Note: As long as the selection parameters are the same (dates, location, posting status, etc.), the "Grand Totals" of the report (at the bottom of each column) will be the same no matter which sort is chosen. Therefore, the variation in the report comes from the choice of how to SORT the data. See sample reports at the end of this chapter which illustrate this point. .
A Note About Types of Reports:
Because of the way RA revenue records are stored, reports in CARS+ fall into one of the following categories depending on how they read and access data in CARS+:
1. Contract Oriented Reports
These reports, such as the Operations DBR, read the RA File by the closing DBR date and report ALL revenue for the RA -- regardless of when the revenue item was added to or removed from the rental agreement. All revenue and utilization reports in CARS+ not listed in the next section as a "Revenue Oriented Report" fall into this category.
2. Revenue Oriented Reports
Reports of this type show revenue based on the DBR date of each individual charge. When a RA closes, its DBR date is assigned to each charge. For RAs that are open for multiple months (example: opened in December, closed in January) ALL of the charges will be reported as of the DBR date. This is the same as the Accounting DBR. (Revenue is not allocated to each month.)
When a posted RA is edited, the resulting change will be reflected on reports run for the time of the edit. Therefore, it's possible for the RA to appear on multiple reports.
Reports that fall into this category are:
Accounting DBR
Extra Revenue Report
Revenue Analysis Report
For example, assume the Revenue Analysis Report for the month of April included RA # 1234 which had LDW revenue of $30.00.
However, in May the posted contract was edited because it was discovered that the LDW charge should have been only $25.00. When the Revenue Analysis Report is run for May, RA # 1234 will be included again -- this time with a negative $5.00 for LDW because of the edit entered in May to the posted RA.
Because the separately dated edits to previously posted contract can exist, you should realize that it is possible to have contracts listed with negative amounts on this report and to have negative percentages.
User tip - Clean up the selection of options: Use the "Expire Date" field on page 2 of the Edit Optional Items program to indicate when options are no longer active and should not appear as choices on this report. If the date range for the report is later than the expiration date entered, the Option will not be listed as a choice.
To access the Revenue Analysis Report, type REVANL (RET) at any menu "OPTION:" field or the appropriate line number on the Month End
menu. The screen will then
display:
| OPTION: __ REVENUE ANALYSIS REPORT 1 Start DBR Date 09-15-07 9 Section B 18 Out Drawer ALL 2 End DBR Date 09-15-07 10 Leased Only B 19 RAs B 3 Location TUS 11 Create ASCII N 20 Rev items Only N 4 RA Post Status Y 12 Owning Loc ALL 21 Brand ID ALL 5 RA Post Code ALL 13 Truncate Decimals (Y/N)? N 6 Source Code ALL 14 Month Subtotals (Y/N) N 7 Primary Sort By L 15 Print/Display/CSV D Printer: /dev/tty 8 Secondary Sort 16 Start RQ FIRST 17 End RQ LAST Select (with an 'X') up to 7 items to be reported X T&M BRACK LDW3 X Drop Chrge CSADJ MISC X PPD-FUEL CLEAN PAI X All Cvgs DISC PEC X All Opts DRIVR PH CD X TAX FFSNW RRACK X FUEL FFSUS SEAT MISC FFTAX SLI AGE24 GARS SRCHG APTX GPS UPGRD MISC LDW UPSEL ABAST LDW1 AC LDW2 1SAVE 2 +39 3ERASE 4 -39 5BACKUP 6 7HELP 8 |
Enter data as follows:
|
1. START DBR DATE |
Using your selected date format, enter the Starting DBR date. Press RET to default to yesterday's date. EXAMPLE: Type 080107 (RET) |
|
2. END DATE |
Using your selected date format, enter the Ending DBR date. Press RET to default to yesterday's date. EXAMPLE: Type 083107 (RET) |
|
3. LOCATION |
Enter up to 6 alphanumeric characters to indicate the Opening Location making one of the following choices:
EXAMPLE: Type TUS (RET). |
|
4. RA POST STATUS |
This field controls whether the report should be based on posted RAs, unposted RAs, or both.
