I. INTRODUCTION

CARS+ provides the ability to track the inventory and the availability (using the Planning Calendar) of optional equipment such as hand held GPS units, child restraint seats, hand trucks, etc.

For example, a customer may want to reserve a vehicle as well as a hand held GPS unit. Thus, availability of both the vehicle class and the GPS unit should be verified. When the RA is opened, the inventory number assigned to the GPS unit is added to the RA so that it can be checked in when the RA is closed. By assigning individual units to a RA, it is possible to check their location, status, and availability.

This chapter covers the set up required as well as the instructions for rental counter personnel.

II. DEFINITIONS

Non-vehicle Asset – These are assets other than the vehicles. These might be hand held GPS units, cellular phones, child restraint seats, hand trucks, ski racks, etc.

Asset Parts - These are items that are also given when a non-vehicle Asset is rented. They include such things as a power cord, AC/DC adapter and carrying case. When closing a RA and asset parts are set up, the rental agent will be asked if all parts were returned as well as the unit itself.

III. REQUIRED SET-UP STEPS

A. EDIT ASSET CODES (Fleet Control Files Menu)

An Asset Code must be set up for the equipment. An example is shown below. Note that “N” has been entered in the “Vehicle” field which flags it as a “non-vehicle” asset.

OPTION: __ EDIT ASSET CODES 1 Asset Code GP 2 Desc GPS 3 Vehicle N 4 Asset Type G 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8

B. EDIT CLASS CODES (Fleet Control Files Menu)

A Class Code must be set up for each location that will rent the units. An example is shown below. Note that the Asset Code (referenced above) must be entered in Field 18. Warning percentages can also be set.

OPTION: __ EDIT CLASS CODES 1 Location TUS 2 Class Code GPS 3 Description GPS UNITS 4 Pricing Code 1 5 Minimum Age 6 Under Age Srchg 7 Res warn % 1 90 8 Res warn % 2 100 9 Class Hierarchy 10 EDRB Flag 11 Drop Category 12 Use in Planning 13 LDW Resp Ex 14 Addl ID Req 15 Use INVAVL 16 Class Auth Pad 17 Surcharge 18 Asset type code GP 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8

C. EDIT OPTIONAL ITEMS (Option Control Files Menu)

An Optional Item must be set up for the equipment. There are several fields to be completed:

Page 1: Allow Qty (Allow Quantity)

Enter a “Y” in this column. (Even it is likely more than 1 item will not be rented; this is necessary in order to do a exchange.)

Page 2: Due Rpt (Vehicles Due In Report).

Enter a “Y” in this column if you want the short description for the Option to print on the Vehicles Due In Report when listing RAs with the option. An example is shown below:

Page 2: Penalty Option

If a replacement fee should be charged if the unit is not returned, set up an Option Code for the replacement, then enter that code in the “Penalty Option” field. In the example below, the replacement option has been set up (GPSRP) and that code is entered in the “Penalty Option” field of the GPFEE option.

Page 2: Inv Cls (Inventory Class)

The Class Code (created in a previous step) must be entered in the “INV CLS” column on page 2.

Page 2: Asset ByUnt (Asset By Unit)

When renting inventoried assets other than vehicles, certain items such as handheld GPS units should be returned to the rental counter when the RA is closed. Typically, when closing the RA, entry of the unit number is required. Other types of equipment, such as childseats or luggage racks, should remain with the vehicle and entry of their unit number is not required. This field provides the ability to flag certain assets so that the entry of the unit number will be required when closing the RA. This is a global field and when set applies to all locations. Alternatively, a similar field in the Optional Rates file can be used to make this requirement location sensitive. Enter:

Y = For assets of this type, the unit number must be entered when closing the RA.
N (or blank) = The unit number is not required when closing the RA (unless specified in the Optional Rates file.)

