I. INTRODUCTION

Electronic Draft Capture (EDC) allows the user to process credit card authorizations and settlements through CARS+. This chapter notes the differences that EDC brings to CARS+ for those rental operations in North America that use CARS+'s EDC module for First Data Corporation (FDC).

II. REQUIRED SET UP STEPS

Contact Thermeon's Support Dept. to configure your system for Electronic Draft Capture.

Customer File for one-way rentals: If your location does one-way rentals to foreign locations, the customer record for the foreign location must have address including the city and state. Otherwise, the credit card transaction will be rejected in the Settlement Report.

Edit Miscellaneous Control Fields (shortcut: EDITMISC)

Page 3, Fields 21 and 35: these can be set up to work in conjunction with each other as follows:

• To load neither drivers license or credit card data, set Field 21 to N; leave Field 35 blank.
• To load both drivers license and credit card data, set Field 21 to Y; leave Field 35 blank.
• To load only drivers license data (and not credit card data) set Field 21 to Y; set Field 35 to "2".

WARNING: The preferred setting for Thermeon customers doing EDC through CARS+ is to configure your system so that credit card data is NOT automatically loaded. If you configure it so that CARS+ loads the customer's default credit card into the Reservation or RA and the rental agent does not re-swipe the card, the transaction will be transmitted to the credit card processor as a non-swiped transaction and, thus, may increase your credit card discount fees.

Edit Main Control Record

Field 28: Auto Load FOP as Deposit

When this field is set to "A" , when an estimate is requested, the estimate total is loaded automatically as the Auth Amount on Field 8b in the Main Window of RA Open.

Edit CC Phone Numbers (shortcut EDMRPH)

Edit CC Phone Numbers is used to store the phone number to call when the credit card processor requires the user to call in to authorize the credit card. The phone number will be displayed in the message instructing the user to call for an authorization.

Edit Card Definitions (shortcut: EDITCC) -- This step is optional

In order to qualify for the lowest possible commission fee, additional data needs to be entered when a credit card is manually keyed into CARS+. To have the system prompt for the security code and zip/postal code when a credit card is manually keyed into a screen, a field must be set in the Card Definition record for each card that is to be prompted. Using the program Edit Card Definitions, set the value of Field 19 to "Y". Remember, there may be more than one record in this file for each FOP. The field must be set for all records where the user is to be prompted for security data.

Activating this feature changes the process at the counter. Please refer to Section IV below for the changes associated with this feature.

FDC Class Conversion Records

For certain types of credit cards, it is necessary to convert the vehicle class codes used in CARS+ to a class code they have defined. This program is used to create a class code conversion record.

Authorization Reversals

See notes concerning auth reversals at the end of this chapter under the heading "Over Authorized Transactions".

III. COUNTER AGENT INSTRUCTIONS

A. OPENING A RENTAL AGREEMENT

Swiping the credit card

Begin the transaction with the cursor at the Main Window "OPTION:" Field. Press F2and asking the customer to swipe their credit card. (A reminder message will display.)

Upon swiping the card, an automatic search for the credit card number is performed. If found, the Customer record will display on the lower half of the screen. By selecting a line number from the display, the customer's data is loaded onto the RA Open screen.

If the credit card number is not found in the credit card search or you press (ESC) to abort that search, then an automatic search is made using the name from the credit card. Just as it does when the name is typed into Field 1, CARS+ will search for a reservation and/or customer based on the name entered.

Optional Features:

If the "birth date matching" feature turned on, (See Edit Misc Control Fields) a prompt will display to enter the customer's date of birth prior to the commencement of the search.

The field "Auto Load FOP as Deposit" in the Edit Main Control Record can be used to load swiped credit card information in the Deposit Subwindow as well as Data Group 7 in the Main Window.

