(Note: It is assumed that the reader is familiar with the control files of CARS+ and has a good working knowledge of the system.)
The body of the CARS+ Manual serves as documentation for how the system operates for most users. This appendix discusses how CARS+ can be configured in an alternative manner from that described in the main body of the Manual in order to facilitate a national rental organization made up of both licensee and corporate owned locations. This configuration can be used to combine into one database a national reservation center, counter operations, and accounting for national account billing for both licensee owned and corporately owned locations in a single data base. This configuration is called the "National System" configuration.
For example:
To use CARS+ to run a national reservation center requires that all locations both licensee and corporate be defined in the Location File. This is because reservations can only be booked for locations that exist in the Location File. But configuring a system like this subverts the "owned/foreign" location concept as defined in the body of this manual and as a result, features such as foreign vehicle revenue splits cease to work.
To use CARS+ to run a national account billing system requires that RAs from all locations both corporate and licensees reside in a single RA File in order that a consolidated national statement can be produced for national bill-to accounts. But, if this data base is also used for counter rental operations (whether it be corporate or licensee operations) such a configuration would normally open all national account billing contracts to possible edits by unauthorized users.
To use a single set of CARS+ data files to service both licensee and corporate locations under the normal configuration opens the possibility for licensees to edit data that "belongs" to someone else.
This appendix covers the unique set-up requirements to facilitate the above needs without introducing the corresponding problems. Some of the concepts involved in this configuration are similar to the "Shared Common Fleet" feature which is described in another Appendix. Familiarity with that material will be helpful in understanding this configuration.
II. DEFINITIONS
Firewall - When using CARS+ for a national franchise organization, individual rental locations are owned by various organizations such as individual licensees and/or the national franchising organization. All of these locations reside in a single data base where all reservations, rentals agreements, vehicles exist commingled in a single set of files. This allows for seamless one way rentals between all member locations and instant tracking of vehicles that are at foreign locations. But without some type of blocking, this configuration opens up one organization's (licensee's) data to access by users from another organization (licensee). The Firewall logic is a block that prevents one user from seeing or editing data that belongs to another organization.
The following Locations will be used throughout this Appendix for illustration purposes:
Loc. Code Loc. Name
RES National Reservation Center
LIC-N Licensee Owned Location (North)
LIC-S Licensee Owned Location (South)
LIC-SW Licensee Owned Location (Southwest)
CORP-E Corporately Owned Location (East)
CORP-W Corporately Owned Location (West)
For example, the Firewall logic allows users at Location "LIC-N" to enter, access, view, and edit their own Vehicle Inventory, Rental Agreements, Reservations and Accounting Records, etc. But someone from LIC N cannot access data (such as vehicles, rates, reservations, etc.) "owned" by another organization.
Organization - The term organization will be used in this appendix to refer to a rental location or group of locations that are owned by the same individual or entity. For example, in the chart above there are the following three organizations illustrated:
A licensee organization that owns locations LIC-S and LIC-SW
A licensee organization that owns location LIC-N
A corporate organization that owns locations CORP-E and CORP-W
Note: This configuration need not involve licensees actually on the single data base actively opening and closing contracts. Licensees could be on their own "stand alone" rental computers but this configuration could be used to facilitate a national account billing system where licensee contracts are "bought" from the licensees and merged in with the corporate rentals. In this situation, the set-up is identical to that of having licensees actually on a central server.
Licensor - This configuration requires that at least one user be defined as working for the licensing organization. This user must be granted access to all data files within CARS+ (he may or may not be blocked from accessing licensee accounting files within RealWorld). This individual (or organization) is responsible for the set up and maintenance of all control files except for the Rental Rates. As there is only one set of CARS+ files (not individual files for each licensee) there is only one set of Control Files (Main Control Record or Miscellaneous Control Record or Vehicle Status Codes, etc.). These Control files are used by all organizations on the system. As such, individual licensees must be barred from accessing these files and as a result affecting all other locations. At this time, the Rental Rates program is the only Control File that has Firewall logic built into it through the "Edit Local Rates" version. Therefore, files such as the Location file, Options Table and Coverages must be maintained by the licensor on behalf of the individual licensees in order to maintain Control File integrity.
This blocking is done through the normal CARS+ security system. All users in the User Access File who are not the Licensor MUST be given a menu access that blocks them from all Control File update screens except the "Edit Local Rates" program.