EXAMPLE: Type Y (RET) A pop-up window displaying a choice of responses is available for this field. Press Shift/F7 to display the pop-up window. |
|
5. RA POST CODE |
If you have set up multiple Posting Codes and want to restrict the report to RAs that fall under a single Posting Code, you can make that selection here. Either enter a single character representing a Posting Code or press (RET) to default to "ALL". EXAMPLE: Press (RET) |
|
6. SOURCE CODE |
For the Source Code, enter:
EXAMPLE: Press (RET) |
|
7. PRIMARY SORT |
Enter one of the following characters to indicate the primary sort order for the data: A = Travel Agent EXAMPLE: Type S (RET) A pop-up window displaying a choice of responses is available for this field. Press Shift/F7 to display the pop-up window. User tip: RAs with the sort item chosen are listed first. RAs without the sort item are grouped together at the end. For example, if Source Code is selected as the primary sort, the data from all RAs with Source Codes are listed first. Then the data from RAs without Source Codes are grouped together and will appear after the code "~~1". |
|
8. SECONDARY SORT |
Enter one of the following characters to indicate the secondary sort order if desired. Leave this field blank if no secondary sort is needed. L = Location EXAMPLE: Press (RET) A pop-up window displaying a choice of responses is available for this field. Press Shift/F7 to display the pop-up window. User tip: When a secondary sort is chosen it is applied to only those RAs that fell into the primary sort category. Continuing the example from the field above, the secondary sort would be applied only to those RAs with a Source Code. The group of RAs without a Source Code will not be considered for the secondary sort. |
|
9. SECTION |
Enter 1 alpha character to select which information should be included in the report. A = Analysis section (statistics and averages) only EXAMPLE: Type B (RET) A pop-up window displaying a choice of responses is available for this field. Press Shift/F7 to display the pop-up window. |
|
10. LEASED ONLY |
Indicate in this field whether the report should be based on rental contracts, lease contracts, or both. Enter: L = Lease. Base the report on Lease contracts only (those created under the Leasing Logic.) EXAMPLE: Type N (RET)
A pop-up window displaying a choice of responses is available for this field. Press Shift/F7 to display the pop-up window. |
|
11. CREATE ASCII |
Enter:
User Tip: The difference between CSV in Field 15 vs Create ASCII File in this field. The Create ASCII File option (in this field) should only be used by operations running CARS+ on their own hosted servers. For users using CARS+ Internet, use the CSV option (in Field 15) as the resulting file will be delivered to your PC. EXAMPLE: Type N (RET) |
|
12. OWNING LOC |
Enter up to 6 alphanumeric characters to indicate the owning location for the vehicles to be included in this report. Enter:
EXAMPLE: Type TUS (RET). |
|
13. TRUNCATE DECIMALS |
This field is used to indicate whether or not you want the digits beyond the decimal points to print on the totals line.
EXAMPLE: Type N (RET) |
|
14. MONTH SUBTOTALS |
Enter:
EXAMPLE: Type N (RET) |
|
15. PRINT/ DISPLAY/CSV |
Enter:
EXAMPLE: Type P (RET) |
|
16. START RQ |
For Hertz users only, use this field and the next one to limit the report to particular RQ Codes (Rate Quoted on Reservation). Enter up to 6 alphanumeric characters for the starting RQ Code. All users other than Hertz should ignore this field. EXAMPLE: Press (RET) |
|
17. END RQ |
For Hertz users only, use this field and the one above to limit the report to particular RQ Codes (Rate Quoted on Reservation). Enter up to 6 alphanumeric characters for the ending RQ Code. All users other than Hertz should ignore this field. EXAMPLE: Press (RET) |
|
18. OUT DRAWER |
To limit the report to RAs opened using a particular drawer, enter the Drawer number in this field. Otherwise, press (RET) to accept the default of "ALL" drawers. EXAMPLE: Press (RET) |
| 19. RAs |
Indicate which RAs should be included in the report:
EXAMPLE: Type B (RET) |
| 20. REV ITEMS ONLY |
When records are set up in the Edit Optional Items file, a Y/N field is used to declare whether or not the item should be "reported as revenue". Typically, taxes and fees owed to a government or airport agency are flagged with "N" as they are not considered revenue items. Instead of having to manually configure this report item by item, this field can be used to automatically exclude all of the options where the "Report as Revenue" field is either set to "N" or is blank. Enter:
EXAMPLE: Type Y (RET) User tip: Placing a "Y" in this field will generate the same statistical analysis that formerly appeared on the Accounting DBR. NOTE: The CARS+ Report Driver can be used to automatically generate this report on a daily basis. The report can be printed from CARS+ using the Print Auto Create Reports program and/or it can be delivered to an email account. Please contact Thermeon Customer Support to have this set up. |
| 21. BRAND ID |
Enter up to 3 alphanumeric characters to indicate the Brand of RAs to be reported or press RET to default to all rental agreements. This field
is used by operations that are "dual branded" and rent cars under more
than one "rental brand" (example: both Hertz and Dollar). EXAMPLE: TYPE ZE (RET) |
The remaining fields on the screen are used to select which items will be included on the report. Items appear as either:
