Additional deposits can also be entered using the RA Open and Batch Open programs. These programs should be used when other edits to the RA such as extending the Return date must be made.
Additional payments may also be entered by using the Edit Closed RA program. Edit Closed RA must be used if rental charges are to be edited.
RESTRICTIONS to this Program: Some operations may wish to limit the ability of some employees to make edits to posted RAs through this program. The field "Restrict EDITCLOS" in the User Access File controls this ability. If this field is set properly, payments on posted RAs will not be allowed. This field controls other features as well. Please refer to the manual chapter Edit User Access File for complete details.
To access the Receive RA Payments program, type RCVPAY (RET) at any menu "OPTION:" field or the appropriate line number on the RA Menu. The screen will then display:
| ON: __ RECEIVE RA PAYMENTS 1 RA# Cust#/Name Bill-to#/Name Total charges .00 Deposit/Reimb .00 Total paid .00 Balance due .00 2 Amount 3 FOP 4 Voucher# 5 Exp date 6 Auth # 7 Auth $ 8 Date 04-12-08 9 Time 11:46A 10 Drawer 001 11 Location TUS 12 Employee STEVE 13 Settle Flag 1SAVE 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8 |
Enter data as follows:
| 1. RA# |
Enter up to 8 alphanumeric characters to indicate the Rental Agreement Number or press F6 from the "OPTION:" field to search for the appropriate transaction. EXAMPLE: Type L25781 (RET) |
| The following unnumbered fields are display only. |
|
| CUST#/NAME | Driver/renter Customer Number and last name. |
| BILL-TO#/ NAME | Bill-to party Customer Number and name. |
| TOTAL CHARGES | Total rental charges if the RA is closed. |
| DEPOSIT/ REIMB | Total deposits taken. If the RA is closed, any reimbursement credit granted will also be included. |
| TOTAL PAID | Total payments received. |
| BALANCE DUE | For closed RAs, this is current balance due. |
| 2. AMOUNT |
Enter the amount of the deposit or payment. EXAMPLE: Type 100.00 (RET) |
| 3. FOP |
Enter up to 6 alphanumeric characters to indicate the Form of
Payment being used. If using a credit card, this field can be skipped. It
will be populated from the credit card number entered in the next field. A credit card that is on record in the customer file can be selected
from a pop-up window called a "credit card # pick list". Press Shift/F7
and select the card number to be used and press return. The credit card
information on file will automatically populate. EXAMPLE: Type VI (RET) |
|
FOP Pop-Up Window: The system can be configured to automatically call a pop-up window in order to enter additional information regarding checks. This pop-up window is illustrated below: Acct Name CHECK Acct Name: Initially this will show the FOP name. This field will accept up to 20 alphanumeric characters. Bank Code: This field accepts up to 3 alphanumeric characters. Branch Name: This field accepts up to 20 alphanumeric characters. Auth Code: This field accepts up to 10 alphanumeric characters. Pressing (RET) causes the pop-up window to close, and the cursor will advance to the next field. To have this feature turned on, contact Thermeon's Customer Support Dept. and request that GVT record CHECKFOP be set up. The FOP code for checks should be entered in the "Alpha Value" field. |
|
| 4. VOUCHER |
Enter up to 20 alphanumeric characters for the voucher number, credit card number, check number, etc. EXAMPLE: Type 4005555000111 (RET) User tip: To access a popup window of any credit card(s) on file from the RA, Customer, or Reservation Files, press the ESC key to the Options field and enter SHIFT F7. If the system is configured (in Edit Misc Control Fields) to block credit card deposits and a credit card deposit is attempted, the following message will display:
User tip: A field in the Edit User Access File allows a user to override this block. |
| 5. EXP DATE |
In the format MMYY, enter the expiration date of the voucher or credit card. EXAMPLE: Type 0412 (RET) |
| 6. AUTH # |
Enter up to 10 alphanumeric characters to indicate the credit authorization number for any voucher or check accepted. If using the EDC module, leave this field blank and use the F11 Function key to request an authorization check. (See the Electronic Draft Capture Counter Operations Guide for a detailed discussion on the Credit Card Handling Module.) EXAMPLE: Type 2367 (RET) |
| 7. AUTH $ |
Enter up to 10 numeric characters to represent the maximum dollar amount authorized by the credit check. Enter this amount in dollars with a decimal point and cents. EXAMPLE: Type 100.00 (RET) |
| FIELDS 8. - 12. | These fields are not accessible on the on-line version of the Receive RA Payments program. These fields display the default date/time, location, drawer and employee which will be assigned to this transaction. |
| 13. SETTLE FLAG |
This field is provided for operations doing Electronic Draft Capture through CARS+. If the transaction was manually settled outside of the EDC logic (such as with a ZON device), enter a "Y" in this field. Otherwise, leave this field blank. |
The screen will then display:
| OPTION: __ RECEIVE RA PAYMENTS 1. RA# L25781 Cust#/Name 001783/GREEN Bill-to#/Name 000105/FORD MOTOR CO. Total charges 287.35 Deposit/Reimb 100.00 Total paid .00 Balance due 187.35 2. Amount 100.00 3. FOP VI 4. Voucher# 400555000111 5. Exp date 04-12 6. Auth # 2367 7. Auth $ 100.00 8. Date 04-12-08 9. Time 11:46A 10. Drawer 001 11. Location TUS 12. Employee STEVE 13. Settle Flag 1SAVE 2 3ERASE 4 5BACKUP 6SEARCH 7HELP 8 |
If using Electronic Draft Capture, press F11 to request an authorization, Cars+ will return the authorization.
PRESS "F1" AT "OPTION" TO SAVE THE RECORD.