I. INTRODUCTION

As a general rule, only one party is responsible for all the charges on a rental agreement. On a bill-to rental, the responsible party is the Bill-To customer; on all others it is the renting customer. There are exceptions to this general rule and they include:

• Insurance replacement rentals. On these rentals an insurance company agrees to pay for a portion of the charges while the renter pays for the balance. This is done in CARS+ by attaching an Insurance Voucher to the RA. Charges covered by the voucher will be invoiced to the insurance company while all other charges "outside" the voucher are the responsibility of the renter. See the chapter Overview - Insurance Replacement Summary for a detailed explanation on how to do these types of rentals.
• Tour Voucher rentals. Like Insurance Replacement Rentals, tour rentals are based on vouchers. Charges covered by the voucher will be invoiced to the tour operator while all other charges "outside" the voucher are the responsibility of the renter. See the chapter Overview - Wholesale Voucher Processing for a detailed explanation on how to do these types of rentals.

By definition, a voucher splits the rental charges between two parties, the voucher issuer and the renter. CARS+ automatically handles this split based on how the voucher is set up in the system. But there are other rental situations where charges may be split between two parties. These situations include:

• A bill-to rental reserved for 5 days that is extended over the weekend, where the renter agrees to pay for the additional days.
• A bill-to rental where the renter agrees to pay the upgrade costs for a sportier car.
• A rental with a Stated Value Voucher that does not cover all rental charges and the renter pays the difference.
• A rental with a corporate charge card where the renter agrees to pay for the minor damage on his own credit card.

These situations do not involve a voucher which defines who pays for what (a Stated Value Voucher is defined as a Form of Payment, not a voucher, in CARS+). In these cases, the "split" of the charges is usually negotiated at the counter at the time of RA close. Typically nothing special needs to be done to handle these situations. The counter agent simply enters a partial payment for the charges that the renter is going to pay, and the balance is invoiced to the other party (the bill-to, SVV or Corporate charge card). But accounting wise, due to the general rule stated above, all charges are shown as the responsibility of the bill-to party. The partial payment made by the renter is shown in the system as a partial payment against the bill-to's obligation.

But there are rental operations where this default logic on non-voucher split charges is NOT correct. The partial payment made by the renter must NOT be shown as a partial fulfillment of the Bill-to's obligation but as a payment of the renter's own financial responsibility. This often occurs when:

• the rental operation is required to print a government mandated "Tax Document or Invoice" for the partial payment in the renter's name, and it must indicate the items the renter is paying for.
• your accounting system requires that partial payments made by the renter post against renter charges which must be separate from the charges to be invoiced to the bill-to party.

CARS+ can be configured so that charges can be split between the renter and a second party on non-voucher rentals. This chapter explains how that is done.

II. SET-UP

To turn on the features described in this chapter, contact your Thermeon Customer Support representative and ask that the GVT value "SPLITCHG" be turned on.

III. CHANGES TO THE RA CLOSE PROGRAM WHEN RUN IN SPLIT CHARGE MODE

As stated earlier, the ability to split charges between two parties on a non-voucher rental is done within the RA Close program. Even if the details of the split are discussed at the time the rental is opened, the actual splitting is done in RA Close. If the split was discussed at open, it is recommended that the details be entered into the Notes subwindow so that the closing rental agent can be made aware of the arrangements.

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 Total T&M 175.00 6 Notes * Total Non-T&M 89.75 FOP 2 Discount * 3 Tax/Surcharge 8.75 A-T&M Charges name: SMITH Subtotal-1 273.50 C-Option Charges date: 06-15-16 Less Dep/Reimb * D-Payments odom: 10058 Less Payments * E-Other Charges veh#: 582431 4 Change Back * F- RA Open Bill-To: 123456 Balance 273.50 O-Other Windows N-Notes F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

To call the screen to split the charges, press the Shifted/F7 function key after the charges have been calculated but before the close of the RA is saved. The split screen can only be called if the RA:

• Has a bill-to party, or
• Has a Stated Value Voucher, or
• Has a rental car branded Form of Payment (such as a Hertz charge card, Avis billing account, etc.)

Documentation Note: For the remainder of this chapter, the documentation will speak of the splitting of charges between the renter and a "bill-to" party. The phrase "bill-to party" will be used to refer to both an actual bill-to customer and SVVs or rental car branded forms of payment.

