1. DO BEST PRICE CALCULATIONS

Fields 1 - 6 refer to "best price" logic - that is, charging the customer the lowest price within the rental rate pricing structure on the transaction.

Field 1 is used to turn on the "best price" logic for any time charges not covered by a voucher and all option charges, whether covered by a voucher or not.

Fields 2 - 4 and 6 are then used to limit the circumstances under which it is used.

Field 5 is used to turn on the "best price" logic for time charges covered by wholesale and insurance vouchers. It functions independently of field 1 but is also affected by fields 2 - 4 and 6.

In a simplistic example, assume that the rate is $50/day and $275/week. The customer had the vehicle for 6 days.

• If best price logic was not in effect, the charge would be $300 (6 x $50).
• If best price logic was in effect, the charge would be the weekly rate of $275.

Note 1: Regardless of the setting in this field, hourly charges always round up to the daily charge once the daily charge is lower.

Note 2: The setting in this field also affects how Optional charges are calculated. With best pricing turned on, those charges will round over to a weekly or monthly rate when doing so results in a lower total charge for that option.

Note 3: Best pricing can be turned off for time charges while remaining on for option charges. Please refer to the section "Turning off 'best price' logic at a later date" below.

Before changing the setting in this field, please note WARNING below.

Enter:

Y = Yes, the system should calculate the lowest possible charge to the customer by selecting optimum time and mileage rate combinations (with certain exceptions noted in the fields below). See the end of RA Close chapter for a detailed description of the Best Price Calculation.

N = No, the system should calculate charges based on actual elapsed time. That is, daily, weekly and monthly charges will not round up to the next time increment.

EXAMPLE:Type Y (RET)

WARNING:

This field is set when your system is first configured, and for most installations, it is never changed. Before changing the setting in this field, be sure to consider the ramifications it will cause. Some reservations and RAs may calculate differently from how they originally calculated.

Turning ON 'best price' logic at a later date:

Open reservations and currently open RAs that did not use best price: These will calculate using best price logic and will likely not cause a problem. (Customers are usually quite happy if their rental calculates at a lower rate than what was quoted.)

CAUTION: Closed RAs that are edited: These will recalculate using best price logic -- resulting in the RA showing that the customer is owed a refund.

Contact Thermeon's Customer Support Dept. and ask that GVT record "BESTOFF" be set up. In that record, an effective date will be entered. RAs opened before the date will observe best price logic, even if they are closed after the date or edited after the date. RAs opened on the effective date or later will not have best price logic applied. This GVT record turns off best price logic when calculating Time charges only; best price logic is still used when calculating all other charges and options.

Reservations used to open a RA before the effective date will observe best price logic. (The RA open date is earlier than the effective date).
CAUTION: Reservations used to open RAs on or after the effective date will NOT observe best price logic, even though the reservation may have originally calculated using best price.

Enter:

Y = Yes, when calculating the Time charges on a RA, the Best Price is affected by the total free miles available for each charge period. For example, a generous weekly mileage cap may result in a weekly charge being selected over a daily charge even though the time charge is greater.

The following Close screen, Subwindow A, illustrates the Best Price calculation with mileage consideration. In this case, the car was driven 702 miles over a 4 day, 10 minute period.

Time and Mileage charges - $249.40

OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 0:10 dys:4 wks: 0 mo: 0 miles: 702 free: 700 Class C Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METRO 06-10 */49.95 1/249.00 */800.00 */35.00 */11.00 249.00 2 MILE 2/.20 */* */* */* */* .40 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7

N = No Mileage charges are not considered in determining Best Price.

The following illustrates the same RA as above without mileage charges included in the Best Price calculation.

Time and Mileage charges = $260.20

OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs:0:10 dys:4 wks: 0 mo: 0 miles:702 free: 400 Class C Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METRO 06-10 4/49.95 */249.00 */800.00 */35.00 */11.00 199.80 2 MILE 302/.20 */* */* */* */* 60.40 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7

EXAMPLE:Type N (RET)

3. START MONTH CHGS 2ND MONTH

Enter:

Y = Yes. If you use the Best Price logic (Field 1), rental charges (Time and Optional Items) will not round up to the monthly charge until the rental period equals the number of days defined to be a month (Field 4).

N = No. Monthly rental rates are included when considering a Best Price calculation.

EXAMPLE: Type Y (RET)

4. DAYS PER MONTH

Enter 2 numeric characters for the number of rental days in one month which are to be used in rental and option rate calculations.

EXAMPLE: Type 28 (RET)

User Tip: There is another setting in Edit Rental Rules/Rates, "Days Per Month", that can work with this field to alter the days per month for different rate products.

5. WSALE/INS BEST PRICE CALC

Enter:

Y = Yes. When calculating time charges to be invoiced to a wholesale or insurance company, the Best Price rules apply.

N = No. When calculating wholesale or insurance charges the Best Price rules do not apply. For example, 6 days will not round up to one week even if one week is lower than 6 times the daily rate.

EXAMPLE: Type N (RET)

NOTES:

• This field works independently of field 1 above. In other words, on a wholesale or insurance rental, best pricing can be turned off for the retail portion yet be turned on for the voucher portion.

• Best pricing logic for vouchers is also governed by the "fine tuning" controls of fields 2 - 4 and 6.

• Voucher charges are calculated at the time the voucher is applied. This means that changes to this field are not retroactive (unlike field 1 above and the warnings noted there regarding changes to that field).

6. START HOUR CHGS 2NDDAY

Enter:

Y = Yes. Hourly rental charges, if any, do not begin until after the first 24 hours. Therefore, the minimum rental period is one day.

N = No. Hourly rental charges, if any, begin immediately.

EXAMPLE: Type Y (RET)

REVENUE SPLITS

The next two fields and Fields 26 and 29, contain default data related to revenue splits. Revenue is split whenever your operation rents a foreign vehicle or a foreign RA is entered involving your organization's vehicle through the Foreign RA Entry program. Fields on the Foreign Vehicle Defaults screen determine if these splits are applied to charges other than Time and Mileage.

Dual branded operations: (operation running under 2 or more brands). There are revenue split fields in Brand Revenue Controls so that the split percentages can vary by brand.

These same fields can be used to do "owned" revenue splits as well. Owned revenue splits use the "fleet pool" logic. They occur when one organization owns all of the vehicles, but certain vehicles have been assigned to specific locations. The designated locations are responsible for all expenses for the vehicles, yet sometimes other locations may rent them. Your CARS+ system can be configured to split the revenue between the renting location and the owning location using the same percentages as those entered for foreign revenue splits as entered in Fields 7, 8, 26 and 29. Refer to the chapter of this manual titled Overview - Fleet Pools for a detailed discussion and set up guide regarding this logic.

7. SPLIT % PAID TO FOREIGN CITY

Enter the percent of Time and Mileage revenue to be paid to the owner of a vehicle when the return location is NOT the vehicle's owning location but it is a location that is TOWARDS the owning location. This default percentage rate will be overridden if the Customer File record for the owning foreign location contains a different percentage to use for this type of revenue split.

EXAMPLE: Type 70 (RET)

8. SPLIT % PAID TO OWNING CITY

Enter the percent of Time and Mileage revenue to be paid to the owner of a vehicle when the return location is the vehicle's owning location. This default percentage rate will be overridden if the Customer File record for the owning foreign location contains a different percentage for this type of revenue split.

EXAMPLE: Type 50 (RET)

9. ALLOW SHORT FALL AT OPEN

When saving a new rental contract, the (on-line) RA Open program automatically estimates the anticipated rental charges. For those RAs that are not set up as direct bills, the estimate is compared to the total of all deposits, credit card authorizations and insurance vouchers. In addition to the estimated charges, the minimum deposit required (as defined in the Edit Location record) is also considered. This field determines what action occurs in the on-line RA Open program if the estimate or the minimum deposit amount is greater than the security obtained.

Y = YES. Under this option, the user will be warned that there is insufficient security to cover the anticipated charges but will be allowed to continue and save the rental without making any changes.

N = NO. Under this option in on-line RA Open, the user is prevented from saving the rental until sufficient security is obtained to cover the estimated charges.

EXAMPLE: Type Y (RET)

User tip: A Field on page 2 of this record is used to control how the shortfall logic operates in the Batch RA Open program.

User tip: Individual transactions can be exempted from this rule by:

A field in the Edit User Access File can be used to exempt an individual user from this logic. Therefore RAs they open can override this rule.

A CDPID Privilege Code can exempt a corporate account from this rule.

10. COVERAGES LOC. SENSITIVE

This field controls whether or not the Location field can be accessed in the Edit Pricing Codes program.

Y = YES. Coverage defaults are location sensitive. In the Edit Pricing Codes program, the cursor will be able to access the Location field and a valid location code must be entered. A unique record must be set up for each location.

N (or blank) = NO. Coverage defaults are not location sensitive. In the Edit Pricing Codes program, the cursor will not be able to access the Location field. A single record will apply to all locations.

EXAMPLE: Type N (RET)

11. INCIDENT ENTRY FLAG

This field turns on or off the Incident Entry logic. Incident Entry is a pop-up program that is used to record customer complaints (incidents) and offer a Customer Satisfaction Discount if necessary.

Enter:

Y = Yes. To activate the Incident Entry screen and block direct access to the CS Adj fields on RA Open and Close.

User tip for Hertz users: There is a separate incident flag in the Hertz Control record so that incident entry can be turned on or off by area number. That field overrides this field in Edit Miscellaneous.

N = No. To block access to the Incident Entry screen and grant direct access to the CS Adj fields on RA Open and Close.

A = Adjustment mode. This activates the Incident Entry screen in a mode where:

The Incident Entry screen is called automatically in the following situations:

• Rates are reduced or charges are removed on Open RAs, or while closing RAs, or when editing closed RAs.
• Chargeable days are reduced while closing RAs or when editing closed RAs.
• RAs are closed earlier than their original return date.

Hard problem codes cannot be used; only soft problem codes are acceptable.

EXAMPLE: Type N (RET)

User tip: The response entered in this field affects the calculations of commissions on the Vendor Commission Report. Refer to the chapter on that report for details.

12. ROUND PART DAYS FOR CVGS

This field applies to all options that are not charged using the calendar day calculation method.

Enter:

Y = Yes. An additional whole day charge will be added for an option if:

• check-in occurs at any time after the grace period and the option does not have an hourly rate defined.
• if the hourly charges on this option exceed the daily rate.

This field does not affect the calculation of daily rental (TIME) charges.

N = No. Options will only round up to an extra day after a full additional 24 hours have elapsed.

EXAMPLE: Type Y (RET)

13. DO LICENSE EXPIR CHECK

Y = Yes. The system warns the user at RA open time if the driver's license has expired or will expire prior to the check-in date.

N = No. The system does not check for expired licenses. As a result, license expiration date is not a required field on the RA Open screen.

EXAMPLE: Type Y (RET)

14. DBA

Enter up to 30 alphanumeric characters to indicate your corporation name if different than the name under which you are doing business. This name can be printed on all RAs next to your DBA, such as, SUPERIOR AUTO LEASING INC DBA DOLLAR RENT A CAR.

NOTE:Your RA print program must be modified to use the data from this field.

EXAMPLE: Type SUPERIOR AUTO LEASING INC. DBA (RET)

15. POSTING IN PROGRESS

This control field is designed to prevent two different users from posting RAs at the same time. The default value for this field is N. When a user begins to post RAs, this field will automatically change to Y and lock all other users from the posting program. SHOULD A POSTING RUN FAIL TO GO TO COMPLETION, YOU MUST MANUALLY CHANGE THIS FIELD BACK TO "N" BEFORE ATTEMPTING TO POST AGAIN.

16. DATE FORMAT

Enter one of the following formats for dates:

MM-DD-YY
or
DD-MM-YY

where:

MM=Number of the month
DD=Day of the month
YY=Last two digits of the year.

In Field 16 hyphens are required.