Foreign - Within the standard configuration of CARS+, a foreign location is any location not defined in the Location File but rather in the Customer File. In this alternate configuration, a location is foreign to you if its data posts to a different Posting Company than your location does.
Using our previous examples:
Loc. Code Location Name Posting Co.
RES National Reservation Center blank
LIC-N Licensee Owned Location (North) 51
LIC-S Licensee Owned Location (South) 62
LIC-SW Licensee Owned Location (Southwest) 62
CORP-E Corporately Owned Location (East) 01
CORP-W Corporately Owned Location (West) 01
Notice that Locations LIC-Sand LIC-SW both post to Posting Company # 62 because they are owned by the same Licensee Organization. So although they are not "foreign" to each other, they are foreign to the corporately owned locations and to the licensee at LIC-N.
III. REQUIRED SET-UP STEPS
All of the following steps must be done to configure CARS+ for being used as a national system. Due to inter-organization security issues, these steps must all be done by the licensor.
A. MULTI-COMPANY MAINTENANCE
Each organization (both licensees and the corporate entity) must have a "Posting Company Number" defined in this file. These must be in addition to the Rental Operating Company that has been set up to contain all of the CARS+ rental data files. For each of these companies, a full set of Accounts Receivable files need to be created. See the RealWorld A/R manual for instructions. This file typically is set up by Thermeon Customer Support.
B. GVT RECORDS
GVT records are required to activate the optional features listed below. GVT records are typically set up by the Thermeon Customer Support Department.
COMPCORP - Activates the Double Posting feature described below. Additionally it can be used to set a "factoring fee". In some cases, the corporate entity will invoice voucher and direct-bill RAs on behalf of the licensees. The factoring fee is a percentage of the voucher or direct-bill amount which will be kept by the corporation for this service.
EXCHPRO - Activates revenue splits when a location rents a vehicle owned by a location with a different posting company. The record can also specify whether exchange RAs should be subject to a revenue split. Revenue splits are discussed in the section on double-posting below.
NOFIRE - Disables standard cross-company firewall logic that prevents running certain reports for non-owned locations. See discussion below.
CLOSERES - Prevents the creation, editing or cancellation of a reservation for pickup at a non-owned location. See discussion below.
GRPPRIV - Allows the use of a Group Code in the Location field of Edit Privilege Codes. Otherwise privilege codes must be set up for each location.
For each company set up in Step A above, with the exception of the Rental Operating Company, use the Edit Company File Program to set a password for each organization's accounting company.
For each Posting Company set up in Step A above, the A/R Control Fields on the CARS+ Accounting Control Files menu needs to be set up. It is these G/L account numbers that are used when the DBR is posted
E. COMPANY CUSTOMER RANGE UPDATE
For each Posting Company set up in Step A above, a range of customer numbers needs to be assigned for when records are added directly to the Customer File (whether by saving with F1 or with F4). Use the program: Edit Company Customer Range for this purpose. (Location Control Files Menu.)
For each Posting Company set up the number of users allocated to it. This must be done by logging in to the renting company (usually Company 00) as well as each Posting Company. Use the program: Edit Company user License for this purpose.(Location Control Files Menu.)
Each organization (again, both licensees and the corporate entity) must have a unique customer record set up to represent the organization.Customer type "F" (foreign) should be used for these customer records.Individual records are not needed for each location only for the organizations themselves.Using our standard illustration, the following three Customer Records should be set up:
Customer # Last Name Owns and operates locations
LIC051 NORTHEND RENTALS LIC-N
LIC060 TRAVEL SOUTH INC LIC-S and LIC-SW
COR01 THRIFTY RAC INC CORP-E and CORP-W
These customer numbers are entered in the Location File and are used to post to accounting all receivable debits and credits for transactions that involve more than one rental organization.For example if location LIC-N rented a vehicle owned by Travel South Inc., the revenue split will post as follows:
In Northend Rental's accounting files in Company 51, a credit will post against customer LIC060.
Under this configuration, in addition to organizations being set up in the Customer File all individual locations must be set up in the Location File. Therefore, all locations, whether corporate or licensee, must be defined in the Location File. Four fields on the second page of the Location File are used in this configuration.These fields are:
1. Data Field # 1, Page 2 OWNED LOC (OWNED LOCATION)
Enter:
Y (or blank) = corporately owned location.
