The report can be requested in either detail or summary. It reports "extra revenue" from RA charge records. Extra revenue is defined as non-T&M charges, including coverages, options and upgrades. This information is sorted by the code of the employee who is responsible for the sale of the item. As a result, this report can be used to calculate incentive pay for rental agents and to evaluate their incremental sales performance.
Because of the way RA revenue records are stored, reports in CARS+ fall into one of the following two categories depending on 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 report revenue based on the DBR date of each individual charge. Therefore, the same RA can appear on several reports run for different date ranges. When a posted RA is edited, the resulting changes will be reflected on reports run for the time of the edit.
Reports that fall into this category are:
Accounting DBR
Revenue Analysis Report
Extra Revenue Report
For example, assume the Extra Revenue Report for the month of April reported that RA # 1234 had LDW revenue of $30.00.
A commission was paid to the opening rental agent based on that figure.
However, in May that posted contract was edited because it was discovered that the LDW charge should have been only $25.00. When the Extra Revenue Report is run for May, RA # 1234 will be included again -- this time with a negative $5.00 for LDW because of the edit to the posted RA that was made during May.
Because the separately dated edits to previously posted contracts can exist, it should be noted that it is possible to have contracts listed on the Extra Revenue Report with negative amounts. In the example noted above, the $5.00 reduction in LDW sales made in May will reduce the selling rental agent's commissionable revenue for that month. In fact it is possible that an employee could owe the company for incentive pay that was overpaid in a previous period due to edits made in the current reporting period.
There are three reports on CARS+ that are used to report employee sales. They are:
Extra Revenue Report
Extra Revenue Report 2
Employee Performance Report
The Extra Revenue Report is a revenue oriented report. Although similar in layout, the Extra Rev 2 and the Employee Performance Reports are contract oriented reports. To further illustrate the difference between contract and revenue oriented reports, see the chart of reported LDW revenue below based on the April/May RA edits mentioned earlier:
| Report Type | April report run before May edit | April report run after May edit | May Report run after the May edit |
| Contract Oriented Such as the "Employee Performance Report" |
30.00 | 25.00 | 0.00 |
| Revenue Oriented Such as the "Extra Revenue Report" |
30.00 | 30.00 | -5.00 |
In summary, historical data as reported by contract oriented reports can change over time when re-run after later edits. On the other hand, revenue oriented reports keep their historical accuracy over time. That is, for right or wrong, as of the end of April, the LDW revenue on the contract in discussion was believed to be $30.00.
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WARNING CONCERNING OPTION PACKAGES The use of Option Packages (not Option Bundles) may negatively impact this report. Please see the warning section at the end of the chapter, Overview - Option Discounts, Bundles and Packages for a more detailed explanation of the impact of the Option Package logic on this and other reports. |
Before running this report:
Before running the Extra Revenue Report, review the settings in Edit Incentive Control Record. That record controls how the following things are handled:
Types of Revenue That are NOT Reported on the Extra Revenue Report
Page 1: Auto-apply Opt
Page 2: Decline Coverages
Page 2: Option Set
A setting in the Edit Incentive Control Record controls how options from privilege codes are treated.
Customer Option Set: Customer records can reference an Option Set causing the options to be added to RAs for that customer. A setting in the Edit Incentive Control Record controls how customer option sets treated.
Coverage preference flags in the Customer Record: A field in the Edit Misc Control Fields record controls whether the 4 coverage preference
fields in the customer record should be automatically set according to the coverages taken (or
not taken) when the customer rents for the first time. If the system is configured to set the flags, it impacts how data is reported on the Extra
Revenue Report. A setting in the Edit Incentive Control Record controls how options from the coverage preference flags are treated.
Chargeable hours: when an option has an hourly rate and there are chargeable hours, the partial day can be either dropped or rounded up to a full day. A setting in the Edit Incentive Control Record controls this.
