I. INTRODUCTION

Insurance replacement rentals present some unique challenges to the standard RA Open and Close programs.

1. Usually insurance companies will agree to be responsible for only a portion of the charges on a replacement rental. As a result, the Direct Bill subwindow is inadequate because some of the charges are paid by the driver/renter. (The direct bill logic assumes all charges should be billed to the direct-bill customer.)
2. Insurance companies also limit the number of days for which they can be invoiced. Therefore, days beyond the authorized period must be billed to the driver/renter.
3. Extensions to the authorized rental period must be handled efficiently.

CARS+ procedures for replacement rentals are designed to meet these challenges. These same procedures can be used for body shop and garage replacement rentals. For the sake of brevity, this chapter will use insurance companies in all examples; but it should be understood that shop replacement rentals are handled in exactly the same way.

CARS+ provides four ways to do insurance replacement rentals and a comparsion of the methods is made in the chapter Overview - Insurance Replacement Summary.

This chapter covers insurance rentals done via vouchers that declare that the insurance company will pay a defined percents of just Time and Kilometer charges.

II. DEFINITION

INSURANCE VOUCHER - An insurance voucher is a written or verbal authorization which guarantees partial or entire payment of rental charges incurred by a driver/renter. Generally, a voucher will include:

1. The insurance company and adjuster to be invoiced.
2. The rental rate which the insurance company is authorizing.
3. Any additional items such as taxes, fees, or options, for which the insurance company can be invoiced.
4. The maximum number of days which can be invoiced.
5. Reference data from the insurance company such as claim number, date of loss, insured's name, etc.

III. REQUIRED SET-UP STEPS

A. REQUIRED TAX CODES.

For sales tax, insurance companies can operate various ways:

1. The insurance company always allows the sales tax for their portion of the rental to be invoiced to them.
2. The insurance company never pays sales tax. Therefore, the renter is charged for sales tax on both his portion and the insurance company's portion.
3. Sometimes the insurance company allows the sales tax to be invoiced to them for sales tax. This often occurs when the renter is a claimant against another person insured by the insurance company.

CARS+ uses the Tax Code in the insurance company's Customer record to determine which of the previous three situations apply to a particular insurance company. Therefore, before insurance companies can be added to the Customer file, the following Tax Codes must be created in the A/R Tax Code file:

Tax Code	Description
ALW	Insurance company ALWAYS pays the tax on their portion of the rental charges.
NEV	Insurance company NEVER pays the tax on their portion of the rental charges.
EXM	Dealerships are EXEMPT from TFFC and PST on an insurance logic rental. Exception: Some provinces do not allow dealerships to be exempt. When this is the case, ask Thermeon's Customer Support Dept. to set up the GVT record EXMTFFC. A field in the Location record is used to indicate whether or not rentals opening at that location should ignore or observe the tax code EXM on the customer record for the authorizing party on an insurance RA.

:

To access the Tax Code File Maintenance program, type EDITTAX (RET) at any menu "OPTION:" field or the appropriate line number on the Accounting Control Files Menu. The screen will then display:

OPTION: ___ TAX CODE FILE MAINTENANCE 1. Tax Code ALW 2. Description INS. CO. ALWAYS PAYS TAX 3. Tax Percent 1 4. Main Acct 5. Sub Acct 6. Tax Percent 2 7. Main Acct 8. Sub Acct 9. Tax Percent 3 10. Main Acct 11. Sub Acct 1SAVE 2NEXT 3ERASE 4DELETE 5 6 7HELP 8

NOTE: When setting up these three Tax Codes, Fields 3 through 11 MUST be left blank.

B. ADDING INSURANCE COMPANIES TO CUSTOMER FILE DIRECTLY.

Because replacement rentals involve transferring financial obligations from the driver/renter to another party, each insurance company must have a record in the Customer File. The following notes are not an attempt to repeat all the information contained in the Customer File Update Chapter. Instead, only those fields that must be handled uniquely for insurance companies will be discussed.

CUSTOMER FILE UPDATE - PAGE ONE

Field: CUSTOMER NUMBER

As usual, when first entering data for the Insurance Company, leave this field blank. Upon saving use either the "F4" feature described in the Customer File Update Chapter to assign a unique code to the insurance company or use "F1" for the system to assign the next available number.

Field: CORP ID

For Hertz US licensees only, when setting up a State Farm Insurance customer record, enter the appropriate CDPID number in this field.

Field: CUST TYPE (CUSTOMER TYPE)

Use Edit Customer Type Codes to define the details for insurance replacement type companies. IT is recommended that the system be set up to validate Customer Type Codes. This is turned on the Edit Misc. Control Fields file in the field "Validate Cust Type".)