L = Licensee owned location.
A = Agency location. This is not a location that is directly owned by your organization, but is instead run by an outside agency.
User tip: Cash taken at this location will post as a debit to A/R Open Item file (the agency owes the parent organization for all money collected).
Note: For this to work properly, the agency location must also be set up as a foreign location in the Customer File with the same customer number as its Location Number in this file.
N = Turns off the "double posting" feature in a shared system.
"Double Posting" is a feature unique to shared systems. In effect, the "double post" logic posts certain accounting transactions to two accounting companies. When double post is not in effect, transactions post to the accounting files of only the posting location's company.
Refer to the illustrative charts in Section V of this chapter titled "Changes to DBR Posting" for a detailed example of double posting.
2. Data Field # 3, Page 2 POSTING COMP # (POSTING COMPANY NUMBER)
All rental locations must be assigned to a "Posting Company" (these are the codes that were created by the Multi-Company Maintenance program in Set-Up Step A above). When double posting logic is used, the Posting Company field for rental locations cannot be left blank. If a location with a blank posting company is needed to bypass firewall logic, it cannot be a location that is involved in double posting.
The data entered in the Posting Company:
- determines to which set of accounting files a location's transactions will post
- is used for double posting
- is the core of the Firewall logic. Locations with different Posting Companies are viewed as "foreign" to each other and thus subject to the Firewall blocks.
Note: For certain locations, such as a location designating a headquarters office or a national reservation center, this field should be left blank. When this is done and the location is used as a user's default location, that user is not restricted by firewall logic. Thus, the user is able to access and edit all data on the system to which their security level allows access. Certain individuals working at a headquarters office and the reservation center should be configured this way. Using the Location examples above, booking agents working at the National Reservation Center should be set up so that their default location code (in our example, "RES") has noPosting Company number. This allows the booking agents to create, edit and cancel reservations for any of the locations on the system.
Note: By definition Company 00 is the "Master" company. If you place "00" in a Location Record, that location's DBR will post to accounting company "00", and the firewall logic will be applied. However, if the posting company field is left blank, the DBR still posts to Company "00" (since it is the default). But users with that location as their default are NOT subject to the firewall logic.
3. Data Field # 4 on page 2, POSTING ORG #(POSTING ORGANIZATION NUMBER)
For each location, enter here the Customer File Customer Number (created in step E above) that represents the organization that owns and operates this location.
4. Data Field # 10 on page 2, FLEET POOL
In order for the firewalls designed to protect vehicle records to work, each renting location must have a Fleet Pool assigned to them to represent the organization which owns its vehicles. See the Manual Chapter on the Edit Locations program for more instructions on Fleet Pools.
Note: When creating Fleet Pool records in the Location File, they also need to be assigned the proper Posting Company Code in Field 3 of the second page.
Using our illustration, the locations would be set up as follows:
Loc. Code Location Name Posting Co. Posting Org Fleet Pool
RES National Res Center blank none none
LIC-N North Town 51 LIC051 NORTH
LIC-S South Town 62 LIC062 SOUTH
LIC-SW South Auto Plaza 62 LIC062 SOUTH
CORP-E Airport 01 COR01 CORP
CORP-W Downtown 01 COR01 CORP
NORTH NORTHEND POOL 51 LIC051 blank
SOUTH TRAVEL S POOL 62 LIC062 blank
CORP CORP POOL 01 COR01 blank
5. Data Field # 32, Page 3 BLOCK FOREIGN CLOSE
The standard logic within CARS+ allows any location sharing the system to close a one-way contract from another licensee's location. In some situations, this is not the desired mode of operation. Instead the opening location wishes to batch close all of their own one-way contracts that go one-way to a location owned by a different operator.
Use this field to indicate if one-way rentals from this location should be prevented from being closed by the returning location if that location does not have the same Posting Company number.
NOTE: Restricted Version: The restricted version of this program, Restricted Edit Locations, is available for shared system users. It allows a user to create a new location or edit the data in an existing location only when the location's posting company number matches the posting company number of the user's default location. If the posting company does not match, the user is restricted from editing or creating new locations.