EXAMPLE: Type MM-DD-YY (RET)

17. TIME FORMAT(12 OR 24)

Enter one of the following time formats:

12 = Civilian time (1 o'clock PM = 100P).

24 = Military time (1 o'clock PM = 1300).

EXAMPLE: Type 24 (RET)

After changing either Field 16 or 17, all terminals must log off the system and log back on in order for the change to take effect. See the chapter on General Data Entry Instructions in this Manual for more information on using the two different time formats.

18. DRIVER MINIMUM AGE

Enter up to 2 numeric characters to indicate the minimum age for both the primary and additional drivers. If no data is entered here, any age value will be accepted when opening an RA.

EXAMPLE: Type 21 (RET)

The minimum age can be set in four other places within the system.The following notes outline the Hierarchy of the various Minimum Age rule fields.

A. For Hertz Canadian users, the rules for minimum age will be applied as follows:

1. The base Minimum age is taken from the record in Edit Misc. Control Fields.

2. If the opening location has a minimum age defined, it overrides the value from the Misc Control Fields record.

3. If the RA's Vehicle Class has an age defined and the Hertz Control File record field "Use Class Age" = "Y", it becomes the minimum age for the transaction.

4. If the Rate Rules record has a minimum age defined, it becomes the minimum age.

5. If there is a CDPID# assigned to the RA and that account has a minimum age privilege, it becomes the minimum age. This setting supersedes all other rules.

B. For all other users including US Hertz licensees, the hierarchy is as follows:

1. The base Minimum age is taken from the record in Edit Misc. Control Fields.

2. If the opening location has a minimum age defined, it overrides the value from the Misc. Control Fields record. (Can be higher or lower than that defined in Edit Misc.)

3. If the Rate Rules record has a minimum age defined, it becomes the effective minimum age (overriding the two settings listed above). (Can be higher or lower than that defined in Edit Misc. or in the Location record.)

4. If there is a CDPID# assigned to the RA and that account has a minimum age privilege, and that minimum age is LESS than the current minimum age in effect, it becomes the minimum age (CDPID can lower the minimum age, not raise it).

5. If the RA's Vehicle Class has an age defined and it is GREATER than the current minimum age in effect, it becomes the minimum age. (Class minimum ages can only raise the minimum age; and when it does, it supersedes all other rules).

19. COMM INTERFACE TO A/P

Y = Yes. The Vendor Commissions Report program will post RA commissions directly to the RealWorld Accounts Payable Open Item File and A/P Distribution File.

N = No. The Vendor Commissions Report program will not post data to the RealWorld A/P files.

EXAMPLE:Type Y (RET)

20. EMAIL ADDRESS FLAG

This field controls the email address field in Reservations and RA Open.

Enter:

Y = Yes. Prompt Mode. On RA Open when saving an RA, the user will be asked to enter an email address for the renter (if the Email address field was left blank.) Entering an email address is optional. This mode causes an email field to appear on the Main Window of RA Open.

M = Mandatory on RA Open. This mode causes an email field to appear on the Main Window of RA Open. When saving a RA in RA Open and the customer's email address field is blank, a pop-up window will display where the email address and a Y or N in the "PRIVACY" field can be entered. If these are left blank, entering the user code of the opening employee will bypass the field.
Note: When this field is set to "M" the email address field from an existing RA will not be accessible for edits or changes. Any edits or changes to the email address will need to be accomplished in Customer File Update.

R = Required on Reservation. In order to save a reservation, data must be entered in the email address field in the main window. (Email address not required to save a RA.)

B = Both Reservations and RA Open. In order to save a reservation, data must be entered in the email address field in the main window. When saving a RA in RA Open and the customer's email address field is blank, a pop-up window will display where the email address can be entered. If the email is left blank, entering the user code of the opening employee will bypass the field. Note: When this field is set to "Y" the email address field from an existing RA will not be accessible for edits or changes. Any edits or changes to the email address will need to be accomplished in Customer File Update.

N = No. No message will be displayed in Reservations or RA Open if the email address field is left blank. However, the email address pop-up window can be accessed by pressing Shift/F7 in the Address field.

EXAMPLE:Type Y (RET)

User Tip: The email address and Cust Privacy fields can be accessed on RA Open by pressing Shift/F7 while the cursor in on Field 2 (Address) of the Main Window.

NOTE: As of the April 14, 2016 release an email address must have at least two characters preceding the "@" sign and at least 5 characters after it. Prior to that release, any string of text is accepted for the email address -- unless the same restriction is imposed by the GVT record CHKEMAIL. Contact the Thermeon Customer Support Department and ask that GVT record CHKEMAIL be set up.

User Tip: Another field, "EMail RA to Customer" on page 5 of this program can be used to prompt for emailing a copy of the RA to the customer, Bill-to or any other email address at the time of RA Close. Refer to that field for more details.

NOTE: To REQUIRE Email entry before the user can use F1 to save the RA, ask Thermeon Support to add the GVT record "EMAILMAN".

21. MAX COMMISSION PERCENT

Enter up to 2 numeric characters to indicate the default commission percentage assigned to each new vendor created from the Reservation screen. Note that this percentage is always entered into a new Vendor record, even if a different commission percentage is used on the reservation. If you want the vendor's default percentage to be different than shown here, the Vendor record must be edited through the Vendor File Update program.

22. DEFAULT COMMISSION PERCENT

Enter up to 2 numeric characters to indicate the default commission percentage assigned to each new vendor created from the Reservation screen. Note that this percentage is always entered into a new Vendor record, even if a different commission percentage is used on the reservation. If you want the vendor's default percentage to be different than shown here, the Vendor record must be edited through the Vendor File Update program.

EXAMPLE:Type 10 (RET)

23. LOC DEFAULT ON RES SCREEN

Y = Yes. On the Reservation screen, the default value for the Pickup Location will be the terminal's default location. Always answer "Y" if most reservations are taken at each location.

N = No. User must enter location into the Pickup Location Field on the Reservation screen. Always answer "N" if reservations are entered by a central reservation desk for multiple rental locations.

EXAMPLE:Type N (RET)

24. DFLT VENDOR EXPENSE ACCT

Enter a 4 digit EXPENSE account number from your G/L Chart of Accounts to indicate the default commissions expense account to be assigned to new commissionable travel agents created by the Reservation program. For operations using profit centers, this 4 digit number will be combined with the opening location profit center number to create the expense account.

EXAMPLE:Type 5602 (RET)

25. PRINT RES INT REJECTS ONLY

The Reservation Interface program is used to receive and process electronically transmitted reservations. With each transmission a report is generated. CARS+ Internet users receive the report in the form of an email message. (Contact Customer Support if the preference is to receive interface reports on a printer rather than via email.) This field is used to define the detail level of those reports and messages.

Enter:

Y (or blank) = Yes. The interface program will print a summary of reservations accepted, and detail for reservations that were rejected, duplicates, reservations for the current day, and requests for confirmations.

N = No. The Reservation Interface program will print out in detail all reservations received.

EXAMPLE: Type Y (RET)

User tip: Hertz Operations have more choices than those listed here. Refer to the chapter of the manual titled Hertz Reservation Interface.

26. SPLIT % WHEN RENTED AWAY

Enter the percentage of Time and Mileage revenue to be paid to the owner of a vehicle when the return location is NOT the vehicle's owning location but rather a location that is FURTHER AWAY. If 100% is due to the owner, enter "99".

EXAMPLE: Type 99 (RET)

27. USE CHANGE TO RATES AT OPEN

Enter one of the following:

N (or blank) = No. When entering a rate code into an RA or reservation, if the rules of the rate are violated by the rental conditions;

1. A warning message will be displayed at the bottom of the screen.

2. The Rate Code will be removed from the screen.

3. And the user will have to enter another appropriate rate.

Y = Yes. When entering a rate code into a RA or reservation, if the rules of the rate are violated by the rental conditions;

1. A warning message will be displayed at the bottom of the screen.

2. The "Change To" Rate Code associated with the rule that was broken will automatically replace the Rate Code entered.

EXAMPLE:Type Y (RET)..

28. MAXIMUM ODOMETER PER DAY

This field is required. (If this field is blank, RAs cannot be closed.)

Enter up to 4 numeric characters to define maximum number of miles/kms that a vehicle is expected to be driven per day for RAs and for Non-Rev Movements. This field is designed to catch possible data entry errors.

EXAMPLE:Type 600 (RET)

EXAMPLE: Assume a 2 day rental with the starting odometer of 2300. The ending odometer reading of 2450 was erroneously entered as 4250. The following will occur:

The elapsed miles would be: 4250 - 2300 = 1950)

The possible maximum miles are 1200 (600 X 2 days)

Therefore, the following message would appear on the bottom of the RA Close screen:

MILEAGE SEEMS EXCESSIVELY LARGE. OK TO CONTINUE? Y/N

This message will not prevent closing a RA or Non-Rev; it only warns that the odometer reading entered should be checked.

If the distance driven is more than double expected miles/kms from this field, the system will reject the check-in odometer reading with the following message:

ODOMETER CANNOT EXCEED TWICE THE DAILY MAX

Note: For Hertz users, Oklahoma City's standard for this field is 600 miles.

29. SPLIT % WHEN RENTED LOCAL

Enter the percentage of Time and Mileage revenue to be paid to the owner of a foreign vehicle when one of your locations uses that vehicle for a local rental.

EXAMPLE:Type 80 (RET).

User tip: For Hertz licensees in North America, a Location Group (type "L") can designate which of your locations are considered 'local' by OKC. By setting up the Group, the revenue splits between your owned locations will correspond to the splits that OKC calculates.

30. EXCHANGE/ USE NEW RA#

CARS+ handles vehicle exchanges in one of two possible methods, Single or Multiple RAs.

N = Single RA Method. The original RA handles all vehicles used. A record of each exchange is written to the Exchange File. For accounting purposes (Accounting DBR) all of the revenue on the RA is earned by the opening location, even if the exchange takes place at another location.

Y = Multiple RA Method. With each exchange, the original RA is voided and a new RA is written. The open Date/Time of the new RA is back dated to that of the original. In fact, with the exception of the vehicle and the RA number, it is an exact copy of the original RA. All deposits, authorization records, vouchers and other special documents are rewritten with the new RA number. Under this method, if the exchange takes place at a location other than the opening location, for accounting purposes (Accounting DBR) all of the revenue on the RA is earned by the exchange location. Note: The original RA will be automatically Voided as VOID-X status, due to the exchange.

Note that regardless of the method selected, for utilization analysis, such as on the Daily Performance Report and the Average Utilization Report, the Time and Mileage revenue is prorated to each vehicle based on the length of time the vehicle was in use.

EXAMPLE:Type N (RET)

31. BIRTH DATE
MATCHING RA/Res

Large customer files can contain many duplicate names. When opening a Reservation or RA for one of these customers, you must manually select the correct customer record from a list of common names displayed in the subwindow. This problem can be virtually eliminated by using the customer birth date. When this feature is turned on, CARS+ first matches the name entered to the customer record name and then attempts to match two of the three birth date components (month, day, year). A customer record is displayed when both name and 2/3 of the birth date are matched.

This field is made up of two separate flags that turn on or turn off this feature for RAs and for Reservations. Indicate (Y)es or (N)o before the slash for RAs and after the slash for Reservations.

Y = Automatic customer search includes birth date matching. Users are required to enter customer date of birth after entering customer name.

N = The automatic customer search does not use date of birth.

The example below turns on this feature for both RAs and Reservations.

EXAMPLE:Type Y/Y (RET)

User tip: When Clear Customer PID Data is run to clear or 'sanitize' the personal identification data (PID) from customer records, it will clear out of the customer's record all data that can be used to uniquely identify them including the birth date. Therefore, this feature works only for recent customers whose customer record has not been sanitized.

32. NO-SHOW AGE IN HOURS

Enter up to 2 numeric characters to indicate the number of hours a reservation can be past due before you consider it a no-show. Presently, this field is used by the Rental Activity Report to determine which reservations to report and is also used by the Res Display program.