An example is shown below:

OPTION: __ EDIT OPTIONAL ITEMS FILE Page 2/5 # *Opt Short Due Penalty Expire Ins Inv Asset Eff Blk Start Lnkd # *Code Desc Rpt Option Date Pys Cls ByUnt Typ Rmv Date Opt 01 GPFEE GPS Y GPSRP GPS Y 02 GPSRP GPS RPLCMT 1SAVE 2LINES +183ERASE 4LINES -185 6 7HELP 8NEXT PAGE

Page 4: Blk 1wy (Block on a oneway rental).

This field is used to block options from being applied to one-way rentals. The block can be from a corporate location to a non-corporate location, or it can be a block on all one-way rentals. When the block is in effect, the option will not be shown in the Shift/F5 pop up option listing on one-way rentals.

When the block is in place, the following logic is in place:
Reservations: When a reservation starts as a local rental and the option is selected, and later on it is changed to a oneway, the option will be removed.
RAs: When a RA that begins as a local rental is later changed to a oneway,the user is asked if the item was returned. If so, the option is removed from the RA. If not, the option will remain on the RA and be charged at Close. Enter:

Y = yes, block this option from being applied to a RA that is going one-way from a corporate to a non-corporate location.

A = Block this option from being applied to all one-way transactions.
Exception: Options with a "A" in this field are exempt from the block if the renting and return locations are both members of the same Group Code that is defined as a "T" type group in Edit Group Names.

N (or blank) = There is no such block on this option.

An example blocking the GPS unit from oneway rentals is shown below:

OPTION: __ EDIT OPTIONAL ITEMS FILE Page 4/5 # *Opt Short Rest EBDS Blk Free Prt Modified # *Code Desc Auth Opt 1wy Miles Seq Date Time Empl 01 GPFEE GPS Y 02 GPSRP GPS RPLCMT 1SAVE 2LINES +183ERASE 4LINES -185 6 7HELP 8NEXT PAGE

Page 5: Parts Set

User tip: The follow logic applies only when the asset has the Edit Optional Items field "Asset by Unit" set to "N".

When a non-vehicle asset is rented, such as a GPS unit, there may be associated items that are included with the unit such as a charger, a case, or a dash mount. Although the unit itself may be returned when an RA is being closed, it should be noted when any of the associated items are not returned with the unit (and a charge generated for those items). To do this, individual options and rates must be created for the associated items and an Option Set needs to be created from Edit Option Set codes with the Options included. In the example below, the Option Set is "GPSLST".

OPTION: __ EDIT OPTIONAL ITEMS FILE Page 5/5 # *Opt Short Day of Week Pricing for Flat Fees Use Gold OptSet Qty Parts # *Code Desc Mon Tue Wed Thu Fri Sat Sun Hol Pax Sell Code Disc Set 01 GPFEE GPS GPSLST 02 GPSRP GPS RPLCMT 1SAVE 2LINES +183ERASE 4LINES -185 6 7HELP 8NEXT PAGE

Entering the Option Set code in the "Parts Set" field will cause another question to appear (after asking if the unit was returned) asking if all parts were returned. If not, the charges for the parts not returned can be added through a pop-up window.

D. EDIT OPTION RATES (Option Control Files Menu)

As with other options, set up the rate. Examples for GPFEE and the replacement are 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 GPFEE 01-01-07 D 12.00 02 TUS GPSRP 01-01-07 D 350.00

Page 6: Asset ByUnt (Asset By Unit)

If the global field is not used in Edit Optional items, this field can be used by location to flag certain assets so that the entry of the unit number will be required when closing the RA. Enter:

Y = For assets of this type, the unit number must be entered when closing the RA.
N (or blank) = The unit number is not required when closing the RA.

OPTION: __ EDIT OPTION RATES Page 6/7 # *Loc *Option Min Asset # *Code *Code *Prv *Prc *Cu *Eff Date Hrs ByUnt 01 TUS GPFEE 01-01-07 Y 02 TUS GPSRP 01-01-07 03

E. EDIT MODEL CODES (Fleet Control Files Menu) A Model Code must be set up for each type of equipment. An example is shown below.

