1. Customer Personally Identifiable Data (PID)
2. CDPID Reservations
3. Hertz Source Codes
4. Airport Taxes on One-Way Rentals (Hertz Brazil)
5. Special Documents Subwindow (Hertz Canada Corporate)
6. Repeat Customer Data
7. Reservation Flat Fee Surcharge
8. Insurance Replacement Reservations (Hertz Australia)
9. Insurance Replacement Reservations (Hertz Canada)
10. Debit Cards
11. Form of Payment & Special Documents/Voucher Restrictions
12. Foreign Location Search (US and Canada licensees)
13. Number 1 Club Numbers (Hertz Canada corporate)
14. Access to Confirmation # Field
15. Amadeus Vouchers (Hertz Canada)
16. Government Rates - Hertz Canada
17. Reservations data written to the Notes window
18. Tour Vouchers
19. Drop Charge on Voucher (Hertz Mexico)
20. Special Equipment Sold On Reservation

I. CUSTOMER PERSONALLY IDENTIFIABLE DATA (PID)

If your system is configured for masking customers' Personally Identifiable Information (Customer PID), and an existing Reservation is recalled to the screen, the drivers license number, street and zip code (subwindow E) will be masked (filled in with "X"'s) for users who are subject to masking (in the User Access File.) For US and Canada users who are exempt from masking, the data will display; however, an entry is written to a log file recording the fact that the data was accessed by that employee.

When starting a new reservation, a manual search of the Customer File can be performed by entering the customer's name. This is an exact match only (not a "begin with" search). For example, by entering "SMIT" for the name, the search would find only those customers with a last name of "SMIT". (The search would not go on to "SMITH" or "SMITHSON".

II. CDPID RESERVATIONS

Some of the reservations received from the Hertz Rez Center involve corporate customers with CDPID (Corporate Discount Plan) numbers. If these reservations are received electronically, the CDPID number and the corresponding corporate rate or discount will be part of the reservation.

Platinum Select Reservations

CDPID Numbers are masked on this level of reservation. Also, a GVT record can be set up identifying certain CDPID numbers as Platinum numbers. For these CDPID numbers, reservations must come in from the reservation center: a local reservation is not allowed nor is a walk up rental.

Discounted Corporate Rates

For certain Corporate Discount Plans, both a corporate rate AND a discount applies. When a discount on a corporate rate is transmitted via Reservation Interface, the discount is accepted when the location's City List indicates it accepts these discounts -- even though the Rate Product may be flagged as non-discountable. On these reservations, the discount percentage is not editable. Furthermore, if the Rate Code is changed to another non-discountable rate, the discount will be removed from the transaction.

For reservations made locally, a search of the CDPID file is available on both the Reservation screen and the RA Open screen. The CDPID file can be searched by CDPID number or by company name. When a record is selected from the search, one of two things happens:

1. If a corporate rate applies, it is selected and entered into the Rate Field and the CDPID number is entered into the ID Field.

Subwindow R (Rate Rules) displays additional fields describing contract rules when a corporate rate is involved

2. In some cases a contract rate does not apply. This occurs in one of the following situations:

• Customer's company has a corporate discount rather than a corporate rate.
• Customer's company has a corporate rate, but the rate does not cover the rate class of vehicle that the customer is renting.

In these cases, the following message displays:

NO RATE CLASS FOR CORP GROUP--DISCOUNTS ONLY APPLY

The discount window automatically displays as follows:

No contract rate applies to this rental.

The contract discount for standard rates is   xx %.

Check the Commerical Provisions Guide for the following Rate Codes to

see if an alternate discount applicable to other rates may be used.

A1,A2,C5,E9,L6,L9,M1

Enter discount:

The discount percentage in paragraph 2 (shown above as "xx") will vary by company. The codes (A1, A2, C5, E9 etc.) will also vary by company and can be looked up using View Rate Code Data on the Hertz programs menu.