For ease of reporting, a Location Group should be created for each organization so that
1. Consolidated reports can be run for all locations owned by the same organization.
2. Users assigned to those organizations can sign on to all terminals at all locations owned by that organization.
J. EDIT MISCELLANEOUS CONTROL FIELDS
In order to do owned revenue splits, the split percentages must be entered this file. These same percentages are used for revenue splits between owned and foreign locations. In each case, enter the percentage of revenue to be allocated to the owning location of the vehicle involved in the rental.
1. Data Field # 7, Page 1 SPLIT % TO FOREIGN CITY
Enter the percentage of time and mileage revenue when the vehicle is rented towards the owning location.
2. Data Field # 8, Page 1 SPLIT % TO OWNING CITY
Enter the percentage of time and mileage revenue when the vehicle is rented to the owning location.
3. Data Field # 26, Page 1 SPLIT % WHEN RENTED AWAY
Enter the percentage of time and mileage revenue when the vehicle is rented away from the owning location.
4. Data Field # 29, Page 1 SPLIT % WHEN RENTED LOCAL
Enter the percentage of time and mileage revenue when the vehicle is rented locally; i.e. back to the renting location.
5. Data Field # 13, Page 3 BLOCK BILL TO
This field is used to block the use of one entity's bill-to customer by another entity. For example, Licensee A may allow the ABC Company to bill rentals. If the block is in place, then Licensee B is prevented from using the customer as a direct bill.
Y= Yes, the firewall logic to block the use of the bill-to customer by another entity should be used
N(or blank) = No, the firewall logic should not be used for bill-to customers.
6. Data Field # 16, Page 1 DATE FORMAT
In the Posting Companies, (see Item "A" above) this field controls the date format for Accounts Receivable.
7. Data Fields # 22 -25, Page 3 RA # RANGES
In the Posting Companies, (see Item "A" above) this field controls the date format for Accounts Receivable.
If RA number ranges are assigned by location or drawer, skip this step.
However, if several or all locations belonging to the same posting company are to share a system wide range of RA numbers, in the Edit Miscellaneous Control record of the posting company, enter the RA number range. In order for the numbers in the Miscellaneous Control record to be used, RA numbers CANNOT be assigned to the Location or the Drawer
8. Field 29, Page 4, RENT FOREIGN VEH'S
For those operations using fleet pools, this field is used to prevent the use of foreign vehicles on RAs and Non-Rev Movements. Enter:
1= A foreign vehicle cannot be placed on a RA if the opening or closing location does not belong to the same fleet pool as the vehicle's owning location.In either case, the vehicle cannot be placed on a Non-Rev if the opening or return location does not belong to the same fleet pool as the vehicle's owning location.
2 = A foreign vehicle cannot be placed on a RA if the opening location does not belong to the same fleet pool as the vehicle's owning location.
EXAMPLE: Press (RET)
User tip: This block applies to Batch Open as well as RA Open. Therefore, if a user manually rents or non-rev’s a foreign vehicle, it will be impossible to enter the transaction in the system without first changing the owning location of the vehicle.
Optionally, revenue splits can be turned off between one or more Posting Companies.
The following fields have special meaning within the National System configuration:
PAGE 1:
Data Field # 3 MENU TYPE
Remember, with exception of Licensor users, all users ought to be assigned a Menu Type that does not access any of the Control File update programs.
Data Field # 7 COMPANY ID
Enter the Company Number of the Rental Operating Company.
Data Field # 9 FLEET ACCESS PAGE 2
Enter:
R = Restricted, this user will only be able to edit vehicles that are owned by the Fleet Pool that is assigned to their current location.
Y = Unrestricted, this user will be able to edit both pages of all vehicles regardless of owner.
N = Unrestricted, this user will be able to edit the fields on page 1 of any vehicle regardless of owner but they will not be allowed to access page 2.
Data Field # 19 RESTRICT LOCATION
Enter a valid Location Code or Location Group to restrict the user to being able to sign on only to terminals whose default location match the code entered here. By leaving this field blank, the user can sign on to any CARS+ terminal at any rental location.
Data Field # 24 RESTRICT REPORTS
Enter:
Y = Yes, this user will only be able to run reports for the Location, Location Group or Locations that belong to the Location Group entered in Field 19.
N = No, this user will not be restricted concerning reports.
The list of reports that are currently sensitive to this restriction is shown in the next section.
