Use this program to:
Existing repeat renters
Previous customers that should be blocked from renting again
Foreign locations
Direct bill companies
Insurance companies
Dealerships and body shops
Wholesalers
Chauffeur drivers
Forms of Payment
address
phone number(s)
driver’s license data
year to date sales
number of times rented
credit limit
MASKING PERSONAL INFORMATION: Various fields in the Edit Misc. Control Fields record can be used to mask customer personal data - address, drivers
license, date of birth, frequent traveler number. To view the masked
data, press Shift/F4 from the OPTION field. Prompts will appear
requesting user name and password. If the user is exempt from the
masking logic, the personal data will be unmasked.
Use the links below to jump directly to the following sections of this chapter:
Customer records are referred to by the Accounts
Receivable, Reservations and Rental Agreement program. Records can be
entered by using this program when the system is first installed or at
any later
time.
Additionally, a Customer Import program provides the ability to:
Once the system is on-line,
the vast majority of new customer records are created automatically as rental
agreements are processed. Each
new renter becomes a customer. The system can also be configured so that potential
renters can become customers at the time of making a reservation.
Customer information is displayed and entered on multiple pages:
Page 1) Basic personal information
Page 2) Additional ID data and personal insurance information
Page 3) Rental activity and special rates, discount, or options
Page 4) Financial data
Page 5) Foreign location splits and other misc. data
The Customer File is used to store the following types of records:
HOW THE CUSTOMER FILE INTERACTS WITH THE RESERVATION AND RA FILES
When a rental agreement is displayed on the screen for an existing customer, some of the information comes from the Customer File. For example, the customer's address, phone number, drivers license number, last credit card used, etc. are stored in the Customer File and not in the RA file. Thus, when accessing rental agreements the system pulls data from both the RA File and the Customer File in order to display a complete rental agreement.
There are two important points to remember which result from this arrangement:
Before setting up records in this file, customer types must be set up in: Edit Customer Type Codes
Depending on how customers are being set up, the following records may also need to be set up:
To access the
Customer File Update program, type CUST (RET) at any menu "OPTION:" field or the appropriate line number on the Customer
Maintenance Menu. The screen will
then display:
| OPTION: __ CUSTOMER FILE UPDATE (PAGE 1/5) 1 Customer # 2 Last/Title */* 3 First 23 Cust Type WLK 4 Addrs-1 24 DL Number 5 Addrs-2 25 State 6 City 26 Exp/Issue */* 7 State 8 Zip 27 FOP Code 9 Phone 10 Ctry 28 Number 11 Cell Phone 29 Expire 12 Fax # 30 Birth Date 13 Email 14 Bill-to # 31 Gender M/F Name 32 Other ID# City 33 Tax ID# 15 Emplr Name 34 Contact 1 16 Emplr Addrs 35 Contact 1 Pos 17 Emplr City 36 Contact 2 18 Emplr State 19 Zip 37 Contact 2 Pos 20 Emplr Phone 38 Corp ID 21 Emplr Tax ID 22 Emplr Email 1SAVE 2NEXT 3ERASE 4ASSIGN# 5 6SEARCH 7HELP 8NXT PAGE |
Press F6 from the "OPTION:" field to search the Customer File for a specific customer record. The file can be searched by:
In addition, the search can be limited
by the city in the address or by customer type. Once a desired customer
record is shown in the search, select it by entering the appropriate
line number in the
"OPTION:" field and pressing RET.
The Customer search can be changed in order to be more useful to an operation. Use the program Configure Customer Search to customized the search.
ADDING CUSTOMER RECORDS
New customer records are added to the system in one of the following methods:
MANUALLY ASSIGNING CUSTOMER NUMBERS
Instead of using the system assigned Customer Number, you may MANUALLY ASSIGN A CUSTOMER NUMBER WHEN CREATING A NEW CUSTOMER RECORD. This is accomplished by first entering data in all other data fields and then returning the cursor to the "OPTION:" field on Page 1 and pressing the F4 function key (instead of F1). The cursor will then drop down to the bottom of the screen and prompt you for the entry of the desired Customer Number which can be up to 6 alphanumeric characters. To enter an all numeric Customer Number, it MUST be padded with leading zeros to fill the field. Pressing RET after entering the Customer Number will save the entire customer record.
When manually creating a Customer Number, care must be taken not to attempt to reuse an already assigned Customer Number.
WARNING: Customer number "999999" should NEVER be assigned. It is used in certain programs within CARS+ to represent a record for someone who isn't a customer yet - such as on a Reservation.
AUTOMATIC ASSIGNMENT OF CUSTOMER NUMBERS
Automatic assignment of customer numbers can be configured to be either fully numeric or alphanumeric. With fully numeric numbering, there are only 999,999 possible numbers. If more customers than that are required, either the Customer File will need to be purged (thus releasing the numbers that were purged for reuse) or the system will need to be changed to use alphanumeric numbering. By default, CARS+ will use fully numeric customer number assignment. Once the next available number reaches 999998 (as the number 999999 is reserved), CARS+ will automatically switch over to alphanumeric assignment.
Thermeon Customer Support staff can set the initial automatically-assigned customer number on a new system and they can reset the next available number if desired. Additionally, they can convert from fully numeric to alphanumeric numbering. Contact Thermeon Customer Support to have this done.
NOTE: Alphanumeric customer numbers are assigned using the rules for an alphanumeric sort: For each of the 6 character positions, the numbers 0 - 9 will be assigned first, followd by the letters (uppercase only) in alphabetical order. Vowels (A, E, I, O, U) are not used in alphanumeric assignment. This is to prevent the accidental spelling of obscenities.
User tip: If a customer record (number) already exists in the customer file matching the next customer number to be automatically assigned, the program will skip over that number or numbers until it reaches the next unassigned number.
Enter the data as follows:
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1. CUSTOMER # |
TO RETRIEVE AN EXISTING CUSTOMER RECORDS" Enter up to 6 alphanumeric characters to indicate the desired Customer Number. EXAMPLE: Type 1 (RET) ENTERING NEW "RENTAL" CUSTOMERS: Skip this field and enter the
desired information. When you
press F1 to save the data, CARS+
will apply the next available number. Please refer to the discussion on Automatic Assignment of Customer Numbers above. SPECIAL CUSTOMER NUMBERS FOP "CUSTOMERS"& REIMBURSEMENT. All payments taken via rental agreements must have a form of payment (FOP) code. Every FOP code must be a valid customer number in the Customer File. This code should be alpha characters (AX, MC, VISA, CA, CK, etc). To create an alpha Customer Number, manually assign it using the F4 Function key described above. The Customer File MUST contain the following FOP
records with the Customer Numbers shown:
INSURANCE COMPANIES AND TOUR WHOLESALE OPERATORS. See the chapters: Overview - Insurance Replacement Summary and Overview-Wholesale Voucher Processing for directions on how to create customer records for these types of customers. IMPORTANT: The proper Customer Type Code must be used for some of the above
record types in order for the system to handle them properly. See the field "Cust Type". |
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Note: Most of the fields on this page are automatically updated when editing or creating reservations and
RAs. |
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2. LAST/TITLE |
Enter up to 18 alphanumeric characters for the customer last name. For Hertz users, this field will not accept numeric or punctuation characters, such as periods, commas, hyphens, etc. EXAMPLE: Type JOHNSON (RET) To enter a title such as Jr., Esq., do so after the slash. (Titles can be up to 3 characters and must already exist in the Edit Title Codes control file.) EXAMPLE: Type JOHNSON/JR (RET) |
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3. FIRST |
Enter up to 12 alphanumeric characters for the customer first name. To record the customer middle initial, skip one space following the first name and enter the initial. For Hertz users, this field will not accept numeric or punctuation characters. EXAMPLE: Type JOSEPH (RET)
If the "extended name" feature of CARS+ is
being used, a special pop-up window will appear for entering the name. It displays as follows:
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4. ADDRS-1 |
See instructions below for the next field. |
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5. ADDRS-2 |
There are two lines for the customer street address (Fields 4 and 5). Field 5 is the address line that prints on rental agreements. Therefore, customers with a simple one line street address should have Field 4 left blank and their address entered here. This field will accept up to 30 alphanumeric characters. Although Field 4 will not print on a RA, it will print as part of the mailing address on a RealWorld Accounts Receivable statement. Therefore, if the customer address includes a building or suite number that will not fit in Field 5, enter up to 30 additional characters in Field 4. EXAMPLE: Field
4 BUILDING 6G (RET) EXTENDED ADDRESS FEATURE: For addresses, CARS+ can work in two modes. The address fields illustrated in this chapter are those used in the "standard mode". Additional address fields are provided when running in the Extended Address Mode. Refer to the chapter Overview - Extended Address for details and for an illustration of the screen. |
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6. CITY |
Enter up to 16 alphanumeric characters to indicate the customer's city. For Hertz users, this field will not accept numeric or punctuation characters. EXAMPLE: Type PT LOBOS (RET) |
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7. STATE |
Enter 2 alpha characters to indicate the customer's state or province or 3 characters for a foreign country. Canadian Province codes and foreign country codes are validated against data in the Country Codes File. Depending on how your codes are defined through the Edit Country Codes program, the name of the country can be displayed at the bottom of the screen. EXAMPLE: Type CA (RET) |
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8. ZIP |
Enter up to 10 alphanumeric characters to indicate the customer's zip or postal code. For U.S. residents, this field must be 5 numeric characters or 5 characters, a dash "-", and 4 numeric characters. EXAMPLE: Type 92664 (RET) OR: Type 92664-2002 (RET) Based on the US Zip Code Directory, if the Zip Code entered into this field is not valid for the state entered, the code will be rejected and the following message appears at the bottom of the screen:
Because this field is a required field when opening a RA, it may be necessary to override the Zip Code validation if the customer cannot provide a valid US Zip Code. This is done by entering five characters, then a dash and four zeros. EXAMPLE: Type 12345-0000 (RET) For Canada addresses, the character format must be "alpha number alpha space number alpha number". EXAMPLE: Type M9C 5K6 (RET) For residents of all other countries, this field will accept any code or it may be left blank. User tip: When looking at an existing customer record and depending on the way your system is configured, certain users may see a series of "X's" in this field if address masking is turned on. |