OPTION: __ EDIT MODEL CODES 1 Model ETREX 20 Revs/mile 2 Year 17 21 Tax Code 3 Description GPS HAND HELD 4 Class GPS 22 Phone Incl 5 Surcharge 23 Annual Fee 6 Doors 24 Fuel Code 7 Make GARMIN 25 Fuel Card Rate 8 Type 26 Model Option 9 Group 27 Charge Option 10 Style 28 Alt. Model 11 Options 29 RSA Warranty 12 1st tank size 30 Damage Type 13 2nd tank size 31 Inv Option GPFEE 14 Fuel type N 32 Inv Opt Chg 15 Est MPG 33 Alt. Model2 16 Pricing code 1 Mod Date 17 Post code 1 Mod Time 18 Service flags 0000000000 Mod Employee 19 VIN 1st 8 1SAVE 2NEXT 3ERASE 4 5BACKUP 6 7HELP 8

User tips:

Field 14 - Fuel Type: Enter “N”to turn off the requirement for entering tank size and estimated MPG (KPL).
Field 31 - Enter the Option Code if there should be an Option rate applied to every RA when this equipment is rented.

F. ADDING THE UNITS TO INVENTORY

Individual units are added using the Asset Inventory Control program. As example is shown below:

OPTION: __ ASSET INVENTORY CONTROL 1 Asset # GP1001 Alt ID # 2 Year Model/Prod 17/17 Service Flags 0000000000 3 Model ETREX Curr loc 4 Make GARMIN Create Date 5 Asset Type GPS Create Time 6 Curr status A Create Employee 7 Fuel type N Last Mod Date 8 Pricing Code 1 Last Mod Time 9 Post Code 1 Last Mod Empl 10 Asset Ind N 11 Asset Option Code GPFEE 12 Owning City TUS (Name) 1SAVE 2NEXT 3ERASE 4PREV REC5BACKUP 6SEARCH 7 8

Whenever a unit is brought up after it's saved, several fields on the right side of the screen will display data about it.

The program Asset Inventory Control ( screen shown above) was designed specifically for adding non-vehicle assets to the inventory to cut down on the data entry required. However, units can also be set up using Vehicle Inventory Control or Fast In-Fleeting(Fleet Menu).

When using Vehicle Inventory Control to in-fleet a unit, a License number and a purchase date must be entered. A VIN is not required.

User tip: Depreciation must be set up in Vehicle Inventory Control. The non-vehicle assets such as GPS units can be separated out from the vehicle fleet by assigning a different depreciation code or a different owning location. (Depreciation can be run by depreciation code or owning location.)

For Hertz Australia, when using Vehicle Inventory Control, the following required fields for vehicles can be left blank:

Color
Grounding date
Acquisition code

Example of a saved unit:

OPTION: __ VEHICLE INVENTORY CONTROL (Page 1 of 3) 1 Vehicle # GP1001 20 VIN 2 License Entity 21 Engine Blk # 3 License GP1001 22 Security Code 23 Fleet Type 4 Year Model/Prod 17/17 24 2nd Security Code 5 Model ETREX 25 Notes 6 Make GARMIN 26 Damage 7 Class GPS 27 Service Flags 0000000000 8 Type 28 Owning City TUS 9 1st tank size (Name) THERMEON RAC 10 2nd tank size Parked at 11 Fuel type N 29 Curr status A 12 Est MPG Last Transmit 13 Pricing Code 1 30 Alt ID # 14 Post Code 1 31 Phone ID 15 Color Phone Curr Reading 16 Purchase odom 32 Neverlost Ind N 17 Tab # 33 Key # 18 Model Options 34 Unit Owned 19 Veh Options Last Physical Inv 35 Lot No 21 1SAVE 2NEXT 3ERASE 4 5BACKUP 6SEARCH 7 8NXT PAGE

Page 2, Field 9: Option Code

Enter the Option Code. The Option Code is required if using the program Assign Assets to Vehicles.

