As these powerful records control the calculation formulas for optional charges, they are subject to edit rules that differ from other control files:
Instructions for setting up both Percentage Charge records and Discount
formulas will be described separately in different sections below. Another section is provided for the option PROMO.
After the Option Code and the effective date are entered on the screen, all other possible options that can be on the RA will display in fields on the lower part of the screen. Using a "Y" for yes and and "N" for no, indicate which of those items are subject to the percentage option defined in the Field Two. If there are more options than can be listed on one page, additional pages can be accessed by pressing F8 from the 'OPTION' field.
Discounts, Customer Service Adjustments, Promos and Rental Certificates
Included in the items listed are "DISC" (Discount), "CSADJ" (Customer Service Adjustment), and "PROMO" (Promotional coupons - see the special instructions for PROMOs later in this chapter) and any other negative adjustments to the total rental charges. The entry made for these options determines whether each of these items are deducted from the rental charges before or after the percentage option is calculated. To configure these items to be deducted BEFORE tax is calculated, enter a "Y" to "include" them (as negatives) in the calculation. If the adjustment is NOT to be subtracted before the percentage option is calculated, enter a "N". Examples are shown at the end of this chapter.
The discussion above also applies to any Type "Z" option set up for the redemption of Rental Certificates. Please refer to the chapter Edit Optional Items for a discussion on Type Z options.
Multiple Locations
If a percentage calculation is the same for all locations, it is not necessary to set up record for each location. By leaving the Location Field blank, it is assumed that the calculation is the same for all locations. If, on the other hand, the charges are location specific, then a record must be created for that location. Or, Location Groups can be used if the record applies to multiple locations. Records for a Location Group take precedence over those with the Location field blank, and those for a specific location take precedence over those with the Location field blank or those with a Location Group.
Shown below are some examples of percentage options and the recommended solution for handling them.|
SITUATION |
SOLUTION |
|
State sales tax |
Set up 1 record for Sales Tax with the location field blank. It will apply to all 4 locations. |
|
Airport surcharge ( APTAX) for 2 locations serving different airports: Airport A: surcharge is calculated on Time and Miles only. Airport B: surcharge is calculated on Time, Miles, Coverages, & Fuel. |
APTAX must be set up for each location because the calculation is different. |
|
State Sales Tax: Loc. A and B are in one state; Group code +NV Loc. C is in another state Items taxed by sales tax are not the same in each state |
Set up a Sales Tax record for Location Group +NV. This will serve for Loc. A and B in the same state. Set up another Sales Tax record for Loc. C |
For a detailed presentation of the various methods available for making adjustments for changes to an existing percent matrix see the chapter Overview - Tax Rate and Other Percent Rate Changes.
To access the program, type EDITMAT (RET) at any menu "OPTION:" field or the appropriate number on the Option Control Files Menu. The screen will then display:
| OPTION: __ EDIT PERCENT MATRIX Page: 1/9 1 Location 2 Percentage Option 3 Eff Date 4 Priority 5 Exp Date 6 24 42 60 7 25 43 61 8 26 44 62 9 27 45 63 10 28 46 64 11 29 47 65 12 30 48 66 13 31 49 67 14 32 50 68 15 33 51 69 16 34 52 70 17 35 53 71 18 36 54 72 19 37 55 73 20 38 56 74 21 39 57 75 22 40 58 76 23 41 59 77 1SAVE 2NEXT 3ERASE 4PREVIOUS 5BACKUP 6 7HELP 8 NXT PAGE |
Enter data as follows:
| PAGE |
The page number displays under the screen title to advise which page of the file is being viewed. |
|
1. LOCATION |
The Percentage Matrix can be set up to apply to:
All locations: If the percentage Option should apply the same way to all options at all locations, leave this field blank. A Group of Locations: Group Codes defined to be used for Options can be used. (A field in the Edit Group Name program turns on this feature.) One location: If the percentage Option is specific to a particular location or what it is applied to is unique to a single location, enter up to 6 alphanumeric characters to indicate the location desired. Hierarchy:
Therefore, if an Option is entered without a location, and then entered again with a location, the one with the location will take precedence. EXAMPLE: Type LAX (RET) Note: In order to use a Location Group, the Group Code must be defined in Edit Location Groups as a Type “O” (used in setting up options) record. |
|
2. PERCENTAGE OPTION |
Enter up to 5 characters representing the Option Code for the percentage-calculated option who calculation formula is about to be defined. EXAMPLE: Type APTAX (RET) |
