1. AREA NUMBER

Enter the 5-digit area number assigned by Hertz. (For corporate locations, precede the 4-digit number with a zero.) If you operate multiple locations within the same area number, only one record needs to be set up here. However, if your locations span more than one area, a separate record must be entered in this file for each area number.

A field on page 1 of the Location File is used to identify each location with its 7-digit location number assigned by Hertz. The first 5 digits represent the area number.)

If you have more than one location, you may need more than one Control Record. A Control Record must be set up for each "area". An "area" is any group of locations (a group being one or more locations) that have in common the 5 digits of their 7-digit location number. For example:

Using the above example, locations HER50 and HER60 belong to the same area, so one Hertz Control Record is used for both locations. Because JUA50 has a different area number, a separate Hertz Control Record needs to be set up for it.

EXAMPLE: Type 99027 (RET)

2. LOCATION TYPE

• 2 letters for the Country
• The terms "CORP" or "LIC" for corporate or licensee.

For example:

AUCORP  = for Australia corporate
BRCORP  = for Brazil corporate 
CNCORP  = for Canadian corporate 
CNLIC   = for Canadian licensees 
MXLIC   = for Mexican licensees 
USLIC   = for USA licensees

EXAMPLE: Type USLIC (RET)

3. LOC ST OR PROV

Enter up to three alpha characters to indicate the state, province or foreign country in which the location is located. This code determines the verbiage for LIS and LDW that is used by your print program when printing a RA.

4. CHECK IT #

Y = Yes. Tour voucher IT numbers entered into the S Subwindow of the RA Open program are validated against the records in the IT Code file. If a corresponding record is not found, the IT Number is rejected. In order to do ghost RAs, enter a "Y" in this field.

N = No. Tour IT numbers are not validated against the IT Code file. This validation check should be turned off until records are set up in Edit IT Codes. If you are not doing ghost RAs, enter "N" in this field.

EXAMPLE: Type Y (RET)

5. UNIT NUMBER

This field defines a prefix number that is added to all owned vehicle unit numbers in the electronic DRB transmission. Enter the appropriate response from the table below:

Location Type                    Enter

US Corporate locations            12
Canadian Corporate locations      85
US Licensee locations             99
Canadian Licensee locations       99

EXAMPLE: Type 85 (RET)

6. BUS. RENTAL PROMPT

Y = When processing a CDP rental that was received through the Reservation Interface program, the following question will display on the RA Open screen:

Is contract rate being used for business rental?

If the user answers Y (yes), the RA can be opened using a corporate rate code.

N = The question will not display.

If the user answers N (no), a contract corporate rate is not allowed for a personal rental. The rate on the RA must be a rate code other than a contract corporate rate in order to continue.

EXAMPLE: Type Y (RET)

7. FOLDER #

Enter the form number of the car rental jacket used in your state. The form number here determines verbiage used in the RA print program concerning CDW for cars.

EXAMPLE: Type 12345 (RET)

8. 2ND LIAB

This field controls the wording of your RA print program in reference to primary and secondary liability. Contact Thermeon's Customer Support Dept. for further information.

9. USE INCIDENT MODULE

The Incident Module was developed as part of a "Rep. Empowerment Program" to enable rental agents to resolve customer complaints at the counter. This field determines whether or not the Incident Module will be used.

Y = Yes, the Incident Entry window must be used on the RA Close screen to document a customer service occurrence including credits. Access to Field 7, Cust. Service Adjust., on the A Subwindow will be blocked.

N = No, the Incident Entry window will not be available. Customer Service Adjustments must be entered directly into Field 7 on the A Subwindow of the RA Close screen.

EXAMPLE: Type Y (RET)

10. NEXT CERT. NO.

Enter up to 3 numeric characters to indicate the next rental certificate number available for assignment through the Incident window.

EXAMPLE: Type 100 (RET)

11. VOUCHER ACCT

Enter up to 6 alphanumeric characters to indicate the customer number for the customer representing the Hertz Tour Receivables account.

EXAMPLE: Type TRACS (RET)

12. RIH/LIT ACCNT

Enter a 4 digit account number from your G/L Chart of Accounts or Valid G/L Account File to indicate which account should be affected by transactions processed through the RIH/LIT Reconciliation Program.

EXAMPLE: Type 2300 (RET)

13. USE CDPID FILE?

This field indicates whether or not the Hertz reservation merge program attempts to load data from the CARS+ CDPID data files.

Y = Yes, the reservation merge program will attempt to find the CDPID first in the Local CDPID file and if not found there, in the Corporate CDPID file. If a Local CDP record is found, the reservation rates will be ignored and the local CARS+ rates associated with the Local CDPID Contract will be used. If a Corporate CDPID is found, the reservation rates will always be used. In either case if the string of privilege codes in the reservation begins with a "+" (plus) sign, the privilege codes in the reservation will be used. If the string begins with a "-" (minus) sign, the privilege codes from CARS+ (either Local or Corporate) will be used. If no CARS+ record is found in either Local or Corporate CDPID files, the data from the reservation will be used.