OPTION: __ VEHICLE INVENTORY CONTROL Vehicle # GP1001 (Page 2 of 4) 1 Check Dgt Meth Curr odom Due 2 Lic Flt Lease Flag Curr date 04-16-17 3 Acquisition Code Curr time 0000 4 Depr. Status Code Curr loc TUS 5 Hold Code 1 Last RA # 6 Insurance Co Create Date 04-15-17 Name Create Time 1200 7 Policy# Create Employee TEST 8 Premium Last Mod Date 04-15-17 9 Option Code GPFEE Last Mod Time 1200 10 Charge Opt Last Mod Empl TEST 11 Times Rented/Exch / 12 Asking Price Last Non-Revenue# 13 Retail Price 14 Blue Book Value 15 Blue Book Cost 16 Transmission 1SAVE 2NEXT 3ERASE 4 5BACKUP 6SEARCH 7 8 NXT PAGE

G. UPDATE THE PLANNING CALENDAR (Planning Menu)

If the Planning logic is used, it is necessary to update the Planning Calendar when a new Class is added. To do so, perform the following steps:

Run the Change Class Availability program for the location, location group, or all locations. Enter the Class. Use "ADD" in the "Operation" field, and leave the "Amount" field blank.

Run the Recalculate Class Needs program.

H. STATUS FOR UNITS NOT RETURNED

A field on page 6 of Edit Misc Control Fields is used for define the status that should be used when an asset is not returned. (A question on RA Close asks if the asset was returned.) Note: If this field is blank, the status for the asset, even thought not returned, is changed to "A" (available).

I. HOLD CODES (Hold Code Sub-Menu)

If you use the Hold Code logic, Hold Codes can be placed on non-vehicle assets as they are on vehicles. See the chapter of the manual titled Introduction to Hold Codes for an overview of the Hold Code logic.

J. EDIT SQ OPTION CODES (Hertz Control Files Menu)

Hertz users only. Use this program to set up records that are used with the Hertz Reservation Interface program. The "SQ" field in the reservation data contains codes that reference optional equipment and indicate the quantity desired. The reservation interface program checks the code in the SQ field in the reservation against the codes in the SQ Option Codes file. If found, the option and the charge for the option are added to the reservation. Adding the option to the reservation "commits" a unit and, therefore, affects availability as shown on the planning calendar.

IV. COUNTER INSTRUCTIONS

A. RESERVATIONS

When optional equipment is inventoried as described above, and the optional item is selected in the Shift/F5 Option Window, its availability on the Planning Calendar is checked. Warning messages are displayed when approaching overbooking or when in an overbooked situation just as they do for the vehicles in the fleet.

B. RA OPEN

When inventoried option items are selected in the Option Pop-Up window on a RA and the item was not reserved on a reservation, its availability on the Planning Calendar is checked. If available, an additional window appears providing a place to enter the unit numbers being rented.

┌───────────────────────────────────────────────────┐ │Select options: Current Damage Resp │ │ C=Charge *=No charge X=Included │ │ Option C/* Rate Calc Qty Deductible │ │ LDW2 * 11.00 US /DAY 1000 │ │ LDW * 15.00 US /DAY 500 │ │ PDW ┌──────────────────────────────────┐ │ │ PEC │ UNIT # ENTRY │ │ │ PAI │ ______ │ │ │ CHILD S│ │ │ │ GPS │ Press Return to Accept Changes [ ] │ │ │ FFTAX │ │ │ │ FF SW └──────────────────────────────────┘ │ │ DOLLY │ │ CHAUFFEUR * 85.00 US /DAY │ │ MIN * 2.00 US /DAY │ │ │ │ Press Return Here to Accept Changes [ ] │ │ │ │ (Down arrow for more Options) │ │ │ └───────────────────────────────────────────────────┘