1. A unique column on the report. Up to seven items can appear this way.
2. Not in a unique column but rather subtotaled together with all other charges in an "Other Revenue" column. As a result, this revenue is included in the Total Revenue figure (far right column of page 1 of the report.)
3. Excluded from the Total Revenue figure all together.
The possible choices are listed on the screen.
1. To select an item for the detailed columns, place a capital "X" in front of the choice. Although each choice on the screen is not numbered, each one is a separate data entry field and can be accessed by pressing the RET key the appropriate number of times. By default the first seven choices are pre-selected for the report.In order to select any of the other choices, you must first remove the "X"in front of one or more of the pre-selected choices by using the F3 "Erase" key and then place an "X"in front of your alternate selection.
2. To exclude an item from being included in the Total Revenue figure on both sections of the report, place a capital "N" in front of the choice. There is a limit of 80 imposed for items that may be excluded from Total Revenue. Even though they are excluded from Total Revenue columns in both sections of the report, they will be included in the "Gross Revenue" column in the second section.
3. All other items, those without an X or N, will be totaled together under the "Other Revenue" column on page 1.
Definitions: The following hard coded selection options appear in the first column:
T&M - Time and Mileage less discounts, customer service adjustments, and promos
PPD Fuel - This selection reports revenue from the sale of Prepaid Fuel (Fuel Purchase Option.) Note that fuel may be presold for either a full tank or half tank.
Fuel at Close - This selection reports revenue from charging for fuel at the time of RA Close.
Note about Fuel: A field in the Edit Miscellaneous Control File can be used to forgive the application of the prepaid option for RAs where the distance traveled is not sufficient to impose the charge.In those cases, the customer is charged a refueling charge at Close based on the distance driven. RAs such as these open with Prepaid Fuel but close with Fuel at Close. They are reported under the Prepaid Fuel category.
Tax - This item represents the option marked with option type lower case "t" (Sales Tax or PST). Remember, mark it with "N" to exclude this item from the report.
Note about taxes: The item "Tax" does NOT include options marked as option type uppercase "T" nor those marked with lower case "f" (federal tax such as GST). Those are listed individually in the columns to the right.To exclude them, mark them with "N".
All Cvgs - Placing an "X" before this item will cause all options designated as "coverages" to be added together and appear in a single column. Note: This will not prevent you from also selecting individual coverages with an "X". If you were to select " All Cvgs " as well as individual coverages listed, those items selected for individual columns will NOT be included in the " All Cvgs " column.
Example: Assume LDW is selected individually with a "X" and " All Cvgs " is also selected with a "X".Because LDW was selected, it will not be included in the " All Cvgs " column.
All Opts - Placing an "X" before this item will cause all Options (including those like taxes that you may have individually flagged with an "N") to be added together and appear under a single column. Like the choice above, if you select "All Opts" and then select individual options as well, those items selected for individual columns will NOT be included in the "All Opts" column. In addition, if you excluded an option with a "N" and then chose "All Opts" - it will be excluded from "Total Revenue" but it will be included in "All Opts". (The key is that you cannot ask for "All Opts" and then try to exclude individual options.)
