Multiple Invoiced Rentals

Definition: A multiple invoiced rental (also referred to as a multi-month rental) is one that extends for a period of time which is longer than the normal RA. Due to the length of the rental, the customer is to be invoiced more than once (on an agreed to invoicing cycle) before the actual return of the vehicle.

These are not to be confused with Longterm Rentals which bear many of the same characteristics. This program cannot be used to process Longterm Rentals.

Use this program to:

Create interim invoices for designated multi-month rentals. This program automatically batch closes contracts and opens new contracts by cloning the data. See the chapter of the manual titled Overview - Multiple Invoiced Rentals for details on how rentals of this type are opened and processed.

Print a follow-up audit report for those newly opened RAs that need attention. (See the section on the audit report later on in this chapter.)

NOTES:

The Multiple Invoiced Rentals logic was designed with the assumption that the RA would be a direct bill. To use a credit card for payment, note that credit cards are not automatically processed (see exception on the next line below). Therefore, after the RAs have been processed via this program, the closed RA must be brought up in Edit Closed RA and the payment entered. Additionally, the newly cloned RA must be brought up in RA Open and a new authorization obtained.
An exception to the above is available for clients who use the CARS+ Payments Service (currently WorldPay, Windcave and Stripe). Under a special configuration, Payment Services is used to create payment or deposits and seek online credit card authorizations. Contact Thermeon Customer Support and request GVT record MULTAORD be set up if you wish this logic to be turned on. This can be configured to request authorizations only or to secure deposits on each cloning of the rental agreement. See note regarding this feature near the end of this chapter.
This program does not look at Hold Codes. That is, if a vehicle has a Hold Code, it does not stop the process of the multiple invoiced rental being closed and cloned. Therefore, no Hold Ticket is printed. However, the fact that the vehicle has a Hold Code is noted on the Audit Report (See Field 10 below.)

To access the Multiple Invoiced Rentals program, type MULTRA at any menu "OPTION:" field or the appropriate line number on the Multiple Invoiced Rentals sub-menu of the Rental Accounting menu. The screen will then display:

OPTION: __ MULTIPLE INVOICED RENTALS

1 Cust Number ALL
2 Starting RA # FIRST
3 Ending RA # LAST
4 Open Location TUS
5 RA Type ALL
6 Cutoff Date 09-10-14
7 Use Closing Date for DBR Date? N
8 Print Closed RA's? N
9 Print Opened RA's? N
10 Print Audit Report? Y
11 Re-quote Taxes N

1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. CUST #	Enter up to 6 alphanumeric characters indicate a single customer to be invoiced. A customer number entered here is checked against both the Bill-To and renting customers on contracts flagged for multi-invoicing. Press RET to default to all customers. EXAMPLE: Type ALL (RET)
2. START RA #	Enter up to 8 alphanumeric characters to indicate the lowest or starting RA number in the series you wish to invoice. Press RET to default to the first RA on file. EXAMPLE: Type FIRST (RET)
3. END RA #	Enter up to 8 alphanumeric characters to indicate the highest or ending RA number in the series you wish to invoice. Press RET to default to the last RA on file. EXAMPLE: Type LAST (RET)
4. OPEN LOCATION	Enter: Up to 6 alphanumeric characters to select RAs opened at a single location. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+". Press RETURN to default to ALL locations. EXAMPLE: Type ALL (RET)
5. RA TYPE	Enter up to 2 alphanumeric characters to select RAs with a single RA Type Code or press RET to default to all RAs. EXAMPLE: Type ALL (RET)
6. CUTOFF DATE	Using the selected date format, enter a invoicing cut-off date. This date defaults to yesterday and cannot be later than that. (RAs cannot close with a future date/time.) All open RAs which have been flagged for multiple-invoicing will be included if: RA Open date +days in billing cycle in the RA is less than the Cut-off date entered here. EXAMPLE: Press (RET)
7. USE CLOSING DATE FOR DBR DATE	This field determines which date will be used for the DBR date of the RAs being closed. (RAs opened by this process are assigned the current system date and time for their opening DBR date.) Enter: Y = Yes, the calculated closing date and time (Open Date + days in billing cycle) will be used as the DBR date for the RA. N = No, the current system date and time will be used as the DBR date of the RA. EXAMPLE: Type N (RET) User tip: Access to this field is blocked if the users record in the User Access File restricts access to the DBR date.
8. PRINT CLOSED RA'S	Enter: Y = Yes, print a copy of each contract that is batch closed. N = No, do not print copies of the closed contracts. EXAMPLE: Type N (RET)
9. PRINT OPENED RA'S	Enter: Y = Yes, print a copy of each newly cloned (opened) contract. N = No, do not print copies of the new contracts. EXAMPLE: Type N (RET)
10. PRINT AUDIT REPORT?	Indicate whether or not an audit report should print. The report lists RAs that need attention. RA's included are: The RA has a fuel card on it (Prepaid Fuel field = C). The customer's driver's license expires before the returned date of the newly opened RA. There is a credit card in the FOP field (Field 7 of the Main window). The vehicle has a open Hold Code assigned to it. The following data is shown on the report: Closed RA # New RA # Renter's first and last name Renter's phone number Prepaid fuel flag Odometer reading on the new RA A place to write in the actual current odometer reading (to be filled in manually after calling the renter) Driver's license expiration date Form of Payment name, and expiration date Vehicle number All open Hold Codes on the vehicle Y = Yes, print the audit report. N = No, do not print the audit report. EXAMPLE: Type Y (RET)
11. RE-QUOTE TAXES	This field controls how automatically applied options are handled during the cloning process. Enter: Y = The program should review the automatically applied options and add or remove them as necessary. For example, if a new tax or fee has gone into effect since the current RA opened (the one being closed), add that fee to the cloned RA. N = The program should not review the automatically applied options. Instead, clone exactly what is on the current RA. EXAMPLE: Press (RET)