| 3. EFFECTIVE DATE |
Using your selected date format, enter the effective date for this record. When editing existing records or creating new record, this date MUST be today's date or a date in the future. EXAMPLE: Type 010115 (RET) When there is an existing record on the screen and a new date is entered, the choices ('Y's and 'N's) remain on the screen for the new record (thus allowing records to be "cloned" into future dates and for different locations.) User tip: Records with dates earlier than the current date can be viewed, but cannot be edited. To make a change, a new record must be created with a more recent effective date. To allow a change on a historical record will cause all contracts that opened after that record effective date to recalculate, even if they are closed and posted. Exception and CAUTION: Users with "ALL" access are allowed to create matrix records with effective dates in the past. This should be done only after careful consideration. It is recommended that such records be set up only after consulting with Thermeon's Support Dept. User tip: The effective date entered here will default to the time of RA open. There is a field in Edit Option Rates, "effect date type" that can define when (Open Reservations and RA's) should take effect. This setting will take precedence. |
|
4. PRIORITY |
This field is used only when one percentage-calculated option applies to another percentage-calculated option. EXAMPLE 1: In areas of Canada PST (provincial sales tax) is applied to GST (federal "Goods and Services" tax) and GST is applied to PST (the tax is taxed). The Priority field is used to define how these conflicting "tax on tax" type of situations are to be calculated. For example, if GST is assigned a Priority 1 and PST is assigned a Priority 2, then the following occurs:
Items with priority codes are calculated before those which either have no priority code assigned or those that have a higher number priority. And then because they have priority they are calculated again against those percentage based items with a lower priority (or no priority) that were applied to them. Using the GST and PST example above, to obtain the result mentioned, GST must be set up with a priority of 1 and PST must have a priority code of 2 (or the field for PST must be blank.) EXAMPLE 2: Assume: An airport surcharge (APTAX) taxes a state tax (STATE). And STATE taxes APTAX. Then STATE taxes the total amount of APTAX Further assume that the APTAX is 12% and the STATE is 10%. Using the 3 level situation described above, the calculation would be as follows:
In this case, the STATE would need to be assigned a Priority 1 to say that it is calculated first. APTAX would be set up with a Priority 2. NOTE: This logic is currently limited to just TWO priority levels. EXAMPLE: Press (RET) |
| 5. EXP DATE |
WARNING: Misuse of this field can cause RAs to calculate incorrectly or change the calculated charges on existing closed RAs. If you are not absolutely sure what you are doing, please contact your Thermeon Customer Support Representative for assistance. NEVER terminate an existing record unless you have previously set up a new record that will be used in it's place. Failure to do this correctly will cause existing RAs, even those closed and posted, to recalculate their charges. As with termination in other CARS+ files, a terminated record causes the system to stop looking for any other records with earlier effective dates which have not been terminated. Using your selected date format, enter the date on which this record is no longer valid. USER TIP: Before using this field, read the extended discussion on termination at the end of this chapter. |
|
FIELDS 6 - 77 |
All other possible RA charges (Options) are shown in these fields. Options which have a termination date which is earlier than the effective date in field 3 will NOT be displayed. Indicate next to each one using "Y" for Yes or "N" for No whether or not it should be included in the subtotal when the percentage charge is calculated. EXAMPLE: Type Y (RET) If there are more options than can be listed on one page, additional pages can be accessed by pressing F8 from the 'OPTiON' field. The following values are unique for the Option Code "FUEL":
|
The way Special Document discounts (free days, discount percents, etc.) affect the calculation of taxes is controlled by more than just the Y/N flag in the Percentage Matrix record for the Tax option. In addition to the Percentage Matrix, flags in the Opening Location's Location record and in the Special Document record itself affect how the system calculates tax. For example, to some taxing authorities, "earned" discounts such as frequent flier coupons are not to be applied until after sales tax is calculated while advertising promotional discounts can reduce the taxable subtotal. Through the use of these three flags a specific special document can be defined as either a before tax reduction of the taxable subtotal or an after tax reduction of the rental charges. The following chart shows the interaction of these three fields.