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 Extra Revenue Report, type EXTRA (RET) at any menu "OPTION:" field or the appropriate line number on the Incremental Sales submenu off of the Month-End menu. The screen will then display:
| OPTION: __ EXTRA REVENUE REPORT 1 Start Date 08-17-10 8 Sort Order L (L=Loc/empl, E=Empl) 2 End Date 08-17-10 9 Detail/Summary S 3 Location TUS 10 Print/Display P Printer: /dev/tty 4 Posted Only Y 5 Excl. Source Code (Blank=None) 6 Employee ALL 7 Empl Type 1 (1=Sale, 2=Open) Select (with an 'X') up to 4 items to be reported X Upgrades YIELD CHRG1 LSFEE X All L Types AGE24 CHRG2 LSRCH X All C Types APTAX CVG2 OIL X All O Types BSEAT CVG3 PST Non-auto Opts LDW1 CVG4 RACK Prepaid Fuel LDW2 DETL SRCHG All Opts LDW3 DMG SRVC All Cvgs LDW4 DRIVR UPGRD Walk up LDW5 GARS UPPER Walk Rt CHAF GST UPSL 1BEGIN 2+39 3ERASE 4-39 5BACKUP 6 7HELP 8 |
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1. START DATE |
The date range entered in Fields 1 and 2 selects records from the RA charge file. Using your selected date format, enter the starting date of the period you wish to examine. Press RET to default to the current date. EXAMPLE: Type 040108 (RET) |
| 2. END DATE |
Using your selected date format, enter the ending date. Press RET to default to today's date. EXAMPLE: Type 041508 (RET) |
|
3. LOCATION |
Enter up to 6 alphanumeric characters to indicate the Customers Pick-Up Location.
Note: Your user access may be limited as to the locations for which you can run this report. If your access is restricted and you attempt to enter a location or location group which is outside your allowed parameters, the following message will be displayed at the bottom of the screen and your selection will be ignored: EXAMPLE: Type TUS (RET) |
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4. POSTED ONLY |
Y = YES. Only those RA charge records within the date range that have been posted will be reported.
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5. EXCLUDE SOURCE CODE |
If transactions which have a particular Source Code are to be excluded
from the report, enter that Source Code here. Otherwise, leave this
field blank. |
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6. EMPLOYEE |
Enter up to 6 alphanumeric characters to select a single employee code. Press RET to default to ALL employees. |
| 7. EMPL TYPE |
Enter: 1 = Select by the employee who sold the items. EXAMPLE: Type 1 (RET) Note that this field interacts with some settings in the Edit Incentive Control Record if they have been set up. The specific fields in that record are: Exclude Res Sold Items - If set, items sold on reservations are ignored by this report. User tip: If "1" is selected in this field (select by employee who SOLD the items), be aware that some RAs may be counted more than once. For example, assume that rental agent Mary opened a RA and sold LDW. Then the next day, the renter came in while John was on duty and he added the additional Uninsured Motorist coverage. Since both Mary and John sold items on the same RA, it will be listed under both employee codes. |
|
Fields |
Extra Revenue Report Extra Revenue Report 2 Employee Performance Report |
| Incl. Res Employee = Y Empl. Type = 1 (Sale) |
Reservation sales are credited to the Reservation employee. Opening employee is credited for items added at the time of Open. Editing employee is credited for items added while the RA is Open. |
| Incl. Res Employee = Y Empl. Type = 2 (Open) |
Reservation sales are credited to the Reservation employee. Opening employee is credited for items added at the time of Open and while the RA is Open. |
| Incl. Res Employee = N Empl. Type = 1 (Sale) |
Opening employee is credited for items added on the Reservation and at the time of Open. Editing employee is credited for items added while the RA is Open. |
| Incl. Res Employee = N Empl. Type = 2 (Open) |
Opening employee is credit for all items. |
| 8. SORT ORDER |
Enter 1 alpha character to select the sort order. L = Revenue sorted first by location and then by employee. EXAMPLE: Type L (RET) |
| 9. DETAIL/ SUMMARY |
Enter:S = Summary Report. In this mode totals for each employee will be shown along with calculations based on the totals. Individual RAs are not listed. D = Detailed Report. In addition to the totals shown in the Summary version, single line of data will print for every RA during the time span requested that was used to create the summary data. All Ras will be listed - whether or not it had any extra revenue. And as stated earlier, depending on how Fields 6 and 10 are set-up, a single RA may appear under more than one employee. EXAMPLE: Type S (RET) Note: When detailed format is chosen, a "Y" in the option column indicates that the sale of that item was possible on that RA. |
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10. PRINT/ |
Enter: P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers. EXAMPLE: Type P (RET) |
The remaining fields on the screen are used to select which items will be included on the report. A maximum of 4 items can be selected by placing a capital "X" in front of the choice. The possible choices are listed on the screen. 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.
Choices include the following:
Upgrades - Upgrades as defined by the system are only possible on RAs that have an associated reservation. To qualify as an upgrade, both the class of the vehicle rented and the rental rate must be different than what was originally reserved. As a result, a forced upgrade (reserved rate is unchanged) does not qualify as an upgrade for this report. Upgrades made through the U Subwindow or through the Shift/F5 Option window are not included in this category but can be selected via their Option Code.