The screen will look like the following:

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 5 Days 35.00 175.00 175.00 | Su|FUEL 1 Item 2.00 32.00 32.00 | Le|CHILD SE 1 5 Days 7.00 35.00 35.00 | Le|Sales TA 1 Pct 5.00 8.75 8.75 | 4 Ch|SURCHARG 1 Pct 3.00 5.25 5.25 | Ba|AIRPORT 1 Pct 10.00 17.50 17.50 | | | | | | | | | | 273.50 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

Initially the pop-window shows that all rental charges are the responsibility of the bill-to party. In this case the bill-to party will be invoiced for $273.50, the total balance due shown on the Main Window of RA Close shown above. But, what if the Bill-to party will NOT pay for the child seat? By entering "5" (days) in the "Renter to Pay" column for the row of the Child seat, the $35.00 charge moves from the "Bill-To" column to the "Renter Charge" column. And because the child seat charge is subject to sales tax, that row recalculates automatically (in this example, the child seat is not subject to the surcharge or the airport location fee). The total of the Bill-To column recalculates automatically and the Renter Charge column now has the total of $36.75 due from the renter. The Close program will not allow this contract to be closed unless there is a payment in the Payments subwindow that equals the total amount of the Renter Charge column displayed here. You CANNOT use this feature to create receivables for both the Bill-to and the Renter. The renter's charges MUST be paid in full at the counter.

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 5 Days 35.00 175.00 175.00 | Su|FUEL 1 Item 2.00 32.00 32.00 | Le|CHILD SE 1 5 Days 7.00 35.00 5 35.00 | Le|Sales TA 1 Pct 5.00 8.75 1.75 7.00 | 4 Ch|SURCHARG 1 Pct 3.00 5.25 5.25 | Ba|AIRPORT 1 Pct 10.00 17.50 17.50 | | | | | | | | | | 36.75 236.75 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

WARNING: Pressing the Function keys F4 or F8 after entering splits but before saving the close will erase the splits and set all charges back to being the responsibility of the bill-to party. The following message advises of this:

REVENUE SPLITS REMOVED, USE SHIFT-F7 TO RESET SPLITS

This screen can also be used to split a single charge between the two parties. For example, if the original reservation for the rental illustrated here was for just 4 days and the fifth day is to be paid by the renter, enter the number of TIME days the renter is to pay for in the "Renter to Pay" column. In the illustration below, entering "1" for the TIME charge, splits the $175.00 charge with $35.00 owed by the renter and the remaining $140.00 owed by the Bill-To party. In this case, because the TIME charge is subject to the Surcharge and Location fee in addition to Sales tax, both of those charges are automatically split as well.

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 5 Days 35.00 175.00 1 35.00 140.00 | Su|FUEL 1 Item 2.00 32.00 32.00 | Le|CHILD SE 1 5 Days 7.00 35.00 5 35.00 | Le|Sales TA 1 Pct 5.00 8.75 2.50 6.25 | 4 Ch|SURCHARG 1 Pct 3.00 5.25 1.05 4.20 | Ba|AIRPORT 1 Pct 10.00 17.50 3.50 14.00 | | | | | | | | | | 77.05 196.45 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

SPLITS BASED ON A RESERVATION

If this was a reservation based rental, when Shifted/F7 is pressed, the following question would have been presented:

SPLIT CHARGES ACCORDING TO THE RESERVATION? Y/N

If answered "Y" (yes), any days beyond the reserved period will automatically appear in the "Renter to Pay" column. Options that were reserved will be split as well, but items that were added to the rental when it was opened will appear as 100% owed by the renter. The above screen is what you would see by answering "Y" on a 5 day rental based on a 4 day reservation where a child seat was NOT reserved but added at the time of open.

For options that are charged on a "per item basis" (not by days or by a percent), the amount displayed in the "Renter Charge" Column can be edited. For example, if the renter will pay part of the fuel charge, the amount can be manually entered into the "Renter Charge" column as shown below. With all charges except for those that are percentage based, the amount in the Bill-To column is always "Charge" minus "Renter Charge" = "Bill-to". The amounts in the "Bill-to" column cannot be directly edited. The amount entered into the "Renter Charge" column cannot be greater than the corresponding amount in the "Charge" column.