The codes A1, A2, C3, etc. refer to information on the rate codes which can be found in Rate Code reference sheets published by Hertz. These codes refer to such things as the minimum age for the driver, LDW. For example, in the US, Code A2 refers to the minimum rental age is 18.

User tip: For Hertz Operations in North America (US and Canada), in order to have all of the special privileges and discounts associated with the CDP applied to the RA, the CDP must be applied to the RA using one of the search methods (F6 or Shift-F7). Direct entry of the CDP number into this field will cause the CDP number to be linked to the RA, but none of the special privileges will be applied.

Surcharges

A. One-Day Surcharge

Hertz has an agreement with IBM that on rentals of 1 day or less that begin on a peak day of the week (Tues - Thurs) a surcharge can be added to the daily rate. The application (or removal) of the surcharge is handled through a Privilege Code which must be set up in the Edit Privilege Codes program. When the Code is referenced by the CDPID# on the transaction, the surcharge amount increases the Daily and Hourly rates; it not a separate charge.

When setting up the Privilege Code, a selection must be made as to when to apply the surcharge to transactions. The possible choices are:

1. Walk up rental only
2. Walk up rentals, rentals from location reservations, and any rental where the rental dates don't match the reserved dates.
3. All rentals

(The following discussion applies to those operations not running in Seamless mode.)

When choice 1 or 2 is selected:

The one-day surcharge is added to the daily and hourly rates on IBM rentals of 1 day or less when the rental is created as a walk up or from a locally made reservation.

When choice 3 is selected, in addition to the above:

On reservations of 1 day or less made through OKC, the daily rate has already been increased to include the surcharge. As long as the rental concludes as a one-day (or less) rental, no further action is needed.

However, for reservations that are for longer than one day, and the vehicle is returned early and thus creates a one-day rental, the one-day surcharge is added to the reservation daily rate.

And, for reservations that are for one day (and have the surcharge included in the daily rate), and the renter extends and thus creates a multiple day rental, the rate from the reservation (which already included the surcharge) is ignoredand the CDPID number is used to load the corporate rate from the CARS+ Rate file.

B. City Surcharge

The application of a city surcharge is handled through a Privilege Code which must be set up in the Edit Privilege Codes program. Like the One-Day surcharge outlined above, the starting days of the week and a rental length must be defined. When the Code is referenced by the CDPID# on the transaction, the surcharge amount increases the daily, weekly, monthly, and hourly rates; it not a separate charge.

Determining Daily, Weekly, Monthly and Extra Day RatesReservations received from OKC contain a field known as the "Base Rate" indicator field. It defines if the "daily", "weekly" or "monthly" rate is the "base rate" on the reservation. The reservation data sent from OKC includes the rates for just the base period and the extra days. Therefore:

• When "Day" is the base rate, no weekly or monthly rates are included.
• When "Week" is the base rate, no daily rate or monthly rates are included.
• When "Month" is the base rate, no daily or weekly rates are included.

In order to load the rates that are not included, calculations are made based on fields from the CDPID record. As part of the CDPID record, there are weekly and monthly "multiplier" fields. These are shown in the R Subwindow (Rules Subwindow) on the Reservations, RA Open, and RA Close screens. An example is shown below and comments follow it:

In the illustration above, the weekly multiplier is 5.2 days; however, the rental must run for a minimum of 6 days before the weekly multiplier will take effect.

The monthly multiplier is 20.8 days; however, the rental must run for a minimum of 28 days in order for the monthly multiplier to take effect.
Depending on which is the designated base rate, the other rates are determined using the following rules:

Examples using the CDPID multiplier fields from the illustration above:

Example 1: If the weekly rate is not included in the reservation data send from OKC, the weekly rate is computed as 5.2 times the daily rate.
Example 2: If the monthly rate is not included in the reservation data send from OKC, the monthly rate is computed as 20.8 times the daily rate.