|
FFs Tax Flag in Edit Locations |
Use FF Tax Flag in Edit Special Documents |
Percentage Matrix Flag for the Option PROMO on the record for the Tax Option |
Special Doc is written to |
Affect on Tax |
|
N |
Y |
The RA as a negative charge |
Reduces the taxable subtotal |
N |
Y or N If the flag in the Location is "N" , the flag on the Special Doc record is ignored. |
Y |
The RA as a negative charge |
Reduces the taxable subtotal |
Y |
Y |
Y or N |
The RA as an after tax "payment" |
Does NOT reduce the taxable subtotal |
Y |
N |
N (Obviously, if PROMO is not to be included in the tax calculation it will not affect the taxable subtotal regardless how the other two flags are set.) |
The RA as a negative charge |
Does NOT reduce the taxable subtotal |
N |
Y or N If the flag in the Location is "N" , the flag on the Special Doc record is ignored. |
N (Obviously, if PROMO is not to be included in the tax calculation it will not affect the taxable subtotal regardless how the other two flags are set.) |
The RA as a negative charge |
Does NOT reduce the taxable subtotal |
As a result, the only way to allow the tax flag on the individual Special Document record to affect if it is a before tax or after tax discount, is for the flag in the Location Record to be set to "Y". It is this value that "turns on" the field in the Special Document record.
Sample screens are shown below.
EXAMPLE 1:
| OPTION: EDIT PERCENT MATRIX Page 1/9 1 Location TUS 2 Percentage Option TAX 3 Eff Date 01-01-15 4 Priority 5 Exp Date 6 TIME Y 24 LDW2 Y 42 60 7 MILE Y 25 MAPS Y 43 61 8 FUEL N 26 MISC Y 44 62 9 DROP Y 27 PADS Y 45 63 10 AGE24 Y 28 PROMO Y 46 64 11 APTAX Y 29 RNTAX N 47 65 12 BRACK Y 30 SKIRK Y 48 66 13 CSADJ Y 31 SLI Y 49 67 14 CSEAT Y 32 SRCHG N 50 68 15 CVG2 Y 33 TSHRT Y 51 69 16 CVG3 Y 34 TWW Y 52 70 17 DISC Y 35 UPGRD Y 53 71 18 DMG Y 36 54 72 19 DRIVR Y 37 55 73 20 GARS Y 38 56 74 21 KEYS Y 39 57 75 22 LDW Y 40 58 76 23 LDW1 Y 41 59 77 1SAVE 2NEXT 3ERASE 4PREVIOUS 5BACKUP 6 7HELP 8 NXT PAGE |
Comments on the above record: Sales Tax at Tustin will be calculated on all charges on a rental contract except for:
Fuel, a rental tax (RNTAX), and a surcharges (SRCHG).
The "Y" in each field for Customer Service Adjustments (CSADJ), Discounts (DISC) and Promotional Coupons (PROMO) means that they will be deducted from the charges BEFORE the Sales Tax is calculated.