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9. PHONE |
Enter up to 15 alphanumeric characters to indicate the customer's phone number. USER TIP: US state and Canada provinces In Edit Main Control Record, the field "Use US/Canada State Codes" (page 1, Field 32) is used to turn on validation logic for addresses and phone numbers for US states and Canada provinces. When turned on, and the address is a US state or Canada province, the phone number must be 10 digits. It is not necessary to enter dashes; they will be furnished automatically after pressing (RET). If US or Canada phone numbers are entered incorrectly, the following message will display: PHONE NUMBER SHOULD BE IN 111-111-1111 FORMAT.EXAMPLE: Type 2135551212 (RET) |
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10. CTRY (COUNTRY) |
Enter up to 2 or 3 alpha characters to indicate the customer's country code if a foreign country. The code entered must exist in the Country Code file. If the 2-letter code does not exist, the system checks for the 2 letter code plus the letter "I". For example, entering "GB" would cause the system to check the Country Code file for "GB". If not found, it would then check for "GBI".) EXAMPLE: Press (RET) |
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| 11. CELL PHONE |
Enter up to 15 alphanumeric characters to indicate the customer's cell phone number. This data from this field is shown in the Main Window of the RA Open program. A cell phone number entered on the RA Open screen will populate this field in the customer's record. USER TIP: US state and Canada provinces In Edit Main Control Record, the field "Use US/Canada State Codes" (page 1, Field 32) is used to turn on validation logic for addresses and phone numbers for US states and Canada provinces. When turned on, and the address is a US state or Canada province, the phone number must be 10 digits. It is not necessary to enter dashes; they will be furnished automatically after pressing (RET). If US or Canada phone numbers are entered incorrectly, the following message will display: PHONE NUMBER SHOULD BE IN 111-111-1111 FORMAT.EXAMPLE: Type 2135554343 (RET) |
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12. FAX # |
Enter up to 15 alphanumeric characters to indicate the customer's fax number. EXAMPLE: Type 2135556565 (RET) |
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13. EMAIL |
Enter up to 60 alphanumeric characters to indicate the customer's email address. EXAMPLE: Type JJOHNSON@TURNKEY.COM |
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14. BILL-TO # |
If the rentals for this customer should be charged to another
party, such as their employer, enter up to 6 alphanumeric characters
representing that customer number. This number must already be a valid
Customer Number stored in the Customer File. When a "Bill-To" number is
entered, all accounting transactions are referenced to this account
rather than the driver's account. SKIP THIS FIELD IF RAs ARE TO BE CHARGED TO THE CUSTOMER (DRIVER) SHOWN IN FIELDS ABOVE. EXAMPLE: Type TURSYS (RET) After entering a valid customer number, the bill-to customer's name and city will appear in the fields immediately following. |
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15. EMPLR NAME |
Enter up to 30 alphanumeric characters to indicate the customer's employer name. EXAMPLE: Type TURNKEY SYSTEMS, INC. (RET) User tip: The Employer Name field in RA Open (B subwindow) accepts up to 45 characters. However, only the first 30 display here. |
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16. EMPLR ADDRS |
Enter up to 30 alphanumeric characters to indicate the employer's address. EXAMPLE: Type 4455 S SAN PEDRO AVE (RET) |
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17. EMPLR CITY |
Enter up to 16 alphanumeric characters to indicate the employer's city. EXAMPLE: Type LOS ANGELES (RET) |
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18. EMPLR STATE |
Enter 2 alpha characters to indicate the post office code for the employer's State or Province or 3 characters for a country code. EXAMPLE: Type CA (RET) |
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19. ZIP |
Enter up to 7 alphanumeric characters to indicate employer's zip or postal code. EXAMPLE: Type 90014 (RET) |
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20. EMPLR PHONE |
Enter up to 15 alphanumeric characters to indicate the employer's area code and phone number. USER TIP: US state and Canada provinces In Edit Main Control Record, the field "Use US/Canada State Codes" (page 1, Field 32) is used to turn on validation logic for addresses and phone numbers for US states and Canada provinces. When turned on, and the address is a US state or Canada province, the phone number must be 10 digits. It is not necessary to enter dashes; they will be furnished automatically after pressing (RET). If US or Canada phone numbers are entered incorrectly, the following message will display: PHONE NUMBER SHOULD BE IN 111-111-1111 FORMAT.EXAMPLE: Type 2136657878 (RET) |
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21. EMPLR TAX ID |
Enter up to 20 alphanumeric characters to indicate the employer's Tax Exempt Number. Note, entering an exemption number will
NOT make this customer tax exempt. Flagging a customer as exempt is done through the Tax Code field. EXAMPLE: Type 1234567890 (RET) |
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22. EMPLR EMAIL |
Enter up to 60 alphanumeric characters to indicate the employer's email address. EXAMPLE: Type CSERVICE@TURNKEY.COM |
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| 23. CUST TYPE |
Each customer should have a Customer Type code set up in the Edit Customer Type Codes program. Enter up to 3 alpha characters representing the Customer Type Code. User tip: A field in Edit Misc. Control Fields turns on a requirement to validate Customer Type Codes. This is the recommended setting. This code is used to assign standard settings, restrictions, and characteristics. Additionally, the type can be used to select or sort customers by Cust Type on certain reports. The default value for this field is defined in Edit Main Control Record. The following customer types are reserved for Forms of Payment (FOPs) and other special purposes:
For a detailed discussion of the meaning of the various FOP types, see the section at the end of this chapter. When a valid Customer Type Code is entered, the default values
from the Customer Type Code record will load data in several fields. EXAMPLE: Type CRP (RET) User tip: Foreign Locations: If your location does EDC (Electronic Draft Capture) through CARS+ and it does one-way rentals to foreign locations, the customer record for the foreign location must have an address including the city and state. Otherwise, the credit card transaction will be rejected in the Settlement Report.User tip: Customer Type Codes are used to define different reward levels for the Local Renter Rewards feature. Note: The OKC one-way feed will auto-load Foreign locations that are not on your server if one is not found for any incoming reservations. |
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24. DL NUMBER |
Enter up to 20 alphanumeric characters to indicate the customer's driver's license number. EXAMPLE: Type N23423214 (RET) User tip - Masking: When looking at an existing customer record and masking is turned on, certain users may see a series of "X's" in this field. To unmask this and other customer data, press Shift/F4 from the OPTION field.User tip: The system can be configured in two ways to
validate that the driver's license number entered is unique for the
customer. 1. The first configuration examines the license number only and does not allow a duplicate. If the number exists on another customer record, the following message will display:
To configure the system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "UNQDL#". 2. The second configuration examines both the license number and state/country code and does not allow a duplicate. In this case if there is an existing customer record with a matching license and state code, the state code is removed. To configure the system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "DLSEARCH". |
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25. STATE |
Enter 2 alpha characters to indicate the state of issue for the driver's license. EXAMPLE: Type CA (RET) |
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26. EXP/ ISSUE |
Using the selected date format, enter characters to indicate the expiration date of the driver's license. EXAMPLE: Type 072519 (RET) |
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27. FOP CODE |
Enter up to 6 alphanumeric characters to indicate the type of
credit card this customer normally uses to pre-authorize the rental. The FOP code entered must already exist in the Customer File. When the customer uses a credit card to authorize a rental, the FOP code for the most recent transaction used will appear in this field and corresponding information will appear in the following two fields. EXAMPLE: Type AX (RET) |
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28. NUMBER |
Enter up to 20 alphanumeric characters to indicate the customer's Credit Card Number. EXAMPLE: Type 372449635311003 (RET) User tip - Masking: When looking at an existing customer record and masking is turned on, certain users may see a series of "X's" in this field. To unmask this and other customer data, press Shift/F4 from the OPTION field. User tip: Due to credit card encryption, a search of the credit card file is no longer accurate. Customers cannot be found by their credit card number on the RA Open screen by performing a search of the credit card file. |
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29. EXPIRE |
Enter up to 4 numeric characters in the format MMYY to indicate the credit card Expiration Date. EXAMPLE: Type 0619 (RET) |
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30. BIRTH DATE |
Using the selected date format, enter characters to indicate the customer's date of birth. EXAMPLE: Type 050385 (RET)
User tip - Masking: When looking at an existing customer record and masking is turned on, certain users may see a series of "X's" in this field. To unmask this and other customer data, press Shift/F4 from the OPTION field. |
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31. GENDER M/F |
Enter one of the following to indicate the gender of the customer:
EXAMPLE: Type M (RET) |
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32. OTHER ID# |
Enter up to 10 alphanumeric characters for an additional identification number. User tip for Hertz operations: This field is used for the Hertz "Number One Club Number and must be 10 numeric characters. If the number is less that 10 characters, it should be padded with leading zeros The standard logic in CARS+ is that the "Other ID" number assigned to a
customer record must be unique. However, to bypass this logic, refer to the field "Unique Other ID" in the Edit Misc. Control Fields record. EXAMPLE: Type A99723 (RET) EXAMPLE: Type 0000123456 (RET) User tip - Masking: When looking at an existing customer record and masking is turned on, certain users may see a series of "X's" in this field. To unmask this and other customer data, press Shift/F4 from the OPTION field. |
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33. TAX ID# |
This field is used in conjunction with the Tax Code field on
another page. Enter up to 10 alphanumeric characters to indicate the
customer's Tax Exempt Number. Note, entering an exemption number will
NOT make this customer tax exempt. Flagging a customer as exempt is done through the Tax Code field. EXAMPLE: Type 1234567890 (RET) User tip: Data is required in this field if the field 'Exempt Fed Taxes' (on a later page) is set to 'Y'.