EXAMPLE:Type 6 (RET)

33. EDRB START DATE

For operations involved in electronically transmitting closed RAs to a licensing entity data center computer (EDRB). This field is used in conjunction with a field in Edit Main Control Record - the field Do DBR?. This field is only read if the Do DBR field is set to "Y". Use your selected date format, enter the date of the first DBR date of closed RAs that are to be transmitted. RAs that were closed prior to this date even if they were queued up for transmission are ignored by the EDRB program.

EXAMPLE:Type 020125 (RET)

34. USE MULTI-RATE PAI/PEC

In 1991, the State of New York passed a law regulating how PAI and PEC can be sold. The law requires that the daily rates for these coverages drop after the first two rental days. Field 33 turns on or off this "multi-rate" feature. If the feature is turned on, the fields on the Edit Coverages screen pertaining to these two coverages are redefined (the screen literals do not change). See the chapter on the Edit Coverages program for more information.

Y = PAI and PEC are charged at a varying daily rate.

N = PAI and PEC are charged at fixed Daily, Weekly, Monthly rates.

EXAMPLE:Type N (RET)

35. EDRB LAG TIME (IN DAYS)

This field is only for operations involved in electronically transmitting DBR data to a national accounting computer (EDRB). Enter a single numeric character to indicate the number of days the system should wait after a RA is closed before it is transmitted. Through this field you can schedule auditing time before RAs are transmitted.

EXAMPLE:Type 2 (RET)

User tip: A similar field in Edit Locations is provided and will override the number of days entered in this field.

36. PREPAID FUEL ODOM MIN

This field allows you to restrict the application of the pre-paid fuel option on RAs. If the elapsed distance driven is less than the number entered into this field, the RA Close program will NOT charge the renter for a full tank of fuel even though Pre-Paid Fuel was selected at the time of open. Instead, the renter will be charged a refueling charge based on the distance driven.

If the distance driven is greater than the number in this field, the prepaid fuel charge is applied.

Enter up to 3 numeric characters to indicate the maximum number of elapsed miles allowed before the Pre-Paid Fuel option logic charges for a full tank of gas. Leave this field blank if you do not wish to offer any grace on your Pre-Paid Fuel Option.

EXAMPLE:Type 50 (RET)

RAs where this alternate prepaid fuel option logic is followed will show a lower case "y" in the Prepaid Fuel field on the RA Open screen.

37. TAX WHOLESALE GROSS

This field pertains to the CARS+ wholesale logic. If using the wholesale logic, see the section on Wholesale Rentals for instructions on these fields.

For operations not making use of this logic, leave this field blank.

38. GROUND OVER DAYS

The program Edit Grounding Date, allows middle managers who do not have access to the Fleet file to make minor extensions on the grounding date of a vehicle and thus free it up for usage. This field sets the maximum number of days that can be added to the grounding date by the Edit Grounding Date program. Enter up to 2 numeric characters to indicate the maximum number of days that the grounding date can be extended.

EXAMPLE:Type 30 (RET).

39. NEXT BCH TRNS NO

This field is used to set up a feature required by some European CARS+ users. Contact your local distributor for information on this field.

40. PARKING TICKET RA TYPE

This field is used to set up the "Park N' Fly" feature of CARS+. See the Appendix on Park N" Fly for instructions.

1. ENFORCE PASSWORD CHANGE

This field applies only to standalone systems. For CARS+ Internet users, this field has no effect.

Enter:

Y = Yes, all users will be required to change their passwords on a regular bases.

N = No, the system should not require users to change their passwords. By answering No, Fields 2 and 3 become meaningless.

EXAMPLE:Type Y (RET).

2. PASSWORD LIFETIME

This field applies only to standalone systems. For CARS+ Internet users, this field has no effect.

Enter up to two numeric characters to indicate in days, the maximum life of an user's password. When the age of a password exceeds this limit, the user will be returned to the operating system prompt and will be unable to sign-on to CARS+. To correct this, the system administrator will have to manually set-up a new password through the program Edit User Access File to re-activate the user account.

EXAMPLE:Type 30 (RET).

3. PASSWORD WARNING DAYS

This field applies only to standalone systems. For CARS+ Internet users, this field has no effect.

Enter up to two numeric characters to indicate the number of days prior to expiration to begin to warn a user that his password is about to expire. During this warning period, the user will be able to set-up a new password during the CARS+ Log-on procedure.

EXAMPLE:Type 7 (RET).

4. ENABLE RES QUOTES

Enter:

Y = Yes, when saving a new reservation, the user will be asked if the record is to be treated as a confirmed reservation or as a quote for a potential reservation. Quotes can be printed out and sent to the inquiring party.

N =No, reservation quotes are not used. Therefore, all records created through the Reservation program are considered confirmed reservations.

EXAMPLE:Type Y (RET).

5. QUOTE EXPIRE DAYS

Enter up to 3 numeric characters representing the number of days a quote is valid from the date it was created. If a quote is not converted to a reservation within the number of days specified here, the quoted rate expires and will be re-quoted if the quote is used. If left blank, quoted rates will NEVER expire. As a result, 1 day is the minimum hold that the system will place on a quoted rate.

EXAMPLE: Type 5 (RET)

6. CHARGE VEHICLE LICENSE FEE

1. CARS+ can prorate the amount in each vehicle's "Pre-Paid Fees" field from the Vehicle Inventory record and apply the amount to rental agreements. Through this method, such charges as annual license fee, registration, etc. which may vary by vehicle can be passed on to the renter. In order to pass these expenses to the renter, the following set-up steps must be followed:

   1. Answer "Yes" to this field.

   2. Load the annual expense amount in the Pre-Paid Fees field on page 4 of each Vehicle record. (This figure will load automatically from the Model Codes File if it is set up there.)

   3. Define an Option Code "VLFEE" on the Edit Optional Charges screen and define it as a time sensitive charge. Enter any amount in the rate field as the actual charge will be calculated at the time of opening the contract. Note: Because the fee is calculated from the amount in the vehicle record, it will not show on a reservation estimate unless the vehicle has been assigned to the reservation.
      

   4. Calculation Logic: The daily rate that is applied to each contract is calculated as follows:

      Pre-Paid Fee divided by 365 days = daily charge.Therefore, the fee can vary by Model or by individual vehicle if it is desired.

      Y =Yes, a prorated charge for Pre-Paid Fees will be added to all contracts automatically.

      N =No, Pre-Paid Fees will not be added to all contracts.

      EXAMPLE: Type N (RET).

2. An alternative method to setting up a Vehicle License Fee is to set up the Option Code "VLF". Usually the amount in this method is the same for all units rented from a particular location; however, it can vary by Pricing Code. Certain RAs can be exempted from this fee based on the Rate Code and the CDP. Refer to the Edit Optional Items File for further information.

7. VALIDATE CUST TYPE

The control file "Customer Type Codes" is not required to run CARS+. This field allows the user to make the set-up of the Customer Type Code required by forcing all Customer Type Codes to be validated against the type code file at the time of data input.

By making the set-up of Customer Type Codes required, you can:

1. Control the type codes that users input.

2. Subdivide insurance companies and wholesalers into more than the single system supplied type codes.

Y =Yes, all Customer Type Codes entered when creating new customer records (either through the Customer File Update program or RA Open and Close) will be validated against the Customer Type Codes File.

N =No, Customer Type Codes will not be validated, users are free to assign any code to new customer records.

EXAMPLE:Type Y (RET).

8. DISALLOW SPEC CHAR IN RA#

Enter:

Y = Yes, when manually assigning a new RA number through the Batch Open program, users will be restricted to using only numbers (0 - 9) and letters (A - Z).All other characters will be rejected.

N =No, when manually assigning RA numbers, users will be free to use any printable character (such as -, =, #, ^, etc.).

EXAMPLE:Type Y (RET).

9. NEXT INVOICE NO

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

10. NEXT DAS TRANS #

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

11. ENABLE FUEL CARD TRACKING

As an alternative method of charging for fuel on a RA, some users of CARS+ issue fuel charge cards. These cards are used by the renter to purchase fuel for the duration of the RA. The fuel charge on the contract is calculated based on the distance the customer drove. Details on how this feature works and instructions on how to set it up are given in the chapter of this manual titled Appendix - Fuel Cards.

This field is used to turn on the fuel card feature.

Y =Yes, the issuance of fuel credit cards is to be tracked. When this feature is turned on, Subwindow "P" will be accessible on the Open and Close programs to issue and receive cards.

N =No, fuel credit cards are not issued on rentals.

EXAMPLE:Type N (RET).

12. PRE-NUMBERED RAs

This field refers to the saving process for the on-line RA Open program only for those users who print RAs on pre-numbered forms.

Y = In RA Open, when saving a new rental agreement, you will be required to assign an RA number to each contract.

N = In RA Open, when saving a new rental agreement, the system will automatically assign the RA number to each contract.

EXAMPLE:Type N (RET).

13. AMOUNT MULTIPLIER CODE

This field is used for users in countries where their local currency uses more characters than will fit in the amount fields offered on CARS+ screens. Enter in this field the number of zeros which should be added to the end of all displayed amounts when printing an RA. This affects the rental agreement print program only (if your print program has been so designed)--not the screen display or CARS+ reports.

EXAMPLE: Type 2 (RET) to add two zeros at the end of each amount figure.

14. PENALTY DROP CHARGE

Enter an amount to represent the drop charge that should be charged for an unauthorized one-way rental to a foreign location.

If an amount is entered here, then the pairs of locations entered in the Drop Charge File represent the ONLY authorized drops. Drops to unauthorized locations (those NOT set up in the Drop Charge File) will be subject to the penalty drop charge entered in this field.

(Note:Foreign locations, whether drops to them are authorized or unauthorized, must exist in the Customer File.)

If this field is left blank, and a rental goes one-way to an unauthorized foreign location (which is not defined in the Drop Charge File), then NO DROP CHARGE will be assessed.

EXAMPLE:Type500 (RET).

NOTE: CARS+ can be configured in an alternate mode where the penalty charge entered here will be charged whenever the rental is returned to a location other than the return location on the rental. This overrides any drop charge that may be defined for the open location and the unauthorized drop location. This apples to both owned and foreign locations. To activate this mode, contact Thermeon Customer Support and ask to have GVT record PENALTY set up.

15. METRIC SYSTEM USED?

Enter:

Y =If your print program is sensitive to this field, the RA/RES will print referencing kilometers and liters rather than miles and gallons. In addition, the heading on the DBR column will change from "Miles" to "Kilometers".

N =The units of miles and gallons are used on the RA print program and on the DBR.

EXAMPLE:Type N (RET).

16. COMPANY CODE

This field is reserved for a future enhancement..

17. REFUND PAYABLE ACCT#

Entering an account number in this field is not required.When a RA with a credit balance is posted (refund due to customer), the item posts as an open credit to the A/R Open Item file. In addition, the item also posts as a credit to a G/L account in the G/L Distribution File.The G/L account used can be either:

1.The appropriate A/R account for the renter involved if this field is left blank. For most users who use the RealWorld A/R module, this is the preferred configuration.

2.Even though an open item record will be written to the RealWorld Open Item File, for those users who want the credit to go against an A/P account, enter an appropriate payable account in this field.

19. USE REIMB ACCTS

This field controls what data is required when adding a Reimbursement to a rental agreement.Enter either:

N = No. When adding a Reimbursement to a RA, the user will not be required to enter a valid General Ledger Chart of Account number. Only a brief description will be required. Note that Reimbursements handled in this manner will post as debits to the Cash account unless another account is specified. Refer to the discussion of how to set up Reimbursement as a Form of Payment at the end of the chapter of the manual titled Customer File Update.

Y = Yes. When adding a Reimbursement to a RA, the user will be required to enter a valid General Ledger Chart of Account number next to the amount. This account number must be set up in the Edit Reimbursement Accounts program (Accounting Control File Menu).

EXAMPLE: Type Y (RET).