The number of places for entering the unit numbers of the equipment is determined by the quantity entered on the Option window. (Quantity is limited to 10.) For example, if “2” is entered in the quantity field, then 2 fields to enter their unit numbers are provided. The illustration below shows the window with 2 units having been entered:

┌───────────────────────────────────────────────────┐ │Select options: Current Damage Resp │ │ C=Charge *=No charge X=Included │ │ Option C/* Rate Calc Qty Deductible │ │ LDW2 * 11.00 US /DAY 1000 │ │ LDW * 15.00 US /DAY 500 │ │ PDW ┌──────────────────────────────────┐ │ │ PEC │ UNIT # ENTRY │ │ │ PAI │ GPS001 │ │ │ CHILD S│ GPS003 │ │ │ GPS │ │ │ │ FFTAX │ Press Return to Accept Changes [ ] │ │ │ FF SW │ │ │ │ DOLLY └──────────────────────────────────┘ │ │ CHAUFFEUR * 85.00 US /DAY │ │ MIN * 2.00 US /DAY │ │ │ │ Press Return Here to Accept Changes [ ] │ │ │ │ (Down arrow for more Options) │ │ │ └───────────────────────────────────────────────────┘

If the unit’s location is different from the renting location, the following message displays:

UNIT NOT AT THIS LOCATION

Enter:

Y = to continue renting the unit

N = to remove the unit number entered

If the level of units committed has reached the warning levels set on the planning calendar, the appropriate warning messages will display such as “WARNING – POSSIBLE OVERBOOKING”.

The following message displays when attempting to save the RA when;

A. The quantity is entered for the item, but the field(s) for the individual unit number(s) is left blank.

B. An item was indicated as sold on a reservation but the unit number has not been entered on the RA

UNIT NUMBER REQUIRED FOR OPTION XXX

(where XXX is the Option Code.)

Return to the Option Pop-Up window and do one of the following:

• Indicate that a unit is not being rented by replacing the “C” with an asterisk ( * ); or
• Enter the unit number(s) in the second pop-up window by pressing Shift/F5 when the cursor is on the inventoried item’s quantity field.

Units with the current status of “O” (on rent) or “S” (sold) cannot be rented.

After the RA is saved, the unit number(s) can be viewed in the E subwindow on the right hand side.

Preprinting a RA:

When a RA is preprinted (saved with F4), and the individual unit number fields are blank, the following message will display:

UNIT NUMBER FOR OPTION XXX WILL BE ASSIGNED AT CHECKOUT? Y/N

(where XXX is the Option Code.)

Enter:

Y = to continue saving the RA.

N = to terminate saving the RA.

Similar to the way that a vehicle is placed into the “O” (on rent) status when a RA is saved, the status of the inventoried unit is also changed to “O” when the RA is saved.

C. EQUIPMENT EXCHANGES

To exchange inventoried equipment, bring up the Option Pop-up window on the RA. With the cursor in the quantity field for the inventoried option, press Shift/F5. The window showing the unit numbers will then appear. Replace the old unit number with the new one. Note that there is no record kept of the exchange or of the fact that the original unit was ever on the RA.

D. EARLY RETURNS OF EQUIPMENT

Some customers may decide to return the inventoried equipment before they return the vehicle. To record an early return of equipment, bring up the RA on the RA Open screen and access the Shift/F5 Option pop-up window. Place the cursor in the quantity field for the option. Press Shift/F5 which invokes the pop-up window showing the unit number(s). Erase the returned unit numbers by pressing the space bar enough times to remove the unit number. This will halt the charges for the returned unit.

User tip: Like other options, if the “C” to charge the customer is replaced with an asterisk “ * “, the option is removed completely from the RA.

E. RA CLOSE

When inventoried option items are on a RA, at the time of Close it must be determined if they are being returned. If not returned, a replacement charge for the item is normally assessed. (The replacement charge is set up as an option and linked to the equipment option. Refer to the chapter titled Edit Optional Items for details on how to set up a “penalty” option.)