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| 34. CONTACT 1 |
Enter up to 15 alphanumeric characters to indicate the name of the
individual to contact regarding business transacted by this customer. The data in this field can be helpful when the customer is or is affiliated with a company. Enter the name and telephone number of the individual responsible for travel arrangements or accounts payable. EXAMPLE: Type WM STEVENS x234(RET) |
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| 35. CONTACT 1 POS |
Enter up to 15 alphanumeric characters to describe the position of the "Contact 1" person within the company. (previous field) EXAMPLE: Type ACCOUNTS PAY (RET) |
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| 36. CONTACT 2 |
Enter up to 15 alphanumeric characters for the name of a second contact person. EXAMPLE: Type TINA SMITH X319 (RET) |
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| 37. CONTACT 2 POS |
Enter up to 15 alphanumeric characters to describe the position of the
"Contact 2" person within the company. (previous field) EXAMPLE: Type SALES MGR (RET) |
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| 38. CORP ID |
Enter up to 10 alphanumeric characters to indicate the
customer's Corporate Identification Number (referred to through the
CARS+ manual as the "CDPID" number.) The CDPID number points to a
Corporate Contract Record which may give the renter special privileges,
rates, and/or exemptions from certain fees. Refer to the chapter Overview - Corporate Accounts. EXAMPLE: Type 1005477484 (RET) ---------------------------- Local CDPID. If a Local CDPID number is in this field, a search of the rates linked to it can be accessed by pressing Shift/F7 from this field. A prompt will display requesting that a Location code be entered so that the correct Rate Set will be selected. Each rate product will be listed on a separate line. To select a rate, type the line number and press (RET). The rate will display showing the daily/ weekly/ monthly/ etc. rates for all classes set up on the rate. The privilege codes and their descriptions are listed under the rate codes. An example of the corporate rate search is shown below.
The KM/Day, KM/month, Unlimited columns on the right show data from the Local Corporate Rates record. This is the free allotment of kms/miles per day, per month, and the indicator shows if kms/miles are unlimited. After typing "1"and pressing (RET), the rate displays. An example is shown below:
The current system date/time is used to access the current rate in effect. Local CDPID discounts are applied to the rates before they are displayed. |
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The screen will then display:
| OPTION: __ CUSTOMER FILE UPDATE (PAGE 1/5) 1 Customer # 2 Last/Title JOHNSON/* 3 First JOSEPH 23 Cust Type CRP 4 Addrs-1 24 DL Number N23423214 5 Addrs-2 23000 SOUTH MAIN ST 25 State CA 6 City PT LOBOS 26 Exp/Issue 07-25-19/* 7 State CA 8 Zip 92664 27 FOP Code AX 9 Phone 213-555-1212 10 Ctry 28 Number 372449635311003 11 Cell Phone 213-555-4343 29 Expire 06-19 12 Fax # 213-555-6565 30 Birth Date 05-03-85 13 Email JJOHNSON@TURNKEY.COM 14 Bill-to # TURSYS 31 Gender M/F M Name 32 Other ID# A99723 City 33 Tax ID# 15 Emplr Name TURNKEY SYSTEMS, INC. 34 Contact 1 WM STEVENS X234 16 Emplr Addrs 4455 S SAN PEDRO AVE 35 Contact 1 Pos ACCOUNTS PAY 17 Emplr City LOS ANGELES 36 Contact 2 TINA SMITH X319 18 Emplr State CA 19 Zip 90014 37 Contact 2 Pos SALES MGR 20 Emplr Phone 213-665-787823 Corp ID 38 Corp ID 1005177484 21 Emplr Tax ID 22 Emplr Email 1SAVE 2NEXT 3ERASE 4ASSIGN# 5 6SEARCH 7 8NXT PAGE |
PRESS "F8" AT "OPTION:" TO ADVANCE TO PAGE 2.
| OPTION: __ CUSTOMER FILE UPDATE (PAGE 2/5) 1 Fed Tax ID# 20 Insurance Co 2 Add'l ID# 21 Policy Name 3 Add'l ID Country 22 Policy No 4 Add'l ID Desc 23 Policy Exp Date 5 Add'l ID Issue 24 Policy Deduct 6 Add'l ID Exp 25 DL Check Date 7 Birth Place 8 State Tax ID 26 Brand Code 9 CC Number 10 CC Exp. Date 11 FT Exp Date 12 Privacy 13 Doc Scanned 14 Scan Date 15 Freq Tvlr 16 Renter Name on TD 17 Alt ID 18 #1 Club Print Date 19 #1 Club Question # 1SAVE 2NEXT 3ERASE 4ASSIGN# 5 6SEARCH 7HELP 8NXT PAGE |
If viewing an existing customer record, the customer number and name that appear on the Page 1 screen are displayed automatically.