User Tip: To prevent rental agents from issuing reimbursements, do the following:

Answer "Y" to the question in this field
Do not set up any Reimbursement accounts. Because there are no valid records in the Edit Reimbursement Account file, Reimbursements cannot be added to RAs.

20. SHORT-FALL MSG IN BATCH

Indicate whether or not the shortfall message should be displayed when applicable on the Batch RA Open and Edit Opening Fields screens. (Refer to Field 9, page 1, of this chapter for details on the shortfall message logic for the on-line RA Open program.)

Y = Yes, when appropriate, display the warning message for a shortfall. However, it is just a message and you are allowed to continue.

N =No, do not display the shortfall message in Batch RA Open.

X =Prevent the save of the RA until sufficient security is obtained to cover the estimated charges.

EXAMPLE:Type Y (RET).

21. BCH CLS DEFAULT CURR LOC

For contracts being batch closed, indicate whether or not the “current location” of the terminal record should be used as the default closing location.

Y = Current location is used as default closing location Batch Close.

N = Assume that the default closing location is the original return location from the RA.

EXAMPLE:Type N(RET)

22. TRANSACTION LOGGING

When enabled, this CARS+ feature logs changes made to rental agreements and edits made to rates noting the employee, date, time and change made. The RA Edit Report is used to report the changes made to RAs. The Rate Edit Report is used to report the changes made to rates. To turn on this feature, enter one of the following codes:

M = Manual Logging. Changes made by a user to fields that have a previously supplied value are logged. This includes changes to saved data such as editing a discount. Also included are changes made to data supplied by the system prior to saving, such as editing the number of chargeable days for a coverage on RA Close.

P = Partial Logging. More types of saved data changes are recorded, but changes made to data supplied by the system prior to saving are NOT logged. Warning: Due to the amount of data stored (and thus the resulting file size), this setting should be used only for a short period of time if you feel the need to see more detail than is available under the Manual setting.

F = Full logging.

23. SEARCH/SAVE ADDL DRIVER

This field is obsolete.

24. ADDL DRIVER CUST TYPE

Enter a Customer Type Code to be used for additional drivers. The Customer Type is validated if the Validate Cust. Type flag in Field 7 is set to "Y" (yes.)

If this field is left blank, the default RA customer type from the Edit Main Control Record is used for additional drivers.

EXAMPLE: Type AD (RET)

25. USE CORP ID DATA

Indicate whether or not Field 8c in the main window of Reservations and Field 9c of RA Open should be used for a corporate ID number.

Y = Yes, the only use of this field is for a corporate ID number defined in the Corporate Account File. And as such, all corporate rates and privileges will be applied when appropriate. If a CDPID is added to a transaction and its contract record is found, the contract record is used. If its contract record is not found, a message advises that it is not found and the CDPID is removed from the transaction.

N = No, the field is treated as "free-form" and will accept any data entered. And it will NOT trigger the application of rates and privileges.

P = Partial. If a CDPID is added to a transaction and its contract record is found, the contract record is used. If its contract record is not found, there is no message, but the CDPID remains on the transaction.

EXAMPLE: Type Y (RET)

26. RULES DAYS CHARGEABLE?

Use this field to control whether the Minimum Days and Maximum Days fields in the Edit Rental Rules/Rates program should be based on "chargeable days/hours" (number of days being charged regardless of the elapsed days) or "elapsed whole 24 hour days" (actual rental days). Enter:

N = Days should be calculated based on elapsed whole days.

Y (or blank) = Days should be calculated based on chargeable days.

Note: This field has no affect on rates that are defined as calculating on a calendar day basis. Calendar days do not have chargeable hours; therefore, there is no difference between elapsed and chargeable.

A full explanation with accompanying examples can be found in the Edit Rental Rules/Rates chapter in the paragraphs that address the Minimum and Maximum Days fields.

27. ENABLE SHIFT-F5 ON WHOLESALE

A field in the Edit User Access File record interacts with this one to control the user's ability to use Shift/F5 on the RA Close screen to see the value of wholesale and insurance vouchers and to see the value of wholesale vouchers on the Special Documents Report.

Refer to the Edit User Access File chapter of the manual (Field "See Ghost") for detailed information.

28. AUTH PAD TYPE (AMT/PCT/LIAB)

Fields 28 and 29 are used together to include an additional pad amount in the estimate calculation for a contract. The "padded" amount can be either a set dollar amount or a percentage of the actual estimate.

Enter:

A = Amount. The entry made in Field 29 will be interpreted as a dollar amount.

E = Amount. The entry made in Field 29 will be interpreted as a dollar amount, but will be used only by the Shortfall Request Report. It will not be applied to the F8 estimate or when loading the estimate as a deposit amount when opening the RA. See "Note on Type "E" below for a discussion of how this feature is used.

P = Percentage. The entry made in Field 29 will be interpreted as a percentage of the actual estimate.

L = Use the L type coverage responsibility amount as the auth. pad if it is less than the auth pad amount in Field 29.
If the auth pad amount is blank, always use the coverage responsibility amount.

Blank = Auth. pad logic is not turned on.

User tip: Some rental operators may want to use the auth pad feature in general, but don't want it applied to insurance replacement rentals and wholesale rentals. A field in the Edit Main Control Record allows that exception.

User tip: A field for Auth Pad in the Class Codes file can be used to override the Auth Pad entered in this field.

User tip: To have auth. pad vary by Pricing Code, an Option can be set up with a particular setting in the "Echo Close" field in Edit Optional Items that applies it automatically by Pricing Code to each RA and removes it at Close. Refer to the chapter Edit Optional Items for more information. Because it is an Option, Corporate Accounts can be set up to be exempt from it.

Note on Type "E": This setting is designed to be used by those operations that take a deposit for the estimated charges at the time of open and are also using cars+EDC integrated credit card processing. By setting this field to "E", a deposit will be taken for the actual estimated charges only, however additional authorization for the pad amount can be obtained prior to closing the RA. The concept is to set the pad amount to be equal to the average incremental charge incurred at the time of closing the RA. This can speed the process of closing rentals via cars+iR by avoiding the need to send the customer inside when incremental charges are incurred. If no incremental charges are incurred (over the original deposit amount), then the additional authorization will simply expire. The additional authorization for the pad amount is obtained using the Shortfall Request Report. This report can be set up to be run automatically from the report driver. CARS+ is configured to automatically load the F8 estimate as a deposit via the "Auto Load FOP as Deposit" field in the Edit Main Control Record. This field needs to be set to "Y".

29. AUTH PAD VALUE

(See Field 28 above.)

User tip: A field on page 4 of the Location record can be used to set a minimum authorization amount when pre-authorizing a credit card at the time of opening a RA. Use the Edit Locations program to set up a minimum amount. If the estimated charges plus auth pad (set in this field) is less than the minimum auth amount set in the Location File, the minimum auth. from the Location File will be used for the minimum amount required for pre-authorization upon opening a RA.

30. INCLUDE IN T&M ON DBR

Various reports are sensitive to the entry made in this field regarding the revenue shown on the report.

In all cases:

Blank = report only discounted Time and Mileage/Kms

Salesman Revenue Report

1 = Report discounted T&M plus "L" type options

2 = Report discounted T&M plus "L" type and "C" type options

3 = Report discounted T&M plus "L" type, "C" type, and "O" type options

Source Analysis Report

1, 2, or 3 = Report discounted T&M plus "L" type options

Daily Performance Report

1, 2, or 3 = Report discounted T&M plus "L" type options

EXAMPLE: Type 1 (RET).

31. REQUIRE VALID ADJUSTER

Indicate whether or not an existing adjuster must be entered in the Insurance Subwindow on Insurance contracts.

Y = Yes, a valid Adjuster must be used in the I-Subwindow.

N = No, data entered in the Adjuster field will not be validated.

EXAMPLE: Type N (RET)

32. RESTRICT NOTES MODE

The ability to restrict what users can do regarding the Notes Subwindow, exists in two files. In the User Access File, on an individual basis users can be restricted to one of three levels:

read and create notes
read, create and add to existing notes
read, create, modify and delete notes.

This field is used in conjunction with the field in conjunction with the Edit User Access File. Enter:

F = Full.The restrictions set in User Access File apply to ALL note types.

P = Partial.Restrictions set in the User Access File apply to all note types EXCEPT those for Quotes, Reservations, and RAs.

33. PROMPT CREDIT WARNING

Indicate whether or not there should be a warning when repeat customers are over their designated credit limit.

Y = Yes, the credit warning message will be displayed when applicable.

N = No, do not display the credit warning message. (The ability to disable this message is intended mainly for those CARS+ customers who do not use the RealWorld Accounts Receivable package.)

User tip: This can be refined by Customer Type. Refer to the Edit Customer Type Code chapter for details.

34. PROMPT LAST RENTAL INFO

This field controls whether or not certain prompts will display on the Reservation and RA Open screens which provide information to the counter agent for repeat customer.

Enter:

1 = A message stating the number of times the customer has rented and the date of the last rental will be displayed at the bottom of the screen.

2 = A message stating the class and daily rate of the customer's last rental will display at the bottom of the screen.

3 = Both of the above messages will appear.

_ =Blank, none of the above messages will appear.

EXAMPLE:Type 2 (RET).

35. MASK CC NUMBERS

Note that certain users can be allowed to unmask credit card data. The setting is in the Edit User Access File record. The field name is "Masking Exempt".

NOTE: Unmasking a card that was processed through a PIN Pad device cannot be unmasked by any user at any time. This is because the credit card number no longer resides in CARS+, so there is no way to unmask it. CARS+ users can see only first 4 and last 4 digits of the card. What isn't seen is an encrypted 'token' that references that card.

36. OUT OF VCHR DAYS AT TIER 1

The basic formula for wholesaler (tour) rentals is " Elapsed Days minus Voucher Days = Chargeable Days". But this presents a problem for operations using tiered rates. If a six-day rental has a five-day voucher, should the sixth day be charged at the Tier 1 price or at the price appropriate for a six-day rental? This field answers that question.

Enter:

Y(or blank) = Out of voucher days are charged at the tier that matches the number of additional days; not on the entire rental length.

N = Out of voucher days are charged at the tier that matches the entire rental length. (If the out of voucher rate is a non-tiered rate, this field is ignored.)

EXAMPLE:Type N (RET)

37. DEFAULT CHECK OUT ODOM

This field controls whether a vehicle's current odometer reading should default as the check out odometer reading when opening a new RA.Enter

Y = YES, use the current odometer reading as the default at open.

N = NO, do not default any odometer reading, instead require the user to key in the current odometer reading at the time of open.

EXAMPLE:Type N (RET)

38. AIRPORT ARRIVAL OPTION

Many airport locations have an airport tax or an airport concession recovery fee that either can or must be added to rentals to individuals who recently arrived by plane. This field allows you to define which of the Option Codes in the Options File is the code to be used in that situation. To set up the system to add the fee to the appropriate rentals:

1.Set up an option in the Option File for the charge.

2.In either the Location file or Cash Drawer record, indicate if all rentals are subject to this fee or only those who are recent airport arrivals.

3.In this field, enter the Option Code that was set up in Step 1.

EXAMPLE:Type APTAX (RET).

Note: A field for the airport arrival option code also exists in the Edit Location File which, if used, takes precedence over the field in this file.

1. ALLOW ID EDIT?

Enter:

Y = Yes, users will be able to add or change the customer's "Other ID" code on the Reservation or the RA Open screen.

N = No, the Other ID code cannot be added or changed from the Reservation or RA Open screens. Instead, it can be changed only via the Customer Update program.

EXAMPLE: Type Y (RET).

2. ALLOW TAX CODE EDIT?

Enter:

Y = Yes, users will be able to change the Tax Code on the RA and RES screens.

N = No, the Tax Code can only be accessed or changed via the Customer Update program. Tax Codes cannot be edited on the RA or RES screens.

EXAMPLE: Type Y (RET).

