One of the many advantages of an automated system is the ability to rapidly find previously stored data. Such as:
A repeat customer by their Driver's License number
The most recent rental of a particular vehicle
Searchable rates
Reservations for a future date
Plus hundreds of other queries
Within CARS+ this is usually done through a "Search" program.
Requesting a file searched can be done in one of the following ways:
Automatic File Search
On some screens, in the course of entering data the system will automatically execute a search of a file. An example is the RA Open screen. After entering a customer's name, the system automatically searches the Reservation File for open reservations with a matching name.
Requested File Search
On many screens, pressing the "F6" function key when the cursor is at the "OPTION:" field allows the file associated with that screen to be searched. For example, pressing F6 from the Option Field of the Vehicle Inventory Control screen will call the search of the Vehicle File.
On Windowed screens, pressing from the Option Field "F6" will display in the sub-window area a list of all the files that can be searched from within this program. Keying in the letter associated with the file you desire to search will then initiate the search program.
Finally, pressing Shifted-F7 while the cursor is in a data field will often call the search of the file that is associated with that field. For example pressing Shifted-F7 from the Rate Code field of the Reservation screen will call the search of the Rental Rate file. NOTE: This feature does not work on all fields of all screens.
Customized File Searches
The Customer search and Vehicle search can be changed in order to be more useful to an operation. Use the programs Configure Customer Search or Configure Vehicle Search to customized the searches.
In most cases, the search screen will be displayed without data records. The user has the opportunity to designate how the file is to be searched. The example below shows a completed search of the Vehicle File by Vehicle number.
| OPTION: __ VEHICLE FILE SEARCH F1=Class F2=Veh# F3=License F4=VinLst8 F5=OwnLoc F7=Stat: A F8=CurLoc: TUS Veh# License Class Model Type Color Odom OwnLoc CurLoc Lt Stall St 1 134019 D186SP31220 ECAR FIESTA 4DR BLUE 18021 TUS TUS H56 1 A 2 144007 D037NK EBAR 500 GREY 27944 TUS TUS H69 3 A 3 243006 D361KZ1020 CCAR FOCUS 4DR WHITE 20530 TUS TUS J64 B1 A 4 244006 D094SR0502 CCAR VERSA 4DR BLACK 15544 TUS TUS H61 7 A 5 244032 D345SR ECAR ACCENT 4DR RED 25755 TUS TUS H71 B2 A 6 254009 D438UN CCAR VERSA SL SILVE 6647 TUS TUS J45 16 A 7 254018 D601UN CCAR VERSA SL BLUE 4911 TUS TUS J62 20 A 8 254044 D414UP CCAR FOCUS 4DRHAT DK.BL 4464 TUS TUS J56 2 A PRESS RETURN TO CONTINUE |
The following techniques are typical of all search screens. Features that are unique to each individual search program will be discussed later in this chapter under each individual program.
On entering a search screen the cursor will be at the "OPTION:" field. At the top of the window will be function key prompts defining the various sort sequences available. In the example above, vehicles can be searched for and displayed in the following sort orders:
F1 = Vehicle Class.
F2 = Vehicle Inventory Number.
F3 = License Plate Number.
F4 = The last 8 characters of the VIN#.
F5 = Owning Location.
To select a sort sequence, simply press the assigned function key. The column heading related to the sort will be highlighted.
After selecting a sort, the system will prompt you for a starting point for the search. If you are searching by Vehicle Number, you may enter a beginning number or press RET to begin with the lowest number.
Search programs can behave in one of two ways as far as the Starting point:
Exact Match Searches: Searches of this kind only return records which exactly match the characters entered as the starting value. For example, the search of Credit Cards will only return records where the credit card number exactly matched the value requested.
Beginning With Searches: Most searches will do a "beginning with" search. They start with the value requested and continue on with the next records in order by the sort requested. For example, on the Vehicle File search illustrated, pressing the function key F2 and then entering the starting Vehicle number "134019" would produce the display shown.
Note: In many sort options, such as by customer name, a special kind of starting point is allowed. By typing one or just a few characters of the customer's name, the system will search for all data names whose first characters match those entered.
Certain searches can have additional selection criteria that will restrict (filter) the scope of the search. In the example below, these selection parameters are controlled by the "F7" and "F8" function keys.
| OPTION: __ VEHICLE FILE SEARCH F1=Class F2=Veh# F3=License F4=VinLst8 F5=OwnLoc F7=Stat: A F8=CurLoc: TUS Veh# License Class Model Type Color Odom OwnLoc CurLoc Lt Stall St 1 134019 D186SP31220 ECAR FIESTA 4DR BLUE 18021 TUS TUS 1 000001 A 2 144007 D037NK EBAR 500 GREY 27944 TUS TUS 1 000003 A 3 243006 D361KZ1020 CCAR FOCUS 4DR WHITE 20530 TUS TUS 2 A 4 244006 D094SR0502 CCAR VERSA 4DR BLACK 15544 TUS TUS 2 A 5 244032 D345SR ECAR ACCENT 4DR RED 25755 TUS TUS 2 A 6 254009 D438UN CCAR VERSA SL SILVE 6647 TUS TUS 1 000016 A 7 254018 D601UN CCAR VERSA SL BLUE 4911 TUS TUS 1 000020 A 8 254044 D414UP CCAR FOCUS 4DRHAT DK.BL 4464 TUS TUS 2 A PRESS RETURN TO CONTINUE |
In the search illustrated above, regardless of what sort option is chosen (Function Keys F1 through F5), the search will only display those vehicles whose current status is A = Available (F7) and are currently assigned to location TUS (F8). Function keys that restrict the scope of the search are usually followed by a colon and a default value. The default values can be changed by simply pressing the appropriate function key and entering a new parameter. As an example, to change the search to display vehicles at all locations currently in the Repair status (R), press “F7” and type R(RET). Then press “F8” and type ALL (RET). Function keys that restrict or filter a search will NOT start a search, a sort function must be typed to start the search. Therefore, after setting the restriction, use the F1 through F5 keys to determine how the data should be sorted and displayed.