EXAMPLE 2:
| OPTION: EDIT PERCENT MATRIX Page 1/9 1 Location TUS 2 Percentage Option APTAX 3 Eff Date 01-01-15 4 Priority 5 Exp Date 6 TIME Y 24 LDW2 N 42 60 7 MILE Y 25 MAPS Y 43 61 8 FUEL Y 26 MISC N 44 62 9 DROP Y 27 PADS Y 45 63 10 AGE24 Y 28 PROMO N 46 64 11 APTAX Y 29 RNTAX N 47 65 12 BRACK Y 30 SKIRK Y 48 66 13 CSADJ Y 31 SLI Y 49 67 14 CSEAT Y 32 SRCHG N 50 68 15 CVG2 Y 33 TSHRT Y 51 69 16 CVG3 Y 34 TWW Y 52 70 17 DISC Y 35 UPGRD Y 53 71 18 DMG N 36 54 72 19 DRIVR Y 37 55 73 20 GARS Y 38 56 74 21 KEYS Y 39 57 75 22 LDW N 40 58 76 23 LDW1 N 41 59 77 1SAVE 2NEXT 3ERASE 4PREVIOUS 5BACKUP 6 7HELP 8 NXT PAGE |
Comments on the above record: The Airport Concession Fee is not calculated on Damages (DMG), LDW, Miscellaneous charges, Rental Tax, Surcharge, or Sales Tax. Note that there is a "N" for PROMO. This means that the Promotional Coupons are deducted from the rental AFTER the Airport Concession Fee is calculated.
PRESS "F1" AT "OPTION:" TO SAVE THE DATA.
The standard set up within CARS+ has a single option for rental discount, generally set up as Option Code "DISC" with Option Type Code "X". Within the system, this discount has the following hardcoded formula:
Time Charges
+ Miles Charge (may be optionally removed from the formula via a field in the Edit Misc Control Fields record)
+ Upsell Charge
- Customer Service Adjustment
- Promo Discounts
Discountable Subtotal
The standard DISC discount percent is applied to the Discountable Subtotal to calculate the discount amount. If the hardcoded formula displayed above is correct, NO RECORD NEEDS TO BE SET UP in this file for DISC discount. But if this default formula is not correct, use the Percentage Matrix to set up the correct formula. NOTE: If the formula for DISC is changed here, the field in Edit Miscellaneous Control Fields that says if Miles are to be discounted is ignored. Instead, it will be controlled by the Y/N flag on the MILE option on this screen.
HERTZ USER TIPs:
Starting in Spring 2012, Hertz users can decide if they wish to include the Upsell charge in the DISC formula. If Upsell is NOT to be discounted, set up a record for DISC here and do not place a "Y" after the Upsell option.
Hertz users should not make any other change to the default formula described above (including exempting Miles from the discount). Changing the formula will result in all discounted RAs being rejected by OKC in the EDRB/GAR Feed as discount calculation is one of the amounts that is audited by the corporate system.
In addition, CARS+ allows for additional discounts besides the DISC option described above. These additional discounts are set up in the Edit Optional Items file using Option Type "N" and calculation method "P". These additional discounts do not have any hardcoded formulas and MUST have a record in the Percentage Matrix in order to be calculated correctly. In addition, if any of these additional discounts also apply to T&M and must be calculated and subtracted before the DISC discount is made, then the option DISC MUST have a record defined here to include the optional discount in it's formula.