Example: Assume APTAX is excluded from the report with a "N" and then "All Opts" is selected with a "X". The "N" means APTAX it will not be included in the calculation of the "Total Revenue" column. However, because the choice "All Opts"includes the option APTAX, the revenue from APTAX will be included in the "All Opts" column -- even though the user wanted to exclude it from the report. As a result, the columns will not add up across the page.
All Misc - Like the choices above for all coverages and all options, placing an "X" before this item will cause all options designated as "miscellaneous" (Option Type "M") to be added together and appear in a single column. Any miscellaneous options selected for individual columns will NOT be included in the "All Misc" column.Note:For Hertz Brazil users, this category also includes Option Type "B".
User tip - Clean up the selection of options: Use the "Expire Date" field on page 2 of the Edit Optional Items program to indicate when options are no longer active and should not appear as choices on this report. If the date range for the report is later than the expiration date entered, the Option will not be listed as a choice.
The screen will then display:
| OPTION: __ REVENUE ANALYSIS REPORT 1 Start DBR Date 08-01-07 9 Section B 18 Out Drawer ALL 2 End DBR Date 08-31-07 10 Leased Only N 19 RAs B 3 Location TUS 11 Create ASCII N 20 Rev items Only N 4 RA Post Status Y 12 Owning Loc TUS 21 Brand ID ALL 5 RA Post Code C 13 Truncate Decimals (Y/N)? N 6 Source Code ALL 14 Month Subtotals (Y?N) N 7 Primary Sort By C 15 Print/Display/CSV P Printer: /dev/tty 8 Secondary Sort V 16 Start RQ FIRST 17 End RQ LAST Select (with an 'X') up to 7 items to be reported X T&M BRACK LDW3 Drop Chrge CSADJ MISC X PPD-FUEL CLEAN X PAI All Cvgs DISC X PEC All Opts DRIVR PH CD N TAX FFSNW RRACK X FUEL FFSUS SEAT MISC FFTAX X SLI AGE24 GARS SRCHG N APTX GPS UPGRD MISC X LDW UPSEL ABAST LDW1 AC LDW2 1SAVE 2 +39 3ERASE 4 -39 5BACKUP 6 7HELP 8 |
PRESS "F1" AT THE "OPTION" TO BEGIN PRINTING.
NOTES ON READING THE REPORT
Revenue Section (page 1)
User tip: This section includes closed RAs as well as edits to posted RAs. Therefore, to compare it to the Accounting DBR, both the Closed section and the Edits to Posted RAs section of the Accounting DBR need to be added together.
~~1 = total of all RAs that did not have a value for the primary sort
~~2 = total of all RAs that had zero revenue
~~3 = total of all RAs that were charged for more than 60 days of rental.
Analysis Section (page 2)
User tip: This section includes closed RAs only; edits to posted RAs are not included in the analysis section.
The following are the definitions of the columns reported:
Closed Gross Revenue = All charges on the RAs, including those that had been flagged with a "N" on the selection screen or which are defined in Edit Optional Items as "Do not report as revenue". (See Field 20 above.) This is the same total of Gross Revenue as shown on the RA’s Closed section of the Accounting DBR run for the same selection parameters. This does not include adjustments to posted RAs.
Closed Reported Revenue= All charges except those flagged with a "N" on the selection screen or defined "in Edit Optional Items as "Do not report as revenue". (See Field 20 above.) This total includes adjustments to posted RAs. It is the figures in this column on which all of the other statistics of this report are based.
Rental Days = Total number of chargeable days for the closed RAs. One of two possible formulas are used in CARS+ to calculate this figure. To chose the formula to be used in this as well as over fifty other CARS+ reports, go to Page 5, Field 3 of Edit Miscellaneous Control Fields.
Note: It is important to note that all data reported is from closed RAs. This means that the Rental Days are calculated the same. For example: A vehicle that was rented on the 1st of June at noon, and returned on the 1st of July at noon, the rental days would only appear in July as 30 rental days and would not be calculated separately for June.
(Adjustments to posted RAs are not included in this count.)
Going down the left hand edge are the sorted items.Revenue per Day = Total Revenue divided by Rental days.
Percent Revenue = Total Revenue for this sort item divided by the Subtotal of Total Revenue (RAs that appear in the lines "W/o this item" and ”>60 days" subtotals are not included in the averages).