Function keys without a colon are used to “start at” a particular place in the file. For example if you used F1 for Class and started at “C”, after all the “C” class vehicles display, the search will continue into the next class. (Class codes are sorted alphanumerically.)
If there are more records than can be displayed on a single screen, you will be prompted to press RET (RETURN) to continue.
CARS+ allows you to select a displayed record and load pertinent data into the screen from which the search was called. For example, when opening a RA, and searching for an available car, selecting a displayed unit will cause the vehicle, it's Class, current odometer and gas tank readings to be loaded into the RA Open screen. To select a record from a search screen, simply enter its line number into the subwindow "OPTION:" Field. Entering 3 (RET) in the illustrated search will select the low mileage Mercury Lynx and paste it into the RA Open screen.
To exit a search screen without selecting a record, press ESC when at "OPTION:".
The automatic searches of the Reservation and Customer Files on the RA Open screen behave slightly different in order to maximize their speed and efficiency. Because these two files are generally the largest on your system searching by common names such as "Smith" can be very time consuming. As a result, the following special rules apply to automatic searches by customer name.
Typing the beginning letters of a customer's last name starts a search of all
customers whose last name begins with those letters.
EXAMPLE 1: SMIT/ (RET)
Typing the complete last name will trigger a search for an exact match of the name entered.
EXAMPLE 2: SMITH/ (RET)
Typing the complete last name followed by the first initial restricts the search for customers the same last name and first initial.
EXAMPLE 3: SMITH/R (RET)
Typing the complete last and first name triggers the most restrictive and thus
quickest search. Adding a middle name or initial does NOT further restrict the range of a search.
EXAMPLE 4: SMITH/ROBERT (RET)
Using the following customer file, each of the above examples would produce the following results.
Customer Name
==================================
SMIT, JOSEPH
SMITH, ADAM
SMITH, BOB
SMITH, ERIC
SMITH, ROBERT
SMITH, ROBERTA
SMITH, ROBIN
SMITHSON, JAMES
SMITZ, SUSAN G.
SMITZ, SUSAN K.
A search for "SMIT" would produce a list of all the names listed above.
A search for "SMITH" would find the 6 Smiths in the file plus James Smithson.
A search for "SMITH/R" would produce a list made up of Robert Smith, Roberta Smith and Robin Smith.
A search for "SMITH/ROBERT" would list both Robert Smith and Roberta Smith. It should be noted that this search would miss Bob Smith even though Bob is a shortened version of Robert.
Searching for "SMITZ/SUSAN K. would result in a list of both Susan G. Smitz and Susan K. Smitz because the middle name is not used to restrict searches.
Many CARS+ reports and searches allow you to select a range of items and to specify the order in which they appear. These selections and sorts are governed by the following rules concerning alphanumeric sorts.
Fields which accept only numerical characters are always handled in numerical order. The numeric values are right justified and padded with leading zeros. For example, the value “123” is stored in a 6 character field as 000123.
Some fields will accept both numeric and alphabetic characters. This is called an alphanumeric field. To the computer, each of these characters has a special "value". For example:
Space Low Value
0 - 9 Higher Values
A - Z Highest Values
All data fields are sorted by the relative value of each character starting from the left. Sample data in a 6 character field is sorted as follows (remember that trailing spaces have a "value" to the computer):
000001
000156
123456
20
200
21
210
22
300
3AAA
3ABZ
A
A2AA
A2AAAA
AB
ZABC
In the above illustration, numeric characters are handled the same as alpha characters. For example, the value 000001 was entered by typing all of the leading zeros and then the number 1. The value 20 was entered by typing 2 and zero.
Special alphanumeric fields are found in some CARS+ files. Examples are, Customer Reservation, Vendor and Vehicle ID numbers. In these fields, entry of all numeric characters causes immediate right justification with leading zeros. The reformatted entry is immediately displayed.
The following searches are available (click on the search name to go directly to the discussion of that search):
1. Purpose:
This search is used to find records for Insurance Company Claim Adjusters that are already on file when doing an insurance replacement rental.
2. The Adjuster file can be searched from:
3. The screen will look as follows:
| OPTION: _ ADJUSTER SEARCH F1=NAME F2=ADJ# F3=Company: F4=City: Adj# Name Company City 1 123456 SMITH/JAMES STATE FARM INS LOS ANGELES |
4. The following search/sorts are available:
In addition, the search can be restricted to just customers with:
- a single Insurance Company, by the use the the F3 function key.
- a single city in their address, by the use of the F4 function key.
5. Unique Features of the Adjuster File Search
Insurance Claim adjusters are in fact records in the Customer File with Customer Type "ADJ".
1. Purpose:
This search is used to find the Corporate Discount ID code for a company so as to apply that company's corporate rate, discounts and privileges to a transaction.
2. The CDPID file can be searched from:
3. The screen will look as follows:
| OPTION: _ COMPANY SEARCH F1=COMPANY NAME F2=CDPID# Company Name CDPID # Contract # Mod Date 1 IBM 1234567890 1 11-12-11 2 INTERNATIONAL BUSINESS MACH 1234567890 1 11-30-11 |
4. The following search/sorts are available:
5. Unique Features of the CDPID File Search
More than one company name can be associated with a single CDPID number. For example, in the screen illustrated above, both the company names IBM and INTERNATIONAL BUSINESS MACHINES are linked to CDPID# 1234567890.