Enter a type code, such as 'INS' that is defined to act like an insurance type customer. This is required in order to use the company for an iInsurance voucher in the I subwindow.

For accounting purposes, insurance companies are treated the same as a B type FOP (obligation is transferred to the insurance company).

Note: Body shops and garages must be assigned a customer type that acts like an INS type if the insurance billing procedures are to apply to them. To calculate charges for these companies like insurance rentals but make them ineligible for insurance invoicing, use a customer type that is set up to act like a "DLR" type.)

Field: FOP CODE and NUMBER

For Hertz US licensees only, when setting up a State Farm Insurance customer record, enter the appropriate Hertz Credit Card data in these fields.

Field: RETAIL RATE PRODUCT

If there is a standard rate charged to the renter for insurance replacement rentals when this company is involved, enter the rate product code in this field. This rate code will be the default rate loaded into the Main Window of RA Open whenever this insurance company is used. This is the rate that will be charged to the renter.
Note that the Rate Code is limited to 5 characters.

Field: VCHR RATE PRODUCT

If there is a standard rate for invoicing the insurance company, enter the corresponding rate product code in this field. This rate code will be the default rate loaded into the I subwindow whenever this insurance company is used.

Note that the Rate Code is limited to 5 characters.

Field: TAX CODE

As stated earlier in the chapter, these Tax Codes need to be set up prior to this step.

Enter "ALW" if the insurance company should ALWAYS be invoiced for sales tax on their portion of the charges.

Enter "NEV" if the insurance company should NEVER be invoiced for sales tax.

Enter "EXM" if this is a dealership that is EXEMPT from paying TFFC and PST on insurance rentals.

Blank - leave this field blank if none of the above apply. The user will need to indicate on each RA whether or not to invoice the insurance company for their portion of the sales tax.

Field: INS METHOD

Enter the value "S" for the T and K Percentage Method. It is this setting that defines the company as a percent of T&K based insurance company.

C. ADDING AN INSURANCE COMPANY TO THE CUSTOMER FILE FROM RA OPEN SCREEN.

Insurance Companies that do percent of T&K vouchers CANNOT be created through the "L" subwindow (Create Insur. Co.) on the Reservation, RA Open, or RA Close screen.

D. LOCATION RECORD

A field in the Location record is used to indicate whether or not rentals opening at the location should ignore or observe the tax code EXM on the customer record for the authorizing party on an insurance RA.

E. ADJUSTERS

If obtain a report of the year-to-date revenue generated by each adjuster (the Adjuster Revenue Report), the following set up is required:

1. Add adjusters to the Customer File as "Adjusters".

CUSTOMER FILE UPDATE

Field: CUSTOMER NUMBER

As usual, when first entering data for the Insurance Company, leave this field blank. Upon saving, use the "F4" feature, to create a unique customer number for each adjuster.

User Tip: One possible method uses the first four characters as an alphabetic code to represent the insurance company (3 characters), the city (1 character) and the last two characters as a numeric code for individual agents.

EXAMPLES:

Steve Adams working for AAA of Santa Ana      = AAAS01
Linda Benson also at AAA of Santa Ana         = AAAS03
James Worth working at AAA of Fullerton       = AAAF12
Frank Kerns working at State Farm of Tustin   = STFT02

Fields: LAST NAME/FIRST NAME

Enter name of the insurance adjuster.

Field: CITY

Enter city where this adjuster's office is located.

Field: EMPLOYER NAME

In order to identify adjusters easily during an Adjuster search, enter the name of the insurance company represented by this Adjuster. Or, enter the name of the Insurance Company in abbreviated fashion followed by the Insurance Company's Customer Number.

EXAMPLE: STATE FARM STFT02

User tip: The first 18 characters of this field are displayed in the Adjuster Search.

User Tip: Adjusters in the Customer File can be searched from the Insurance subwindow by Employer Name - represented on the Search by "Company". Consistency in creating the adjuster customer records, in particular the 'Employer Name' field, can be very useful when searching for adjusters for a certain company.

Field: CUSTOMER TYPE

Enter a customer type code that is defined to act like an 'ADJ' type customer.

2. Turn on adjuster logic - Edit Miscellaneous Control File

Field: REQUIRE VALID ADJUSTER

Entering "Y" (Yes) in this field results in the entry of a valid adjuster code being required when creating Insurance vouchers.

A search for adjusters can be performed from the Adjuster Field of the Insurance subwindow.

If a valid adjuster is not required, the Adjuster's Name and Number is optional and any name entered into the Adjuster Field will be accepted. When "valid adjusters" are not required, revenue generated is not tracked by Adjuster and, therefore, the Adjuster Revenue Report is not meaningful.