Enter data as follows:
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1. FED TAX ID# |
This field is used for a federal tax ID number of up to 20 characters. EXAMPLE: Type 7122570012 (RET) NOTE: This field may be made required. See the discussion on making this required at the end of this chapter. |
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2. ADD'L ID# |
This field is used to enter an additional ID number such as the number from a passport or other government document number. It accepts up to 20 alphanumeric characters. When additional ID is required to open a RA, the data entered in the Additional ID field of the AD subwindow of the RA is saved here. EXAMPLE: Type B234-78767 (RET) NOTE: This field may be made required. See the discussion on making this required at the end of this chapter. |
| 3. ADD'L ID COUNTRY |
If needed, enter the country code for the country that issued
the additional ID. The code entered must exist in the Country Code file. EXAMPLE: TYPE AUI (RET) |
| 4. ADD'L ID DESC |
Enter up to 20 alphanumeric characters for the description of the additional ID document. When additional ID is required to open a RA, the description entered in the AD subwindow of the RA is saved here. EXAMPLE: Type PASSPORT (RET) |
| 5. ADD'L ID ISSUE |
In the selected date format, enter the date that the ID was issued. EXAMPLE: Type 050214 (RET) |
| 6. ADD'L ID EXP |
In the selected date format, enter the date that the ID will expire. EXAMPLE: Type 050221 (RET) |
| 7. BIRTH PLACE |
Enter up to 50 characters for the customer's birth place. If entered in the ID pop-up window on the RA, it is saved here. EXAMPLE: SYDNEY AU |
| 8. STATE TAX ID |
If applicable, enter up to 20 alphanumeric characters representing the customer's State Tax ID number. EXAMPLE: Press (RET) |
| 9. CC NUMBER |
This field is used to record a second credit card number for the renter. Enter up to 20 alphanumeric characters to indicate the customer's credit card number. This credit card will be available on the RA Open screen through a pop-up window accessed in the FOP field. EXAMPLE: Type:4005555000111 (RET) User tip: Customers can be found by their credit card number on the RA Open screen by performing a search of the credit card file. In addition, a customer's record can be brought to the RA Open screen by entering the credit card number. |
| 10. CC EXP DATE |
Enter up to 4 numeric characters in the format MMYY to indicate the expiration date of the credit card entered above. EXAMPLE: Type:0219 (RET) |
| 11. FT EXP DATE |
This fields applies to one particular CARS+ user and is of no relevance to other CARS+ users. |
| 12. PRIVACY |
This field allows a block to be in effect at the request of the customer. Customer records that have this field set to "Y" can be excluded from the Selected Customer Reports and the Selected Customer Labels programs. Enter:
Privacy can be flagged in the Reservations screen (E subwindow), and on the RA Open screen (AD subwindow) and the email pop-up window. Entering a "Y" in any of these places will cause the "Y" to be entered in this field on the appropriate customer's record. EXAMPLE: Type Y (RET) |
| 13. DOC SCANNED |
Certain CARS+ users scan the ID documents that customers present. This field indicates with a "Y" or "N" if the documents have been scanned. |
| 14. SCAN DATE |
Certain CARS+ users scan the ID documents that customers present. This field shows the last date that the customer's driver's license and Federal ID papers were scanned. EXAMPLE: Press (RET) |
| 15. FREQ TVLR |
This field is designed to allow entry of a customer's frequent traveler number when creating a new customer record or to add additional numbers to an existing customer. It may also be used to delete a number. The data entered into this field is NOT stored in the Customer File. It is stored instead in a separate Frequent Flier Number file. To enter data in this field, use the following format:
To be accepted, the frequent flier program must first be defined in the Edit Frequent Traveler Codes and the number entered must pass the airline's check digit routine. EXAMPLE: Type AA 123456 (RET). Use Shift-F7 in this field to display a list of all frequent traveler numbers associated with this customer. Multiple Frequent Flyer Programs:
Deleting a Frequent Flyer Number:
User tip: Your system can be configured to validate that the Frequent Traveler number entered is unique for this customer. If the number exists on another customer record, the following message will display:
To configure your system for this logic, ask Thermeon's Customer Support Dept. to set up GVT record "UNQFFT". User tip: When looking at an existing customer record and depending on the way the system is configured, certain users may see a series of "X's" in this field if masking is turned on. |
| 16. RENTER NAME ON TD |
This field is used by operations that print a tax document. Enter:
EXAMPLE: Type N(RET) |
| 17. ALT ID |
This field is reserved for the Hertz Alternate ID Code for their CRM system. |
| 18. #1 CLUB PRINT DATE |
This field is used by Hertz Australia. CARS+ can be configured to prompt the rental agent (when saving a new RA) to ask a
customer if they would like to enroll in the Number 1 Club (if not already a member). If they do, an
enrollment form is printed and this field is updated with the date that it was printed. |
| 19. # CLUB QUESTION # |
This field is related to the previous one and is used by Hertz
Australia when CARS+ is configured to prompt the rental agent (when
saving a new
RA) to ask a
customer if they would like to enroll in the Number 1 Club. A field in the Print Library record defines the maximum number of times a customer should be asked to join. The system tracks the number of times the customer declines by incrementing this field each time. Once the maximum number is reached, the rental agent will no longer be prompted to ask the question. |
The next series of fields refer to the customer's insurance information. |
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| 20. INSURANCE CO. |
Enter up to 6 alphanumeric characters representing the customer number of the renter's insurance company. Or press Shift/F7 to invoke a search of the customer file. (A customer record must already exist for the insurance company.) EXAMPLE: Type INS001 (RET) |
| 21. POLICY NAME |
Enter up to 20 alphanumeric characters representing the name for the insurance policy. EXAMPLE: Type HARTFORD AUTO INSUR (RET) |
| 22. POLICY NO. |
Enter up to 15 alphanumeric characters representing the policy number. EXAMPLE: Type JEG1020MMBG0502 (RET) |
| 23. POLICY EXP DATE |
Using the selected date format, enter the expiration date of the policy. Note that if the return date on the RA is later than this date, a warning message will be displayed and the RA will be prevented from being saved. EXAMPLE: Type 122019 (RET) |
| 24. POLICY DEDUCT |
Enter the policy deductible. EXAMPLE: Type 500.00 (RET) |
| 25. DL CHECK DATE |
Certain operations in Canada use an outside service to run a check on
Canadian drivers licenses when opening a RA. This field displays the
date when the last driver's license check was made on this customer. A
date can also be manually entered. |
| 26. Brand Code |
For rental operations which have rental locations under more than one rental brand (Dollar/Thrifty or Avis/Budget, etc.), the Brand ID identifies which brand applies to this Customer record. Enter into this field a two character code to represent the brand that this customer is associated. EXAMPLE: Type: AV (RET Other brand codes are: ZE for Hertz; ZR for Dollar; ZT for Thrifty. |
The screen will then display:
| OPTION: __ CUSTOMER FILE UPDATE (PAGE 2/5) 1 Fed Tax ID# 7122570012 20 Insurance Co INS001 2 Add'l ID# B234-78767 21 Policy Name HARTFORD AUTO 3 Add'l ID Country AUI 22 Policy No JEG1020MMBG0502 4 Add'l ID Desc PASSPORT 23 Policy Exp Date 12-20-19 5 Add'l ID Issue 05-02-14 24 Policy Deduct 500 6 Add'l ID Exp 05-02-21 25 DL Check Date 7 Birth Place SYDNEY AU 8 State Tax ID 26 Brand Code AV 9 CC Number 4005555000111 10 CC Exp. Date 02-19 11 FT Exp Date 12 Privacy Y 13 Doc Scanned 14 Scan Date 15 Freq Tvlr AA 123456 16 Renter Name on TD 17 Alt ID 18 #1 Club Print Date 19 #1 Club Question # 1SAVE 2NEXT 3ERASE 4ASSIGN # 5 6SEARCH 7HELP 8NXT PAGE |
PRESS "F8" AT "OPTION:" TO ADVANCE TO PAGE 3.
| OPTION: __ CUSTOMER FILE UPDATE (PAGE 3/5) 1 Veh Class Coverages: 20 CDW 21 PAI 2 Retail Rate Prod 22 PEC 23 CRG 3 Vchr Rate Prod 24 Use Seamless 4 Options 25 Block Rate 5 PPD Fuel 26 Source Code 6 OptSet 27 Cls Avail Override 7 Discount % 28 Exempt Fed Taxes 8 Tickets 29 Allow Retail Rates 9 Last Date 30 Ins Method 10 Accidents 31 Awards Points 11 Last Date 32 VIP Level 12 Entry Date 06-23-14 33 Dest Code 13 Last Activity 06-23-14 Last RA# 14 Times Rented 15 Wsale Calc Met 16 One-way Exempt 17 APFEE Exempt? 18 Fuel Code 19 Drop Zone 1SAVE 2NEXT 3ERASE 4ASSIGN# 5 6SEARCH 7HELP 8NXT PAGE |
Enter data as follows:
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1. VEH CLASS |
Enter up to 4 alphanumeric characters to indicate the customer's vehicle class preference. EXAMPLE: Type SCAR (RET) |
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2. RETAIL RATE PROD |
This field provides the ability to assign a default Rate Product
to a repeat customer or direct bill account. This Rate Product will
appear on the Reservation or RA Open screen whenever this customer is
either the renter or the bill-to party as long as the rate is set up correctly with a rate set used by the renting location. Enter up to 12 alphanumeric characters representing the rate product. EXAMPLE: Type CORPA (RET) User tip: The data entered in this field is not validated against the rate products in the Rules/Rates file. |
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3. VCHR RATE PROD |
This field provides the ability to assign a default voucher Rate Product to:
NOTE: When using this field, the rate codes entered in the
previous field and this one MUST be represented in the same Rate Set. In addition, that
Rate Set must be accessible by the user at the renting location. For customer records of chauffeur drivers that will be "rented" along with a vehicle, enter the Option Code for the chauffeur charge that should be added to the rental contract when this individual is added as an additional driver. The defined Option Code for the chauffeur will be added to the contract in place of the additional driver charge. |
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4. OPTIONS |
Enter up to 25 alphanumeric characters to indicate any customer preferences regarding vehicle options such as child restraint seat, handheld GPS unit, etc. This information will display on the Reservation and RA Open screens. EXAMPLE: Type SEAT (RET) |
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5. PPD FUEL |