Selecting a CDPID# from a search will not only add the code to the transaction but will apply the rates, discounts and privileges associated with that company to the transaction.
1. Purpose:
Often the standard CDPID (described in the previous search) is related to a national or international brand (Hertz Number 1 Club, Dollar Fastlane Program, etc.). A local CDPID is a similar feature that the individual car rental operation sets up with it's local accounts. This search finds these codes and applies them to a transaction.
2. The Local CDPID file can be searched from:
3. The screen will look as follows:
| OPTION: _ SEARCH LOCAL CDPID F1=NAME F2=CDPID# F3= Old CDPID# Ln CDPID Address St Company Name 1 IBM001 300 TECHNOLOGY WAY CA IBM |
4. The following search/sorts are available:
5. Unique Features of the Local CDPID File Search
Unlike the CDPID records which are searched by the Standard CDPID Search described above, Local CDOPIDs can have more than one rental rate associated with the account. If only a single rate is assigned to a Local CDPID account, selecting the company name will like the standard CDPID apply the CDPID #, assigned rate and privileges to the transaction. But if more than one rate is available, after the company is selected on the screen displayed above, a second screen is displayed with the various rates that are available for that account. That screen will appear as follows:
OPTION: _ CT CORP RATES
F1=Restart
Ln Rate Description KM/Day KM/month Unlimited
1 IBM01 IBM SHORT TERM RENTALS Y
2 IBM02 IBM LONG TERM RENTALS 100 1000 N
Selecting a rate will add the local CDPID # to the transaction along with the selected rate with it's discounts and privileges. In another difference between Local CDPIDs and standard CDPIDs, if the local CDPID rate has a discount defined, rather than passing both the rate and the discount to the transaction, the discount is applied to the rates so that a discounted or net rate is added to the transaction.
1. Purpose:
This search shows the anticipated utilization for a Class of cars for dates in the future. It is designed to answer the question: "Will there be enough units available to accept this transaction?"
2. The Class Availability can be searched from:
3. The screen will look as follows:
| OPTION: CLASS AVAILABILITY F1=Start at Date F6=AMT/PCT: PCT F7=Class: E F8=Loc: TUS Cls Date %1. %2* 0000 0600 0800 0900 1100 1300 1500 1700 1900 E 07-28 85 110 72 72 76 84 84 80 80 80 80 E 07-29 85 110 80 80 88. 92. 88. 88. 88. 80 80 E 07-30 85 110 84 92. 100. 108. 112* 112* 108. 108. 96. E 07-31 85 110 96. 88. 92. 92. 92. 84 72 72 72 E 08-01 95 120 72 76 88 92 92 96. 96. 88 88 |
The following notes explain how to read the above illustration:
This search is for Class E cars at location TUS for the dates 07-28 through 08-01
The Level 1 warning will occur when anticipated utilization exceeds 85% and the Level 2 warning when utilization exceeds 110%.
On 7/28 between 8:00am and 8:59am, utilization increases from 72% to 76%.
On 7/29 between 8:00am and 8:59am, utilization passes the Level 1 percentage. Therefore, a period appears after the 88%.
On 7/30 between 11:00am and 12:59pm, utilization passes the Level 2 percentage. Therefore, an asterisk appears after the 112%.
Through use of the Change Warning Percentage program, the warning levels have been changed beginning on 8/01 to 95% and 120%.
Note that the high Level 2 warning percentage has been set over 100% to compensate for anticipated no-shows. For example, between 7/28 and 7/31 at least 10% of the reservations are expected to be no-shows.
4. The following function keys are available:
5. Unique Features of the Class Availability Search
The Class Availability search is part of the larger feature set called "The Planning Calendar". For a more complete description of this search and the other Planning Calendar features see Introduction to Fleet and Rate Planning and Class Availability Report.
1. Purpose:
This search is used to find previous customers by the credit card number they used.
2. The Credit Card search can be called from:
3. The screen will look as follows:
| OPTION: _ CREDIT CARD SEARCH F1=CC# F4=Type: ALL Cust# Name DL# CITY 1 123456 SMITH/STEVE A12255003 LOS ANGELES |
NOTE: BECAUSE OF PCI RESTRICTIONS THIS SEARCH IS NO LONGER AVAILABLE. (Cars+ NO LONGER STORES THE ENTIRE CREDIT CARD NUMBER.)
4. The following search/sorts are available:
In addition, the search can be restricted to a single Customer Type Code by the use of the F4 function key.
5. Unique Features of the Credit Card Search
As stated in the purpose above, this search is really a search for customers rather than a search for credit cards. If a line is selected on this search, it is the CUSTOMER that is placed in the transaction NOT their credit card.
NOTE: BECAUSE OF PCI RESTRICTIONS THIS SEARCH IS NO LONGER AVAILABLE.
1. Purpose:
This search is designed to find existing customers in the Customer File.
2. The Customer file can be searched from:
3. The screen will look as follows:
| OPTION: _ CUSTOMER SEARCH F1=NAME F2=CUST# F3=City: F4=Type: ALL F5=Lic#: F6=FF# Cust# Name City St Phone# DL# Type Date 1 123456 SMITH/STEVE LOS ANGELES CA 555-1212 A12255003 VIP 11-11-11 |
4. The following search/sorts are available:
EXAMPLE: Type AA/1234567890
In addition, the search can be restricted to just customers with:
- a single Customer Type Code, by the use the the F4 function key.
- a single city in their address, by the use of the F3 function key.
5. Unique Features of the Customer File Search
The Customer File search screen can be configured by the user to determine which fields within the customer record will appear on the screen. Refer to the chapter Configure Customer Search for details.
1. Purpose:
When an accident occurs or damage is discovered on a vehicle, a Damage Report is created for the event. This search looks at existing Damage Report records.