F. SET UP REPAIR GARAGES IN THE VENDOR FILE.

Creating and maintaining a data base of repair garages in the Vendor File is not required because CARS+ will accept any name in the Garage field in the Insurance Subwindow. However, to have a database of repair garages for quick reference in the Insurance Subwindow (using the Shift/F7 key), do the following:

Each garage must be added directly to the Vendor File through the use of the Vendor File Maintenance program on the Vendor Maintenance Menu. The minimum fields that must be completed are:

Field 1 - Vendor Number (A number must be assigned; CARS+ does not automatically assign numbers to Vendors)

Field 2 - Name

Field 5 - Address 3 (Enter the Phone Number that should display when repair garages are searched from the Insurance subwindow.)

Field 9 - Type (For repair garages, this field must be "GAR".)

G. RA NUMBERS

A separate range of Rental Agreement numbers for insurance logic RAs can be set up in Edit Next RA Ranges.

Hertz licensees in the US should enter the "N" series of numbers in this field or use the "Insurance RA Prefix" field in Edit Misc to replace the leading "L" character with a "N".

H. INCOMPLETE VOUCHERS

Two fields on the third page of the Edit Miscellaneous Control File are used to control the use of incomplete vouchers. The first field is used to control whether or not incomplete vouchers are allowed. If allowed, the second field is used to control whether or not RAs with incomplete vouchers can be closed.

Refer to the Edit Miscellaneous Control File chapter of the manual for more information on the set up. Refer to the section in this chapter on "Incomplete Vouchers" for a complete discussion of this feature.

I. INSURANCE TYPE

The field "REQ INS TYPE" of the Edit Miscellaneous Control File is used to define whether not a transaction "type" is required when entering an insurance voucher. The type indicates if the party on the rental is the insured or a claimant against the insured.

A field on page 4, field 18 - Def Claim Type, of the Location record (Edit Locations) can be used to define a default claim type if desired.

J. AUTH PAD

If the system is configured to add an auth pad to estimates on the RA Open screen, insurance and wholesale rentals can be made exempt from that feature. Field # 1 in the Edit Main Control Record is used to set up the exemption. If an auth. pad should be charged but should be a different amount than on retail rentals, an auth. pad option can be defined for this purpose. Refer to the "Echo Close" field in the Edit Optional Items chapter for more information.

K. PRIVILEGE CODES

A corporate ID number can be assigned to the insurance company by entering the number in Corp ID field in its Customer record. Privilege Codes can be attached to the corporate record. Some examples of Privilege Codes that can be set up for insurance rentals are:

Privilege Code Field	Explanation
CC Not Required	If the insurance voucher covers all the rental days and the insurance rate is equal to the rental rate, then no credit card auth or deposit is required for the customer's portion of the rental in order to save the RA.
No charge DRIVR	No charge for additional drivers
No Option	Defining an option in this field will cause it's rate to be set to zero
Ins Upsell	Once the insurance voucher class has been entered, Upsell is allowed on all transactions; not just those based on national reservations. If the voucher class is changed to agree with the vehicle class in the main window, the upsell option is removed. If the voucher is removed from the RA, the upsell option is removed.

When an insurance company with a Corporate ID is authorizing the insurance voucher, its CDPID is loaded automatically onto the RA, and all related privileges are applied to the RA.

Refer to the chapters titled Overview - Corporate Accounts and Edit Privilege Codes for more information.

L. USER ACCESS FILE RECORD

Fields on page 2 of the User Access File record control whether or not the user can change the responsible party for items on an existing voucher. To have full authority to make the changes, set the fields on page 2 as follows:

Delete Taxes = E
Delete Mand Opts = Y
Delete Other Opts = Y

IV. COUNTER AGENT INSTRUCTIONS

Use the following instructions for insurance replacements.

A. RESERVATIONS

Insurance vouchers may be entered in the Reservations, RA Open, or RA Close programs. To access the Insurance Subwindow, type I (RET) at the "OPTION:" field on the Main Window of the Reservation screen. Before entering the subwindow, the renting location, pick up date, and vehicle class must have already been entered in the main window. An example of the subwindow is shown below:

OPTION: ____________ INSURANCE REPLACEMENTS 1 Code/Claim or PO# */* Ins Company * 2 Rate/Cls/Days/% */*/*/* 8 Policy Maxs */* 3 Insd Name/Policy#/ClaimTyp */*/* 14 Pct of Time * 4 Garage/Phone/Make */* 15 Pct of Miles* 5 Policy Info * 9 Loss Date/Adj# */* 6 Adjuster * 10 Day * 11 Week * 7 Repair Order# * 12 Month * 13 XDay *

Enter data as follows:

1a. CODE	Enter the Customer Number of the insurance company authorizing the voucher. To search the Customer File from this field, press Shift F7. EXAMPLE: Type AAAS01 (/) The name of the insurance company will display in the field to the right. User tip: When the customer record for the insurance company is set up with a CDPID number, the CDPID is added to the RA.
1b. CLAIM # OR PO#	Enter up to 20 alphanumeric characters to indicate the claim number or purchase order number related to this rental. EXAMPLE: Type 87-748-DJ-070492 (RET)
2a. RATE	Enter up to 5 characters representing the Rate Product Code for the insurance voucher. A default rate code from the insurance company's Customer record may automatically display in this field. EXAMPLE: Type INS(/) NOTE: For Hertz US licensees, If the insurance company's customer record has a CDPID# or if a CDPID# was manually entered on the RA, the insurance rate is not selected until the Insured/Claimant question (Field 3c) is answered. (The rate can vary for HLE rentals with a CDPID number based on whether the renter is the claimant or the insured.)
2b. CLASS	Enter the Vehicle Class Code of the vehicle the insurance company is willing to pay for. The combination of Rate Product Code and Rate Class Code entered in Fields 2a and 2b should produce the daily rate the insurance company is willing to pay. EXAMPLE: Type CCAR (/)
2c. DAYS	Enter the maximum number of days the insurance company has authorized. EXAMPLE: Type 5 (RET) After pressing (RET), the rates will display in Fields 10 –13. These rates may be edited; see the instructions later on in this chapter. User tips: 1. The system can be configured to require that the number of days on the RA cannot exceed the number of days authorized by the insurance voucher. To have this configuration set up, contact Thermeon’s Customer Support Dept. 2. When the number of days entered on the voucher is longer than the number of days on the rental (difference between the opening date and return date), note that the return date is automatically changed. (The voucher days are added to the opening date.) 3. When the length of a RA is restricted in the "max days" (maximum days) field of the location record, the days on the voucher can override the maximum. For example, if the maximum is set at 30 days and the voucher is for 35 days, the return date can be more than 30 days from the opening date.
2d. %	Leave this field blank. The fields for T&K Percentage vouchers is fields 14 and 15.

3a. INSURED NAME	Enter the insured's name or other reference to this insurance transaction. This field accepts up to 30 alphanumeric characters. EXAMPLE: Type JAMES DONELLY (RET)
3b. POLICY#	Enter up to 15 alphanumeric characters to indicate the policy number under which the claim is being made. EXAMPLE: Type 3646745722 (RET)
3c. CLAIM TYPE	Enter: I = Renter is insured party. C = Renter is claimant against the insured. EXAMPLE: Type I: (RET) User tip: A field in the Edit Miscellaneous Control Fields program is used to define whether or not this is a required field. And a field in the Location record can be used to set a default entry for this field.
4a. GARAGE	Enter up to 20 alphanumeric characters to indicate the location at which the renter's vehicle is being repaired, or use the Shift F7 keys to access a search of repair garages already set up in the Vendor File. If a garage is selected using the search, the name and phone number from its Vendor record will be entered here. EXAMPLE: Type CENTRAL AUTO BODY (RET)
4b. MAKE	Enter up to 15 alphanumeric characters to indicate the make and/or model and year of the renter's vehicle that is being repaired. EXAMPLE: Type BLUE FORD FOCUS
5. POLICY INFO	Enter up to 20 alphanumeric characters regarding the limits or other information about the policy. EXAMPLE: Type 30 DAYS; $900 MAX
6. ADJUSTER	If the logic to validate adjusters is turned on, skip this field and use Field 9b to enter an Adjuster or search for an Adjuster. Once the adjuster number is entered in Field 9b, the name will fill into this field automatically. If the logic to validate adjusters is not turned on, enter up to 30 alphanumeric characters to indicate the name (or name and phone number) of the adjuster authorizing the billing. The data entered in this field will also display in Field 13, Contact, in the Main Window. New adjusters entered here are NOT added to the Customer File. To add an adjuster to the Customer File, use the Customer File Maintenance program. EXAMPLE: Type MARY SHAW
7. REPAIR ORDER #	If a Repair Order number applies to this contract, enter it in this field. EXAMPLE: Type 345678 (RET)
INS COMPANY	This field displays the name of the insurance company whose code was entered into Field 1a.
8. POLICY MAXS	An amount entered in this field represents the maximum amount that will be charged to the insurance company. If the contract has charges beyond this amount, they will be the responsibility of the renter. EXAMPLE: Type 900.00 (RET) When the policy max less than the authorized days at the authorized rate, the following message displays when exiting the subwindow: TOTAL EXCEEDS POLICY MAXIMUM CONTINUE? (Y/N) User tip: To add a policy max to a RA after the insurance voucher has been saved, enter the insurance customer number in Field 1 of the I subwindow, press (RET). Then enter the policy max amount in this field. Save the RA.
	The field after the amount entered is used to display the date through which the insurance voucher authorization is valid.
9a. LOSS DATE	Using the selected date format, enter the date of loss. EXAMPLE: Type 041008 (RET) Note: The Date of Loss field can be designated a required field. If you wish to make it so, contact Thermeon's Customer Support Dept.
9b. ADJUSTER #	Enter the Adjuster’s number or use Shift/F7 to access a search of Adjusters set up in the Customer File. If an adjuster is selected using the search, the number will be entered here and the name of the Adjuster will be entered in Field 6. If the Adjuster does not have a record in the Customer File, a number cannot be entered in this field. Rather, the Adjuster needs to be added using the Customer File Maintenance program. If the "Require Adjuster Flag" is turned on in the Edit Misc. Control File, an existing number from an Adjuster-type customer in the Customer File must be used. Furthermore, if this field is skipped, upon pressing "F1" to save the reservation, the following message will display: ADJUSTER NUMBER MISSING IN "I" SUBWINDOW EXAMPLE: Type AAAF09 (RET)
FIELDS 10. – 13.	Fields 10 –13 display the daily, weekly, monthly, and extra day or tiered rates associated with the rate code and class entered in Fields 2a and 2b. If needed, these rates can be edited by simply typing the new rate in the correct field. Enter the exact rate that the insurance company has authorized. Note that when multiple vouchers are created for the same insurance company, the same rate applies to all of their vouchers.
14. PERCENT OF TIME	In whole numbers (no decimals), enter the percentage of the Time charges that are to be invoiced to the insurance company for the voucher period. The renter is responsible for 100% of the days beyond the voucher period. EXAMPLE: 75 (RET)
15. PERCENT OF MILES	In whole numbers (no decimals), enter the percentage of the Mileage charges that are to be invoiced to the insurance company. There is no proration of miles between the voucher period and any out of voucher days. This percent is applied to the total mileage charge. EXAMPLE: 75 (RET)