This field allows this customer's preference to be set for the Pre-Paid Fuel option (also known as Fuel Purchase Option). Enter:
EXAMPLE: Type N (RET) |
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6. OPTSET |
Use this field to attach an Option Set to a customer's record. When the customer record is used for a RA, the options in this Option Set will be flagged as "accepted" in the Option Window. For example, if a customer always wants to accept LDW and get a child seat, an Option Set could be created for those 2 items. By placing the Option Set code in this field, LDW and the child seat would be automatically selected in the Option Pop-Up window on the RA Open screen. To search the Option Set file, press Shift/F7 from this field. User tip: These "automatic options" may or may not be counted as possible
sales opportunities on the Extra Revenue, Extra Revenue 2, and Employee
Performance Reports. The setting is defined in Edit Incentive Control Record. This field can be set automatically when the customer record is created from a RA. A field in the Edit Miscellaneous Control File, "Cust Cvg Pref" controls that feature. This field is also used by:
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7. DISCOUNT % |
Enter the discount percentage that should apply to rental agreements issued
for this customer. The discount can be calculated as a
percentage of time only or of time and mileage charges. A setting in
the Edit Misc. Control file (Field is "Disc Only Time") defines which method is in effect. EXAMPLE: Type 5.00 (RET) |
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8. TICKETS |
This is a 1 character numeric field which tracks the number of tickets for this customer entered via the Ticket Processing Report program. |
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9. LAST DATE |
This field displays the date of the last ticket entered via via the Ticket Processing Report program. | |||||||||||||||||||||||||||||||||||||||||||||||
| 10. ACCIDENTS |
This field is obsolete. |
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| 11. LAST DATE |
This field is obsolete. |
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| 12. ENTRY DATE |
This field defaults to the current system date when the customer's
record is first entered. The date can be re-set by entering a date in this field. |
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| 13. LAST ACTIVITY |
This field is automatically updated with the open date when a new RA is opened and it has a more recent date than the
previous date in this field. This is true for customers who are the renter, the direct bill party, the insurance company on an
insurance logic RA, the tour operator entered through voucher,
and the third party. This field is also
updated when creating a new customer record. |
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| 14. TIMES RENTED |
Each time the customer's rental agreement is posted, this field is incremented by 1. Additionally, if the system is configured to require customer records on Non-Rev Movement transactions, this field is also incremented from Non-Rev Movements when the opening date is more recent than the date in the previous field, Last Activity. |
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| 15. WSALE CALC MET (Wholesale Calculation Method) |
This field pertains to the CARS+ wholesale logic. For operations not making use of this logic, this field may be left blank. Otherwise, refer to Set Up Instructions section of the chapter Overview - Wholesale Voucher Processing. | |||||||||||||||||||||||||||||||||||||||||||||||
| 16. ONE-WAY EXEMPT |
This field applies only to customer records for foreign locations. CARS+ maintains a Planning Calendar file in an attempt to
anticipate the demand for vehicles in the future. When a vehicle goes
one-way from one of your locations to a foreign location, that reduces
the number of available units at your site. This fact is recorded in the Planning Calendar as a reduction of the anticipated fleet size. This
reduction remains in force until data is entered recording that the
vehicle is either rented back to one of your locations or shuttled back
via a Non-Rev Movement. For operations with
extensive one-way business, this can have a profound impact on the
calendar (vehicles will be rented away with no anticipated return). When vehicles on one-way rentals are rapidly returned to your location, this fields provides a way to configure the calendar to not reduce the active fleet when a
one-way occurs. This is done by declaring in this field that foreign location is
"exempt" from affecting the fleet size of the planning calendar. Enter:
EXAMPLE: Press (RET) |
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| 17. APFEE EXEMPT? |
This field indicates whether this customer is exempt from an airport fee (the common Option Code for this is APTAX). Enter:
EXAMPLE: Press (RET) |
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| 18. FUEL CODE |
This field refers to Fuel Correction Codes that can be set up to modify the fuel calculation when closing a RA. When Fuel Correction Codes are in effect, the fuel price is calculated according to the regular method,. Then it is multiplied by the "correction" factor to obtain the final fuel charge. See the chapter on Edit Fuel Correction Codes for more information. Correction Codes in the Customer record take precedence over those in the Model Code File. EXAMPLE: Type A1 (RET) |
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| 19. DROP ZONE |
For customer records for foreign locations, enter a valid Drop Zone code that applies to one-way rentals to the foreign location. For a detailed explanation of how Drop Zones work, refer to the Edit Drop Charges chapter. EXAMPLE: Type FORA (RET) |
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| COVERAGES 20. CDW 21. PAI 22. PEC 23. CRG |
These four fields are used to record the customer's preference regarding coverages. A field in the Edit Misc Control Fields record controls if these fields should be automatically set according
to the coverages taken when the customer rents for the first time. Press RET to default to N, no coverages desired. EXAMPLE:Field 20 CDW - Type Y (RET) Field 21 PAI - Type N (RET) Field 22 PEC - Type N (RET) Field 23 CRG - Type N (RET) User tip: These settings may or may not be counted as possible sales opportunities on the Extra Revenue, Extra Revenue 2, and Employee Performance Reports. The setting is defined in Edit Incentive Control Record. User tip: Field 20 CDW: This refers to the "L" type option with the lowest customer responsibility. And if there is more than one "L" type option with the same responsibility, the one with the lowest rate is selected. User tip: Field 20 CDW: If an Option Set is defined for the customer (Field 6 on this page) and there is a "L" type option in it, that option takes precedence over what is in this field. |
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| 24. USE SEAMLESS |
This field is used only for Hertz operations doing Seamless rates and insurance replacement rentals. Use this field to indicate if the insurance company is one where Seamless should be used to obtain rental rates. Enter:
EXAMPLE: Press (RET) |
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| 25. BLOCK RATE |
When direct bill customer records are created in the Customer File, they often times have a rate product assigned. Although the rate is a default rate, in some circumstances a change to an alternative rate should not be allowed when creating a reservation or RA. This field can used to block the user from changing the rate
product on a RA or Reservation from the defined rate assigned to this
customer when it is used as a bill-to party on the transaction. Enter:
EXAMPLE: Press (RET) |
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| 26. SOURCE CODE |
The Source Codes field on reservations and RAs is used to track
the
origin of the business. Source Code fields can come from a variety of
places within the system (CDPID, Vendor, etc.). Therefore a hierarchy
has been established
regarding which record's Source Code takes precedence over others. The
hierarchy from highest priority to lowest is detailed in the chapter Edit Source Codes. If this customer record should load a Source Code to the Reservation or RA Open program, enter up to 5 alphanumeric characters representing the Source Code. This code must already have been created in the Edit Source Codes program. EXAMPLE: Press (RET) |
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| 27. CLS AVAIL OVERRIDE |
This field is used with the stopsell feature of the Rules Engine. A 'hierarchy' field in the stopsell record defines what hierarchy level a customer needs to have in order to bypass the stopsell logic. The hierarchy range is 1 to 999, with 1 being the lowest. By assigning a hierarchy level to a direct bill customer, reservations generated with that direct bill party will be able to override restrictions in the stopsell logic when their level is equal to or higher than the level in the stopsell record. For direct bill customers, enter an appropriate hierarchy level. EXAMPLE: Press (RET) |
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| 28. EXEMPT FED TAXES |
This field is provided for direct bill customers who are exempt from federal tax. Note that when a "Y" is entered in this field, a number must be entered in the Tax ID# field in order to save the record. Enter: Y = Yes, this direct bill customer is exempt from federal tax.EXAMPLE: Press (RET) |
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| 29. ALLOW RETAIL RATES |
This field is used by WebXG WebRes only and concerns repeat customers
and bill-to accounts that have a CDPID# assigned to their Customer
Record and thus have a corporate Rate Code. Enter:EXAMPLE: Press (RET) |
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| 30. INS METHOD |
This field is only meaningful for customer records for insurance
companies that are invoiced for insurance replacement rentals. CARS+ supports multiple methods for billing insurance companies for their portion of the replacement rental costs (See Overview - Insurance Replacement Summary for further definitions of these methods). An Insurance Company can use only one of the four billing methods. Enter one the the following to indicate the billing method for this insurance company: EXAMPLE: Type (RET) |
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| 31. AWARDS POINTS |
This field is part of the logic for a local frequent renter rewards
program. The current balance of award points is shown in this field. For details on setting up and using a local renter rewards program, refer to the chapter: Overview - Local Renter Rewards Program. Access is also allowed to manually adjust the number of points a customer has. |