2. The Damage Report file can be searched from:
3. The screen will look as follows:
| OPTION: _ DAMAGE REPORT SEARCH F1=VEH # F2= LIC # F3=RA # F4=Accident Date F5=Followup Date F6=Status:ALL VEH#/LIC# Dmg Rpt# Dmg Date Repair Date RA# Cost Status 1 123456 00000001 11-01-11 TU002345 O |
4. The following search/sorts are available:
In addition:
The search can be restricted to reports that are Open ("O") or Closed {"C") by the use of the F6 Status Key.
5. Unique Features of the Customer File Search
Selecting a line number will pull the full record up on the Damage report Entry screen.
1. Purpose:
This search is designed to find deposits and payment records that have been previously taken.
2. The Deposit/Payment file can be searched from:
3. The screen will look as follows:
| OPTION: __ DEPOSIT/PAYMENT SEARCH (low intensity = posted) F1=RA# F2=Date(Unposted) F3=Date (Posted) F4=Res# F5=Cr Card # RA/Res# Date Time Loc Drw Empl Amount FOP Voucher# Type 1 M2000866 09-11-12 1630 SNA 2 RWC 98.07 VISA *4242*1153 D 2 M4000694 09-11-12 1654 SNA 4 JRD2 211.25 CA CASH P 3 M4000695 09-11-12 1654 SNA 4 JRD2 118.25 VISA 4200*1500 P 4 M4000609 09-11-12 1712 SNA 4 GEO 133.91 VISA *4211*1114 D 5 M2000867 09-11-12 1716 SNA 2 RWC MC *5454*8740 A 6 PC*00139 09-11-12 1757 SNA 2 RWC -40.00 CA CASH D |
Pressing the key "S" shifts the display showing the authorization data, as illustrated below:
| OPTION: __ DEPOSIT/PAYMENT SEARCH (low intensity = posted) F1=RA# F2=Date(Unposted) F3=Date (Posted) F4=Res# F5=Cr Card # RA/Res# Date Time Amount Voucher# Type Auth# Auth Amt 1 M2000866 09-11-12 1630 98.07 *4242*1153 D 107236 98 2 M4000694 09-11-12 1654 211.25 CASH P 3 M4000695 09-11-12 1654 118.25 4200*1500 P 03789310200502 250 4 M4000609 09-11-12 1712 133.91 *4211*1114 D 0851148844 150 5 M2000867 09-11-12 1716 *5454*8740 A 681192 508 6 PC*00139 09-11-12 1757 -40.00 CASH D |
5. Unique Features of the Deposit/Payment File Search
Credit Card Numbers are always masked on the Deposit/Payment File search for all users. (This screen will NOT respond to the unmasking command of Shift/F4).
When called from RA Open, if a credit card record is selected, the user will be prompted to enter their Employee Code and Password at the bottom of the screen. If the two are correct and the user has been granted unmasking privileges, a pop-up window will appear with the card number unmasked. The fact that it was unmasked and the employee involved along with the date and time will be recorded in the FOP Viewing file. Press RETURN to exit the pop-up and the search.
OPTION: __ DEPOSIT/PAYMENT SEARCH (low intensity = posted)
F1=RA# F2=Date(Unposted) F3=Date (Posted) F4=Res# F5=Cr Card #
__________________________________________
RA/Res# Da| FOP CC# Exp |Auth# Auth Amt
** | AX 312312312311004 12-12 | (Rte,Cls/Dys)
1 R3024563 08__________________________________________92929 87
2 R3024564 08-13-12 1027* 91.16 4100*9594 P 66949 300
3 R3024564 08-13-12 1030* -91.16 4100*9594 P
4 R3024565 08-13-12 1213 1200.00 3400*1004 D 18^ 1200
5 R3024575 08-13-12 1533 *5555*5455 A 4833410200502 10
6 **024575 08-13-12 1533 240.00 CASH D
Press RETURN to continue, S to shift display
Special Characters on the Search screen
- an asterisk "*" before the credit card number means that the card was read into the system by a card swipe device and was not manually typed into the system.
- an asterisk "*" after the date and time indicates that this record has been canceled out by an identical record on the same FOP but with the opposite sign (-/+).
- a caret "^" after the authorization number means that that number was manually keyed into the screen and did not come from the EDC process.
- Records that appear in bold have NOT been posted yet. Those that appear without boldness have been posted.
When called from the Edit Petty Cash screen, the search program is used to pull existing Petty Cash records back up onto the screen for editing. Only records with the leading characters "PC*" in the RA number field can be selected.
User tip: Because of PCI restrictions, the complete credit card number IS NOT stored anywhere in CARS+. After entry and saving, it is encrypted and stored in a separate encryption server. The only thing that is stored in CARS+ is the first four characters of the card, an asterisk "*" followed by the last four characters. The Deposit/Payment (Dep/Pay) file search when searching by credit card number will accept a full credit card number. But then the number is internally reformatted to the “First 4*Last 4” format and and that is what is used to read the Dep/Pay file for a match. For example, MasterCard # 5121123456781234 will be converted to 5121*1234 and a match will be sought. But 5121*1234 can match card 5121123456781234, but it will also match 51219999999991234 or 5121888888881234. In fact, one hundred million cards can have the same first and last four characters. Therefore, this type of search is NOT guaranteed to give the correct match on the first attempt. You must unmask the found card to determine if a match has been found.
1. Purpose:
This search is designed to list all known un-repaired damages on a vehicle (a damage record exists in the Vehicle History file without a Repair Date).
2. The Damage file can be searched from:
3. The screen will look as follows:
| OPTION: _ EXISTING DAMAGES F1=VEH # F2= LIC # FRONT FENDER DENT ON RIGHT HUB CAPS RIGHT FRONT HAS CRACK |
4. The following search/sorts are available:
5. Unique Features of the Existing Damage File Search
These records are not selectable. Data is displayed solely for information purposes.