The completed subwindow will look like this:

OPTION: ____________ INSURANCE VOUCHERS 1 Code/Claim or PO# AAAS01/87-748-DJ-0704 Ins Company AAA INSURANCE 2 Rate/Cls/Days/% INS/CCAR/5/* 8 Policy Maxs 900.00 Insd Name/Policy# JAMES DONELLY/3646745722 14 Pct of Time 75 4 Garage/Phone/Make CENTRAL AUTO BODY/BLUE MSTG 15 Pct of Miles50 5 Policy Info 30 DAYS AT $30 PER DAY 9 Loss Date/Adj# 04-10-08/AAF09 6 Adjuster MARY SHAW 10 Day 30.00 11 Week * 7 Repair Order # 345678 12 Month * 12 Xday *

MAIN WINDOW

5b. RATE	Enter up to 5 characters representing the rental Rate Code that will be used for the contract. Although Rate Codes can have up to 12 characters, for rates that are used in insurance logic RAs, the retail rate and the insurance rate are limited to 5 characters. A default customer rate from the insurance company's customer record may automatically display in this field. If the rate code was loaded from the insurance company's CDPID number, it is not editable. If an attempt is made to change the rate, the following message displays: RATE CANNOT BE CHANGED ON THIS CDPID Use the following rules to select a proper rate code. If the daily rate that will be billed to the insurance company will fully satisfy the Time charges once this reservation becomes an RA, then the code entered in this field should either be the same as was entered into the Insurance Subwindow, or it should have the same daily rate. If the insurance company will not pay for the full daily charges, entering a rate code which has a greater daily rate will cause the difference between the two rates to be billed to the driver/renter. It is this concept that allows an upgrade on a replacement rental. The rate code entered here will always be the rate charged to the customer for any days beyond the period authorized by the insurance company. EXAMPLE: Type 1INS (RET)
13. LOCAL CONTACT	This is the same field as Field #6 in the Insurance Subwindow. The most recent entry in either of these fields replaces any previous entry.
A SUBWINDOW (RATES) A T&K percentage insurance voucher causes rates in the A Subwindow to display the same as they do on a retail RA. When all data has been entered, press "F1" to save the reservation B. INSURANCE RESERVATIONS WITH INCOMPLETE INFORMATION. In the Insurance Subwindow all data fields on the first two lines are required to enter a complete insurance voucher. If some of the required information is missing, there are 2 ways to handle the reservation. Option 1: Do not enter anything in the I Subwindow. Instead, enter the available information in the Main Window by using the following fields:
9a. NOTES	In the notes field enter any miscellaneous comments concerning the insurance company, rate, class limitations, etc. EXAMPLE: Type INS RTL; AAA; CLS CCAR (RET)
13. CONTACT	Enter up to 25 alphanumeric characters to indicate the phone number and name of the adjuster handling this claim. EXAMPLE: Type MARY SHAW 555-1111 (RET)

If the above fields are not adequate, use the Notes Subwindow to enter additional information. See the chapter on General Data Entry Instructions for details on the Notes Subwindow.