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| 32. VIP LEVEL |
This field is reserved for the Hertz Gold Service Level Code for their CRM system. |
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| 33. DEST CODE |
This field is used by Hertz in Italy for business rentals that is required for billing purposes. |
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| LAST RA# |
This field displays the customer's last closed Rental Agreement Number. |
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The screen will then display:
PRESS "F8" AT "OPTION:" TO ADVANCE TO PAGE 4. Page 4 will then display:
Enter data as follows:
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| NOTE: Fields 21 - 24 can be accessed only if data is entered in Field 20. |
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21. EXEMPT LINK |
This field allows an exception to points C and D in the "user tip" in Field 20 above. Y = Yes, exempt the link. That is:
EXAMPLE: Type: N (RET) |
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22. COMMISSION % |
Enter up to 4 numeric characters to indicate the commission percentage used on all transactions which will be payable to this vendor for each rental referral. Vendors who are subject to a Commission Plan (see the Commission Plan field) should have a default commission percent entered here. The Commission Plan is used only when a rate with a designated commission category is used. Therefore, the default enter here is necessary when a rate without a commission category is used. EXAMPLE: Type 5 (RET) |
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23. COMMISSION GROUP |
Enter a single alphanumeric character to indicate the commissions group that this vendor belongs. Group Codes may be created to designate the frequency commissions are to be paid (ex. W = weekly, B = bi-weekly, M = monthly) or the week they are to be paid (ex. 1 = first week, 2 = second week, etc.). It can also be used to group travel companies that may have multiple offices with different IATA numbers for each office. EXAMPLE: Type B (RET) |
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24. COMMISSION PLAN |
If the vendor is subject to a Commission Plan where the commission rate varies by length of rental and by rate product used, enter up to 2 alphanumeric characters representing their Commission Plan code. (Commission plans are created in the Edit Commission Plan program on the Rate Control Files menu.) EXAMPE: Type C1 (RET) |
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25. SALESMAN |
For users using the RealWorld Accounts Receivable package, enter a Salesman Code for the Salesman who services this account. |
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26. AR AGENT |
This field can be used to assign the customer to a particular employee for purposes of collection. The RealWorld AR Aging Report can be run by collection agent. To assign a collection agent to this customer, enter up to 6 alphanumeric characters representing the user code for the employee. Otherwise, skip this field. EXAMPLE: Type EGB (RET) |
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27. WRITE OFF AMT 1 |
This field serves two similar purposes. It works one way on Customer
Records defined as a Form of Payment (Customer types C, CC, B and BC)
and it serves a similar purpose on Customer records for renters. When Used on Forms of Payment In some countries, coinage and currency does not exist for all
decimal values. For example, pennies (.01) may not be part of the
coinage. As an example, in Australia, the smallest coin is the five
cent piece ($0.05). When the total due at the time of close on a RA
include pennies and the client wants to pay cash, it is required to
accept payment to the nearest coinage used and then write off the
remaining pennies. Yet this "write off" is NOT required in Australia if the client wants to pay for the rental with any other form of payment,
such as a credit card. This field can be used to define a “write off “ amount that is used when a RA is closed and a form of payment was used that does not support all decimal positions (such as CASH). If an FOP of this type was used as a form of payment on RA Close and a balance due remains that is less than or equal to the amount in this field, the FOP Code in the “Write Off Code 1” field (see below) is automatically used to “pay off” the balance leaving the RA with no balance due. Enter one cent less then the smallest coin or currency available. EXAMPLE: Type .04 (RET) - this is appropriate for Australia and any other country where the .05 coin is the smallest coinage. User Tip: For rental operations with locations that use more than one currency, "FOP rounding" can be turned on or off by location. See the chapter Edit Locations for instructions. When Used on Renting Customers When there is a balance due at Close and the renter presented a
pre-authorized credit card at the time of open, the standard logic in
CARS+ creates an automatic payment for the amount of the balance due using the credit card.
Sometimes the balance due is a relatively small amount, and charging a customer’s credit card for such a small
amount is more of a nuisance. This field is used to define an amount that will be excused.
When closing the RA if the balance due for the Customer Type or Customer record for
the authorized credit card is less than the amount entered here, an automatic payment on the card will not be created. Instead, the balance due will automatically be paid off by the FOP defined in the next field. EXAMPLE: Type 1.99 (RET) In this example, if the final balance due is less than 2.00, the renter will not be charged on their credit card for this small balance. Instead the small balance will be paid off by the FOP in the next field.This field may be set from a field in the Edit Customer Type record. |
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28. WRITE OFF CODE 1 |
Relating to the field above, enter the FOP Code that should be used
to "pay off" a small balance due on a RA at Close. Note: This write
off is NOT entered into the system as a discount but rather as a payment adjustment. Note: The FOP record entered here must be defined as follows:
EXAMPLE: Type WROFF1 (RET) This field may be set from a field in the Edit Customer Type record. |
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29. WRITE OFF AMT 2 |
For operations that have both a "missing coinage" problem AND also
wish to also write off a small amount, a second level of write off is available. In Level 1 set up the write-off instructions for the
coinage issue. Use this field for the limit to be used for small balances. If the balance is greater than the amount defined in Write Off Amount 1, but not larger than the amount defined in this field, then the FOP Code in the Write Off Code 2 field is used to pay off the balance. EXAMPLE: Type 1.99 (RET) This field may be set from a field in the Edit Customer Type record. User Tip: The two levels of this feature allows for different G/L accounts to be used for the two levels of write off. For example, in Australia, Level One is set at .04 and the G/L account of the FOP in the previous field is the one used for the currency rounding due to the lack of a penny coin. While Level Two is set to $4.99 and the G/L account on the second FOP in the next field is the a different account, one used for a customer satisfaction adjustment. If coinage is not an issue, the write off for a small balance can be done just with the Level 1 fields. |
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30. WRITE OFF CODE 2 |
Relating to the Write Off 2 field above, enter the FOP Code that should be used to pay off a small balance due on a RA at Close when the amount is between the Write Off Amount 1 and the Write Off Amount 2. Note: The FOP record entered here must be defined as follows:
EXAMPLE: Type WROFF2 (RET) This field may be set from a field in the Edit Customer Type record. |
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| The following display only fields refer to "operational" credit limits set up by a corporate entity and licensees. Operational credit limits are used for monitoring the amount of credit extended to a direct bill customer for unposted transactions such as reservations, open RAs, and closed RAs with unprinted Tax Documents. (Refer to the chapter Overview - Licensee Credit Limits for a more in-depth explanation.) |
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| CUST ORIG LOC |
If the customer's record was created in the Customer File (and not from a RA or Reservation), this field displays the default location of the user who created the customer record. This field is of importance when a corporate entity and/or multiple licensees share a system. A field in the Edit Miscellaneous Control File can turn on a block so that customers can be used as bill-to parties on a RA only if the posting company of the user matches the posting company of the user who originally created the bill-to customer record. This is meant to prevent a bill-to customer approved by one licensee from being used as a bill-to by another licensee or a corporate location. |
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CORP RUNNING TOTAL |
This field displays the current "running total" (balance) of the corporate operational credit limit used by the customer. |
| CORP CREDIT LIMIT | This field displays the amount of the operational credit limit set for this customer by the corporate entity. |
|
LICENSEE TOTAL |
This field displays the current operational "running total" (balance) of ALL licensee records for this customer. |
| LICENSEE CREDIT LIMIT | This field displays the amount of the total operational credit limit set for this customer by ALL of the licensees. |
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GRAND TOTAL |
This is a total of the Corporate and all Licensee running totals used by the customer. |
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TOTAL CREDIT LIMIT |
This is total of the Corporate and Licensees credit limits set for this customer. |
| OPTION: __ CUSTOMER FILE UPDATE (PAGE 4/5) 1 Paying Cust# 20 IATA # 2 Balance Meth O 21 Exempt Link 3 Stmt Cycle M 22 Commission % 4 CR Limit 15000 23 Commission Group 5 CR Rating A+ 24 Commission Plan 6 Fin Chg Flag Y 25 Salesman 7 Terms Code N30 26 AR Agent 8 A/R Account 9 Tax Code 27 Write off amt 1 10 Sales PTD 28 Write off code 1 11 Sales YTD 29 Write off amt 2 12 Balance 30 Write off code 2 13 Last Pmt Amt Cust Orig Loc 14 Last Pmt Date Corp Running Total 15 Billing Format Corp Credit Limit 16 AROPEN Res ref D Licensee total 17 Req Bill-to Auth Licensee Credit Limit 18 Bill Cycle Grand total 19 Batch Tax Doc? Total Credit Limit 1SAVE 2NEXT 3ERASE 4ASSIGN# 5 6SEARCH 7HELP 8NXT PAGE |
PRESS "F8" AT "OPTION:" TO ADVANCE TO PAGE 5.