If the system is configured to swipe or scan driver's license, pressing F2 from the main window "OPTION:" field is reserved for the drivers license. The credit card can be swiped by pressing F2 from Fields 7 or 8 in the Main window. (The drivers license can also be swiped or scanned by pressing the F2 key in Fields 1, 2, 3, or 6 of the Main window.) For more information, refer to the chapter Overview - Swipe/Scan Drivers License.

Manually entering the credit card

In some cases, the swipe reader will not be able to read a card if the magnetic strip has been damaged. For those cards, enter the customer's name and credit card number manually.

The system can be configured to require security ID data when the credit card is manually entered. Please refer to the section at the end of this chapter for details.

Requesting an authorization.

• Enter data on the RA Open screen in the normal manner.

• Request an Estimate using the "F8" key. The estimate total will be automatically entered in Field 8b as the amount to authorize on the credit card.

• With the cursor to the Main Window "OPTION" and press "F11" to request an authorization. The message similar to the below will appear at the bottom of the screen:

$625 REQUEST MADE ON CARD MC        PRESS RETURN

(The requested amount is always rounded up to the next even dollar for authorizations.)

• Press "F12" to check for the approval.

If the approval is still processing, you will see the message:

REQUEST IN PROGRESS                                  PRESS RETURN

If the approval has been received, a message will display at the bottom of the screen showing the approval number similar to this:

APPROVED: 870339                                     PRESS RETURN 

If a credit card request is declined, the message at the bottom of the screen will be:

DECLINED                                             PRESS RETURN

When a card is declined, place the cursor in Field 7 and press F3 to erase the entire field.

If a credit card in considered invalid, the bank issuing the credit card will send the following message and a voice authorization must be obtained.

INVALID ENTRY                                        PRESS RETURN

Clearing a previously swiped credit card From Field 7:

How the system handles clearing a card from Field 7 depends upon the circumstances of the situation.

Prior to requesting authorization, to clear the card out of the field, move the cursor to Field 7, and press F3 (Erase). The entire field will be cleared. Since no request was made for an authorization, there will be no record of the credit card number having been entered.

After requesting an authorization before saving the RA (and obtaining an approval), the card and authorization cannot be cleared from Field 7 before the RA is saved. However, once the RA has been saved, you may recall it to the RA Open screen and remove the card and enter a different one. Or, an additional authorization can be obtained on the card. ( See following sections.)

After saving the RA, to clear the card out of the field, move the cursor to Field 7, and press F3 (Erase). The card will be cleared from the field, and the following prompt will appear:

CANCEL LAST AUTH RECORD? Y/N

Enter:

Y = the last auth record will be reversed on the RA and with FDC.

N = keep the last auth record; this is an additional auth on another card.

If desired, a new card can be entered in the field and a request for an authorization can be made.

Manual authorizations

If it is necessary to obtain a manual authorization, enter the authorization code in Field 8a.

SAVING THE RA:

When F1 is pressed to save the RA, and a shortfall is not allowed, the total amount from various forms of credit (deposits, authorizations, vouchers) is less than the estimated total, the following message is displayed:

NOT ENOUGH SECURITY OBTAINED; GET ADDITIONAL CREDIT CARD AUTH?

Enter:

N = The saving process is canceled.

Y = An additional authorization will be requested for the amount of the shortfall.

If an additional auth is obtained in this manner (at the time of saving the RA) and a previous un-saved auth was also obtained, two records are created in the Deposit/Payment File -- one for each authorization.

Obtaining additional authorizations

During the process of opening the RA, only one authorization per credit card can be obtained. If the customer decides to accept additional coverages or options or if the amount requested was insufficient to cover the charges, the RA must be saved before an additional auth is obtained.

Once the RA is saved and the RA is in the Open status, additional authorization can be requested. Bring up the contract up on the RA Open screen. Make the necessary changes to the contract (extend the return date; add a coverage or option, etc.). Obtain a new Estimate. Place the cursor in Field 8b of the Main window and enter the additional amount you wish to obtain for authorization. After pressing (RET), place the cursor at the Main Window "OPTION:" and press "F11" to request an authorization and "F12" to check it.