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 5 Days 35.00 175.00 1 35.00 140.00 | Su|FUEL 1 Item 2.00 32.00 10.00 22.00 | Le|CHILD SE 1 5 Days 7.00 35.00 5 35.00 | Le|Sales TA 1 Pct 5.00 8.75 3.00 5.75 | 4 Ch|SURCHARG 1 Pct 3.00 5.25 1.05 4.20 | Ba|AIRPORT 1 Pct 10.00 17.50 3.50 14.00 | | | | | | | | | | 87.55 185.95 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

PAYMENTS
As stated earlier, the RA Close program requires that the Renter Charge amount be paid in full before the transaction can be saved. To that end, the Renter Revenue amount is shown on the bottom left of the screen. The Renter Balance Due is shown in the lower right (this is the revenue amount less any deposits and payments already taken).

OPTION: __ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01 Amount/FOP/#/Exp/Settled Auth#/Amt Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw 1 */*/*/*/* 2 */* 3 */*/*/* 4 */*/* 5 */*/*/*/* 6 */* 7 */*/*/* 8 */*/* 9 */*/*/*/* 10 */* 11 */*/*/* 12 */*/* 13 */*/*/*/* 14 */* 15 */*/*/* 16 */*/* Renters Revenue Amt: 87.55 Renters Balance Due: 87.55

If the renter balance due is anything other than zero (besides SVVs and rental car branded FOPs), the RA cannot be closed. Once a split is done, the following rules apply to deposits and payments:

• The renter must either pay for ALL the RA charges or, if a partial payment is made, the charge splits must be made via the Shifted/F7 pop-up. If a partial payment is made without first doing the splits, the F1 save of the closed contract will fail with the error "PARTIAL PAYMENTS NOT ALLOWED, SPLIT CHARGES FIRST".
• The sum of all deposits and partial payments MUST match the Renter Revenue Amt (they cannot be less than the required amount nor can they be greater unless they cover all charges).
• If a deposit taken at the time of open is greater than the Renter Revenue Amt, a refund for the difference must be made before the RA can be saved.

Here is the same rental assuming that the renter made a $100.00 deposit at open. Thus, a refund of the overage on the deposit is due at close after doing the split:

OPTION: __ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01 Amount/FOP/#/Exp/Settled Auth#/Amt Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw 1 */*/*/*/* 2 */* 3 */*/*/* 4 */*/* 5 */*/*/*/* 6 */* 7 */*/*/* 8 */*/* 9 */*/*/*/* 10 */* 11 */*/*/* 12 */*/* 13 */*/*/*/* 14 */* 15 */*/*/* 16 */*/* Renter Revenue Amt: 87.55 Renters Balance Due: -12.45

SPLIT WITH A SVV

If the rental has a Stated Value Voucher or a car rental branded FOP, the Payment subwindow will look like the following:

OPTION: __ PAYMENTS F2=NEXT 4 F4=PREV 4 Page:01 Amount/FOP/#/Exp/Settled Auth#/Amt Curr Code/Frgn Amt/Exch Rate/DCC? PmtDate/Time/Drw 1 273.50/SVV/STATED VALUE VOUCHER/*/* 2 */* 3 */*/*/* 4 */*/* 5 */*/*/*/* 6 */* 7 */*/*/* 8 */*/* 9 */*/*/*/* 10 */* 11 */*/*/* 12 */*/* 13 */*/*/*/* 14 */* 15 */*/*/* 16 */*/* Renter Revenue Amt: 87.55

The full amount of the rental will initially be shown as having been paid by the SVV or Charge account. But because there is no partial payment on another FOP, this RA cannot be saved as is. To correct this:

• Enter an asterisk into the first character position of field 1.
• In lines 3 and below, enter the payments from the renter that equal the balance displayed in the Renter Revenue Amt field.
• The Main Window will now display the balance that needs to be applied to the voucher or charge account, enter that amount in the first field of line 1.
• Or press either F4 or F8 to erase all splits so the full amount can be applied to the SVV or Charge Account.

SPLIT OF WEEKLY TIME CHARGES

This rental is for 13 days (you can see this in the charges for LDW).

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 2 Week 210.00 420.00 420.00 | Su|TIME 1 Days 35.00 __ | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 6 Days 14.00 84.00 84.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|SALES TA 1 Pct 5.00 32.40 32.40 | |SURCHARG 1 Pct 3.00 14.40 14.40 | | | | | | | | 694.80 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

In this case, let's assume that the renter will pay for 2 of the 13 days. That change is entered in the Renter to Pay column for the days rate row of the TIME charges. Doing that the screen recalculates as follows:

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 2 Week 210.00 420.00 210.00 | Su|TIME 1 Days 35.00 2 70.00 140.00 | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 6 Days 14.00 84.00 84.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|SALES TA 1 Pct 5.00 32.40 3.50 28.90 | |SURCHARG 1 Pct 3.00 14.40 2.10 12.30 | | | | | | | | 75.60 619.20 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

By transferring 2 days to the renter, the Bill-to is not charged for 2 weeks, but only 1 week and 4 days (4 X the daily rate = $140.00 as seen on the second row for TIME). The percentage based options are automatically split as well. Presumably, the user would go on and also enter 2 days of LDW in the LDW daily rate row to split that charge as well.