3. GST PAID ACCT

For Australian users, enter the G/L account that should be used to track GST that you have paid out as part of a rental transaction.

EXAMPLE: Type 2135 (RET).

4. UPSELL FRACTION

This field is for use by Hertz Canada only for calculations performed on their Revenue Accrual Report.

In order to accrue upsells for fractional days, enter the number of hours at which a renter is generally charged for an extra day of Time. For example, if the hourly rate on Time is generally one third of the daily rate, enter the number "3" in this field.

5. APPLY BILL-TO TO RENTER?

Enter

Y (or blank) = Yes, when adding a Bill-To party to a reservation or RA, the Bill-To party will also be written to the renter's customer record. As a result, this assumes that when that renter rents the next time, the same Bill-To party will also be involved so it will automatically be added to the rental agreement.

N = No, the Bill-To party on the RA will not be written to the renter's customer record. Just because the Bill-To party is involved on this rental, you cannot assume that they will automatically be involved on every subsequent rental involving this client.

EXAMPLE: Type N (RET).

User tip:This feature can be set to "N" in this field and then turned on for designated locations. To allow certain locations to update the Bill-to screen, request Thermeon's Customer Support Dept. to create a GVT record (CHNGBILL) for each location that should be allowed to update the customer's bill-to field from the RA Open screen.

6. ALLOW INCOMPLETE VOUCHER

This field controls whether or not incomplete vouchers can be entered on insurance RAs.

Y = Yes, incomplete vouchers can be entered on insurance RAs.

N = No, incomplete vouchers are not allowed. Any voucher added to an insurance RA must have data in all of the required fields.

EXAMPLE: Type Y(RET)

7. ALLOW CLOSE W/INC VOUCHER

If incomplete vouchers are allowed on insurance RAs (see Field 6 above), this field controls whether or not a RA can be closed when it still has an incomplete voucher.

Y = Yes, RAs with incomplete insurance vouchers can be closed. NOTE:This choice should be made with a great deal of caution!!See "WARNING" below.

N = No, RAs with incomplete vouchers cannot be closed. The incomplete voucher must either be completed or deleted before closing the RA.

EXAMPLE: Type N (RET)

Hertz users: This field should be set to "N" to prevent closed RAs with incomplete vouchers being sent via EDBR to OKC.

WARNING: If you choose to allow RAs to close with incomplete vouchers, those RAs will NOT post. Moreover, they cannot be invoiced.In order to post the RA and print an invoice, incomplete vouchers must be completed or deleted. Use the Insurance Follow Up Report to obtain a list of those RAs with incomplete vouchers.This report should be examined daily.

8. CBC REVENUE ACCT

This field is used by a particular CARS+ user and has no relevance to other users.

9. ADDL DRIVER CHRG DEFAULT

This field pertains to those users who have chosen not to have CARS+ add the Additional Driver charge automatically whenever an additional driver is entered in Q subwindow of RA Open. Instead, the user must make an entry in the "Charge?" field indicating whether or not the Additional Driver fee should be applied. This field allows you to choose the default for the "Charge?" field.

Y = The Additional Driver Charge field should default to "Y" for yes.

N = The Additional Driver Charge field should default to "N" for no.

EXAMPLE: Type Y(RET)

10. REQUIRE CDPID FOR CORP RATES

This field is used to indicate whether or not a rate product designated as a "corporate standard rate" (See "Corp Std" Field in Edit Rental Rules/Rates) can be manually entered into the Rate Code field on the Reservations and RA Open programs. The alternative is that rates designated as "corporate standard" can be used only by entering a valid CDPID number to the transaction.

Y = Those rate products designated as "corporate standard" can be added to a reservation or RA only through the use of a valid CDP number which points to that rate product.

L = Those rate products designated as "local corporate standard" and "corporate standard" can be added to a reservation or RA only through the use of a valid CDP number which points to that rate product.

N = Rate products designated as "corporate standard" and "local corporate standard" can be manually added to a reservation or a contract without a CDP number being involved.

EXAMPLE: Type Y(RET)

11. REQUIRE OPTIONS VIEW

This field refers to the Options Pop-Up window on the RA Open program accessed by the Shift/F5 keys.Enter:

Y = Yes, every user must enter and exit the Shift/F5 Options Pop-up Window before being able to save a new rental agreement on the RA Open screen.

N = No (or blank).This requirement is not in effect.

EXAMPLE: Type Y (RET)

12. DISC ON MILES

This field is obsolete.

13. BLOCK BILL-TO

This field is part of the firewall logic that is used when a corporate entity and/or multiple licensees share a system. If the block is in place, customers can be used as a bill-to on a RA only if the posting company of the user matches the posting company of the user who originally created the bill-to customer record. This is meant to prevent a bill-to customer approved by a licensee from being used as a bill-to by another licensee or a corporate location.

Y = Yes, the firewall logic to block the use of the bill-to customer by another entity should be used

N (or blank) = No, the firewall logic should not be used for bill-to customers.

CARS+ users who do not share a system should ignore this field.

EXAMPLE: Type Y (RET)

14. MASK DRIVER'S LICENSE NO

This field is used to designate whether or not certain items of personal data should be masked on the RA Open, Reservations, and Customer File Update screens.

Y = Mask the Other ID and driver's license.

1 = Mask the Other ID, driver's license, and date of birth.

2 = Mask the Other ID, drivers license, date of birth, and frequent traveler number. Also the customer number is masked when displaying a saved RA.

O = Driver's License only.

N (or blank) = Don't mask any of the above.

EXAMPLE: Type Y (RET)

User tip: Your RA print program can be enhanced to mask any of these items. Contact Thermeon's Customer Support Dept. for more information about the charge for this program enhancement.

User tip: Refer to the chapter of the manual titled Overview - Masking Customer Data for full details in how to set up and use the masking logic in CARS+.

15. PREVENT VEHICLE ON 2 OPEN

This field can be used to prevent more than one transaction from being open at the same time for a vehicle. If this feature is turned on, it affects the way the following programs work:

RA Open and Batch Open: The vehicle cannot be used when opening a RA or for a vehicle exchange if it is already referenced on another open RA or an open Non-Rev.

Non-Rev: The vehicle cannot be used when opening a Non-Rev ticket if it is already referenced on another open Non-Rev or an open RA (not including Lease RAs). If the vehicle is on an open Lease RA, the Non-Rev is permitted. However, the Non-Rev open and close will not update the vehicle record with the information from the Non-Rev (current status, location, odometer reading, and date), even if it is more current than the Lease RA.

Lease RAs: When opening a Lease RA, the vehicle cannot be used if referenced on a Open Non-Rev, or the vehicle is on a open RA (both lease RAs and daily RAs).

In all cases cited above, a warning message will be displayed and the vehicle number will be removed from the screen.

Y = Yes, block vehicles from being used on 2 open transactions.

Warning: Answering "Y" in this field impacts the operation of CARS+ as follows:

If for some reason the vehicle is physically available but is still on rent or on a non-rev within CARS+, the rental agent will be prevented from using it until the other RA or Non-Rev is closed. In addition, this turns off the logic that allows a user to Batch Open a historic RA for a vehicle that is currently on rent.

N (or blank) = No, vehicles may be used on more than one transaction. This is the mode in which CARS+ is configured for the vast majority of CARS+ users. The date and time of a transaction is used to determine which transaction is the most current for the vehicle.

EXAMPLE: Type N (RET)

User Tip: There is a feature in Edit User Access File, "Override Veh Status", that will allow a user to override this setting in RAOPEN and Edit Non REV Entry.

16. 3rd PARTY CUST TYPE

For those operations that print government tax documents, on occasion the tax document for a RA needs to be issued in the name of a third party (not the renter and not the bill-to customer). To take advantage of this feature, enter a valid Customer Type code (up to 5 alphanumeric characters) in this field. This will allow the user to create a new customer as the third party in a subwindow on the RA. The new customer will be saved with the Customer Type code entered in this field.

EXAMPLE: Type 3PTY (RET)

17. REQUIRE BATCH REASON (Y/N)

This field controls whether or not a pop-up window automatically appears whenever a contract is batch opened or batch closed. The pop-up window provides 2 lines allowing 55 characters of data on each line. The user is required to enter the reason why the Batch program was used rather than the On-line program (RA Open or RA Close).

The pop-up window is not invoked when completing a preprinted RA in Batch Open.

The data entered in the pop-up window will appear on the Batched RAs Report.

Enter:

Y = The pop-up window should appear in the Batch Open and Batch Close programs and it is mandatory for the user to enter a explanation.

N = The pop-up window will not appear.

EXAMPLE: Type Y (RET)

18.SALE DAYS

This field is used to compare to the number of days difference between a vehicle's grounding date and sales date. If the difference is greater than the number of days entered in this field, a warning message is displayed in the Sell a Vehicle program.

EXAMPLE: Type 10 (RET)

19. LDW BY AGE

LDW products often carry a minimum age restriction. This field controls the LDW products offered in the Option Pop-Up Window and is used to determine whether or not LDW products should be offered to renters based on the appropriate minimum age.

To illustrate the function of this field, assume the following LDW products are available:

Option Code       Daily Rate          Responsibility Amt.        Minimum Age
LDW1               20.00                500.00
LDW2               15.00                1200.00                         23
LDW3               10.00                1000.00                         25
LDW4               25.00                -0-                             25

Enter:

N (or blank): No. All LDW products will be displayed in the Option Pop-Up window as long as the renter is old enough to qualify for them.

A renter who is under 23 would be offered LDW1.

A renter age 23 or 24 would be offered LDW1 and LDW2.

A renter age 25 or older would be offered all 4 products.

Y = Yes. Offer LDW by age. Only those LDW products whose minimum age is appropriate for the renter will be displayed in the Option Pop-Up window.

A renter who is under 23 would be offered LDW1.

A renter age 23 or 24 would be offered LDW2 only.

A renter age 25 or older would be offered LDW3 and LDW4 only.

EXAMPLE:Type Y (RET)

20. CHANGE TO BEST RATE

This field defines how the system handles the "Change-to" rules within the Edit Rental Rules and Rates record. Enter:

N (or blank) = No. When closing an RA and a rate's rule condition is broken (such as minimum keep), the rate on the rental agreement will always change to the "Change-to" rate defined for that infraction.

Y = Yes. When closing an RA and a rate's rule condition is broken (such as minimum keep), the rate on the rental agreement will ONLY change to the "Change-to" rate defined for that infraction if it will result in a LOWER Time and Mileage charge. If the change will NOT benefit the renter, the RA will close using its existing rate even though a rule has been broken.

21. DEFAULT CUST DATA

This field is used to control whether or not customer identification data (driver’s license and credit card) is loaded into a reservation and RA. Enter:

N = No, do not load the credit card data from the customer’s record into a reservation. Do not load the credit card data or the driver’s license data from the customer’s record into a new RA. If FOP data was entered on the Reservation screen, do not carry it forward onto the RA Open screen.

Y or blank = Yes, load the credit card and driver’s license data from the customer’s record into the reservation and RA.

EXAMPLE:Type N (RET)

User tip: Fields 21 and 35 on this page can be set up to work in conjunction with each other as follows:

To load neither driver license or credit card data, set Field 21 to N; leave Field 35 blank.

To load both drivers license and credit card data, set Field 21 to Y; leave Field 35 blank.

To load only drivers license data (and not credit card data) set Field 21 to Y; set Field 35 to "2".

WARNING: For those Thermeon customers doing Electronic Draft Capture (EDC) through CARS+, setting the flag in Field 21 to "Y" results in CARS+ loading the customer's default credit card into the Reservation or RA. If the rental agent does not re-swipe the card, the transaction will be transmitted to the credit card processor as a non-swiped transaction and, thus, may increase your credit card discount fees. The preferred setting for Thermeon customers doing EDC through CARS+, is to configure your system so that credit card data is NOT automatically loaded.

22.

23.

24.

25.

26. ALLOW VOID W/DEP

This field determines whether or not RAs with unrefunded deposits can be voided.