Extending RAs - taking a deposit

Some customers may extend their RA multiple times. If a pre-authorization was obtained, use the pre-authorization for the deposit.

In the Deposit Subwindow, enter the amount that was pre-authorized, the credit card number (which will have to be unmasked), and the auth numberand the credit card data. Then press F11 for an approval.

An example to illustrate this point is shown below:

Date	Action	Auth #	Amount
Nov 5	Open the RA due to return in 2 weeks Obtain auth for estimated charges of $700	Auth # 1234	$700 - auth
Nov 19	Extended RA for 1 week; process a deposit for $700.	Use Auth # 1234	$700 - deposit for first 2 weeks' charges
Nov. 19	Obtain a new auth. for the following week.	Auth # 6789	$300 - auth
Nov. 26	Close the RA	Use Auth# 6789	$350

User tip: At the time of Close if you feel that the authorization is stale, erase the authorization code and amount from the D subwindow and obtain a new authorization for the payment.

RAs with Deposits -- Deposit Subwindow

Upon entering the Deposit Subwindow, the cursor will be at the subwindow "OPTION:" field.

If the "auto-load deposit" feature is turned on, the credit card information will be automatically loaded in the Deposit Subwindow from the initial swipe of the card when beginning the RA. If that feature is not turned on, Press F2. The SWIPE CARD NOW prompt will appear at the bottom of the display.

Swipe the credit card through the card swipe. The data from the credit card will be automatically entered in Data Group 1.

In Field 1a enter the amount that you want to charge to the credit card.

The subwindow will look similar to this:

OPTION: __________ DEPOSITS Cur/Req Amt */* Amount/FOP/#/Exp/Settled Auth#/Amt/PmtDate/Time/Drw Curr Code/Frgn Amt 1 500.00/VISA/4005555000111/0209/* 2 */*/*/*/* 3 */* 4 */*/*/*/* 5 */*/*/*/* 6 */* 7 */*/*/*/* 8 */*/*/*/* 9 */*

Cur/Req Amt - The "Curr" field displays the total of all deposits received including those taken on the reservation.

Press (ESC) to exit the subwindow. It is the act of "Escaping" from the subwindow that causes the system to request an authorization on the credit card. A prompt will appear at the bottom of the screen asking if you want to make a request on the credit card such as this:

AMT EXCEEDS AUTH ON FOP VISA 4005555000111 - MAKE REQUEST? -

RAs with Multiple Deposits while opening the RA

If more charges are added after the initial deposit amount is processed and before saving the RA, an additional deposit can be requested by going back to the Deposit subwindow and entering the new amount in data field 4. An example of entering $120 is shown below. (This does not necessarily need to use the same credit card.)

OPTION: __________ DEPOSITS Cur/Req Amt */* Amount/FOP/#/Exp/Settled Auth#/Amt Curr Code/Frgn Amt/Exch rate/DCC? PmtDate/Time/Drw 1 500.00/VISA/4005555000111/0219/N 2 1234/500 3 */* 4 120.00/VISA/4005555000111/0219/N 5 */*/*/*/* 6 */* 7 */*/*/*/* 8 */*/*/*/* 9 */* F2=SWIPE F11=REQ AUTH

Enter the amount and the credit card data (or swipe the card). Again, the act of escaping from the subwindow will automatically call F11 to obtain an authorization.

Upon saving the RA, both deposits will be processed and saved in the Deposit/Payment file on the RA.

RAs with Multiple Deposits - RV Operations

The deposit subwindow has a slightly different format for RV operations. Note that the additional amount needed is displayed in a "Balance" field on the upper right side of the window. And the "Cur/Req Amt" field shows the deposit amount already authorized and the total amount required.