Splits affect the "quantity discount" that is built into weekly and monthly rates. For an example, imagine a TIME rate that is $30.00/day and $180.00/week (you rent for seven days but only pay for six). Before editing, the screen will look as follows on a 7 day rental:

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 1 Week 180.00 180.00 180.00 | Su|TIME 1 Days 30.00 __ | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|SALES TA 1 Pct 5.00 16.20 16.20 | |SURCHARG 1 Pct 3.00 7.20 7.20 | | | | | | | | 347.40 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

Now if we transfer 2 days worth of time charges to the renter, no one gets the "free day". The renter is charged at 2 X 30.00 and the bill-to is charges 5 X 30.00. As a result, the total revenue on the RA is increased (64.80 + 315.00 = 379.80).

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 1 Week 180.00 180.00 | Su|TIME 1 Days 30.00 2 60.00 150.00 | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|SALES TA 1 Pct 5.00 16.20 3.00 14.70 | |SURCHARG 1 Pct 3.00 7.20 1.80 6.30 | | | | | | | | 64.80 315.00 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

IV. SPLIT OF A CUSTOMER SERVICE ADJUSTMENT OR DISCOUNT

When an incident entry or customer service adjustment is entered or there is a discount, it can be split between the renter and bill-to party. Enter a minus sign before the amount to split the charge. In the example below, a $50 adjustment is split between the renter and the bill-to party. However, the adjustment or the discount cannot be greater than the amount charged to TIME.

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 1 Week 180.00 180.00 | Su|TIME 1 Days 30.00 2 60.00 150.00 | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|CUS SV A 1 Item 50.00 -50.00 -10.00 -40.00 SALES TA 1 Pct 5.00 16.20 2.50 12.70 | |SURCHARG 1 Pct 3.00 7.20 1.50 5.10 | | | | | | | | 54.00 271.80 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

V. CLEARING THE SPLITS

If after doing the splits, but before saving the closed RA, you wish to clear out the splits that you have entered and reset the contract so that all charges are owed by the bill-to party, press either the F4 or F8 Function keys. Asking that the contract be re-calculated will erase all splits, and the following message will display:

REVENUE SPLITS REMOVED, USE SHIFT-F7 TO RESET SPLITS

Reopening a closed RA will also clear out any and all splits.


VI. EDITING A SPLIT CHARGE RA

The following notes cover changes to standard CARS+ rules when editing a closed RA with non-voucher split charges:

A. If the RA is closed but has not yet had its charges printed on a Tax Document: Both the RA and the splits can be edited. In the case of the split screen, the previous splits will be removed, and all the charges will once again display with everything being owed by the Bill-to party.

B. If the RA is closed and has had its charges printed on a Tax Document: The Tax Documents must first be voided. Use the program Cancel Tax Documents to void the required tax documents associated with this RA.

1. When accessing a closed RA that has had it's charges split by either the Edit Closed RA or Edit Posted RA, you will be presented with a pop-up window that will ask:

EDITS WILL BE MADE TO:

The Renter's Charges
The Bill-to's Charges
To Both
To fields that do not affect charges

Indicate the edits that are to be made by selecting one of the four responses above.

• If you select the first, the program will check that the Tax Document for the renter's charges has been voided. If it hasn't, you will receive a message with the Tax Document number that must be voided and the RA will NOT be displayed.
• If you select the second, the program will check that the Tax Document for the bill-to's charges has been voided. If it hasn't, you will receive a message with the Tax Document number that must be voided and the RA will NOT be displayed.
• If you select the third, the program will check that all Tax Documents have been voided. If they have not, you will receive a message with the Tax Document that must be voided and the RA will NOT be displayed.
• If you select the last, no charges will be displayed on the Shifted/F7 screen for editing..

NOTE: Because of the unique way that fuel and mileage charges are calculated, if you intend to edit the check-in odometer or check-in fuel tank level you MUST ask for the ability to change the splits for BOTH parties (and therefore all Tax Documents must first be voided). Access to those fields will be blocked unless all Tax Documents have been voided.