Y (or blank) = Yes, RAs that have unrefunded deposits can be voided in the Void RA program..

N = No, RAs that have unrefunded deposits cannot be voided. The deposit must be refunded prior to voiding the RA.

R = The RA can be voided AND all RA deposits will be automatically reversed. (Deposits on linked reservations can also be reversed in Void RA depending on what status is entered for the reservation.) NOTE: The user must be logged in to the Opening RAs location for this to take effect.

EXAMPLE:Type N(RET)

27. EDIT 2 HRS

This field can be used to allow edits to "L" type options (LDW/CDW), the prepaid fuel flag and the fuel card in the RA Open program within the first 2 hours of a rental. If turned on, any user having access to RA Open can edit these items on RAs -- regardless of the settings in their User Access record.

Enter:

Y = Yes, the "L" type option and the prepaid fuel flag can be edited from the RA Open screen by any user within the first 2 hours of the contract.Additionally, a fuel card can be removed from or added to a RA. The 2 hours is based on the Opening date/time entered on the RA, not the time that it was actually opened in the system.

Additionally, LDW and fuel can be edited on any RA in status H, W, Void-P, or Void-H.

N (or blank) = No, these types of edits are not allowed and standard editing rules are in place.

EXAMPLE: Type N (RET)

28. NEXT CROSSHIRE CORP

This field is part of the logic used by a particular Thermeon customer to temporarily infleet vehicles. For more information, refer to the Appendix - Crosshire of Vehicles chapter of the manual.

29. NEXT CROSSHIRE LIC

This field is part of the logic used by a particular Thermeon customer to temporarily infleet vehicles. For more information, refer to the Appendix - Crosshire of Vehicles chapter of the manual.

30. AUTO APPLY RES

This field controls whether or not automatically applied and dependently applied options are included when an estimate is requested from the Reservations screen. Enter:

Y = Yes, these options should be included in the reservation estimate. Additionally, they will display in the Option Pop-Up window on the Reservations screen.

N = No, the auto applied and dependently applied options should not be included in the reservation estimate. They will not be listed in the Option Pop-Up window on the Reservation screen.

EXAMPLE: Type Y (RET)

31. DISP CUST PROFILE

Use this field to control whether or not the Y/N coverage fields in the Customer Record are used for repeat customers in the RA Open and Reservation programs.

(blank) = The Y/N fields are loaded on to the RA and the Reservation programs.

1 = The Y/N fields are loaded only for those customers having an "Other ID" number.

2 = The Y/N fields in the Customer record are ignored.

Example: Press (RET)

User tip: This field refers to the 4 coverage fields only; it does not apply to the PPD Fuel. If the field for prepaid fuel has a "Y" in it, the fuel purchase option will be applied to every RA for that customer.

32. USE FOREIGN VEHICLE

This field is used in conjunction with the Vehicle Search program on the RA Open screen as well as the automatic vehicle selection feature. It is used to encourage the use of foreign registered vehicles when doing one-way rentals to a location within their owning fleet pool.

Y = On one-way rentals, the Vehicle Search program and the Automatic Vehicle Selection feature will consider the fleet pool of the return location and give preference to vehicles owned by that fleet pool.

N = The fleet pool of the return location is not considered in the search and automatic selection routines.

EXAMPLE: Type Y (RET)

33. DRAWER REFUND FOP

If drawer refunds processed on the RA Close screen should affect a FOP other than "CA", enter the FOP Code from the Customer File in this field. Otherwise, leave this field blank.

EXAMPLE:Press (RET)

34. NONREV REQ CUST#

Use this field to define whether or not an existing Customer must be used when opening a NonRev Movement.

Enter:

Y = Yes, in order to open a Non Rev, an existing Customer must be used. Once opened, the Customer number on the Non Rev cannot be changed. Vehicles cannot be added to or changed on a Non-Rev ticket.

N (or blank) = The restrictions mentioned above do no apply to Non Revs.

EXAMPLE: Type N (RET)

35. DEFAULT CUST CC

Use this field to define whether or not the credit card FOP data is loaded into the Reservations and RA Open screens.

Enter:

(blank) = Credit card data is loaded from the Customer record to the Reservations and RA Open screen,

1 = Credit card data is loaded from the Customer record to the Reservations screen. It is not loaded to the RA Open screen for a walk up rental. It is loaded to the RA Open screen from a Reservation.

2 = Credit card data is not loaded from the Customer record at all. This choice forces the rental agent to verify the credit card account number for every RA and Reservation

Neither 1 nor 2 deactivates the Shifted/F7 search for a client's previous credit card.

36. MASK ADDRESS

Enter:

Y = Yes, the customer's address (street and zip code) will be masked when an existing RA is brought up on the RA Open screen and when their customer record is brought up in the Customer File Update screen.

Customer's phone numbers and local contact data will be masked on the Reservation Manifest and the Vehicles Due In Report.

N (or blank) = No, the customer's address and phone should not be masked.

EXAMPLE: Type Y (RET)

User tip: Refer to the chapter of the manual titled Overview - Masking Customer Data for full details in how to set up and use the masking logic in CARS+.

37. SHORT DISTANCE

This field applies to rentals that close WITHOUT the purchase of Pre-Paid-Fuel or a Pre-Paid-Battery-Charge. It applies to both gasoline and electric vehicles.

When vehicles are driven a short distance on a RA, the renter may not refill the tank or charge the batteries due to the fuel gauge still reading “Full”. When this is the case, it is customary to charge for fuel based on the distance driven (answering the fuel question with a N”) rather than on the level in the tank.

Use this field to enter an amount of miles/kms that will be considered a “short distance”. When the distance driven is less than the amount entered here, the following question will be asked:

CHARGE FUEL BASED ON TANK LEVEL (Y) OR MILES DRIVEN (N). (the wording is slightly different for EV units)

If the user answers "Y", a fuel charge will be calulated based on tank out minus tank in.

If the user answers "N", a fuel charge will be calculated on the distance traveled using the vehicle's ESMPG.

EXAMPLE: Type160 (RET)

38. ADJUST AFTER HOURS CHECK-IN

This field is used to define how your system will handle check-ins that occur outside of normal business hours as defined in the Hours of Operation record for the closing location.

Enter:

Y = Yes, adjust the return time on a Batch Closed RA if the return time is outside of the defined hours of operation for the location. The return date/time will be changed to the next opening time for the location.

Assume that the location's hours are set up as:6 am to 10 pm.

Example 1:Vehicle is dropped at 11 pm, February 14.

Example 2:Vehicle is dropped at 4:30 am February 15.

The RAs are Batch Closed on February 15.With a "Y" in this field, in both cases, the return date and time on the RA will be changed to February 15 at 6 am.This is the time the location opens following the after hours drops.

N (or blank) = The return date/time is not changed when batch closing a RA, even it is outside of the defined Hours of Operation for the location.

EXAMPLE: Type Y(RET)

User tip: Insurance replacement rentals are exempt from this logic. Additionally, the "exempt after hours" field in the Privilege Code file can be used to exempt CDPID rentals from this logic.

39. TRUST DOB ON RES

This field is used to control the use of customer's Date of Birth on a reservation.Enter:

Y = Yes, trust the date of birth entered on the reservation. The date of birth will be saved in the customer record and will be loaded into the DOB field in the main window of RA Open when the reservation is loaded.

N (or blank) = The date of birth will not be loaded into the customer record.Furthermore, instead of loading it into the DOB field of RA Open, it will instead appear as a Note on the Reservation.

EXAMPLE: Type Y(RET)

40. GRACE TIME START DATE

Hertz Locations:

This field controls how the grace period is calculated on Platinum rentals received via reservation interface from OKC.

When a date in entered in this field, a new policy for Platinum rentals opening on that date and after goes into effect which is:

The RA calculation program will allow 4 hours of grace on the Time, Mile, and Upsell charges only. All other items will be calculated using the grace minutes from the Rate Rules record.

If this field is blank, the 4 hour grace period for Platinum rentals applies to all charges.

Non-Hertz Locations:

This field works in a similar manner to the above when the Customer Type has a value in the "Gold Choice" field (page 2, field 10 of Edit Customer Type Codes) that is defined as a Platinum code in Edit Gold Service Messages.

EXAMPLE: Type 06-01-06 (RET)

1. REQ 2 VALID EMPLOYEES

In order to set certain sensitive programs, such as the purge programs, in motion, this field can be used to require that two authorized employees enter their codes and passwords in order for the programs to run.

Y = Yes, two employee codes and passwords of authorized users must be entered prior to the purge programs commencing. A field for a second employee will be added to screen for each program listed below.

N (or blank) = The purge programs can be run by any single employee having access to the programs. The field for a second employee will not display.

EXAMPLE:Type Y(RET)

The programs that this control applies to are:

Purge RA File

Purge Res/Quote Files

Purge Vehicle History File

Purge Customer/Vendor File

Purge Vehicle File

Purge Planning Calendar

Purge Rental Rules/Rates

Purge Log Files

Initialization program for CARS+

2. REQ INS TYPE

Use this field to indicate if a type (I = Insured by the company; C = Claimant against the company) is required when entering an insurance voucher on a RA. This applies only ifthe insurance company is a Customer Type "I".

Enter:

Y = Yes, entry of the type is required in the I subwindow.

N (or blank) = No, the type is not required in the I subwindow.

EXAMPLE:Type Y(RET)

User tip: A field in the Location record can be used to define a default code for the type field.

3. PRIV CODE AGE EXEMPT

This field is used by the Hertz Australia RA print program and is of no relevance to other users.

4. CUST CVG PREF

Use this field to indicate how the coverage preference fields in the Customer Control File should be set when creating a new customer record from a RA.

Y (or blank) = Set the 4 fields based on the options selected on the customer's first RA.

N = Don't set the fields from the RA.

O = Compare the "L" and "C" type (LDW and coverage) options selected on the RA to the Option Set records. If a match is found, enter that Option Set Code in the '"Opt Set" field on page 1 of the Customer record. If no match is found, the fields will be left blank.

EXAMPLE: Type O (RET)

User tip: How this field impacts how data is reported on the Extra Revenue Report.

If this field is "blank" or set to "Y", the coverage selections made on the customer's first RA set the 4 coverage fields in the customer record. If the customer took a coverage (such as LDW or PAI) on the first RA, the rental agent gets credit for the sale when the Extra Revenue Report is run. But on subsequent rentals to that customer, the renting agent does NOT get credit for selling the same coverage because it is applied automatically to the RA due to the setting in the customer record.

5. DELIVERY OPT

The Option Code "DELCO" has a special meaning in CARS+. It is used for to assess a charge when data is entered in either the Delivery or Collection window on the Reservation or RA Open screen. If both charges apply to a RA, the charges are added together and shown as a single total charge.

If it is preferred that the Delivery and Collection charges be separated, use this field and the next one to designate separate Option Codes used for Delivery and Collection.

EXAMPLE: Type DEL (RET)

6. COLLECTION OPT

The Option Code "DELCO" has a special meaning in CARS+. It is used for to assess a charge when data is entered in either the Delivery or Collection window on the Reservation or RA Open screen. If both charges apply to a RA, the charges are added together and shown as a single total charge.

If it is preferred that the Delivery and Collection charges be separated, use this field and the previous one to designate separate Option Codes used for Delivery and Collection.

EXAMPLE: Type COL (RET)

7. CHAUFFEUR CUST TYPE

A field in the Valid Type Code record can be used to define a RA as a chauffeur type RA. When this is the case, the amount of personal data required of renters may be less than that of renters who would be driving themselves. Therefore, is may be desirable to identify these renters with a unique customer type. This field is used to define what customer type should be assigned under these circumstances.

Enter up to 5 alphanumeric characters representing a Customer Type code for renters of chauffeur driven RAs.

EXAMPLE: Type CHFR (RET)

8. MINIMUM MILES

This field can define the minimum number of elapsed miles/ kms that a RA must have on it in order to be closed. To define the minimum, enter up to three numeric characters.