The screen will then display:

OPTION: __ MULTIPLE INVOICED RENTALS

1 Cust Number ALL
2 Starting RA # FIRST
3 Ending RA # LAST
4 Open Location ALL
5 RA Type ALL
6 Cutoff Date 09-10-14
7 Use Closing Date for DBR Date? N
DBR Date? N
8 Print Closed RA's? N
9 Print Opened RA's? N
10 Print Audit Report? N
11 Re-quote Taxes N

1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO BEGIN.

Note for installation using GVT record MULTAORD: (see warning note below)

You must advise Thermeon Customer Support if the GVT should be set up in "Auth/Payment" mode or "Deposit" mode.
If running in Deposit mode, the first RA must have card details in both the Main Window and the C Subwindow. The card number in the Main Window will be used to take the deposit on each cloning of the RA.
If running in Auth/Payment mode, it is only necessary to enter card details in the Main Window. This card number will be used to take a payment upon closing the cloned RA using the opened RA's Pre-Auth, and then making a new Pre-Auth on the new cloned RA.
If no card details are entered, no action is taken by the feature. The RA will be assumed to be a direct bill -- either to the customer entered in the B Subwindow or the renting customer if no details are provided in the B Subwindow.

NOTE: WARNING!!! Once this GVT record has been set to Auth/payment or Deposits, it is not recommended to make changes. Example: changing the record from A (Auth/Payment only) mode to D (Deposit) mode while multimonth rental agreements are still open and in use. If this change needs to be made, note that ALL Mutlimonth RA Deposits and Auth/payments will need to be done manually during this transition period. Contact Thermeon Customer Support with any questions or concerns before requesting this change.

Certain installations that have the GVT record RAMULTRT in place will have additional fields 12 through 19 on this screen.

Access to the next series of fields is granted only when a single RA# is entered in Fields 2 and 3 above.

Enter data as follows:

12. CREDIT CARD #	If there is a credit card in FOP field of the Main Window of the RA being closed that has a pre-authorization on it, that credit card number will load as the default data in this field. Otherwise, enter a credit card number if the to be closed RA should not be a direct bill but paid by the card entered. EXAMPLE: Press (RET)
FOP	This field displays the FOP code associated with the credit card entered in the field above.
13. EXPIRE DATE	This field defaults to the expiration date of the credit card in FOP field of the Main Window of the RA being closed. Otherwise, enter 4 digits to represent the month and year of the expire date on the card. EXAMPLE: Press (RET)
14. AUTH #	This field defaults to the authorization number used on the pre-auth done on the credit card in FOP field of the Main Window of the RA being closed. Otherwise, enter an authorization code. EXAMPLE: Press (RET)
15. AUTH AMT	This field defaults to the authorization amount used on the pre-auth done on the credit card in FOP field of the Main Window of the RA being closed. Otherwise, enter an authorization amount. EXAMPLE: Press (RET)
16. BATCH #	Enter a batch number for processing this credit card payment. EXAMPLE: Type: 102088 (RET)
17. BATCH DATE	Using the selected date format, enter the date the batch is processed. EXAMPLE: Type 091114 (RET)
18. SLIP #	Enter the slip number for the credit card transaction. EXAMPLE: Type 123456 (RET)
19. SLIP DATE	Using the selected date format, enter the date on the slip number. EXAMPLE: Type 091114 (RET)

In addition to bringing up the extra fields, the GVT record RAMULTRT also imposes the following logic:

When cloning a RA for the first time for a RA where the billing cycle is once a month, the monthly rate on the contract being closed is divided by 30 to produce a pro-rated daily rate. The new contract resulting from the clone uses this rate as its daily rate. The weekly and extra day rate fields are cleared. The monthly rate carries forward as normal. On subsequent months, no charges are made to the rate structure.
Allows multiple invoiced rentals to be created without a monthly rate.

Credit card number and expiration date are cloned to the next RA.

PRESS "F1" AT "OPTION:" TO BEGIN.