Page 5 will then display:| OPTION: __ CUSTOMER FILE UPDATE (PAGE 5/5) 15 Pay Code/CC type */* 1 Locator 16 Corp Pay Code 2 Corporate std N 17 Corp CC Type 3 Bank name 4 IBAN No. 5 Toll CC # 18 Use Print Date 6 Toll CC Expiry 19 No lights 7 Toll Status 20 Bank No. 8 Webres Skin 21 Agency No/CkDgt */* 9 Vehicle No 22 Account No/CkDgt */* 10 EDI Flag 23 Card 2 address Foreign Location: 24 Corresp. address 11 Location Number 25 Require Driver 12 % split Foreign 26 Separate TD for Damage?(Y/N) 13 % split Owning 27 #1 Type 14 % Split Ins RA 28 #1 Club No Date Create Empl Create Prog Last Mod Date Last Mod Time Last Mod Empl 1SAVE 2NEXT 3ERASE 4ASSIGN# 5 6SEARCH 7HELP 8NXT PAGE |
| 1. LOCATOR |
This field is used by a reservation merge program for a particular CARS+ user and has no relevance to other users. |
| 2. CORPORATE STD |
Note: You may want to allow some users to VIEW this screen while, at the same time, block their ability to CHANGE anything on the screen. This is carried out in a two-step process.
|
| 3. BANK NAME |
This field is used by CARS+ installations using the RAINVE invoice program. Other users should ignore this field. |
| 4. IBAN NO. |
Enter up to 30 alphanumeric characters for an IBAN (International Bank Number.) |
| 5. TOLL CC # |
If the toll interface is being used, enter up to 20 alphanumeric characters representing the credit card number. |
| 6. TOLL CC EXPIRY |
If the toll interface is being used, enter the expiration date for the credit card number entered in the field above. |
| 7. TOLL STATUS |
If the toll interface is being used, enter the one of the following statuses:Y = This customer has account with the toll processor and wants to use it for paying tolls incurred from a rental. |
| 8. WEBRES SKIN |
This field is used by WebXG Webres to set the colors and background ,
"skin", of the Website when used by this customer. Contact Thermeon
Customer Support for information concerning the Skin Codes that are
available for this field. Enter up to 15 alpha numeric characters to
indicate the "skin" that should be used for this account. |
| 9. VEHICLE NO |
This field is used in the European Chauffeur logic. When the chauffeur provides their own car, their car is entered into the Vehicle Inventory File. The vehicle unit number is then entered in this field to link the vehicle to the chauffeur's customer record. EXAMPLE: Type C00122 (RET) |
| 10. EDI FLAG |
This field is reserved for a future enhancement. |
|
FOREIGN LOCATION (FIELDS 11 THROUGH 14): Every Foreign (Non-Owned) Location with which your operation does
business MUST be entered as a Type "F" or "L" customer in this file. The Foreign Location Code should be
used as the customer number. Use the next 4 fields if you have agreed with a
foreign location that rentals between your locations should use different revenue split percentages that those defined
in Edit Misc. Control Fields for one-way rentals. |
|
|
11. LOCATION NUMBER |
This field is used by Hertz licensees in the US. When foreign location records are merged into CARS+, the official Hertz 7-character location code is entered in this field. EXAMPLE: Type CALAX01 (RET) |
| 12. % SPLIT FOREIGN |
NOTE: This field is used ONLY if you have agreed with a foreign location to different revenue split percentages than the splits defined in the Edit Misc. Control Fields screen for one-way rentals between your locations and theirs. Enter the percent of Time and Mileage revenue to be paid to the owner of a vehicle when the return location is NOT the vehicle's owning location but it is a location that is TOWARDS the owner. If this field is left blank, the system will use the percent in the "Split % to Foreign City" field of the Edit Misc. Control Fields. In all cases, if the vehicle is rented further AWAY from the owner, the percent used will be the one in the "Split % When Rented Away" field in Edit Misc. Control Fields.. EXAMPLE:Type 70 (RET) |
| 13. % SPLIT OWNING |
NOTE: This field is used ONLY if you have agreed with a foreign location to different revenue split percentages than the splits defined in the Edit Misc. Control Fields screen for one-way rentals between your locations and theirs. Enter the percent of Time and Mileage revenue to be paid to the owner of a vehicle when the return location is the owning location. If this field is left blank, the system will use the percent in the "Split % to Owning City" field Edit Misc. Control Fields EXAMPLE: Type 50 (RET) |
| 14. % SPLIT INS RA | This field is for US Hertz licensees doing insurance replacement rentals. When a corporately owned vehicle is used for an insurance
replacement rental, the revenue split is 50/50 regardless of the closing location. Entering the owning location's percentage in this field
applies the percentage to the insurance RA. EXAMPLE: Type 50 (RET) User tip: With this change, a field for the percentage was added to the Merge Hertz Locations program. It allows this field in the customer records for the foreign locations to be updated with the percentage when the locations are merged each month. |
| FIELDS 15-22 ARE ONLY AVAILABLE FOR HERTZ CLIENTS |
|
| 15. PAY CODE/ CC TYPE |
This field is for Hertz installations. All Forms of Payment must be assigned a Hertz Pay Code and CC Type. Therefore, these two fields are required on all customer records that are defined as Form of Payments. (Customer Types C, CC, B, BC). Note that Pay Code and CC Type values for licensees are different than for corporate rental operations. When CARS+ is operated as a shared system (both corporate entity and licensees on the same system), use these fields for the Licensee Pay Code and CC Type. |
| 16. CORP PAY CODE | When CARS+ is operated as a shared system (both corporate entity and
licensees on the same system), use this field for the Corporate Pay
Code. If not operating as a shared system, use the field above and leave this field blank. |
| 17. CORP CC TYPE | When CARS+ is operated as a shared system (both corporate entity and
licensees on the same system), use this field for the Corporate CC Type. If not operating as a shared system, use the field above and leave this field blank. |
| 18. USE PRINT DATE |
This field is no longer used. |
| 19. NO LIGHTS |
This field is provided for Hertz Australia and indicates whether or not
Gold customers want their name displayed in lights at Gold locations.
This field is updated automatically from the Gold Customer Merge
program. |
| 20. BANK NO. |
This field is obsolete. |
| 21. AGENCY NO/ CKDGT |
This field is obsolete. |
| 22. ACCOUNT NO/ CKDGT |
This field is obsolete. |
| 23. CARD 2 ADDRESS |
This field is obsolete. |
| 24. CORRESP. ADDRESS |
This field is obsolete. |
| 25. REQUIRE DRIVER |
This field is obsolete. |
| 26. SEPARATE TD FOR DAMAGE? |
This field is obsolete. |
| 27. #1 TYPE |
This field is obsolete. |
| 28. #1 CLUB NO DATE |
This field is obsolete. |
| CREATE EMPL |
This field displays the employee Code of the individual who originally created this Customer record. USER NOTE: This field will be blank for customers created before the 11/XX/16 release of CARS+ as this fact was not recorded prior to that release. |
| CREATE PROGRAM |
This field displays an abbreviation for the program that was used to create this record. The possible values are: EDTCST = Customer File Update program RESUPD = Reservations RAOPEN = RA Open in all of it's forms (online,batch, edit opening fields, etc.) RZMRG4 = The Hertz reservation Interface program RZMRGC = The Avis reservation interface program RZMRGS = The Sixt reservation interface program AVSMRG = The Avis WLB closed RA merge program CSVCUS = The Customer File Import program CASS = Any of several CARS+ Web applications that can create Customer records |
| LAST MOD DATE |
This field displays the date when the record was last modified. |
| LAST MOD TIME |
This field displays the time when the record was last modified. |
| LAST MOD EMPL |
This field displays the Employee code of the user who made the last modification. |
| OPTION: __ CUSTOMER FILE UPDATE (PAGE 5/5) 15 Pay Code/CC type */* 1 Locator 16 Corp Pay Code 2 Corporate std N 17 Corp CC Type 3 Bank name 4 IBAN No. 5 Toll CC # 18 Use Print Date 6 Toll CC Expiry 19 No lights 7 Toll Status 20 Bank No. 8 Webres Skin 21 Agency No/CkDgt */* 9 Vehicle No 22 Account No/CkDgt */* 10 EDI Flag 23 Card 2 address Foreign Location: 24 Corresp. address 11 Location Number 25 Require Driver 12 % split Foreign 26 Separate TD for Damage?(Y/N) 13 % split Owning 27 #1 Type 14 % Split Ins RA 28 #1 Club No Date Create Empl Create Prog Last Mod Date Last Mod Time Last Mod Empl 1SAVE 2NEXT 3ERASE 4ASSIGN# 5 6SEARCH 7HELP 8NXT PAGE |
Press "F1" at the "OPTION:" to have the system assign the next customer number.
OR
Press "F4” at the "OPTION:" to assign a customer number (up to 6 alphanumeric characters) of your choice.