N = No, this area's locations do not participate in the CDP program. As a result, the Hertz reservation merge program will load the CDPID number to the reservation, but will NOT attempt to look up the CDPID in either the CARS+ Local or Corporate CDPID files. Privilege codes from the reservation will also be loaded and if prefaced with a "+", CARS+ will attempt to look up that privilege code in the Privilege Code file.

EXAMPLE: Type Y (RET)

14. HIRE RENTALS

In order to transmit contracts to OKC from a Hertz Local Edition location within this area number, enter:.

Y= Yes, there are Hertz Local Edition rentals

N = No, there are not any Hertz Local Edition rentals.

EXAMPLE: Type Y (RET

15. APPLY APFEE ON CORP RATES

If the airport access fee is set up to automatically apply to RAs, this field indicates whether or not it should be applied to RAs using corporate (CDP) rates.

Y = Yes, the airport fee should be applied to all rentals including those with CDP rates.

N = No, the airport fee should not be applied to rentals with CDP rates

EXAMPLE: Type Y (RET)

16. APPLY APFEE ON GOVT RATES

This field is for a specific CARS+ user and has no relevance for other users.

17. EDRB USER ID

Enter the user ID assigned by OKC for EDRB transmissions. (A member of Thermeon's Customer Support Dept. will normally enter the required data into this field.)

18. TRUCK FOLDER #

Enter the form number of the truck rental jacket used in your state. The form number here determines verbiage used in the RA print program concerning CDW for trucks.

EXAMPLE: Type 15 (RET)

19. TIME DIFF FROM CENTRAL

Enter the difference between your local time and the time in the Central Time Zone. Enter a positive or negative number. This field is used by the Hertz One-Way program when one way rental information is transmitted to Hertz.

EXAMPLE: Type 1 (RET) (for Eastern Time)

EXAMPLE: Type -2 (RET) (for Pacific Time)

20. CORP CHG VLF

"VLF" (vehicle license fee) is a charge that can be set up in two ways within CARS+. The first way uses the prepaid fees field in the Vehicle Inventory File and an Option Code. A second, alternative method, is provided in the Location File. This field refers to the second method which uses the Location File.

For VLF fees set up in the Location File, indicate whether or not VLF should be charged on corporate (CDP rate) rentals.

Y = Yes, VLF should be charged on CDP rate rentals.

N (or blank) = No, VLF should NOT be charged on CDP rate rentals.

EXAMPLE: Type Y (RET)

21. TOUR CHG VLF

Similar to the field above, indicate whether or not VLF should be charged on tour rentals.

Y = Yes, VLF should be charged on tour rentals.

N(or blank)= No, VLF should not be charged on tour rentals.

EXAMPLE: Type Y (RET)

22. GOV CHG VLF

Similar to the field above, indicate whether or not VLF should be charged on government rentals.

Y = Yes, VLF should be charged on government rentals.

N or blank= VLF should NOT be charged on government rentals.

EXAMPLE: Type Y (RET)

Note: Leaving this field blank means that government rentals are exempt from VLF.

23. USE CLASS MIN AGE

A field in the Edit Class Codes File is provided for entering a renter's minimum age requirement in order to rent a particular class of vehicle. Enter:

Y = Yes, the age restrictions in Edit Class Codes File should be in effect for this Hertz area number.

N = No, the age restrictions in Edit Class codes File should be ignored for this Hertz area number.

EXAMPLE: Type Y (RET)

24. MERGE SHORT AUTH

This field refers to the Hertz One-Way program. When one of your RAs is closed at a Hertz Corporate location using the ASAP system, the information may be transmitted to your CARS+ system. In some cases, contracts may be closed where the final charges are greater than the amount pre-authorized on the renter's credit card. This field determines whether these contracts should be automatically merged into your system as Closed RAs or, if they should be treated as exceptions. If treated as exceptions, they would need to be closed individually in your system through Batch RA Close.

Y = Yes, merge under-authorized RAs into the RA File as Closed RAs.

N = No, do not merge them in as Closed RAs. Rather, treat them as an exception which requires that they be closed through Batch RA Close.

EXAMPLE: Type Y (RET)

25. PC CODE FOR CERT

If you use the Incident Entry program to print rental certificates, enter up to 8 characters representing the PC number that will print on the rental certificates.

EXAMPLE: Type 123123 (RET)

26. VOID P/N DELAY HOURS

This field is used by Hertz Canada corporate locations doing a real-time data feed of open RA information from CARS+ to the OKC CARRENT system. RAs are sent when they are first opened, voided, or when critical information is changed. A limit is also set on preprinted RAs that are not converted to regular Open RAs on a timely basis. This field defines that limit as a number of hours.

The current system date/time are compared to the pick up date/time of the preprinted RA. If the difference between those times is greater than the number of hours entered in this field, a "H" record for the RA is written in the XREFIL and the RA is converted from the "VOID-P" status to the "VOID-N" status. The reservation used to preprint the RA is left in the Open status.

Therefore, enter a number of hours to define how long a preprinted RA can remain in that status after its pickup date/time have passed before changing its status to VOID-N.

EXAMPLE: Type 3 (RET)

27. USE HCC FILE CHECK

This field is used to control whether or not Hertz Credit Cards are validated against the Hertz Credit Card file.

Y = yes, validate the Hertz Credit Cards

N = No, don't validate the cards against the file.

EXAMPLE: Type N (RET)