If there is no minimum number miles/ kms that have to elapsed in order to close a RA, leave this field blank.

EXAMPLE : Press (RET)

9. RES REOPEN DAYS

This field can block old reservations in no-show or cancelled status from being reopened.

If the pickup date for a cancelled or no-showed reservation is older than the number of days entered, it cannot be reopened. Enter up to 2 numeric characters to impose this block.

EXAMPLE: Type 7 (RET)

10. CHECK DEL/ COL (Y/N)

When data has been entered in the Delivery and/or Collection subwindow of Reservations or RA Open and the option charge DELCO has not been added to the transaction, this field controls whether or not a prompt will display asking if the charge should be applied.

Enter:

Y = Yes, the prompt should display asking if the Delivery or Collection fee should be charged. (The save is stopped, and the user can enter the fee manually.)

N (or blank) = Don’t display the prompt.

EXAMPLE:Type Y(RET)

11. DISC ONLY TIME (Y/N)

Use this field to control whether percentage discounts are calculated on time charges only, or on time and mileage/km charges.

Enter:

Y = Yes, discount percentages should apply to only the time charges.

N (or blank) = No, discount percentages do not apply only to time. They apply to both the time and mileage/km charges.

EXAMPLE: Type Y (RET)

User tip: In addition to this field, discounts can be limited to just Time by setting similar fields in the Location, Rate record (page 1 or 3), or the Class record.

User tip: This feature should NOT be used by any Hertz operation that transmits RAs via EDRB. The OKC systems are set up for discounts to apply to the total Time and Mileage/Kms.

12. USE DROP PROMPT

When circumstances change on a reservation or RA, such as the length of the rental or the return location, a drop charge may be applied, removed, or changed. To call attention to these changes, this field can be used to configure your system so that a Drop Charge pop-up window is displayed if these changes occur. The previous and new Drop Charges are displayed, and the user must reply as to whether or not the previous charge should apply.

Enter:

Y = Yes, the Drop Charge pop-up window should be displayed when circumstances cause the Drop Charge to change.

N = No, do not invoke the Drop Charge pop-up window.

EXAMPLE: Type Y(RET)

13. NOSHOW PREPRINTS

When a reservation is used to preprint a RA, the Reservation’s status remains “O” (open) until the preprint is opened.(The RA is in the VOID-P status until it is opened.)

If the RA is still in the VOID –P status when the Noshow program is run for the pickup date of the reservation, the reservation is marked as a Noshow (status changed to “N”) and the Status of the RA is set to just VOID.

This field can be used to prevent the reservation for a VOID-P status RA from being marked as a Noshow.Enter:

Y (or blank) = Yes, when the NoShow program is run, change the status of reservations used for RAs currently in VOID-P from “O” (open) to “N” (noshow) and void the related RA.

N = No. When the NoShow program is run, ignore reservations used for RAs currently in VOID-P. Leave the reservations in “O” (open) status.

EXAMPLE: Type Y (RET)

14. FUEL RATE FROM OPEN

Standard logic within CARS+ dictates that the rate for prepaid fuel is based on the opening location’s fuel rate, and the rate for fuel at close is based on the closing location’s fuel rate. This field allows you to configure your system so that all fuel rates will be based on the rate from the opening location.

Enter:

Y = Yes, all fuel rates should come from the opening location’s fuel rate record.

N (or blank) = use the standard CARS+ logic.

EXAMPLE: Press (RET)

Level  Yield %   Daily Rate

0                40.00

1     50%        42.00

2     70%        45.00

3     80%        48.00

4     90%        50.00

Y = Search foreign locations from the Return Location field.
N = Search owned locations from the Return Location field.

O = OPEN-P. In this mode, the opening date/time can be manually changed in the RA Open program to open the RA. However, a limit is placed on the date and time accepted: the difference between the reservation pick up date/time and the opening date/time entered cannot be greater than the number of hours allowed in the Preprint Edit Hours field below.) For Hertz Canada users, the opening date/time when preprinting is adjusted by the number of minutes in the Preprint Grace field below.

V (or blank) = VOID-P. In this mode, the opening date/time must be changed in Batch RA Open. The employee code is reset when the RA is converted to an open contract.

H = HOLD-P. The Release Vehicle program updates the opening date/time by changing it to the system date/time when the release is saved.

Y (or blank) = Yes. Preprints can be saved if the data on the RA is incomplete. For example, the drivers license data or date of birth may be missing (to be completed when the renter appears at the rental counter.)
N = No. Preprints cannot be saved if the data on the RA is incomplete. All required fields must be complete.
G = Gold. For Hertz operations, a "G" in this field limits RA preprints to Gold or Platimum reservations only
C = Preprints can be saved for Gold and Corporate Records as long as the Edit Corporate Account Records and or Edit Local CDPID records indicate "Preprints allowed."

Y = The "Auto Assign RA#?" question will not be asked in Batch RA Open. Instead, the user must manually enter a RA number that falls within one of the Manual RA number ranges defined in Edit Next RA Ranges.

N (or blank) = The "Auto Assign RA#?" question is asked when saving the RA in Batch Open RA. The answer to this question produces the following results:

• "Y", the number assigned to the Batch Opened RA will come from the Manual RA Number range if defined. Otherwise, the regular RA number range is used.
• "N", the user is free to enter any previously unused RA#. WARNING: This number WILL NOT be validated against any ranges in the Edit Next RA Ranges record.

H = The "Auto Assign RA#? question is asked when saving the RA in Batch Open RA. The answer to this question produces the following results:

• "Y", the number assigned to the Batch Opened RA will come from the Manual RA Number range if defined. Otherwise, the regular RA number range is used.
• "N", the user must enter the NEXT RA number that falls withing the "Hand" RA number range. If it is not within the "Hand" Ra number range, Cars+ will send a message. "RA NUMBER NOT WITHIN MANUAL ASSIGNED NUMBER RANGE" and the RA will not be saved.

M = Manual entry of an RA# is required. The question, "Auto Assign RA#?" will not be asked. The RA# does not need to be from a pre-setup RA number range.

Y = Whenever a HCC is part of the reservation, it will be automatically forwarded to the RA Open screen for any type of reservation.

N (or blank) = HCC's will be automatically forwarded to the RA Open screen only for Gold reservations.

Y = When a yield managed rate is used for a walk up rental, a pop-up window displays, allowing the rental agent to apply a different yield level to the RA than the one selected by the system.

N (or blank) = The upsell for yield managed rates is not in effect.

Y = Yes, upsells are allowed, even if the reservation's rate has been edited or the rate class has been changed.

N (or blank) = No, upsells are not allowed when the reservation's rate has been edited nor when the rate class has been changed.

• a debit card is used for pre-authorization when opening a RA.
• when booking a reservation with a short lead time before the scheduled pick-up date and time.

Y = Commissions should be calculated on time charges only.

N (or blank) = Commission should be calculated on time and mileage/kms charges.

Y = For rates other than corporate rates, all days beyond the month are charged at the "X-Day" (extra day) rate. The weekly rate will not be used.

N (or blank) = Days beyond the month will be charged at the weekly rate or X-Day rate, whichever is appropriate.

1 = A foreign vehicle cannot be placed on a RA if the opening or closing location does not belong to the same fleet pool as the vehicle's owning location.

2 = A foreign vehicle cannot be placed on a RA if the opening location does not belong to the same fleet pool as the vehicle's owning location.

User tip: This block applies to Batch Open as well as RA Open. Therefore, if a user manually rents or non-rev’s a foreign vehicle, it will be impossible to enter the transaction in the system without first changing the owning location of the vehicle.

Y = Card authorizations may be made without a card number being entered.
N (or blank) = The card number must be present.

Y = Card authorizations may be made without asking the approval of the counter agent.
N (or blank) = The counter agent press F11 before a credit card authorization is made.

Y = Card authorizations may be made before the return date has been entered.
N (or blank) = The return date and time must be entered before the authorization is requested.

Y = Settle deposits and payments when the transaction is saved (F1).
N (or blank) = Settle deposits and payments with the appropriate batch settlement program.

Y = Data must be entered in the AD subwindow in

Field 5: Addl ID#
Field 16: Alt. ID Country

Example: A passport number entered in Field 5, and the country issuing the passport is entered in Field 16.

N (or blank) = Additional ID data is not required.

Field 5: Addl ID#
Field 6: ID# Description
Field 16: Alt. ID Country

• Define personal ID fields (PID) that are required in order to save a rental agreement.
• Turn on the PID pop-up window used for entering PID data.

Y = Yes, the question "WAS THIS AN EXPRESS CHECK-IN" will be asked when batch closing a RA.

User tip: Entering "Y" in response to the question bypasses the "PRINT RA?" question.

N (or blank) = do not ask the express return question.

Y = Yes, enable the CDPID search from the ID field, using Shift/F7.
N (or blank) = CDPID can be searched only by using F6.

N (or blank) = No, do not prompt the user to email a copy of the rental agreement.

C = When saving a rental agreement on any of the RA Close programs (including Edit Posted RA), the user will be prompted to email a copy of the rental agreement. (This option does not apply to the Reprint RA program.)

1 = In addition to being able to email the RA from the RA Close programs, allow it to be emailed from Reprint RA too.

2 = Ask if the RA is to be emailed first, then ask if it should next be printed.

A = When closing a RA in RA Close or Batch RA Close, automatically email the RA to the renter's email address. If there is no email address for the renter, automatically email it to the bill-to party's email address. If neither email is on the RA, a pop-up window will display so that the user can manually enter an email address. When reprinting or editing a closed or posted RA, the email copy is not sent automatically. The pop-up window will display so that the user can select one of the existing email addresses or can manually enter an email address.

N = This puts the following restrictions in place:

RA Open:
When the RA has a bill-to party, access is blocked to the form of payment authorization fields in the Main window.
When the RA has a bill-to party, and if using EDC, the F11 key (requesting an auth) will not function.
If a credit card has already been authorized and a bill-to customer is added to the RA, the authorization fields in the Main window will be initialized (erased). NOTE: For operations using EDC, this will result in a credit hold (auth) being place on the customer's account with no record of it in CARS+. The auth. will remain active and will have to time out with the issuing bank.

RA Close:
When the RA has both a bill-to customer and a credit card Form of Payment, the credit card will not be automatically used for a payment in the Payment subwindow. No question is shown asking if the credit card should be used.

Y (or blank) = All restrictions listed above are not in place.
When closing a RA has both a bill-to customer and a credit card Form of Payment, a question will be shown asking if the credit card should be used. Entering a "Y" loads the credit card in the Payments subwindow. Entering "N" does not load the credit card in the Payments subwindow.

N (or blank) = the days are Chargeable Days. The calculation of partial days is dependent on the each RA's hourly rate. The hours are expressed as a part of the daily rate. If the hourly rate is 1/3 the daily rate, an extra hour charge is 33% (.33). If the hourly rate is 1/2 the daily rate, an extra hour charge is 50% (.50).

O = 24 hour method. Hours are expressed as a part of a 24-hour day.

This chart shows the same calculations when the 24 Hour Method is used on a rate whose hourly 1/3 of the daily:

Actual Days	Actual Hours	DBR Days	Comment
2	0	2.00
2	1	2.04	2 days and 1 hr. charged; 1 hr. is 1/24 of a day or .04
2	2	2.08	2 days and 2 hrs. charged; 2 hrs. is 2/24 of a day or .08
2	3	3.00	3 days were charged
2	23	3.00
3	0	3.00

N = When opening a RA and the reservation location is not the same as the rental location, the reservation cannot be used to open a RA. If an attempt is made to do so, the following message will display:

THIS RESERVATION IS NOT FOR YOUR LOCATION, IT CANNOT BE USED.

Y (or blank) = When an attempt is made to use a non-owned reservation in RA Open, an advisory message displays and allows the transaction to continue.

Y = or blank) = Populate the status field with the default status code.
N = Force the user to enter a vehicle status code when closing a Non-Rev Movement.