Enter data as follows:
| PAGE |
The page number displays under the screen title to advise which page of the file is being viewed. |
|
1. LOCATION |
The Percentage Matrix can be set up to apply to:
All locations: If the percentage Option should apply globally to all locations, leave this field blank. A Group of Locations: Group Codes defined to be used for Options can be used. (A field in the Edit Group Name program turns on this feature.) One location: If the percentage Option is specific to a particular location, enter up to 6 alphanumeric characters to indicate the location desired. Hierarchy:
Therefore, if a discount is entered without a location, and then entered again with a location, the one with the location will take precedence. EXAMPLE: Type LAX (RET) Note: In order to use a Location Group, the Group Code must be defined as a Type “O” (used in setting up options). |
|
2. PERCENTAGE OPTION |
Enter up to 5 characters representing the Discount Code for the discount option. EXAMPLE: Type DISC (RET) |
| 3. EFFECTIVE DATE |
Using your selected date format, enter the effective date for
this record. When editing existing records or creating new record, this
date MUST be today's date or a date in the future. EXAMPLE: Type 010115 (RET) When there is an existing record on the screen and a new date is entered, the choices ('Y's and 'N's) remain on the screen for the new record (thus allowing records to be "cloned" into future dates). User tip: Records with dates earlier than the current date can be viewed, but cannot be edited. To make a change, a new record must be created with a more recent effective date. Exception and CAUTION: Users with "ALL" access are allowed to create matrix records with effective dates in the past. This shoud be done only after careful consideration. It is recommended that such records be set up only after consulting with Thermeon's Support Dept. |
|
4. PRIORITY |
This field is not used in discount matrix records. |
| 5. EXP DATE |
|
|
FIELDS 6 - 77 |
All other possible RA charges (Options) are shown in these fields. Options which have a termination date which is earlier than the effective date in field 3 will NOT be displayed. Indicate next to each one using "Y" for Yes or "N" for No whether or not it should be included in the subtotal when the discount is calculated. EXAMPLE: Type Y (RET) If there are more options than can be listed on one page, additional pages can be accessed by pressing F8 from the 'OPTiON' field. Sample screens are shown below. |
EXAMPLE 1:
| OPTION: EDIT PERCENT MATRIX Page 1/9 1 Location TUS 2 Percentage Option DISC 3 Eff Date 01-01-15 4 Priority 5 Exp Date 6 TIME Y 24 LDW2 N 42 60 7 MILE Y 25 MAPS N 43 61 8 FUEL N 26 MISC N 44 62 9 DROP N 27 PADS N 45 63 10 AGE24 N 28 PROMO Y 46 64 11 APTAX N 29 RNTAX N 47 65 12 BRACK N 30 SKIRK N 48 66 13 CSADJ Y 31 SLI N 49 67 14 CSEAT N 32 SRCHG N 50 68 15 CVG2 N 33 TSHRT N 51 69 16 CVG3 N 34 TWW N 52 70 17 CVG4 N 35 UPGRD N 53 71 18 DMG N 36 54 72 19 DRIVR N 37 55 73 20 GARS N 38 56 74 21 KEYS N 39 57 75 22 LDW N 40 58 76 23 LDW1 N 41 59 77 1SAVE 2NEXT 3ERASE 4PREVIOUS 5BACKUP 6 7HELP 8 NXT PAGE |
Comments on the above record: This record for the standard discount, Option "DISC" changes the default formula so that the Upsell charge (Field 34) is NOT subject to the discount percent. But because of the "Y" in each field for Customer Service Adjustments (Field 12) and Promotional Coupons (Field 27), they will be calculated and subtracted from T&M before DISC is calculated.
EXAMPLE 2:
| OPTION: EDIT PERCENT MATRIX Page 1/9 1 Location TUS 2 Percentage Option TMDSC 3 Eff Date 01-01-15 4 Priority 5 Exp Date 6 TIME Y 24 LDW2 N 42 60 7 MILE Y 25 MAPS N 43 61 8 FUEL N 26 MISC N 44 62 9 DROP N 27 PADS N 45 63 10 AGE24 Y 28 PROMO N 46 64 11 APTAX N 29 RNTAX N 47 65 12 BRACK N 30 SKIRK N 48 66 13 CSADJ N 31 SLI N 49 67 14 CSEAT N 32 SRCHG N 50 68 15 CVG2 N 33 TSHRT N 51 69 16 CVG3 N 34 TWW N 52 70 17 DISC N 35 UPGRD Y 53 71 18 DMG N 36 54 72 19 DRIVR Y 37 55 73 20 GARS Y 38 56 74 21 KEYS N 39 57 75 22 LDW N 40 58 76 23 LDW1 N 41 59 77 1SAVE 2NEXT 3ERASE 4PREVIOUS 5BACKUP 6 7HELP 8 NXT PAGE |
Comments on the above record: This record for an optional discount, "TMDSC" which is much more generous than the DISC discount. Not only is the discount applied to Time, Miles and Upgrade charges, it is also applied to the Additional Driver charge (Field 18), the Underage Driver charge (Field 9) and the GAR Fee (Field 19). Moreover, this discount is NOT calculated after the CS Adjustment or Promo Adjustment have been subtracted out, thus the renter is given a larger discount reduction.