REQUIRED FEDERAL TAX ID AND ADDITIONAL ID
There are two very similar fields in the Customer record for
government issued ID numbers: Federal Tax ID and Additional ID. The
latter is often used for a passport # or similar document. These fields can be made required under various situations. The chart below
summarizes where and how these field can be made mandatory:
| Placing a "Y" in this field |
REQUIRES |
DESCRIPTION |
| Edit Misc. Control Fields Page 4 Require add'l ID? |
either Add'l ID or Federal Tax ID (one must not be left blank) |
all rentals at all locations require a second piece of ID |
| Edit Misc Control Fields Page 7 Req Fed ID |
specifically the Add'l ID |
all rentals at all locations require specifically that the Add'l ID field be used |
| Edit Locations Page 6 Require Addl ID |
either Add'l ID or Federal Tax ID |
all rentals at this location require a second ID |
| Edit Class Codes Addl ID Req |
either Add'l ID or Federal Tax ID plus Add'l ID country and description |
when renting this class of car a second ID other than a driver's license is required |
| Edit Country Codes Req Fed Tax ID |
specifically the Federal Tax ID |
renters with a drivers license issued by this country must present a Federal Tax ID |
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GUIDELINES FOR SETTING UP DIRECT BILL CUSTOMERS
Direct bill rentals are ones where the charges on the RA will be
billed to another party, typically the company where the driver is
employed. Once the company has been approved for the direct billings,
use the following guidelines to create a customer record for the
company:
Page 1:
Field1: Customer # - Leave this field blank. The customer number will be assigned when the record is saved.
Field 2: Last name - Enter the name of the company
Field 3: First name - leave this field blank
Fields 4 and 5: Address - Use Address 2 for the mailing address. Use Address 1 (Field 4) only if necessary.
Fields 6 - 12: - Enter data as appropriate
Field 22: Cust Type - Enter the customer type code for a direct bill company. The type must be defined in the Customer Type Code file as one that can be used as a direct bill.
Fields 33 - 36: Contacts - Enter name and/or phone number for who to contact at the company regarding the billing.
Page 3:
Page 4:Field 2: Retail Rate Product - if the direct bill company has a rate product that should always be used for RAs directly billed to it, enter the rate product code in this field.
Fields 2 -9: Enter data as appropriate in these fields.
Saving the direct bill customer record: Typically a unique number range or alpha code is used for direct bill customers to distinguish them from individuals. To assign a customer number (alpha or numeric), press F4 (instead of F1) to save the record. A prompt will appear at the bottom of the screen "Enter Key". Enter up to 6 alphanumeric characters for the customer number. If F1 is pressed instead of F4, the system will assign the next customer number to the record.
User tip: There are many other fields that can be used for a direct bill customer. The ones mentioned above comprise the minimum set up.
LINKING NOTES TO CUSTOMER RECORDS
An optional note of up to 5400 characters can be
linked to a customer by use of the Notes Subwindow. This note will appear to the counter agent when taking a
reservation or opening a RA involving the customer. For instructions on how to link notes
to customers, see the appropriate section of the General Data Entry
Instructions chapter.
MAKING CHANGES TO CUSTOMER RECORDS
Enter a valid customer number in Field #1 and press
RET or select a record from the search routine. All customer data will
be displayed. Any field except Field #1 (the customer number) may be
modified. However, caution should
be exercised in changing fields that are automatically updated by the
system. Return the cursor to the "OPTION:" field and press F1.
If logging is turned on, changes to the major fields in the customer
record are logged and can be viewed in View Customer Log.
DELETING CUSTOMER RECORDS
Because other files are dependent upon records in the Customer File, Customer records CANNOT be manually deleted. They must be purged using the program Purge Customer Vendor Files. In purging customer records the system first determines if any other files are dependent upon a customer record and, if so. the record is retained.
CLEAR CUSTOMER PID DATA or GDPR (General Data Protection Regulation)
To clear or 'sanitize' the personal identification data (PID) from customer records you can use the Clear Customer PID Data feature that will clear out of the customer's record ALL data that can be used to uniquely identify them. This includes the customer's address, driver's license number, date of birth, phone numbers email address, passport number, federal tax id number and any other unique personal information from the customer records selected. This program DOES NOT delete the customer from the Customer File.
DUPLICATE CUSTOMER RECORDS
Over the course of time, multiple customer records may be created for
the same person or company. This is usually caused by misspelling the name or
using a variation of the name. For example, the same customer may have a record under each of the following names:
Phillip SweeneyTo accurately track the number of times the customer has rented and to streamline the customer records, it is desirable to merge these multiple customer records into one. Refer to the chapter Overview - Data De-duplication for details on how to find the possible duplicate records and process them.
Philip Sweeney
Phil Sweeney
Phillip Sweney
Phil Sweeny
REVIEW OF FOP TYPES
CARS+ divides Forms of Payments (FOPs) into the six general types. Each of these types are processed by the system differently. The following sections define each of these types and describes how they affect the accounting files.
All FOPs are classified into one of the following types:
TYPE C (Cash like) Forms of Payment relieve the customer of financial obligation by increasing (debiting) the Cash account. Examples: are:cash, checks and traveler's checks.
TYPE CC (Bank Depositable Credit Cards) Forms of Payment are those charges that can be deposited directly into your bank account. They are handled by the computer exactly as Type C FOPs. Possible examples are: Mastercardand Visa.
TYPE B (Billable Payments) Forms of Payment also relieve the customer of financial obligations. However, because no cash payment has been made and because the payment cannot be deposited immediately in your bank account, an obligation in the amount of the payment is created in the Accounts Receivable account of the FOP used. As an example, if payment is by Diner's Club and it not deposited directly to your bank account, an obligation (receivable) is created against Diner's Club. Therefore, B type of FOPs transfer financial obligation from one party to another.Possible examples are:certain credit cards, travel vouchers, and MCOs,.
TYPE BC (Batch Processed Billable Payments) Forms of Payment are similar to Type B above. The difference lies in the fact that the transfer of the obligation is accomplished by a single batch entry for all transactions of that FOP that were received that day. As an example, if American Express (AMX) is a BC type of FOP and you received 10 AMX payments, a single invoice for the total of all 10 transactions will be posted to the AMX account in Accounts Receivable.
TYPE BF Forms of Payment are similar to Type B above. The difference is that a government tax document will print for this FOP. As an example, in Mexico some rental operators receive rental vouchers from local resorts. These vouchers pay a rental either fully or partially. When taken as a payment, a government tax document must be printed to the issuer of the voucher.
TYPE NON (Nonstandard) Forms of Payment are all other customers who issue vouchers that can be used as a Form of Payment. This could be an insurance company, garage, etc. Nonstandard FOPs are handled by the system exactly the same way as Type B FOPs, that is, they transfer financial obligation from one customer to another. You may use this FOP Type so that the Cash Receipts Report or the Drawer Balance Report can group Type B and Type NON separately for your convenience.
NOTE: See the following section for notes on how BC FOPs are posted.
Below is a summary of how each FOP Type affects the General Ledger accounts and the A/R Open Item File.
Types C and CC -General Ledger accounts - Debits Cash
Credits Accounts Receivable.A/R Open Item File - Credits customer's account.Types B and BF -General Ledger accounts - Leaves a Debit balance in the default A/R acct.A/R Open Item File - Credits customer's account.
Debits FOP's customer account.Type BC -General Ledger accounts - Leaves a Debit balance in the default A/R acct.
A/R Open Item File - Credits customer's account.
Debits FOP's customer account for the total of all payments
with the same DBR date.
HOW BC FOPs ARE POSTED TO THE A/R OPEN ITEM FILE
The DBR posting program creates one receivable invoice record in the A/R Open Item File for each BC type of FOP. The following rules relate to the creation of this invoice record.
1. The system will create a unique invoice number (Document Number) which is made up of the Accounting DBR's report number (the number that prints in the upper right corner of the report).
2. The invoice date (Document Date) will be the DBR's Period End Date.
As an example:
If on August 31 you post a DBR which covers the dates 8/28 through 8/30, the following will occur:
1. Each BC type of FOP will have all of its vouchers for all three days totaled into a single entry into the A/R Open Item File.
In other words, if American Express credit cards have been defined as a BC type of FOP, then all American Express payments taken during the posting period will be totaled to a single receivable entry in the A/R Open Item File.
2. The Document Number will be the Accounting DBR's report number.
3. The Document Date will be 8/30.
If you prefer that each day's receipts appear as separate entries, each day's DBR must be posted separately.
REIMBURSEMENTS
Reimbursements entered on RAs are treated as payment-like entries, and it is necessary to set up FOP code "REIMB" (customer type "C"). The way that Reimbursements are added to a RA is controlled by a field in the Edit Miscellaneous Control Fields program.
1. Multiple GL Accounts: The FOP code "REIMB" must be set up in the Customer File as a Customer Type "C". To use multiple G/L accounts for reimbursements, they must be set up in the Edit Reimbursement Codes control file.
When a reimbursement is added to a RA, the GL Account code is entered in the description field.
2. Single GL Account. The FOP code "REIMB" must be set up in the Customer File as a Customer Type "C". The single G/L account that should be debited for all reimbursements must be entered in the "A/R Account"field of the record. ( No codes are set up in the Edit Reimbursement Codes control file.)
Warning: Failure to enter the GL account in the "A/R Account"field will cause all reimbursements to debit the Cash account.
When the reimbursement is added to a RA, instead of entering a GL account, a short explanation is entered in the description field.