Posting Codes are used to determine which G/L revenue accounts are used when posting RAs. Posting Codes are used in CARS+ in one of two ways:
1. Posting codes can be assigned to vehicles or RA Types.
By Vehicle: When in-fleeted, each vehicle in your fleet is assigned to a "Posting Code." Usually this posting code comes from the Model Code record. When a vehicle is rented, the system creates transactions which will be posted to the GL accounts referenced for that Posting Code. CARS+ allows up to 36 different posting codes. Therefore, an operator can track revenues by vehicle type (cars and trucks), vehicle class, or any other vehicle related scheme.
By RA Type: To assign a Posting Code to "types" of rental agreements, the Posting Code number is entered in the Edit Type Code file. Therefore, particular types of rentals, such as insurance, corporate, retail, tour, etc. can be posted to different GL accounts to track revenues by RA type.
RA Type codes are not required to operate CARS+. Therefore, they can be set up with or without posting codes. But Posting Codes are required on each vehicle record. Posting codes linked to RA type codes override the posting code assigned to vehicles.
2. Posting codes can be assigned to Locations.
This set up is used by rental operations where the location sensitive Profit Center sub-account (the value 100 in the G/L account 4105-100) is not sufficient for the accounting needs. For example, if TIME revenue from RAs opened at Location "A" are to post to G/L account 4105, but TIME revenue at Location "B" must post to 4205, then Profit Centers are not sufficient. The use of a Posting Codes is the solution.
A field in Edit Misc. Control Fields, is used to configure the system to use Posting Codes in ONE of the two ways described above (CARS+ cannot do Posting Codes both by Locations and Vehicles/RA Types).
Setting up default G/L accounts for rental charges and optional items
When basic rental charges, taxes, coverages and other optional items are set up in the Edit Option Codes program, a default G/L account number is entered for each item. That G/L account is used for all revenue unless alternate Posting Code records are created.
Creating alternate G/L accounts
Use the Edit Option Posting Account program to set up the alternative G/L accounts to be referenced by multiple Posting Codes.
To access the Edit GL Posting codes program, type EDITGL (RET) at any menu "OPTION:" field or the appropriate line number on the Accounting Control Files menu. The screen will then display:
| OPTION: __ EDIT GL POSTING CODES 1 Posting Code 2 Desc 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
Enter data as follows:
|
1. POSTING CODE |
Enter 1 alphanumeric character to select the Posting Code. This code is entered on the Vehicle Inventory Control screen to assign a specific Posting Code to each vehicle. EXAMPLE: Type C (RET). |
|
2. DESC |
Enter up to 20 alphanumeric characters to describe the function of this posting code. EXAMPLE: Type CARS (RET). |
The screen will then display:
| OPTION: __ EDIT GL POSTING CODES 1 Posting Code C 2 Desc CARS 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.