OPTION: __________ DEPOSITS Cur/Req Amt 500.00/620 Balance 120.00 Amount/FOP/#/Exp/Settled Auth#/Amt PmtDate/Time/Drw 1 500.00/VISA/4005555000111/0219/N 2 1234/500 3 */* 4 */*/*/*/* 5 */*/*/*/* 6 */* 7 */*/*/*/* 8 */*/*/*/* 9 */* F2=SWIPE F11=REQ AUTH

In data field 4, enter the amount and the credit card data (or swipe the card). Again, the act of escaping from the subwindow will automatically call F11 to obtain an authorization.

Using more than one credit card for the deposit

Up to 3 deposits, whether cash, credits cards, travelers checks or multiple credit cards, can be processed in the Deposit Subwindow at the same time.

B. CLOSING A RENTAL AGREEMENT

Proceed with closing the contract in the normal manner by entering the ending odometer reading and fuel level. If an authorization was taken on the Open screen and it covers all charges, simply press "F1" to close the RA.

If the final charges exceed the amount that was authorized, a prompt to make a request on the credit card for the balance due on the contract will appear at the bottom of the screen:

AMT EXCEEDS AUTH ON FOP MC5419843331777778 - MAKE REQUEST? -

If a one-way rental, opening location and drawer number is automatically assigned to the payment.

Processing a payment at Close on a new credit card

If a new credit card is to be used at Close, a prompt for swiping the new card can be called by pressing F2 from any of the following places:

• The cursor at the Main Window "OPTION:" field.
• The cursor at the Payments Subwindow "OPTION" field.
• The cursor in Field 1 of the Payments Subwindow.

In all cases, Press F2. The SWIPE CARD NOW prompt will appear at the bottom of the display. Swipe the credit card through the card swipe.

After swiping the card, enter the amount to be charged to the card in the corresponding field in the D subwindow. Press (RET). The following message will display:

AMT EXCEEDS AUTH ON FOP VI4005555000111 - MAKE REQUEST?_

(The credit card information may also be manually entered in the D subwindow.)

With your cursor at the "OPTION:" field of the Main window, Press F1 to save the RA. The system will automatically check for the approval and display it.

However, if you want to check to see if the authorization request was approved prior to pressing F1, you can press F12 (Check Authorization) at the Main window "OPTION:".

Issuing a credit

To issue a credit, enter the amount of the credit, preceding it with a minus sign. Any user may process credits.

A credit does not need an authorization. So once it is entered in the Payments subwindow, press (ESC) to exit the subwindow and continue closing the contract.

Note: The system does a logic check to be sure that the credit card being used for the credit was a card actually used on the contract. If you try to process a credit on a card NOT used on the contract, the following message will display and the credit will not be accepted:

CREDIT CAN ONLY BE GIVEN TO A CREDIT CARD THAT IS PRESENT ON THE RA

C. TAKING A DEPOSIT ON A RESERVATION

Upon entering the Deposit Subwindow, the cursor will be at the subwindow "OPTION:" field.

In Field2, enter the deposit amount that you want to charge to the credit card.

It is unlikely you will be able to swipe a credit card when making a reservation. Instead of swiping, manually enter the credit card number and expiration date in Fields 3b and 3c.

In Field 4b enter the amount for which you want to obtain authorization. (This is normally the same amount entered in Field 2.)

Escaping from the Deposit subwindow should trigger the request for the authorization.

D. EDITING POSTED RAs

Edits to posted RAs are reported and posted on the Accounting DBR. Once posted, these transactions will settle with the other transactions of the day.

E. PETTY CASH TRANSACTIONS

The Petty Cash Entry programs can be used to record a charge or credit to a customer's credit card for some reason other than the RA. Transactions are stored in the Deposit/Payment file and reported on the Drawer Balance Report and the DBR reports. They are also settled with other credit card transactions via Electronic Draft Capture.

Authorizations can be obtained on the Petty Cash screen by pressing F4. Use F8 to check the authorization request.

The transaction will settle after having been posted via the Accounting DBR.