1. Purpose:
This search is used to find the appropriate Code for Foreign Locations.
2. The Foreign Location search can be called from:
3. Features of this search:
Since foreign locations are stored in the Customer File, this search is really the Customer File search with the Customer Type restricted to just Type "F", (Foreign Locations). See the discussion above on the Customer File search. When selecting a location from this search, it will become the Return Location on the transaction being created.
1. Purpose:
CARS+ can be configured to assign or require a Form Number everytime a rental agreement is printed. This search lists printed RAs by their Form Number.
2. The Linked RAs search can be called from:
3. The screen will appear as follows:
| OPTION: _ FORMNO SEARCH F1=FORMNO F2=RA# Formno Stat RA Number Date Time Empl 1 00000001 O TU000001 11-15-11 0834 STEVE |
4. The following search/sorts are available:
1. Purpose:
This search is designed to find tour operators.
2. The IT File search can be called from:
3. The screen will appear as follows:
| OPTION: _ IT FILE SEARCH F1=IT# F2=Desc F3=Type: ALL IT# Description TF V IC Fop 1 ITACR ACR EURO ASISTENCA N Y N TOUR |
4. The following search/sorts are available:
In addition, through the use of the F3 function key the search can be restricted to records of a single type.
1. Purpose:
This search is designed to find Sundry Invoices that have been created for charges not related to a specific rental agreement.
2. The Invoice File search can be called from:
3. The screen will appear as follows:
| OPTION: _ INVOICE SEARCH F1=INV# F2=OKINV# F3=CUST# F4=NAME F5=PO# F6=DATE F7=LOC:ALL F8=POSTED B Invoice# Date Name PO# Loc Invc Total 1 00000001 11-11-11 SMITH/STEVE 00001 TUS 1000.00 |
4. The following search/sorts are available:
In addition, the search can be restricted by the following function keys:
- F7 = restricted to a single invoicing location
- F8 = restricted to a single posting status:
Y = only posted invoices
N = only unposted invoices
B = both posted and unposted invoices
1. Purpose:
On the types of RAs listed below, over time, RAs are closed and cloned to a new open RA. These "segments" of a rental are each linked together forming a "chain of rental agreements involving a single client with a single vehicle. This search displays the various segments (RAs) in this chain. The programs that create linked RAs are:
- Multiple Invoiced Rentals
- Longterm Rentals
- Leases
- Vehicle Exchanges (only when the system is configured to void and clone on exchanges)
2. The Linked RAs search can be called from:
| OPTION: _ LINKED RA SEARCH F1=RA # RA # OpenDate/Time Close Date/Time Revenue Exch/Link 1 TU00034 10-01-11/1200 11-01-11/1200 1800.00 TU000002 |
Exch/Link = the RA# that preceded this RA in the chain
4. The following search/sorts are available:
F1 = find by RA Number (an Extact Match search)
1. Purpose:
For operations with many rental locations, this search finds reservation locations by doing a partial character match on the Location name or code.
2. The Location search can be called from:
| OPTION: _ LOCATION SEARCH F1=Loc Code F2= Loc Name Code Name City Phone 1 TUS TUSTIN CITY TUSTIN 714-731-9191 |
3. The following search/sorts are available:
F1 = find by Location Code (a Beginning with search)
F2 = find by Location Name (a beginning with search)
1. Purpose:
CARS+ can record personal belongs that were left in rental units. This search lists those items that have been found.
2. The Lost and Found search can be called from:
3. The screen will appear as follows:
| OPTION: _ LOST AND FOUND SEARCH F1=Date F2=Vehicle F3=Location:TUS F4=Status: Ticket# Status Location Date Vehicle Desc 1 0000001 O TUS 11-11-11 123456 CANNON CAMERA |
4. The following search/sorts are available:
In addition, the search can be restricted as follows:
- F3 = restricted to a single reporting location.
- F4 = to a single Status:
blank = item is still on file
1 = item has been claimed by renter
2 = item was disposed of
1. Purpose:
To find existing Non-Revenue Tickets.
2. The Non-Rev search can be called from:
3. The screen will appear as follows:
| OPTION: _ NON_REV SEARCH F1=NREV# F2=NAME F3=VENDOR F4=LICENSE# F5=VEHICLE# NRev# Name Vendor Date Out Loc In Loc Stds License# 1 00000001 SMITH/STEVE 11-11-11 TUS SNA O 4ABC-123 |
4. The following search/sorts are available:
1. Purpose:
This search is designed to find previous rentals both open and closed.