PAGE 2:
Data Field # 2 FIREWALLS
Enter:
Blank = All firewalls are in place for this user.
1 = All firewalls are turned off for this user. This means this user can access any company's data.
Data Field # 10 ALLOW OVERBOOKING
For a shared system, enter:
O = This choice is provided on a shared system so that licensees can overbook for their own locations. Entering "O" means that overbooking is allowed only when the reservation pick up location has the same posting company as that of the user's login location record.
N (or blank) = No, this user is not exempt from the overbooking and blackout blocks.
When more than one posting company is used, when posting to a different company than the operational one, the Tax Code used for Sundry Invoices must exist in the posting company.
If the system is set up to processing tickets by sending letters and creating petty cash entries to charge the customer for the ticket an administrative fee, the administration fee may vary for the different operations.
Each entity can set up their own distribution record the Ticket Charge Distribution File . The Ticket Processing program obtains the administrative
charges from the Ticket Charge Distribution record for the posting company defined in the user's location record. If no record is set up, the record without a company number is used when processing tickets.
O. REPORTS
Reports that are currently sensitive to the firewall logic are:
1. Reservation Manifest
2. Vehicle Prep Report
3. No-Show Processing
4. Reservation Edit Report
5. Res Name Variance Report
6. Rate No-Show Report
7. Vehicle History Report
8. Maintenance Warning Rpt
9. Maintenance Cost Report
10 .Feet Edit Report
11. Vehicle I.D. Report
12. Vehicle Status Report
13. Vehicles Purchased Report
14. Vehicle Presale Report
15. Turnback Report
16. Vehicle Sold Report
17. Change Vehicle Number
18. Fleet Mix Report
19. VIN Report
20. Fleet Snapshot Report
21. Fleet Mileage Report
22. Show Current Status
23. Physical Lot Report
24. Drawer Balance Report
25. Cash Receipts Report
26. Fuel Charge Audit Report
27. Vehicles Due In Report
28. Vehicle Status Report
29. Current Utilization Rpt
30. Questionable RAs Report
31. Status Exception Report
32. Rental Activity Report
33. Rate Exception Report
34. Mobile Phone Report
35. Overdue Vehicles Summary
36. Daily Performance Report
37. Daily Certificate Report
38. Unprinted Certificate Rep
39. Customer Satisfaction Report
40. Source Analysis Report
41. Accrual Report
42. Two Month Performance Report
43. 12 Month Performance Rpt
44. Average Utilization Rpt
45. Extra Revenue Report
46. Extra Revenue Report 2
47. Employee Performance Report
48. Rate Usage Report
49. Batched RAs Report
50. Rate Edit Report
51. Operations DBR
52. Accounting DBR
53. RA Summary Report
54. Vendor Activity Report
Note: The following rules apply to vehicles listed on the Vehicle Status Report and other fleet reports:
User tip: Some operations prefer to temper the firewall logic on certain reports. To that end, Thermeon's Customer Support Dept. can configure your system (GVT "NOFIRE") so that the following reports are not subject to the firewall logic:
Fleet Availability
Fleet Utilization
Average Utilization
Class Availability
Fleet Snapshot
Sell a Vehicle
P. CREDIT LIMITS
When CARS+ is used in this environment, corporate and licensee operators share the Customer File. The corporate entity may set a credit limit for direct bill customers using the existing credit limit field in the Customer record. However, individual licensees may want to set their own credit limit for the same direct bill customer. This program is used for that purpose - to allow licensees to set their own credit limits.
These credit limits are "operational" credit limits. That is, they are used to monitor the credit that is extended to the customer on upcoming reservations, open RAs, and closed RAs with unprinted Nota Fiscals. Therefore, the amount owed by the customer for closed and invoiced RAs is not considered when monitoring the "operational" credit limit.
Note: Those licensees that do not set up their own credit limits via this program will be subject to those that corporate sets up. And the amount of credit used at both the corporate locations and those licensee locations will be combined to produce a "running total" of how much the customer owes.
Refer to the chapter on Licensee Credit Limits for further information.
IV. FIREWALLS
The following briefly describes the Firewalls that exist in the National System Configuration
A. Reservations & Reservation File search. Users may not see or edit reservations bound for a foreign pick up location (one whose Posting Company Code does not match that their current location). In addition, by having Thermeon's Customer Support Dept. set up GVT record CLOSERES, users cannot create, edit, or cancel a reservation where the pick up location is not an owned location (one whose Posting Company Code does not match that of their current location.)