F. DAY END PROCEDURES

The Drawer Balance Report is used to balance cash, check, and credit card receipts on a daily basis. Prior to being on CARS+ electronic draft capture (EDC), the credit cards shown on the report should have been audited against the credit cards settled on the separate point of sale machine prior to posting the contracts on the Accounting DBR. With CARS+ EDC, the audit is performed after posting the Accounting DBR.

It is the act of posting the contracts that makes the credit card transactions eligible for settlement. Each night the following processes are run:

• A program examines all credit card transactions that are queued up for settlement. If the total of all authorizations on a single card exceeds the amount to be settled (the card was over-authorized), the program will automatically do a "negative authorization for the difference" so that the two amounts match.
• The settlement program then runs next and settles all transactions are are queued for settlement.
• It then logs those transactions that are settled and they can be printed out via Settlement Report (on the Electronic Draft Capture Menu.) The Settlement Report should be audited against the Accounting DBR.

Note: For Hertz locations on Electronic DRB, daily procedures should follow this order:

Transmit EDRB to Hertz.
Post transmitted contracts via Accounting DBR.
Run the Settlement Report the following morning to verify settled credit card transactions.

G. INDICATING CREDIT CARD CHARGES HAVE BEEN MANUALLY SETTLED

Occasionally a credit card transaction may be settled manually. When that happens, it must be indicated on the unposted transaction. Failure to do this will cause EDC to also settle the transaction, thus the card holder will be charged twice for the same transaction.

When a credit card payment on a closed RA has been manually settled, enter the letter "Y" in the EDC Field (Field 1e shown in the example below) to indicate that it has been manually settled. By entering the "Y", the transaction will NOT be queued up for settlement after it has posted.

OPTION: __ PAYMENTS Page 1 Amount/FOP/#/Exp/Settled Auth#/Amt/PmtDate/Time/Drw Curr Code/Frgn Amt 1 592.34/MC/5419843331777778/0403/Y 2 123/600/*/*/* 3 */* 4 */*/*/*/* 5 */*/*/*/* 6 */* 7 */*/*/*/* 8 */*/*/*/* 9 */* 10 */*/*/*/* 11 */*/*/*/* 12 */* F2 NEXT 4 F4 PREV 4

User tip: Some users may be blocked from accessing the "Settled" field. The field "Block EDC Flag Edit" in Edit Misc. Control Fields turns off access to this field for everyone - except for those who have access allowed via the field "Override EDC Block" in their record in Edit User Access File.

Additional notes on the settlement flag:

The settlement flag can be set to either:

• N = the record has not been processed yet by the EDC logic.
• Y = the record was manually settled outside the EDC logic (such as with a ZON device).

If any character other than a Y or N is entered, it is not allowed and the following message will display:

N=Not Settled, Y=Settled

And the field is reset to "N".

Note: The following codes are generated by various processes within CARS+. They cannot be manually entered.h

• 2 = the record has been queued up for settlement by EDC via the posting program. This value does NOT change once the record is settled. To know if a queued up transaction did in fact settle, run the Settlement Report.
• 3 = the record was settled by the SiTef Brazilian banking system and therefore will NOT be settled by EDC.
• 4 = the record will be settled by Hertz Oklahoma City once the RA has been sent there by the Hertz GAR feed and therefore will NOT be settled by EDC.

H. DEPOSIT/PAYMENT FILE SEARCH

When using EDC, the Deposit/Payment search provides details on whether or not transactions were swiped or manually entered.

1. An asterisk ( * ) immediately preceding the credit card number indicates that the credit card was read by a swipe reader.

2. An asterisk immediately after the time indicates that the credit card transaction was cancelled.

3. A caret ( ^ ) between the the authorization number and amount indicates that the auth was manually entered rather than obtained through EDC.

IV. ACTIVATING THE OPTIONAL "REQUIRE SECURITY ID" FEATURE

INTRODUCTION

Data security in credit card processing has become a very hot topic. Fraudulent credit card transactions cost businesses billions of dollars every year. Because of this, the credit card companies have increased their requirements on merchants. And to enforce these requirements, they have added penalty processing fees to transactions that do not meet the highest standards.