2. Using the 7 day rental example from above, here is how the edits will be displayed:

Before doing the splits and before saving the closed RA, the screen will look as follows on a 7 day rental:

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 1 Week 180.00 180.00 180.00 | Su|TIME 1 Days 30.00 __ | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|SALES TA 1 Pct 5.00 16.20 16.20 | |SURCHARG 1 Pct 3.00 7.20 7.20 | | | | | | | | 347.40 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

After doing the splits and before saving the closed RA, the charges will appear as shown below. At the counter, a Tax Document for $64.80 will be printed for the renter and in the back office, a second Tax Document in the name of the bill-to party will print for $315.00.

OPTION: __________ RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 1 Week 180.00 180.00 | Su|TIME 1 Days 30.00 2 60.00 150.00 | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|SALES TA 1 Pct 5.00 16.20 3.00 14.70 | |SURCHARG 1 Pct 3.00 7.20 1.80 6.30 | | | | | | | | 64.80 315.00 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

Let's suppose that there turns out to be some problems with the renter's credit card payment of $64.80, a problem that requires that the Tax Document be voided and these charges edited. But there is nothing wrong with the Tax Document and the charges that were billed to the Bill-to party. You must:

• Void the Renter's Tax Document (the Tax Document for the Bill-To can be left alone)

• Call the RA up on to the Edit Closed RA screen and announce that you intend to edit the Renter's Charges. The screen will look as follows:

OPTION: __________ EDIT RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 Week 180.00 | Su|TIME 1 2 Days 30.00 60.00 60.00 | Le|LDW 1 Week 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 | Ba|SALES TA 1 Pct 5.00 3.00 3.00 | |SURCHARG 1 Pct 3.00 1.80 1.80 | | | | | | | | 64.80 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

In this case, only the two days that had been charged to the renter and the associated taxes are open for change. The charges associated with the Tax Document that was issued to the bill-to party and which was not voided, do not appear on the screen. If you do nothing, these two additional days will now be invoiced to the bill-to party as the screen displays and a second Tax Document for the bill-to party will print for these charges. But let's assume that the issue here is that the renter was only required to pay for one of the two days he was invoiced for, by entering a "1" in the Renter to Pay column for the option TIME will produce the following:

OPTION: __________ EDIT RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 Week 180.00 | Su|TIME 1 2 Days 30.00 60.00 1 30.00 30.00 | Le|LDW 1 Week 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 | Ba|SALES TA 1 Pct 5.00 3.00 1.50 1.50 | |SURCHARG 1 Pct 3.00 1.80 .90 .90 | | | | | | | | 32.40 32.40 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

As a result, two new Tax Documents will now be created; one for the renter for the 1 day of charges and taxes and a second Tax Document in the name of the Bill-to Party for the remaining day and taxes. The system will now have two Tax Documents for the bill-to (the original for 5 days and this new one for 1 day) and one Tax Document for the renter.

User Note: If you ask to edit the renter's charges and no Tax Document has yet been issued for the Bill-To Party, even though you just asked for just the renter's charges, both the renter's and bill-to party's charges will display (like the second screen example above).

The following screen shows the same RA if it is the bill-to's charges that need editing not those of the renter:

OPTION: __________ EDIT RA CLOSE #A1234567 1 Miles/Fuel/Chg 10325/4/32.00/P 5 Empl/Drw ALEX/201 To--------------------------------------------------------------------------- To| Renter Renter | 2 Di|Option Qty Charge to Pay Charge Bill-to | 3 Ta|TIME 1 Week 180.00 | Su|TIME 1 5 Days 30.00 150.00 150.00 | Le|LDW 1 1 Week 84.00 84.00 84.00 | Le|LDW 1 Days 14.00 | 4 Ch|MILES/KM 1 Item .20 60.00 60.00 | Ba|SALES TA 1 Pct 5.00 14.70 14.70 | |SURCHARG 1 Pct 3.00 6.30 6.30 | | | | | | | | 315.00 | F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT

Obviously, if the charges for both the renter and the bill-to are to be edited, both Tax Documents must be voided and all charges will appear like they did on the first screen illustrated above.

VII. OTHER CHANGES RELATED TO THE SPLIT CHARGE FEATURE

A. The program Post Tax Documents is designed to export the split charges with the tax documents.

B. Not all Tax Document print programs support the split charge logic. Please contact your Thermeon Customer Support representative if you have questions.