B. Batch Open. Users may not Batch Open contracts where the Opening Location is foreign to the user's current location.
The drawer number entered must be a drawer number defined for a location with the same posting company number. Otherwise, the following message appears on the Batch Open screen:
THIS DRAWER CANNOT BE USED WITH LOCATION xxx
(where "xxx" is the opening Location.
C. Closing One-Way Rentals. Under this configuration, locations can close all of their own contracts (through Batch Close) regardless of which city is the closing location but they can only close foreign RAs if the expected return location is one of their own locations.
If a contract shows a return location different from the opening location, then the designated closing location may close the contract in either on-line or batch mode.For example, a contract opened at Location CORP-E and due to close at Location LIC-N can be closed on-line at Location LIC-N (providing , of course, that LIC-N has access to the system.). However, it could NOT be closed by anyone at Location LIC-S. If the renter returned to LIC-S, two options are available for closing the contract:
1. Call the Opening Location (CORP-E) and have them change the closing location on the contract to LIC-S. Once this is done. LIC-S can close the contract on-line (or in batch).
2. Call the Opening Location (CORP-E) with the details and they can batch close the contract.
The drawer number must defined as belonging to the check-in location.Otherwise the following message appears on the Batch Close screen:
THIS DRAWER CANNOT BE USED WITH LOCATION xxx
(where "xxx" is the closing Location.
D. RA Edit Programs (Edit Opening Fields, Edit Closed RA, Edit Posted RA). Users cannot edit a contract that did not either open or close at an owned location
E. Vehicle Exchanges: Users of a shared system subject to firewalls (other than Hertz Mexico) can access a RA to do a vehicle exchange even when their locations' posting company doesn't match the opening location's posting company. The vehicle exchange is the ONLY transaction allowed in this circumstance.
F. Change Location. Users cannot change their default location to a location which is foreign to their current location
G. Change Drawer. Users cannot change their default drawer to a drawer assigned to a location which is foreign to their current location.
H. Vehicle Inventory Control. Users cannot edit vehicles that are not owned by the Fleet Pool assigned to their current location.
I. Edit Local Rates. Users cannot create or edit rates that are not for the Rate Set assigned to their current location.
J. Reports. With certain exceptions, users cannot run reports for locations that they are not assigned to. In reports that select vehicles by the owning location, users can only report vehicles owned by the Fleet Pool assigned to their current location. See the section on Reports earlier in this chapter.
K. Direct Bill Customers. In this environment, when bill-to customer accounts are created in the Customer File, they are flagged with the location of the user that created the customer record (originating location). Subsequently, when accessing these accounts through the Restricted Customer File Update program, the posting company of the current user will be compared to the posting company of the originating location. If the posting company is not the same as the originating one, changes to the customer record will not be allowed.
The same posting company test is done when changes are attempted to the direct bill customer in the Reservations and RA Open programs.
The following message will display if a change is attempted in the Customer File, Reservations, or RA Open:
THIS CUSTOMER IS MANAGED BY LOCATION xxxx.
Where "xxxx" is the location code of the location originally created the record.
The non-restricted Customer File Update program has the ability to edit any customer record.
L. Change Warning Percentages. Users cannot create or edit records where the location code entered does not match their current location.
M. Change Class Availability. Users cannot create records where the location or group code entered does not have the same posting company number as their current location. An exception to this rule is made and entries CAN be made for a metroplex that is made up of locations from multiple posting companies as long as the user''s location is a member of the metroplex..
N. Non-Revenue Movement. Users cannot open or edit a Non-Revenue transaction if the opening location is not an owned location. Closing location must be an owned location of the opening location's company or an owned location of the due-in location's company.
O. Selling a Vehicle. In order to sell a vehicle, the posting company of the vehicle's owning location must match that of the user's location. (Or Thermeon's Customer Support Dept. must have configured your system to exempt selling vehicles from the firewall logic.)
P. Privilege Codes. The Location field cannot be left blank. A location code must be entered and it must have the same posting company number as the user does. Or a Location Group can be used so that the privilege code doesn't have to be set up for each individual location. To use a Location Group Code, contact Thermeon's Customer Support Dept. and ask that GVT Code "GRPPRIV" be set up.