ALL L TYPES - This choice combines all "L" (LDW) type options into a single column such as LDW and CDW.
ALL C TYPES - This choice combines all "C" (coverage) type options into a single column such as PAI, PEC, and LIS.
ALL O TYPES - This choice combines all "O" (option) type options into a single column such as underage fee, additional driver fee, child seats, luggage racks, concession fee (if not defined as a "T" tax type option).
NON-AUTO OPTS - This choice combines all rental options that are not automatically applied to a rental. That means that options such as the Under Age Driver surcharge (AGEnn) and Additional Driver charge (DRIVR) are not included. Therefore, these are the items that the rental agents actually sold.
PREPAID FUEL - This is the Prepaid Fuel option that is offered on the RA Open screen. (both full tank or half tank). Note that the revenue reported is based on the amount of fuel left in the tank at Close; not on the selling price of a full (or half) tank of fuel.
Note: By default, these first 4 choices are pre-selected for the report. In order to select any of the choices listed below, 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.
The additional choices are:
ALL OPTS - This choice includes all Optional Charges (both automatically applied and manual entries) with the exception of "T" (tax) type options which are excluded.
ALL CVGS - This item combines all coverages (types "L" and "C") into a single column.
WALK-UP - This choice shows only those RAs that are not linked to a reservation.
WALK RT - Those RAs that were walk up RAs and used the location's default walk-up rate. (Can be used by the incentive logic under the code WLKRT.)
YIELD - This choice displays when a field in the Edit Misc Control Fields record is set to allow for upsells on walk up rentals when yield managed rates are used. Based on utilization, the system selects which level of the yield managed rate should be in effect. If the rental agent upsells to a higher level, the difference in revenue is tracked and reported here under "YIELD". If selected, the number of walk up RAs using a yield managed rate are shown as the number of "possible" RAs. The number sold reflects which of the possible RAs had a yield managed rate level in effect that was greater than the level the system selected. Revenue is the difference in Time revenue bewteen the 2 levels.
OPTIONS - In addition to the above choices, the screen will also display up to 30 individual Option Codes that you have defined through the Edit Optional Charge Codes program. Each of these may individually be selected for reporting. Remember the CODES are what appear on this screen - not the short descriptions. (It is the short description that appears in the Shift/F5 Option Window as well as [usually] on the printed RA.) If there are more than 30 option codes set up in your system, use the "F2" key from the main "OPTION" field to scroll to the next 39 options. Use the "F4" key to scroll back.
FUEL - Those RAs with “C” in the prepaid fuel field (indicating a fuel card) are not counted as possible sales.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: __ EXTRA REVENUE REPORT 1 Start Date 08-17-10 8 Sort Order L (L=Loc/empl, E=Empl) 2 End Date 08-17-10 9 Detail/Summary S 3 Location TUS 10 Print/Display P Printer: /dev/tty 4 Posted Only Y 5 Excl. Source Code (Blank=None) 6 Employee ALL 7 Empl Type 1 (1=Sale, 2=Open) Select (with an 'X') up to 4 items to be reported X Upgrades YIELD CHRG1 LSFEE X All L Types AGE24 CHRG2 LSRCH All C Types APTAX X CVG2 OIL All O Types BSEAT CVG3 PST Non-auto Opts LDW1 CVG4 RACK X Prepaid Fuel LDW2 DETL SRCHG All Opts LDW3 DMG SRVC All Cvgs LDW4 DRIVR UPGRD Walk up LDW5 GARS UPPER Walk Rt CHAF GST UPSL 1BEGIN 2+39 3ERASE 4-39 5BACKUP 6 7HELP 8 |
| EMPL /(LOC) | Employee code and location code at which these RAs were opened. If an employee worked at more than one location, he will be listed multiple times on the report. |
| XTRA$ | Total of all revenue from the 4 items selected. |
| PER DAY | Total extra revenue from the previous column divided by the total chargeable days of employee's RAs. User tip: A field in the Edit Incentive Control Record controls how chargeable hours are treated. They are either rounded up to another day or they are dropped. |
| #RAs | The total number of RAs includes the following: · RAs opened by this employee which closed between the dates requested · RAs opened by this employee during an earlier period which had the charge for this item either removed or edited during this reporting period · RAs that closed during the period requested on which this employee sold an item on the corresponding reservation (if Field 6 has the value “Y”) · RAs opened by another employee on which this employee added (sold) this item on the contract (if field 10 has the value “1”). WARNING: As noted under Field 6, setting Field 7 to “1” may cause the same rental agreement to appear under more than one employee and thus artificially inflate the transaction count in the report grand totals. |