2. The RA file can be searched from:
3. The screen will look as follows:
| OPTION: __ RA FILE SEARCH F1=NAME F2=RA# F3=VEH# F4=BILLTO# F5=STAT/DATE F6=LIC# F7=SORT/STARTDATE/ENDDATE St RA# Veh#/Name OpenDate Time OpnLo RetDate Time RetLoc 1 C DMG00001 102/SWEENEY,PHIL 03-15-12 0800 STL 03-25-12 0800 STL 2 C DMG00002 101/MAN,MARY 03-15-12 0915 STL 03-25-12 0930 STL 3 C DMG00003 109/LAM,LES 03-15-12 1000 STL 03-26-12 0900 STL 4 C DMG00004 107/LAM,STUART 03-25-12 0830 STL 03-28-12 0900 STL 5 C DMG00005 115/BENNETT,BETTY 03-25-12 0900 STL 03-28-12 0900 STL 6 C DMG00006 112/LAING,ED 03-25-12 1145 STL 03-28-12 1200 STL 7 C GEN00001 108/MAN,ANNE 03-27-12 0800 GEN 03-28-12 0800 GEN 8 C GEN00002 100/NEIMAN,HARRIET 03-28-12 0900 GEN 03-26-12 0900 GEN Press RETURN to continue, S to shift display |
Once a search is begun, use the "S" key to shift the display to view additional columns of data. This shifting can be repeated over and over. See the example below:
| OPTION: __ RA FILE SEARCH F1=NAME F2=RA# F3=VEH# F4=BILLTO# F5=STAT/DATE F6=LIC# F7=SORT/STARTDATE/ENDDATE St RA# Veh#/Name Drw VehCls RtClass/Rt Prod/Notes 1 C DMG00001 102/SWEENEY,PHIL 1 MVAR MVAR/RETL/NO LDW 2 C DMG00002 101/MAN,MARY 1 MVAR MVAR/RETL/LDW 3 C DMG00003 109/LAM,LES 1 XFAR XFAR/RETL/LDW $500 RESP LEVEL 4 C DMG00004 107/LAM,STUART 1 CCAR CCAR/RETL/* 5 C DMG00005 115/BENNETT,BETTY 1 CCAR ECAR/RETL/* 6 C DMG00006 112/LAING,ED 1 XFAR XFAR/INCLB/* 7 C GEN00001 108/MAN,ANNE 11 SCAR SCAR/YIELD/YIELD 8 C GEN00002 100/NEIMAN,HARRIET 11 SCAR SCAR/YIELD/* Press RETURN to continue, S to shift display |
4. The following search/sorts are available:
NOTE: When searching by vehicle License Plate, there may be an additional set up step required. If plate numbers from sold units are reused on new units, set the field "RE-USE VEHICLE PLATES?" to "Y" in Edit Misc Control Fields. Failure to do that will cause the search to only find RAs that were rented with the first vehicle that had the plate number in question.
In all of these searches, with the exception of the F2 search by RA#, there is no guarantee the subsorted order of the records found. In most cases, the oldest records on file will be displayed first. For example a search by vehicle number will generally start with the oldest rental on file with the most recent rental near the end of the list. To change this subsort, use the F7 function key described below or contact Thermeon Customer Support to set up a GVT that will always cause the most recent records to always be displayed first. NOTE: changing the default subsort will add a noticeable delay to the RA file search.
5. Unique Features of the RA File Search
The F7 Function Key
The F7 key allows the user to restrict the search to a specified date range and to sort the results in either earliest to latest, or latest to earliest. The natural way searches work is that the oldest record on file is displayed first, followed by the next oldest,etc. So for example, a F3 search by vehicle number will start with the oldest RA on file. Often that is not what is desired, it is the most recent RAs that are of interest. Without the F7 function key, pages of RAs may have to be read through before the most recent RAs are displayed. By reversing that order, as F7 does, the most recent RAs are displayed first. But note, reversing the display does require an additional sort and may add a few seconds of additional processing time before the first record appears on the screen.
After pressing F7 the user is prompted with:
START AT: _
Enter a single character:
D = Descending order (this is the default). This option sorts and displays the data starting with the RA with the most recent DBR date selected and go backwards to the oldest DBR date selected.
A = Ascending order. This option sorts and displays the data starting with the oldest DBR date selected and go forward to the most recent DBR date selected.
EXAMPLE: Type D (RET)
DATE RANGE
Enter the date range for the records you wish to search and display. The default for both fields is the current date.
EXAMPLE: Type 010112 (RET) 033112 (RET)
Upon pressing (RET) thecursor returns to the search “OPTION”. Use one of the other function keys (F1, F3-F6) to start the search. Note to restrict the RA search by a date range and asking for a search by RA# is potentially a conflict (the RA may not be within the dates requested) as a result, when using F2, the restrictions of F7 are ignored.
When using the F7 feature, the other function keys behave more like “Exact Matches” as opposed to “Beginning With” searches. The implications are as follows:
F1 – Name. At least one letter must be entered to start the search. Although the search will begin with the entered value, unlike the standard search program, it will NOT go beyond it. Therefore, provided the date range criteria was met, if you enter “SMITH” to search the names illustrated in the list earlier in this chapter, the search would include only those from Smith, Adam to Smithson, James and then no further. (The standard search would continue on to Smitz.)
Warning: It is recommended that you be as accurate as possible when entering a name in order to limit the search and sort. If you entered only the letter “S”, the system will find every RA with a customer’s last name beginning with “S” (within the date range) and sort them accordingly in either ascending or descending order by DBR date. This can create a noticeable pause in the display of records on the screen. The larger the RA File is, the more pronounced this delay will be.
F2 – RA#. The additional features of F7 are ignored when searching by RA number.
F3 – Vehicle #. Requires entry of an exact vehicle number. The display will be RAs for only that single vehicle with DBR dates within the date range requested and displayed in the requested order (ascending or descending).
F4 – Bill To #. Requires entry of an exact Bill To Customer number.
F5 – Status/DBR Date. The additional features of F7 are ignored when searching by Status and DBR Date.
F6 - License #. Requires entry of an exact License Plate number.
Note: As has been stated, records requested under the F7 logic are sorted by their DBR date, NOT their open or close date. Yet the DBR Date is not one of the pieces of data that appears on the search screen. To the extent that RAs are batch opened or batch closed on days other than when the rental actually opened or closed, the records may appear as if they are not in the correct date order.
Uses of this feature:
Example 1: Obtain a display of the most recent RAs for a particular vehicle from the most recent contract going backwards to the one before that, for the past three months:
HOW: Use F7 and request Descending order (D) and a date range of 3 months ago to today. Then F3, enter vehicle number.
Example 2: Obtain a display of the RAs for customers with the last name of Lampert during the past November and December. Display should begin with November and continue through December.