Option 2: Create an Incomplete Voucher.

In certain circumstances, the number of days for which the insurance company will authorize the rental is unknown when creating the insurance voucher. If the "Days" field (Field 2c) is left blank, an incomplete voucher is created. To create a Incomplete Voucher, the only required fields are Customer Code for the insurance company in Field 1a and the Adjuster in Field 6. NOTE: Fields in the Edit Misc. Control Fields record are used to control whether or not incomplete vouchers are allowed.

Because the information is incomplete, it is not reflected when an Estimate is done with "F8".

Once the information to complete the voucher is known, use either the I Subwindow (Res, Open or Close) or the Edit Voucher program to complete the voucher. See the section on "Incomplete Vouchers" later on in this chapter for more information.

C. OPENING RENTAL AGREEMENTS.

Opening an insurance replacement rental is similar to creating a reservation for one and, thus, involves unique data entry to fields on both the Main Window and the Insurance Subwindow. In general, the instructions given above for Reservations for the I Subwindow and Main Window should be followed. Only the differences will be discussed here.

1. RA from a Reservation with an insurance voucher

If an insurance voucher was created as part of a reservation, when the reservation is pulled to the RA Open screen, the following message will display:

VCHR ON RES

Check the information on the voucher in the I Subwindow. If the information needs correcting, editing must be done through the Edit Voucher program.

2. Rental Agreement without an insurance voucher on a reservation.

Refer to the instructions earlier in this chapter on insurance vouchers on Reservations.

When a unique range of RA numbers for insurance rentals is defined in Edit Next RA Ranges, RAs with an insurance voucher are assigned a contract number from the Insurance RA number range.

If a contract is opened as a retail RA and at a later time an attempt is made to add an insurance voucher to it, CARS+ prevents the addition of the voucher and the following message will display:

RA MUST BE VOIDED AND RA BATCH OPENED

This is done in order for a number from the insurance RA number range to be assigned to the contract.

D. MORE THAN ONE AUTHORIZING PARTY.

This type of insurance voucher does not support more than one voucher party on a rental.

E. PREPRINTING RAs.

Some insurance replacement rentals require that the rental car be delivered to the renter/driver. In these cases, it is often desirable to preprint a RA which will be taken on the delivery and completed by hand in the presence of the customer. RAs can be preprinted whether or not there is a reservation for the rental.

1. Preprinting from a Reservation can be done on the RA Open Screen. See details about preprinting in the chapter on RA Open.

2. Preprinting without a reservation can be done on the Batch RA Open Screen. See details in the chapter on Batch RA Open.

F. EXTENDING THE AUTHORIZED PERIOD OF THE RENTAL.

When an insurance company authorizes an extension on a rental, the following steps should be taken:

1. Pull the RA back up on the RA Open screen and change the return date and time in Field 11 of the Main Window.

2. In the I Subwindow enter an additional insurance voucher. Enter data as follows:

CODE - Use same Customer number that was used on the original voucher generated for this insurance company.

CLAIM# - If the individual authorizing the extension is not the original adjuster, enter the name of the authorizing individual. Otherwise, re-enter the Claim number or PO number.

RATE/CLASS - Enter the same rate code and class code that were used on the original voucher. Note: The rate MUST be the same for all authorizations issued by the same party.

DAYS - Enter the number of ADDITIONAL days that have been authorized.

3. After all data has been entered, re-save the RA. The Deposit/Payment file will contain a record for each extension as well as the original authorization.

User tip: When multiple vouchers are entered for the same Insurance Company, the rate and class from only the first voucher is stored by CARS+. Additional vouchers for the same Insurance Company increase the number of days authorized and must be at the same rate. If the rate is changed on one voucher, it will be changed on all vouchers authorized by the same party.

J. CLOSING RENTAL AGREEMENTS.

Insurance rentals are closed in much the same way as all other RAs. After pulling an insurance RA onto the Close screen, one of the following messages will appear:

INSURANCE VOUCHER IN EFFECT. PRESS RETURN TO CONTINUE

MULTIPLE INSURANCE VOUCHERS FOUND. PRESS RETURN TO CONTINUE

INCOMPLETE VOUCHER FOUND. DO YOU WISH TO COMPLETE IT? (Y/N)

INCOMPLETE VOUCHER MUST BE COMPLETED BEFORE SAVING

These messages are designed to inform the agent that insurance vouchers will be part of the calculations. (The incomplete voucher messages are addressed later in this chapter in the section on Incomplete Vouchers.)