The following message will display:

DID yyy UNIT # zzz GET RETURNED? Y/N

(where yyy is the type of unit and zzz is the unit number.)

For example, the message may read:

DID GPFEE UNIT # GPS001 GET RETURNED? Y/N

Enter:

Y = to continue saving the close of the RA.

N = to add the replacement option charge to the RA.

Set up for Support Parts

When supporting parts are included with an asset (such as a charger or case for a GPS unit) and the options have been set up in an Option Set linked to the asset, an addition question is asked when closing the RA:

WERE ALL SUPPORTING PARTS RETURNED?

Entering "Y" continues the Close.

Entering "N" causes a pop-up window to appear with the options in the Option Set for the parts. An example is shown below:

┌──────────────────────────────────── ──┐ Indicate items missing from package X=Item missing Item X GPS CASE * 10.00/ITM CHARGER * 25.00/ITM MOUNT * 5.00/ITM Press Return Here to Accept Changes [ ] (Down arrow for more Options) �

Enter "X" to charge for any parts that were missing. After exiting the pop-up window, the option code and it's related charge will be added to the RA for each missing item.

User tip: Support for the parts logic is not available for the 'alternative set up" method listed below.

Alternative set up:

If the "Asset by Unit" field is turned on for the asset in either the Edit Optional Items file or the Edit Optional Rates, the following message will display instead of the one above:

ENTER UNIT# OF RETURNING yyy ______________

(where yyy is the type of unit such as a GPS.)

When the unit number entered matches the unit number on the RA, the Close of the RA continues.

When the unit number entered doesn’t match the unit on the RA, the following message displays:

UNIT # DOES NOT MATCH ITEMS ON RENT, TRY AGAIN

If the unit was not returned, or if for some reason a different unit was returned, press (RET) and the following message will display:

HAVE ALL GPS RETURNED UNITS BEEN ENTERED?

Entering “N” will cause the cycle to begin again with the prompt to enter the unit number of the returning item.

Entering “Y” will allow the Close of the RA to continue.

Handheld Closes: Closes done on handheld units display the second (alternative) messages.

Inventory records updated: When the RA Close is saved, the records in the Vehicle Inventory file for the inventoried equipment items are updated just as normal vehicle records are updated. That is, the following fields are updated:

current location
current date/time
current status

F. RELEASING A VEHICLE (WHEN USING DISPATCH LOGIC)

Operations using the Dispatch logic use the Release Vehicle program when a vehicle leaves the lot.

When an option charge for inventoried equipment is on a RA and the equipment item number has not yet been entered on the RA, a pop-up window appears for entering the unit number(s) for the RA. If unit numbers are not entered, the following message will display:

DO YOU WISH TO REMOVE OPTIONyyy ?Y/N

(where yyy is the type of unit such as a GPFEE.)

Enter:

Y = to remove the Option charge and continue with the release of the vehicle.

N = to enter the unit number(s)or exit the Release Vehicle program and tell the customer to return to the rental counter.

G. NON-REV MOVEMENTS

When Non-Revenue Movements are entered for inventoried equipment, the odometer field is not required.

H. VEHICLE HISTORY

In a similar manner to when vehicles are rented, a vehicle history record is written, Service Code 00, at the time of RA Open when non-vehicle assets are rented. The history record is completed when the RA is closed.

I. REPORTS

The Portable Assets Report lists the current status and location of non-vehicle assets. It is modeled after the Vehicle Status Report.

Several reports have a field that allows for the report to be run excluding non-vehicle assets, including non-vehicle assets, or reporting only non-vehicle assets.

Other reports always exclude inventory units that are not vehicles. Inventoried equipment is excluded from the following reports:

Questionable RA Report
Status Exception Report
VIN Report
Fleet Mileage Report
Excess Mileage Report
2 Month Performance Report
12 Month Performance Report
Daily Performance Report