EXAMPLE 3:
| OPTION: EDIT PERCENT MATRIX Page 1/9 1 Location TUS 2 Percentage Option CVGDS 3 Eff Date 01-01-15 4 Priority 5 Exp Date 6 TIME N 24 LDW2 Y 42 60 7 MILE N 25 MAPS N 43 61 8 FUEL N 26 MISC N 44 62 9 DROP N 27 PADS N 45 63 10 AGE24 N 28 PROMO N 46 64 11 APTAX N 29 RNTAX N 47 65 12 BRACK N 30 SKIRK N 48 66 13 CSADJ N 31 SLI Y 49 67 14 CSEAT N 32 SRCHG N 50 68 15 CVG2 Y 33 TSHRT N 51 69 16 CVG3 Y 34 TWW Y 52 70 17 DISC N 35 UPGRD N 53 71 18 DMG N 36 54 72 19 DRIVR N 37 55 73 20 GARS N 38 56 74 21 KEYS N 39 57 75 22 LDW Y 40 58 76 23 LDW1 Y 41 59 77 1SAVE 2NEXT 3ERASE 4PREVIOUS 5BACKUP 6 7HELP 8 NXT PAGE |
User Tip:
Contact Thermeon's Customer Support Dept. for help in setting up the Percent Matrix records.
AS STATED EARLIER IN THIS CHAPTER, TERMINATING EXISTING RECORDS IS EXTREMELY DANGEROUS AND SHOULD BE DONE WITH EXTREME CAUTION.
The main reason why termination is even allowed is for operations that originally set up their Percentage Matrix records to be Location sensitive and have since decided that a single record without a Location Code can be used for all locations. Because of the hierarchy described earlier, once Percentage Matrix records are set up location sensitive they cannot be changed without terminating the older records. For example, look at the records in the chart below for the California Sales Tax option TAX:
| Location |
Percentage Option |
Effective Date |
Terminate Date |
|
LAX |
TAX | 01-01-2010 |
|
|
SFO |
TAX | 01-01-2010 |
|
| (blank) |
TAX |
01-01-2015 |
Even though the third record has a more recent effective date, it will NEVER be read by the system. The records with the Location Codes are always read first and once found, the system stops looking.
But because the rules for calculating California Sales Tax are the same for both Los Angeles and San Francisco, having a single non-location sensitive record would be the most straight forward way to set up this option. It is for making changes of this type that the Terminate Date field was added to the record.
WRONG USE OF TERMINATE DATE
The following is the wrong use of the terminate date:
| Location |
Percentage Option |
Effective Date |
Terminate Date |
|
LAX |
TAX | 01-01-2010 |
01-01-2015 |
|
SFO |
TAX | 01-01-2010 |
01-01-2015 |
| (blank) |
TAX |
01-01-2015 |
| Location |
Percentage Option |
Effective Date |
Terminate Date |
|
LAX |
TAX | 01-01-2010 |
01-01-2015 |
|
SFO |
TAX | 01-01-2010 |
01-01-2015 |
| (blank) |
TAX |
01-01-2010 |
| Location |
Percentage Option |
Effective Date |
Terminate Date |
Y/N flags |
|
LAX |
TAX | 01-01-2010 |
01-01-2015 |
set up the same |
|
SFO |
TAX | 01-01-2010 |
01-01-2015 |
set up the same |
| (blank) |
TAX |
01-01-2010 |
set up the same |
|
| (blank) |
TAX |
01-01-2015 |
corrected |