1. Rules for Calculating Voucher Amount.

• The calculated quantity (days) for the voucher will never exceed the days authorized by the insurance vouchers.
• For all vouchers entered, the system will add the days authorized in each voucher to determine total authorized days. If the total number of rental days is less than the total authorized days, the vouchers are used in their order of entry.
  
  Example: A voucher is added to a RA for an insurance company that authorizes 3 days. A second voucher is added to the RA for a body shop that authorizes 2 days. If the contract closes on the 4th day, the insurance company voucher would be calculated for 3 days; the body shop for 1 day (because the body shop voucher was the second one added to the RA.)
  If the vehicle is returned in 2 days, the insurance company will be invoiced only for the rental days used.
• Incomplete vouchers are ignored when calculating the RA charges.
• The total amount to be invoiced to the insurance company will not exceed the Policy Maximum if specified.

5. Using the Insurance Sub-windows on the RA Close Screen

Similar to the RA Open and Reservations screens, the Create Insurance Company Subwindow and the Insurance Subwindow can be accessed from the RA Close screen. If an insurance company was inadvertently omitted from being entered on the RA Open screen, the company can be created from the RA Close screen. In addition, insurance vouchers can be created from the RA Close screen, and incomplete vouchers can be completed.

6. Closing RAs with an Incomplete Vouchers

Incomplete vouchers are ignored at the time of Close. Therefore, the renter is held responsible for any charges not covered by completed vouchers.

RAs with Incomplete Vouchers do NOT appear in the Closed RA section of the DBR. They are not eligible for posting or invoicing until the voucher is either deleted or completed.

10. Adding other items to the Insurance Company’s portion of the RA.

Normally, the items included in the insurance voucher are identified in the Option pop-up window. If for some reason an additional item needs to be included in the insurance company’s portion of the rental, the Payments subwindow can be used.

In the Payment Subwindow, enter data as follows:

AMOUNT - Enter the amount of the additional charges.

EXAMPLE: Type 15.00 (RET)

FOP - Enter the Customer Number of the insurance company to be invoiced.

EXAMPLE: Type AAA (RET).

OPTION: D________ BATCH RA CLOSE #S3711050 1 Miles/Fuel/Chg 24043/8/*/L 5 Empl/Drw AMM/1 Total T&M 13.75 6 Notes * Total Non-T&M * FOP MC XXXXXXXXXXXX7778 12-15 2 Discount * 7 Date/Time 04-01-10/1200 3 Tax/Surcharge 3.54 A-T&M Charges name:GORHAM Subtotal-1 17.29 C-Option Charges date:03-30-10 1800 Less Dep/Reimb * D-Payments odom: 23700 8 Less Payments 17.29 E-Other Charges veh#:001816 4 Change Back * F-RA Open Bill-To: Balance * O-Other Windows N-Notes OPTION: __ PAYMENTS Amount/FOP/#/Exp/Settled Auth#/Amt/PmtDate/Time/Drw Curr Code/Frgn Amt 1 15.00/AAA/*/*/* 2 */*/*/*/* 3 */* 4 2.29/CA/CASH//*/* 5 */*/*/*/* 6 */* 7 */*/*/*/* 8 */*/*/*/* 9 */* 10 */*/*/*/* 11 */*/*/*/* 12 */* F2 NEXT 4 F4 PREV 4

The amount entered here as a "payment" will be added to the value of the voucher and will post as a single combined receivable amount.

K. ERROR MESSAGES.

If a separate range of RA numbers for insurance rentals is designated fin the Edit Location File, the following message appears when, after opening and saving a non-insurance contract, an attempt Is made to add an insurance voucher to the RA.

RA MUST BE VOIDED AND NEW INS RENTAL BATCH OPENED

L. SUMMARY OF INCOMPLETE VOUCHER FEATURE

As mentioned in the Set Up section above, two fields in the Edit Miscellaneous Control File control the use of Incomplete Vouchers.

An incomplete voucher can be used when the number of days the insurance company will authorize is undetermined. At the time they are created, Field 2c (Days) in the I subwindow is left blank.

Incomplete vouchers can be added to a contract using the I subwindow from either the Reservation, Open RA, or Close RA programs.

The Estimate (F8) feature on the Reservation and RA Open screens ignores incomplete vouchers.

The "Prevent Close" field in the G subwindow of the RA Open screen is used to designate a contract with an incomplete voucher. The letter "I" is entered automatically in this field when an incomplete voucher is added to a contract. It is removed only when the voucher is either completed or deleted.

• Incomplete vouchers may be either completed using either the I Subwindow or the Edit Voucher program.
• Incomplete vouchers must be deleted using the Edit Voucher program.