Percent of Total Days = Rental Days for this sort item divided by the Subtotal of Rental Days.
Number of RAs = Number of RAs with this sort item in the reporting period. (Adjustments to posted RAs are not included in this count.)
Revenue per RA = Total Revenue divided by Number of RAs.
Length of rental = Rental Days divided by Number of RAs. (Adjustments to posted RAs are not included in this count.)
Percent of RAs = Number of RAs divided by the Subtotal of Number of RAs. (Adjustments to posted RAs are not included in this count.)
04-22-XX 08:28:01 TOM /dev/ttyp8 00 CARS+ RENT-A-CAR PRTFILE Report #4462 Page 0001 ➊ |
NOTES - REVENUE ANALYSIS REPORT, PAGE 1
➊ This report was requested 4-22 at 8:28 a.m. by Tom. It is used to report and analyze rental revenue via various criteria. It reports closed RAs which are selected by DBR date as well as adjustments to posted RAs that were made within the date range. The report can be limited to posted RAs only or may include both posted and unposted RAs if requested.
➋ The "Selections" show that the following were requested:
Date Rate: March 1 through March 31
Location: The revenue shown is for contracts that opened at the Tustin location.
Sort Order: The data on this report is sorted by vehicle class. Several other choices are available which include Rate Code, CDP#, Employee, RA Type, and Source Code.
Post Stat: The report is limited to posted RAs. (Adjustments to posted RAs are always included.)
Post Code: The report includes all Post Codes. (Each vehicle is assigned a Post Code which specifies the G/L accounts used to record revenue earned by that vehicle.)
Section: There are two sections to the report. The first section reports revenue by the sort selected. The second section uses the revenue figures for analysis. Either section or both sections can be requested.
➌ Because "Vehicle Class" was the sort selected, the classes are listed in the first column of the report.
➍ Column headings can vary depending upon which items (up to 7) you chose for the individual columns.
➎ Except for the items that have been designated as being excluded from the report, the column labeled "Other" is a total of all other charges on the contracts that are not already shown in a column.
➏ The column labeled "Reported Revenue" is all charges except those flagged with an "N" (excluded) on the selection screen.
➐ This report shows that more time and mileage ($15,012.62) and total revenue ($20,783.15) were made with standard cars (SCAR) than any other class of vehicle. Interestingly, however, the most revenue from LDW sales was generated by the compact car class (CCAR).
04-22-XX 08:28:01 TOM /dev/ttyp8 00 CARS+ RENT-A-CAR PRTFILE Report #4462 Page 0002 |
NOTES - REVENUE ANALYSIS REPORT, PAGE 2
➊ The Rental Days column shows by Class the number of chargeable rental days represented from 3-1 to 3-31.
➋ Revenue per day is calculated from total revenue divided by rental days.
➌The Grand Total of Close Gross Revenue is the same total as the Gross Revenue from the Accounting DBR run under the same selection parameters (date, time, location, posting status, etc.)
Observations: There were 44 contracts during this time for standard (SCAR) cars, which is more than for any other class of vehicle.Although there were fewer rental contracts for compact (CCAR) cars, because they are longer in length and add on sales for coverages and options were better, the compact vehicles generated the most revenue per RA.
04-22-XX 08:29:03 TOM /dev/ttyp8 00 CARS+ RENT-A-CAR PRTFILE Report #4463 Page 0001 |
NOTES - REVENUE ANALYSIS REPORT, PAGE 3
➊This is another version of the Revenue Analysis Report which has been run with all of the same selections except that the report is sorted by Rate Code instead of by Vehicle Class.
➋ Note that no matter what selection is chosen for the sort, the column totals for T&M, LDW, PAI, etc. are the same as those on the previous report. This is because the selection parameters were the same (same dates, location, etc.).The data is simply sorted and analyzed with a different variation.
04-22-XX 08:29:03 TOM /dev/ttyp8 00 CARS+ RENT-A-CAR PRTFILE Report #4463 Page 0002 |
➊ The Grand Total of Close Gross Revenue is the same total as the Close Gross Revenue from the Accounting DBR run under the same selection parameters (date, time, location, posting status, etc.)