IV. AIRPORT TAXES ON ONE-WAY RENTALS

When running in Hertz Brazil mode, one-way rentals may affect whether or not an airport tax is applied to a RA. Traditionally, CARS+ uses the opening location to determine whether or not a RA is subject to an airport tax. However, in Hertz Brazil mode, one-way rentals from non-airport locations will be subject to the airport tax if the closinglocation has an airport tax set up. (This logic is, of course, subject to all exemption logic from Rates and Privilege Codes.)

V. SPECIAL DOCUMENTS SUBWINDOW

For Hertz Canada Corporate users, the following document types are not accepted in the S subwindow on the Reservations screen: SVV, FVV, TOUR, and AWARD. If the user attempts to enter one of these codes, the following message will display:

INVALID CODE

User tip: Although these codes cannot be entered in the Special Docs subwindow of Reservations, they may be entered in the Special Documents Subwindow of RA Open.

VI. REPEAT CUSTOMER DATA

A field in the Edit Miscellaneous Control Fields program controls whether or not the credit card data stored in the Customer’s record will load automatically for a repeat customer when creating a local reservation.

For users running in Hertz Canada mode, access to the FOP field in the Main Window is blocked.

VII. RESERVATION FLAT FEE SURCHARGE

A reservation surcharge can be set up in the Option File so that a flat fee is charged on every RA which is generated from a reservation - whether the reservation is received from the national res. center or entered locally. To set up the Res Fee, follow the steps as listed below:

1 Set Up

A. Option Code

Create an Option Code in Edit Optional Items. Corporate locations should user GL account # 6307.

B. Option Rate

Set up an Option Rate in Edit Optional Rates. "Auto Apply" field should be set to "R". (Applied automatically to every reservation.)

C. GVT Code

Ask Thermeon's Customer Support Dept. to set up GVT record "RESFEE".

Alpha Value is the Option Code for the reservation surcharge.

Set the Numeric Value as follows:

"1" = The Res Fee rate should be taken from the CARS+ Option Rate file. or

Leave the field "blank" if the rate should be taken from the reservation data received from the Res. Center.

2. How It Works

The Res Fee option will be automatically added to every reservation received from the Res. Center as well as every local reservation entered in to CARS+.

3. Exceptions:

Corporate accounts can be exempt from automatically applied options (including the Res Fee) by setting up a Privilege Code which exempts the account from an automatically applied option. (Corporate accounts can also be exempt from the airport surcharge, VLF, and/or any other automatically applied option.)

VIII. HERTZ AUSTRALIA INSURANCE REPLACEMENT RESERVATIONS

When the Tour Operator IT number (TR field) matches an insurance tour family record in the IT File, the Reservation Interface program does the following:

• Creates a deposit/payment record and a voucher file record on the reservation.
• Rather than use the rates supplied in the reservation, the rate from the IT record is used for the voucher rate. And the retail rate from the IT record is used for the retail rate on the reservation.
• All items in the Add-on Option Set of the insurance rate Rules Record are flagged as being billed to the insurance company on the reservation.
• If the IT record indicates that miles/kms are billed to the insurance company, this is flagged as so on the reservation.

IX. INSURANCE REPLACEMENT (HERTZ CANADA)

An insurance voucher is created by the Reservation Interface program as follows:

• The CDPID on the reservation is used to look up the Customer record. If the customer type is "INS", it is used to create a voucher.
• The data in the reservation fields listed below is used for the voucher information.

• If the data from the reservation is not complete enough to create an insurance voucher, the reservation is flagged as having an incomplete voucher.

• Rates in the "BR" field of the reservation are used for both the insurance voucher rate and the retail rate on the reservation.

X. DEBIT CARDS

A file is available from Hertz OKC which contains number ranges of Visa and Mastercard Debit cards. Once the file is imported to CARS+, cards within the ranges cannot be accepted to secure a transaction (cannot be entered in the FOP field (Field 6 in Reservatons; Field 7 in RA Open). However, they can be accepted for deposits on the Reservations and RA Open programs and as payments at the time of RA Close.