• The most secure credit card transaction is one where the credit card was physically present at the time of the transaction and it was read by a swipe or chip reading device, NOT manually keyed into CARS+. When that is done, hidden data that is loaded into the card is read and used by CARS+ when seeking a credit card authorization. Credit card transactions entered this way receive the best (lowest) processing rate.
• Credit card numbers that are manually keyed into CARS+ are considered less secure. But if they are entered along with the printed card security code and the zip code for the card's billing address, although less secure than swiped cards, they allow the card processors to do a level of security checking when an authorization is requested. Transactions like these are not penalized to the extent as the least secure mentioned next.
• The least secure transactions are credit cards that are manually entered and no additional security data is provided. Transactions of this sort may be accepted by the credit card companies, but they are subject to the credit card company's highest processing rate.

SET-UP

In order to have the system prompt for the security code and zip code when a credit card is manually keyed into a screen, a field must be set in the Card definition record for each card that is to be prompted. Using the program Edit Card Definitions, set the value of Field 19 to "Y". Remember, there may be more than one record in this file for each FOP. The field must be set for all records where the user is to be prompted for security data.

OPTION: ___ EDIT CARD DEFINITIONS 12345678901234567890 1 Card# high 2 Card# low 3 Mask 35 Payback 4 Description 36 Chg fee on debit 5 Fop name 21 Batch with others (Y/N) 6 Handler program 22 Card Type 7 Check digit? 23 Curr Code 8 Floor limit 24 Issuing Country 9 CC Proc. Flag (1 = Auth only 2 = Auth/Settle) 10 Reversal Code 25 Do DCC 11 Increment code 26 S Sub window 12 Tolerance % 27 Charge Fee Code 13 Rental Fields on Auth 28 Placeholder? N 14 Rental Fields on Capture 29 Underauth: New auth? N 15 Extra Output Fields 30 Can Cancel Sale? N 16 Allowable Pct 31 Can Preauth Sale? N 17 Block on RA Open 32 Reauth Required? N 18 CDPID Number 33 Settle Immediately 19 Require Security ID(Y/N) Y 34 Numeric code 20 Clearing House 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8

AT THE COUNTER

When credit card security data is turned on and a credit card is manually entered (not swiped), the following Security Data pop-up window automatically appears so that security data can be entered. Security data is NOT required on cards that are swiped into CARS+, so this pop-up will not appear for swiped cards.

Enter Card Verification Code * A = Code is not legible B = Code is missing Enter Billing Zip Code

Enter data as follows:

ENTER CARD VERIFICATION CODE

Enter one of the following: 1. The card verification code. For Mastercard, Visa, JCB, and Discover: this is a 3 digit code which is printed on back of card near the signature box For American Express: this is a 4 digit code printed on front of card above and to the right of the embossed account number 2. The capital letter "A" if the verification code is not legible. 3. The capital letter "B" if there is no verification code on the card. EXAMPLE: Type 123 (RET)

ENTER BILLING ZIP CODE

In the next field, enter the card holder's billing zip or postal code. Note, this may not be the same zip code as the one in the renter's address on the main window. This must be the zip or postal code where this credit card's invoices are sent. EXAMPLE: Type 92780 (RET) After pressing return on the zip code field, the program exits the pop-up.

NOTE: Manually entered credit cards will be accepted without the verification code and zip code. However, the transaction will be subject to a higher processing fee. When the verification code and Zip Code are entered and accepted, the transaction will be subject to a lower fee.


SPEAKING THEIR LINGO

When speaking to your bank or credit card processor, it is good to be able to speak in their terms. The following are the official terms for the security data discussed above:

AVS = Address Verification using the billing zip code
CVV/CVV2/CVC2/CID = The 3 or 4 character security code printed on the card