HOW: Use F7 and request Ascending order (A) and a date range of November 1 to December 31. Then F1, enter customer’s last name of Lampert.
RA File Search from RA Close screen
When searching the RA File from the Close screen, an additional prompt for RA status appears if searching by name, vehicle number, or license plate. The default status is "O" which limits the search to Open RAs only. However, any other RA status can be entered as well as "ALL".
RA FILE Search from Receive RA Payments screen
The RA file search that is called from the Receive RA Payments program is laid out differently then the one illustrated above. RAs can be found by renter's last name or the RA# and the current balance due on the RA is displayed in an additional field.
RA FILE SEARCH BY PO#
A separate search of the RA File by Purchase Order number is available from the RA Open screen. It is listed under a separate letter (V). This search allows a RA to be found by the purchase order number. Press F1. At the "Start at" prompt enter:
a complete PO number; the search will start there and continue on using the alphanumeric sort rules
the start of a PO number; the search will start there and continue on using the alphanumeric sort rules
press (RET) to start with the first PO number and continue on from there using the alphanumeric sort rules
To bring up the RA on the Open screen, select the line number.
1. Purpose:
This search is used to find rental rate records for Time charges.
2. The Rate file can be searched from:
3. The screen will look as follows:
| OPTION: _ RATE TABLE SEARCH F1=Start F2=Loc: F4=Rate: ALL F5=Class: ALL RACK walk in rate 1 B 30.00/dy 180.00/wk 700.00/mo 10.00/hr .100/mi 2 C 35.00/dy 210.00/wk 800.00/mo 12.00/hr .120/mi 3 F 40.00/dy 240.00/wk 900.00/mo 15.00/hr .150/mi |
4. The following search/sorts are available:
Both of the two Function Keys default to ALL (or the current value from the transaction). A search is not allowed for all rates for all classes, one of the two must be changed to a single value. Once that is done, press F1 to start the search.
In addition, the F2 Function key can be used to request rates for a location other than the user's default location.
5. Unique Features of the Rate File Search
Only those rates that on their Rules record are defined as "Searchable" will be displayed on this screen.
When called from the Rate Code field within the Reservations or RA Open screens by pressing Shifted-F7, the search allows the user to search for rates by the Comment field in the Rate Rules record.
A second rate file search is also available, Best Rate Search. See the chapter on Overview - Best Rate Screen Display for more information.
1. Purpose:
This search is used to find reservations both for today (the default) but also from the past and for the future.
2. The Reservation file can be searched from:
3. The screen will look as follows:
| OPTION: _ RESERVATION SEARCH F1=PICKUP DATE/TIME F2=NAME F4=CONF# F5=LOC: ALL F6=STATUS: O Res# Conf # Name Date Time Loc Phone# Cls Rte St 1 123456 1234567890 SMITH/JAMES 11-11-12/1200/LAX 555-1212 C SDL0 O |
4. The following search/sorts are available:
Use F5 to narrow down the search to a single pick up location. (This ability can be turned off for a user. By setting their User Access record to "limited access", the user can only search for reservations whose pickup location match their present location.)
Use F6 to narrow down the search to reservations in a particular status. The status codes for reservations are:
The status defaults to "O" (open) when the search is called from the RA Open program. It defaults to "ALL" (all status)** when called from the reservation program. But regardless, it can be changed to any of the status codes listed above using the F6 function key. The search itself must then be done by one of the other available methods listed above ( by Pickup Date/Time, Name, or Confirmation #).O = Open
F = Filled
N = Noshow
C = Cancelled
Q = Quote
T = Turndown
R = request ( unconfirmed reservation)
**User Tip: The default status when called from the Reservations program can be changed to "O" (open). Contact Thermeon Customer Support and request GVT record SCANRESO to be set up.
5. Unique Features of the Reservation File Search
A related, full screen, but more dynamic version of this search is the On-Line Reservation Display program.
1. Purpose:
This search is used to find the nearest rental location to a town or suburb.
2. The Suburb file can be searched from:
3. The screen will look as follows:
| ENTER SUB: ORANGE SUBURB CODE FILE SEARCH F1=SUBURB CODE AND STATE Loc Code Loc Name Distance Suburb Code State 1 TUS TUSTIN AUTO CENTER 5 ORANGE CA 2 SNA JOHN WAYNE AIRPORT 9 ORANGE CA |
4. The following search/sorts are available:
5. Unique Features of the Suburb File Search
A file for cities and their nearest rental locations must be maintained for this search to work. See the chapter on Edit Suburb Codes for set up instructions.
1. Purpose:
This search is of parking tickets and toll charges that have been processed through the Ticket Processing Report program.
2. The Ticket file can be searched from:
3. The screen will look as follows:
| OPTION: __ TICKET SEARCH F1=TICKET # F2=RA # F3=Processed Date # Date Ticket Number Processed Date RA # Vendor 1 11-05-11 123456789 11-11-11 TU000034 TUSTINPD |
4. The following search/sorts are available:
1. Purpose:
This search is used to find payable vendors. Vendors can be:
2. The Vendor file can be searched from:
3. The screen will look as follows:
| OPTION: _ VENDOR FILE SEARCH F1=NAME F2=VENDOR # Vend # Name/Address Typ Pct 1 COL COLLISION EXPERTS/1040 S. MAIN TUSTIN CA REP |
4. The following search/sorts are available:
1. Purpose:
This search is designed to find vehicles on file.