V. CHANGES TO FOREIGN RA ENTRY
The following are the changes to the behavior of the Foreign RA Entry screen when run under the National System configuration:
A. In order to proceed with Foreign RA Entry, the Posting Company Code of the contract's opening location must be different than the Posting Company Code of the user's current location.
B. Access to the fields for time, kilometer, and LDW charges will be accessible only if the Posting Company Code of the vehicle's owning pool matches the Posting Company Code of the user's current location.
VI. CHANGES TO DBR POSTING
A. Under the National System configuration, transactions involving locations that are foreign to each other will post as debits or credits to the new Customer Number designated in the Location File (Data Field #4, Page 2 of Edit Locations) that represents the Owning Organization. In some cases, when the feature "double post" is in effect, a transaction will post as both a credit to one organization's accounting files and a debit to another's.
Following the Accounting DBR, a separate Account Summary Report prints for each posting company having transactions.
The following chart notes the "double posting" entries. If it was turned off, there would be no entry made in the second accounting company. Below is a summary chart of how various transactions will post.
User Tips:
- Double posting is activated by the GVT record CORPCOMP.
- Revenue splits are activated by the GVT record EXCHPRO but can be turned off between selected Posting Comapnies.
|
Transaction |
Opening |
Closinglocation |
Vehicle |
Rev Split |
Other Account entries |
|
Owned RA |
Owned Example: CORP-E |
Owned CORP-W |
Foreign NORTH |
Credit posts to the customer number associated with the owning location in the opening location's accounting files.Co. 01: Credit to LIC051 account.
Double post: Debit posts to the cust. number associated with the renting location in the owning location's accounting files. Co. 51:Debit to CORP. account. |
N/A |
|
Foreign RA Owned Vehicle entered via Foreign RA Entry by owning location |
Foreign LIC-N |
Owned CORP-E |
Owned CORP |
Debit posts to the customer number associated with the owning location in closing location's accounting files. Co. 01: Debit to LIC051 account.
Double Post: Credit posts to customer number associated with the owning location in the renting location's accounting files. Co. 51: Credit to CORP. account. |
N/A |
|
Cash (either FOP Type C or CC) at close owned loc. |
Foreign LIC-N |
Owned CORP-E |
Either |
|
Credit posts to the customer number associated with theopening location in the closing location's accounting files. Co. 01: Credit to LIC051 Double post: Debit for the same amount posts against the customer number associated with the closing location in the opening location's accounting files for cash taken. Co. 51: Debit to COR01 |
|
Cash at close foreign loc. |
Owned CORP-E |
Foreign LIC-S |
Either |
|
Debit posts to the customer number associated with theopening location in the closing location's accounting files. Co.01: Debit to LIC062 Double Post: Credit for the same amount posts against the customer number associated with the closing location in the opening location's accounting files for cash taken. Co. 62:Credit to COR01 |
|
Gas on foreign RA |
Foreign LIC-SW |
Owned CORP-W |
Either |
|
Credit posts to the customer number associated with theopening location in the closing location's accounting files. Co. 62: Credit to COR01 Double Post: Debit for the same amount posts against the customer number associated with the closing location in the opening location's accounting files for the gas charge. Co. 01: Debit to LIC062 |
|
Gas on owned RA closing at foreign loc. |
Owned CORP-W |
Foreign LIC-S |
Either |
|
Debit posts to the customer number associated with theopening location in the closing location's accounting files. Co. 62: Credit to COR01 Double Post: Credit for the same amount posts against the customer number associated with the closing location in the opening location's accounting files for the gas charge. Co. 01: Debit to LIC062 |
|
Central billing contracts |
Foreign LIC-S |
Either |
Either |
|
Credit posts to the customer number associated with the open location for billing amount. Co. 01: Credit to LIC062. |
B. To ensure the Central Billing accounts post to the corporate accounting database and not to the customer number within the licencee accounting files flag the customer as Corporate Std = C in the customer file page 5 field 2
C. Because the posting program now opens more than one Company's set of accounting files, locations can only be posted one at a time. For large organizations where is could present a manpower problem, CARS+'s "Auto-post feature can be used to automatically post the locations individually at a preset time of the day or night.