fact that no compact vehicle was available). The pricing code used in this situation would be the one associated with the rate class - which is the compact.
In any case, it must be understood that only a single Pricing Code will be active on any one rental agreement (the single active Pricing Code is displayed on the R subwindow of the RA Open screen). The hierarchy described above determines the single Pricing Code that will be used. This means that when pricing an option, the Optional Rate record that is used will be the one with the same Pricing Code. If there is not an Option Rate record with that Pricing Code, the Pricing Code from the Class record is used. For example, given the Optional Charge Pricing records below:
| OPTION: __ EDIT OPTIONAL RATES Page 1/5 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 DRIVR 02-01-08 8.00 02 LAX DRIVR 02-01-08 10.00 60.00 225.00 03 DRIVR 4D 02-01-08 6.00 04 SEAT 02-01-08 5.00 30.00 05 STDEP 02-01-08 50.00 06 LAX APCON 02-01-08 6.25 07 LAX APCON 07-01-08 7.50 08 LDW A 02-01-08 12.99 09 LDW L 02-01-08 15.99 10 LDW V 02-01-08 18.99 11 LDW I 02-01-08 9.99 12 CVG2 02-01-08 5.00 13 AGE24 02-01-08 12.00 14 LAX CNVTX 03-15-08 2.50 15 RRACK V 02-01-08 7.00 36.00 5.50 16 RRACK 02-01-08 5.00 25.00 17 SNA TRTAX 02-01-08 5.00 18 BUYDW 04-01-08 5.95 19 THEFT 04-01-08 9.95 20 GASSR 04-01-08 .05 1SAVE 2LINES +183ERASE 4LINES -185 6 7HELP 8RETRIEVE |
ADDING NEW PRICING CODES
Some time after fleet vehicles have been entered into the system, you may decide to create a new pricing code for a certain type of vehicle.
For example purposes, let's review the LDW rates and corresponding Pricing Codes shown at the beginning of the chapter.
| Type of Vehicle |
LDW Rate |
Pricing Code |
| Economy, Compact, Midsize, and Standard Cars |
$12.95 |
A |
| Full size, convertibles, luxury cars, and minivans |
$15.95 |
B |
| Sport Utility, Full size vans, cargo vans |
$18.95 |
C |
It is decided that that the cargo vans should have their own pricing code (D) with LDW set at $22.95 per day.
Follow these steps in order to set that up:
1.Create the new Pricing Code D using this program
| OPTION: __ EDIT PRICING CODES 1. Location 000000 2. Code 1 3. Description ECAR,CCAR 4. No LDW Resp 5. No LDW Age 1 6. No LDW Resp 1 7. No LDW Age 2 8. No LDW Resp 2 9. Incl LDW Resp 10. CVG2 Value 11. CVG3 Value 12. CVG4 Value 1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8 |
2. Create a new record in the Option Rates program for the new pricing code.Be sure to enter the date that the new pricing code will become effective. If you want it to be effective immediately on new rentals of this type of vehicle, enter the current date.
| OPTION: __ Edit Option Rates Page 1/4 # *Loc *Option Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Eff Date *Curr Rate Rate Rate Rate 01 STL LDW 1 01-01-07 9.950 02 STL LDW 2 01-01-07 15.950 03 STL LDW 3 01-01-07 13.950 04 STL LDW 4 12-05-07 22.95 05 1SAVE 2LINES +183ERASE 4LINES -185 6 7HELP 8RETRIEVE |
3. Change the pricing code from the old code to the new code on the following:
Class Code for each location
The Model Code
Vehicle Inventory records (use Set Model Codes)
User Tip: Once the change has been made on the Model Codes, you can use the program "Set Model Codes" to update the appropriate vehicle inventory records instead of having to correct them one by one.
In the example, the various location Class Codes for cargo vans would be updated.
The Model Codes for all cargo vans would be updated.
The Vehicle Inventory records for each cargo van would be updated.
User tip: If this change will become effective in the future, you will need to make these changes of the pricing codes on the Classes, Models, and Inventory records at the start of the effective day.