| % of Tot | This field expresses the number of RAs for this employee as a percent of the total number of RAs reported. |
| T&M | Total discounted T&M revenue generated by this employee. |
| GROSS | Total gross revenue generated by this employee. "Gross" is defined as
all charges less: fuel (both prepaid and fuel charged at close), drop
charge, and taxes. ("Taxes" are both Sales Tax plus all options that
have been flagged to be "reported as taxes.") |
| #RAS | Number of RAs for this employee with LDW. If reservation sales and employees are included, RAs where the coverage was sold on the reservation will be listed, but there will be nothing in the "Days" column. Additionally, and the class of vehicle reserved will show under the "Res" column. |
| REV | Total LDW revenue generated by this employee. |
| % of Own | Percent of this employee's RAs that had LDW. This is the percent of penetration. For example, if ten of employee A's RAs closed within the reporting period and LDW was sold on 5 of those, the report will list a 50% penetration. Note that these figures may vary depending on if inclusive rates are excluded or included. If reservation sales and employees are included, reservation sales are added on to the percentage for RAs. Unique to Hertz users and others that use the corporate contract and privilege code logic, LDW can also be flagged as inclusive by virtue of a CDPID#. If field 8 on this report is answered "Y", rentals of that sort are also not included in the penetration calculation. |
| # Poss | Number of RAs on which LDW could be sold. This calculation is affected by Fields 7 and 8. a. If Field 8 is answered with "N", then all RAs opened by this employee are viewed as being possible targets for LDW sales. b. If Field 8 is answered with "Y", then only those RAs on which LDW could have been sold will be counted (those with LDW inclusive rates are excluded). c. If Field 7 is answered with "Y", then those RAs that were opened by this agent but which were based on reservations which had the coverages sold by the reservation agent will not be viewed as possible target for LDW sales by the opening agent. |
| RAs | Number of upgrades. Remember, the system only considers a RA as an upgrade if BOTH the vehicle class and the rate have been changed. |
| REV # | Total of the additional revenue earned due to the upgrades. This is determined by recalculating the total T&M charges of each upgraded RA with the original reserved rates. This recalculated T&M is then subtracted from the actual T&M revenue to arrive at the upgrade revenue. |
| #POSS | Number of employee's RAs opened from reservations. These represent the number of possible opportunities to sell upgrades. |
| %OF POSS | Percent of employee's possible upgrades which were sold. |
| #RAs | Number of RAs for this employee with the selected option. |
| REV | Total revenue generated by this employee for the selected option. |
| % of Own | Percent of this employee's RAs that had the selected option. This is the percent of penetration. |
| % of Total | This field expresses in percent form for the selected option the number
of RAs opened by this employee as compared to the total number of RAs
reported with the selected option. |
A. If the fields is set to "Y", the revenue for prepaid fuel is the amount charged on the RA.
Example: Pre-paid fuel is charged at $5.00 per gallon and it is sold on a vehicle with a 20 gallon tank which makes the charge $100. The additional revenue will be $100 on the report.B. If the field is set to "N" or is blank, the revenue is calculated based on the fuel remaining in the vehicle when it is returned.
Example: Pre-paid fuel is charged at $5.00 per gallon and it is sold on a vehicle with a 20 gallon tank, the following calculation is made if the vehicle returns with a 2/8 (a quarter) of a tank:
20 gallons X $5.00 = $100.00 Pre-Paid Fuel charge.
$100.00 Pre-Paid Fuel charge X .25 = $25.00 additional revenue
First, obviously, this report must be compared to the Accounting DBR as they are both Revenue Oriented Reports. Cross checking the Extra Revenue Report to the Operational DBR will not work, they view the data from two different perspectives.
Secondly and just as obvious, the DBR and Extra Revenue report must be run for the same selection criteria (date range, locations, posting status, etc.)
Number of RAs - The DBR report is designed to report all RAs that may have an accounting impact on the location. As a result, RAs that opened at foreign locations but which closed at one of your locations will be reported on the DBR. On the other hand, the Extra Revenue Report is designed to only report RAs that originally opened at your locations.
Subtract the number of foreign RAs from the total RAs on the Accounting DBR to compare the number to the RAs on the Extra Revenue Report.