When loading an RA with an incomplete voucher to the screen (Open or Close), the following message is displayed:

INCOMPLETE VOUCHER FOUND. DO YOU WISH TO COMPLETE IT? (Y/N)

CARS+ can be configured to either allow or prevent closing an RA with an incomplete voucher. If the system is configured to prevent closing an RA, the following message will display on RA Close program when attempting to save:

INCOMPLETE VOUCHER MUST BE COMPLETED BEFORE SAVING

If incomplete vouchers are allowed, they are ignored when calculations are made on the RA Close screen. Therefore, all charges not covered in completed vouchers are assumed to be due by the renter.

Payments taken from the renter at the time of Close are considered "deposits" rather than "payments" in the Deposit/Payment File. Therefore, they will appear on the closing day's Drawer Balance Report and DBR under the Deposits section in order to balance the day's receipts.

RAs with incomplete vouchers do NOT appear on the Operations DBR or the Accounting DBR in the RAs Closed section. RAs with incomplete vouchers are NOT eligible for posting.

Contracts with incomplete vouchers are ignored by the Insurance Invoicing program.

Use the Insurance Follow-Up Report on a daily basis to check for RAs with incomplete vouchers.

RAs with incomplete vouchers are listed on the Accrual Report (shown as Type 4).

When an incomplete voucher is completed or deleted, the closing DBR date of the RA is changed to the current day.

M. OVERVIEW FOR EDITING INSURANCE VOUCHERS

Use the I Subwindow of the Reservations, RA Open or RA Close program to do the following:

• Complete an incomplete voucher
• Add an extension to the number of days authorized
• Edit non-voucher-specific information such as garage, make, model, etc.

Use the Edit Voucher program to do the following:

• Delete a voucher
• Delete or edit the number of days on an extension
• Complete an incomplete voucher
• Edit existing voucher information (rates, FOP, Voucher (Policy) Max., etc.)
• Correct or complete a voucher that does not post.

VI. BACK OFFICE INSTRUCTIONS

A. Daily Business Report

1. Insurance Vouchers and the Operations DBR.

T&M charges generated by insurance vouchers are included with all other forms of T&M on the Operations DBR.

Remember that closed contracts with Pending vouchers are not included in the Close RA section on the Operations DBR. However, payments taken from the renter at close will appear in the Deposits section of the DBR.

2. Insurance Vouchers and the Accounting DBR.

Insurance vouchers also appear on the Accounting DBR; however, they are separated from other T&M revenue as follows:

The column titled Whlsale shows the total receivable (Time + sales tax), due from the insurance company.

The columns titled Time and Mileage show the revenue earned on all non-insurance rentals.

Payments from the renter and the insurance voucher are shown on the PAID row.
Multiple insurance vouchers for the same insurance company appear as a single voucher equal to the full receivable amount.

In addition to appearing as a payment FOP, Insurance vouchers will also appear on the Accounting DBR in the following ways:

Included in the Wholesale line in the Sales/Receipts Cross Check section.

Sub-totaled by insurance co. in the FOP summary section.

Remember that closed contracts with Pending Vouchers are not included in the Close RA section on the Accounting DBR. However, payments taken from the renter at close will appear in the Deposits section of the DBR.

Vouchers that do not post can be corrected in the Edit Voucher program where the user can manually enter or correct the missing data.

B. DBR Posting

As stated earlier, insurance vouchers are handled as Type B FOPs. Therefore, when a DBR is posted, each individual voucher will be posted to the appropriate customer account in the A/R Open Item File. When vouchers which include sales tax, options, or other items are posted to the A/R Distribution File, the posting program will distribute the items to the appropriate G/L accounts.

C. Invoicing Insurance Companies.

The Insurance Invoicing program prints a billing invoice for each insurance logic rental summarizing the rental charges and showing the claim number, policy number, renter information, etc.

One invoice is printed for each insurance rental. When a RA has multiple insurance vouchers for the same insurance company due to extensions, the invoice consolidates the vouchers on a single invoice. If the contract has insurance vouchers for different insurance companies, a separate voucher is printed for each company.

D. Insurance Follow-up Report

This report is used as a guide for requesting extensions from insurance companies on insurance replacement rentals. Insurance RAs with vouchers expiring between the date range selected are sorted by the insurance company and adjuster handling the claim. The report can include incomplete vouchers or be requested for only those RAs with incomplete vouchers.

E. Vehicles Due In Report

This report can be run in different modes:

Include insurance logic RAs
Exclude insurance logic RAS
List only insurance logic RAs

F. Adjuster Revenue Report

This report shows the volume of business for individual adjusters and insurance companies. The term "insurance companies" applies to any customer for which insurance logic is used. This can include dealerships and body shops in some cases.