2. The Vehicle file can be searched from:
3. When searched from the RA Open screen, the Return Date must be entered prior to selecting a vehicle. If the return date is not yet entered, the following message will display:
CHECK IN DATE OR TIME MISSING
4. The screen will look as follows:
| OPTION: __ VEHICLE FILE SEARCH F1=Class F2=Veh# F3=License F4=VinLst8 F5=OwnLoc F7=Stat: A F8=CurLoc: TUS Veh# License Class Model Type Color Odom OwnLoc CurLoc Lt Stall St 1 134019 D186SP31220 ECAR FIESTA 4DR BLUE 18021 TUS TUS 1 000001 A 2 144007 D037NK EBAR 500 GREY 27944 TUS TUS 1 000003 A 3 243006 D361KZ1020 CCAR FOCUS 4DR WHITE 20530 TUS TUS 2 A 4 244006 D094SR0502 CCAR VERSA 4DR BLACK 15544 TUS TUS 2 A 5 244032 D345SR ECAR ACCENT 4DR RED 25755 TUS TUS 2 A 6 254009 D438UN CCAR VERSA SL SILVE 6647 TUS TUS 1 000016 A 7 254018 D601UN CCAR VERSA SL BLUE 4911 TUS TUS 1 000020 A 8 254044 D414UP CCAR FOCUS 4DRHAT DK.BL 4464 TUS TUS 2 A PRESS RETURN TO CONTINUE |
4. The following search/sorts are available:
In addition, the search can be restricted to just vehicles:
- with a single Status Code (it defaults to "A", Available), by the use the the F7 function key.
- Located at a single location (it defaults to the current location), by the use of the F8 function key.
5. Unique Features of the Vehicle File Search
There is a field in Edit Misc Control Fields, "Use Foreign", which if set to "Y" will do the following. When a search is done from RA Open, if the expected return location is a foreign location, regardless of the sort requested, any vehicles that are currently at your location which are owned by the destination will be displayed first. For example, if a search for Compact cars is requested (F1) but a Full size car owned by the destination is in the fleet, it will be displayed.
A second screen layout for the search is available. This layout is used when in the Edit Main Control record, vehicles are set to be accessed by their License Plate number rather than their vehicle number. The alternate layout uses the same function keys as described above. The screen looks as follows:
OPTION: __ VEHICLE FILE SEARCH
F1=Class F2=Veh# F3=License F4=VinLst8 F5=Ownloc F7=Stat: A F8=CurLoc: TUS
License Class Model Odom A.Mi Grd Date G Odom OwnLoc CurLoc St Prk
*****
1 BHW 553 C LYNX 2389 2389 12-01-12 30000 LAX TUS A 23
2 FHG 640 C LYNX 5396 2615 10-01-12 30000 TUS TUS A 13
3 DHW 743 C LYNX 478 478 01-01-13 30000 TUS TUS A 15
4 KMZ 626 C LYNX 7471 1936 06-01-12 30000 TUS TUS A 18
5 BSX 561 C LYNX 6397 2672 06-01-12 30000 TUS TUS A 19
** Press RETURN To Continue **
- A.Mi = Average miles per month since the unit went into service
- Grd Date & G Odom = Grounding date and odometer
The search can also be configured to indicate if the vehicles have been equipped with snow tires. Under this configuration an additional column appears after the Color column and those units with snow tires are indicated there. See the Overview on Snow Tires for the set up necessary.
1. Purpose:
The History file is designed to record every event involving a vehicle. This includes:
2. The History file can be searched from:
3. The screen will look as follows:
| Option: __ HISTORY FILE SEARCH F1=Veh # F2=SERVICE CODE F3=LICENSE # F4=STATUS(C,O,A) F5=PO# F6=OR# F7=RA Veh/Lic OdmOut OdmIn SC Date RA # Miles Cust# Rev/Cost 1 123456 125 587 00 11-11-11 TU000054 462 123456 678 |
4. The following search/sorts are available:
In addition:
The search can be restricted by Status through the use of the F4 function key. The Statuses are:
- C = Closed records (the action was completed in the past)
- O = Open records (the action was started but has not been completed such as open RAs, Damages Reports that have not been repaired, etc.)
- A = All, both Open and Closed (this is the default).
The order by which the records are displayed can be altered by the F6 function key:
- 1 = start with the oldest record first and sort by date going forward (the default)
- 2 = start with the most recent record first and sort by date going backwards.
1. Purpose:
This search is used to find records of the previous vehicles that were on an RA but which were exchanged off.
2. The Vehicle Exchange file can be searched from:
3. The screen will look as follows:
| OPTION: _ EXCHANGE FILE SEARCH F1=RA # F2=VEH # IN F3=DATE RA# From # Exch Date/Time LicIn Odom Out/In LicOut Fuel T/P 1 TU000054 TU000021 11-05-11/0845 TUS 4583/4684 TUS 12.54 P |
4. The following search/sorts are available:
1. Purpose:
Not only can travel agents be paid a commission on rental transactions, but it is also possible in addition to incentivize the individual employees of the booking agency. This search allows the user to find individuals that are to be incentivized.
2. The Vendor Employee file can be searched from:
3. The screen will look as follows:
| OPTION: _ VENDOR EMPLOYEE FILE SEARCH F1=NAME F2=Empl# F3=Vend# Empl# Name City Vendor Status 1 1234567890 SMITH/STEVE LOS ANGELES 12345678 A |
4. The following search/sorts are available:
1. Purpose:
This search is used to find invoices created by the Vendor and Vehicle Invoicing programs.
2. The Vendor Invoice file can be searched from:
3. The screen will look as follows:
| OPTION: _ INVOICE FILE SEARCH F1=Vendor-no F2=Invoice no Ln Vendor no Invoice no Inv Date Veh No. Amount Sun.Inv.No 01 TUSFORD 1234567 11-15-11 501234 250.00 00000001 |
4. The following search/sorts are available:
The following search like programs are installed on a CARS+ Menu and are called in that manner. As a result, they are each covered in a separate manual chapter like all other menu listed programs.