Note: Reconciling the number of RAs becomes even more difficult if you reserve optional items via the reservation program. In that case, it may be the reserving agent who gets credit for the sale of the reserved items, not the opening agent. This can cause the transaction count on the Extra Revenue Report to be increased. For example, if employee "A" sold LDW to Mr. Smith on his reservation, yet employee "B" sold PAI to Mr. Smith at the time of open, that RA will be reported on the Extra Revenue Report twice: once under each employee. The end result is that the RA count on the Extra Revenue Report will be one greater than the corresponding count on the DBR. This multiple reporting of RAs will only occur if the "Incl Res Empl" field is set to “Y” or the "Empl Type" field is set to "1”. If it is suspected that this has occurred, run the Extra Revenue Report with the opposite values in those fields. The number of RAs should then match the DBR.
T&M - On the DBR, the Time revenue column consists of the undiscounted Time charges plus any upsell revenue. The T&M figure on the Extra Revenue report is the discounted Time and Mileage from the RAs without the Upsell revenue. The following formula of the figures on the DBR must be used to match the Total T&M figure on the Extra Revenue Report:
Time (see also note on "ghost RAs" below)
+ Mileage
- Upsell
- Discount
- CS Adj
- T & M split revenue from foreign one-ways*
Total T&M from the Extra Revenue Report
* If the Accounting DBR reports foreign one way rentals of owned vehicles that closed at your locations (a rent back of one of your vehicles), your split of that revenue will appear on the DBR, but it will be ignored by the Extra Revenue Report.
Gross Revenue - As explained earlier in this chapter, the definition for Gross Revenue on the Extra Revenue Report is different than the definition of Gross on the DBR. As a result, the following formula must be applied to the DBR figure to compare it to the corresponding figure on the Extra Revenue Report:
Gross Revenue from the DBR
- Taxes
- Fuel
- Drop Charges
- Revenue split totals from foreign RAs
Gross Revenue on the Extra Revenue Report
Prepaid Fuel – The Accounting DBR reports RAs that have either a “Y” or “H” in the prepaid fuel field on the Open screen. The Extra Revenue Report also reports RAs based on that field but further examines the RA for prepaid fuel revenue. When the flag is set to “Y” or “H” on the RA but the prepaid fuel revenue is zero, the RA is not reported as one with prepaid fuel on the Extra Revenue Report.
This situation arises when prepaid fuel was sold on the RA but the customer returned the vehicle with a full tank and the prepaid fuel charge was removed from the RA.
User tip: The Prepaid Fuel Report, if printed in detail, lists each RA with the prepaid fuel flag as well the prepaid sales revenue from the RA. If a RA has no prepaid fuel revenue, it is listed with zero in the revenue column. These zero revenue RAs should account for the discrepancy between the number of prepaid fuel RAs on the Accounting DBR and the number on the Extra Revenue Report.
User tip: Prepaid Fuel on the DBRA is the retail sales amount charged for the prepaid fuel. The prepaid fuel revenue on the Extra Revenue Report is dependent on a setting in the Edit Incentive Control Record. It can be either the amount of fuel remaining in the tank when the vehicle was returned or it can be the actual sales amount.
The other selected options - With the exceptions listed below, the totals for the various options selected to be reported ought to match the corresponding figures on the Accounting DBR when it is run for "Option Detail".
On LDW, if you receive one way rentals from foreign locations involving your vehicles (again a rent-back) and your system is configured to give the owner of the vehicle (you) all or a percentage of the LDW, the Accounting DBR will report that revenue. The Extra Revenue will not include those RAs in its totals.
If you make use of the Hertz "Ghost RAs" logic (Hertz wholesale voucher logic), the value of the included voucher options will be reported on the DBR but will not be reported on the Extra Revenue Report (your employees did not make the sale). Adjusting for this is a little more difficult. It requires that you know what items are included for each of the IT numbers. RAs with wholesale vouchers can be identified as those with am amount in the "WHSL" column. But there is no easy way to determine on the DBR which options were included in the voucher. Perhaps the easiest solution is to compare RAs which have a wholesale voucher with the same RA on the Operations DBR as voucher revenue is "ghosted" (not reported) on that report. The difference you see between the two DBR reports will also not be reported on the Extra Revenue Report.
Because this is a report of what an employee sold, it may ignore option revenue from inclusive rates as well as RAs with other conditions (see the beginning of the chapter.). The Accounting DBR, on the other hand, reports the extracted option revenue from inclusive rates. Therefore, the Accounting DBR may report more option revenue than that reported on the Extra Revenue Report. For example, assume that several RAs had an inclusive rate where LDW, PAI, and taxes were included in the rate. The Accounting DBR would break out the revenue and portions of the rental rate would be allocated to Time, LDW, PAI and taxes. Yet, the Extra Revenue Report would NOT report the LDW and PAI on those RAs because they were included in the rate (and not "sold" by the employee.)