If the card entered in this FOP field on Reservations and RA Open matches one of the ranges in the Debit Card file, the following message will display:

DEBIT CARDS CAN ONLY BE USED AS DEPOSITS OR FOR PAYMENT AT CLOSE

XI. FORMS OF PAYMENT AND SPECIAL DOCUMENTS/ VOUCHER RESTRICTIONS

Due to the way data is received via the EDBR program, Hertz OKC imposes rules on taking multiple Forms of Payment on a RA. In general, only one Hertz billable party can be entered on a RA (meaning Hertz OKC is responsible for clearing the payment.)

For example, it is not permitted to enter a HCC (Hertz Credit Card) and an AMX (American Express) where both will be collected by OKC On the other hand, however, if the AMX is collected locally, that is permitted. Likewise, entering Cash and a HCC is permitted.

The system can be configured to allow the following FOP's on the same RA:

• SVV voucher and a single credit card that will be cleared by OKC
• Tour voucher and a single credit card that will be cleared by OKC

• Multiple credit cards cleared through OKC
• A FVV and an OKC cleared credit card
• An OTTO and an OKC cleared credit card, a tour voucher, FVV, or SVV.
• A SVV and a tour voucher, FVV, or OTTO.
• A FVV and a tour voucher, SVV, or OTTO.

XII. SEARCHING FOREIGN LOCATIONS

Upon pressing (RET), the location information for Albuquerque is displayed showing the CARS+ Customer number.

Press (RET) to load the Customer Number into the field.

XIII. NUMBER 1 CLUB NUMBERS

For Hertz Canada corporate locations, Hertz Number 1 Club number cannot be edited on a previously saved reservation or on a RA opened using a reservation with a Number 1 Club number.

XIV. ACCESS TO CONFIRMATION # FIELD

For Hertz Canada corporate locations not running in Seamless mode, access to the Confirmation # field on the main window is blocked.

XV. AMADEUS VOUCHERLESS TRANSACTIONS

For Hertz Canada, a GVT record must be set up for the Res. Interface program to create voucherless Amadeus FVV's.

A. GVT record "AMADEUS"; enter the IT Code in the alpha value field.

B. When a reservation indicates an Amadeus voucherless record, a FVV is created in CARS+ using the IT Code from the GVT record.

XVI. GOVERNMENT RATES - HERTZ CANADA

For Hertz Canada corporate locations, government rates include those that have "GOV" as the first three characters of the rate.

XVII. RESERVATION DATA WRITTEN TO THE NOTES WINDOW

If present, the following data from the reservation is written to the first 7 fields of the Notes window (Note attached to the Reservation):

XVIII. TOUR VOUCHERS

XIX. DROP CHARGE ON VOUCHER (HERTZ MEXICO)

On a one-way tour rental, the Shift/F5 Option pop-up window for the voucher lists DROP as an item that can be included on the voucher. Applies to Hertz Mexico only.

XX. SPECIAL EQUIPMENT SOLD ON RESERVATION

When booking through Hertz, the renter is able to reserve special equipment such as Baby Seat, Ski Rack, and GPS Navigation. Hertz will send a code in the SQ field of the reservation for each piece of special equipment sold. These codes will be written to the OPTIONS field of the reservation (Main Window, field 9b). Anything appearing in this will will then show as the "Desired Options" at the bottom of the D Subwindow of RA Open.

Codes that may appear in this field are:

BST = Child Booster Seat
BYC = Bicycle Rack
CSI = Child Infant Seat
CST = Child Toddler Seat
HCL = Hand Control Left
HCR = Hand Control Right
HMM = DVD/CD Player
LUG = Luggage Rack
NOB = Spinner Knob
NVS = GPS/Navigation
NEV = Neverlost (Hertz GPS Option)
SBE = Seat Belt Extender
SBR = Snowboard Rack
SKV = Ski Rack
SNO = Snow Tires
SRC = Satellite Radio
STR = Baby Strollers

This above is not necessarily a complete list. There may be others.