Y = Users must use the X subwindow on all vehicle exchanges.

N (or blank) = Users can simply change the vehicle number on an RA if it is done within the first 60 minutes.

Pick up Location (this is done by Rate Set)

Date (this is done by Effective Date/Time)

Vehicle Class

Anticipated Utilization (this is done on yield managed rates)

If the renter is given a Source Market Code, only those rates with a matching Source Market Code or those without a Source Market can be used.

If the renter does not identify their Source Market, all rates with a source market cannot be used.

Y = Adds Source Market as an additional determinate for Time and Mileage prices.

N (or blank) = Source Market doesn't apply

Y = Yes, prevent a reservation or RA from having both a vendor commission and a discount. (CDPID records excepted.)
N or blank = no block is placed on this type of transaction.

Y = Yes, prevent more than one company name being linked to a single CDPID number.
N or blank = no block is placed on the number of company names that can have the same CDPID number.

E = Eligible date. The unit's eligible date is used to mark its exit from the available fleet on the planning calendar.
G = Ground date. The unit's grounding date is used to mark its exit from the available fleet on the planning calendar.
Blank = Neither the eligible date nor ground date are used for the availability of the unit. It is considered a part of the fleet until it is sold.

Y = Yes, vehicle license plates are re-used. Therefore, from RA Open, RA Close, and Ticket Processing the search of the RA file by vehicle license plate is done by sorting the vehicles with the same license plate by the vehicle in-service date. The RAs from the most recent one are shown first followed by the RAs for the next most recent vehicle with that license plate number.
Note that the vehicle search by license plate is not altered. It will display a row for each vehicle with the license plate entered.

N or blank = No, vehicle license plates are not re-used. They should be considered unique and the search programs do not need to be altered.

• Set Up an Optional Charge Code for Flat Tax.
• In Optional Items Rate:

• Set up the Primary Rate as the published Flat Tax Percent that will be used for all locations
• Make the Option "Dependently applied".

• For those tour operators who desire this option, set the Flat Tax field on their IT record
• In this field, enter the Flat Tax Option Code.

EXAMPLE: Type FLATTX (RET)

NOTE: The rental agreement print program may need to be enhanced so as to print RAs with a Flat Tax in a customer friendly manner.

• Using a net rate
• Using a percentage off a published rate
• By both a net rate that is further discounted by an additional percentage off

This field is used in conjunction with a field in the IT Record for seting up the last two options listed above. To set this feature up, do the following:

• Set Up an Optional Item Code for Tour Voucher Commission as an Option Type (Typ Flg) "N" (negative option).
• In Edit Option Rates:
• Leave the Primary Rate blank
• Use Calculation Method "P" (percentage)
• Auto-Apply (At Ap) set to "N"
• Tour Only (Tr On) set to "V"
• Place this Option Code in an Option Set (there may be other options in the same set).
• Edit IT Codes:
• Page1, field 12, enter the Option Set Code that includes this option.
• Page 1, field 25, enter the percentage that should be subtracted from the voucher total.
• Enter in this field the Option Code created above for Less Override Option.

EXAMPLE: Type TRCOMM (RET)

Y = A question will display when saving the cancelled reservation which asks if the deposit refund should be processed. Entering a "Y" automatically creates a refund of the deposit on the credit card.
N (or blank) = It is up to the user to process the deposit refund.

Y = Yes. When the user enters a discount amount greater than what they are allowed to offer, a prompt will display so that a manager can enter their user code and password to allow an override. The manager is allowed to override as long as in their User Access Record the Maximum Discount Amount field is blank or there is an amount in that field that is equal to or greater than the discount being placed on the transaction.

EXAMPLE: If the problem code limit is set at $50.00, the user code's limit is $30.00 and the incident entry is for $40.00 a manager prompt will appear requiring the user's code and password.

N (or blank) = A management override is not allowed. A discount amount greater than the amount specified in the user's User Access File record is not allowed.

Y = Yes. When the user enters a discount percentage greater than what they are allowed to offer, a prompt will display so that a manager can enter their user code and password to allow an override. The manager is allowed to override as long as in their User Access Record the Maximum Discount Percentage field is blank or there is a percentage in that field that is equal to or greater than the discount being placed on the transaction.

N (or blank) = A management override is not allowed. A discount percentage greater than the one specified in the user's User Access File record is not allowed.

This field determines if when posting Vendor and Vehicle Invoices if data will be written to the RealWorld Accounts Payable files (Accounts Payable Distribution file and Accounts Payable Open Item file). Enter:

Y = Yes. When posting vendor invoices data will be written to the RealWorld Accounts Payable files.

N (or blank) = No. When posting vendor invoices, they will simply be marked as having been posted but no data will be written to the RealWorld Accounts Payable files.

EXAMPLE: press (RET)

Y (or blank) = RAs can close with a balance due from the renter (also known as a 'forced charge') even if there is no bill-to party. This setting allows rentals with a credit due to the renter to be closed as well.

N = If the balance on the rental is not zero, the RA cannot be closed. Therefore, any forced charge balance or credit due to the renter will prevent the RA from closing. (See User Tip below.)

C = The ability to close RAs with something other than a zero balance due will be controlled by a similar field in Edit User Access File. Page 4, field 1.

Y = Yes, block a reservation and RA from having both a bill-to party (including a bill-to on a CDPID record) and a voucher (tour voucher, stated value voucher, full value voucher, insurance voucher).

N (or blank) = No such restriction is in place.

Y = Yes, renters and additional drivers on tour rentals (a tour voucher was entered in either the V or S subwindow of RA Open) are exempt from the underage surcharge. They will still be subject to the minimum age restrictions. The underage surcharge will only apply to non-tour rentals.

N (or blank) = No, both tour and and non-tour rentals will be subject to the under age surcharge.

EXAMPLE: Type Y (RET)

The next four fields are related to a custom program for a single client. This client receives a file reporting the actual airline fight arrival times of all North American commercial flights. CARS+ uses this file to update the pick up date and time on reservations referencing these flights.

midnight to 1800

1801 to 2159

2200 to 2359

• Open reservations will be read whose present pickup date and time falls within the range the system date and time plus and minus the number of hours entered into this field. For example, if the program was run as 12 noon and 4 is the value in this field, all open reservations with pickup times between 8am and 4pm will be selected.
• Selected reservations will NOT have their pickup time changed if the difference between the present pickup time and the new flight arrival time is GREATER than the number of hours entered into this field.

• Open reservations will be read whose present pickup date and time falls within the range the system date and time plus and minus the number of hours entered into this field. For example, if the program was run as 10:30pm and 2 is the value in this field, all open reservations with pickup times between 8:30pm and 12:30 tomorrow morning will be selected.
• Selected reservations will NOT have their pickup time changed if the difference between the present pickup time and the new flight arrival time is GREATER than the number of hours entered into this field.

N (or blank) = Authorizations that have already been used cannot be re-used on the same RA or Reservation.
Y = Permits the re-use of authorizations.

Y = Yes, to turn on a flashing reminder that credit cards must be entered as a deposit through a card swipe reader in RA Open.

N (or blank) = No, to turn off the "SWIPE CARD NOW" reminder in the Deposit Subwindow of RA Open.

EXAMPLE: Press (RET)

Y = Yes, backdating of rates is to be blocked. The Effective Date on all new records must be equal to or greater than the current system date.

N (or blank) = No, there is no limit to back dating rates.

EXAMPLE: Type Y (RET)

Y = Yes, vehicles that are assigned to reservations cannot:

• Be assigned to a second or subsequent reservation whose dates overlap the existing reservation.
• Be rented on an RA whose dates overlap the dates on the assigned reservation.
• Be placed on a non-rev whose dates overlap the dates on the assigned reservation.
• Be placed on a one way rental or one way non-rev. Even if the dates do not overlap, placing the vehicle on a one way means it will no longer be at the desired location for the reservation.

N (or blank) = No restrictions are placed on a vehicle that is pre-assigned to a reservation, it can be used on any of the transactions listed above.

EXAMPLE: Type Y (RET)

Y = Yes, when doing an upsell, any mileage allowance and or rate per mile that is on the upsell rate record for the upsell class will always be applied to the rental, even if the reserved rate is defined as having unlimited miles.

N (or blank) = No, the mileage allowance or mileage rate on the upsell record will NOT always be applied to a transaction. It is only applied if the upsold class is defined as subject to a mileage charge on the RA's retail rate.

EXAMPLE Press (RET)

User tip: This point is also discussed in the Edit Upsell Rates chapter under the section MILEAGE RATES AND FREE MILES ON UPSELLS.

Y = Yes, all promotional coupons must be defined in the Special Documents and are validated upon entry in RA Open.

N (or blank) = No, the user may enter a promotional discount that has been previously been defined in the Special Documents.

EXAMPLE: Type (RET)

Y = The Cell phone number will be on the Main window along with the Home Phone. The renter's work phone will be entered in the E subwindow.

N (or blank) = The work phone number will be on the Main window along with the Home Phone. The renter's cell phone will be entered in the E subwindow.

EXAMPLE: Type Y (RET)

Y = Yes, the driver on a Non-Rev should be invoiced for any citations that occurred while they used the vehicle on a Non-Rev.

N (or blank) = No, drivers on Non-Revs should not be invoiced for citations.

EXAMPLE: Type (RET)

Y = Yes, an L Type option is required on all rentals.

N (or blank) = No, a L Type option is not required

3. MAX RENTAL DAYS

Y = Send an email whenever an RA is reopened.

N or blank = Do not send an email when an RA is reopened.

EXAMPLE: Press (RET)

NOTE: This feature requires that carsplus-printer be installed on the server. For this feature to work, a printer named REOPEN must be set up in the CARS+ configuration file (carsconfig or lclconfig) which invokes carsplus-printer in email mode. The carsplus-printer configuration files are then used to control the email specifics (to address, subject line, etc.) by creating a program-specific config file for the REOPEN program. When this feature is activated, when pressing F1 to reopen an RA, the report printer will be temporarily changed to REOPEN and the following line will be printed:

RA# XXXXXXXX was reopened by YYYYYY

where XXX is the RA number and YYY is the employee code.

Y (and blank) = Vehicles on open Non-Revs should be listed as accounted for and not as lost vehicles.

N = Vehicles on open non-rev tickets should be reported as possible lost vehicles.

EXAMPLE: Type (RET)

Y = Yes, only the comparison between the check out fuel level and the closing fuel level will be used to calculate the fuel charge. At Close, this will eliminate the question "CALC FUEL ON TANK LEVEL (Y) OR DISTANCE TRAVELLED (N)".

N (and blank) = No, all methods of fuel calcultation may be used based on the circumstances of the rental.

EXAMPLE: Type N (RET)

Y = Yes, new transactions cannot be created for any client who has a balance due. This does not apply to Bill-to accounts. Users who are defined with the authority to override credit blocks (in Edit User Access File) can override this block.

N (and blank) = No, repeat customers are not blocked based on their current A/R Balance.

EXAMPLE: Type (RET)

Y = Yes, Shift/F5 within the Main Window of RA Close will call the Optional Items Sales pop-up just like it does in Reservations or RA Open. To call the voucher display, F5 (unshifted) must be used.

N (and blank) = Shift/F5 from within the Main Window of RA Close will call the voucher display. It will only call the Optional Items Sales pop-up when it is pressed from within the C subwindow.

EXAMPLE: Type Y (RET)

O = Open. If, on a saved and open RA, the return date/time is changed to an earlier date/time, the penalty will automatically be applied.

C = Close. In RA Close, if the renter returns the vehicle at a time earlier than the return date/time agreed to at Open, the penalty will automatically be applied.

B = Both. The system will check for a return change both in RA Open and in RA Close. But under no condition will the penalty be applied to the transaction more than once.

blank = The Early Return penalty logic is not used.

EXAMPLE: Type C (RET)

User Tips:

1. There are certain transaction types which are exempt from the early/late modification fee logic. Refer to the chapter: Overview - Early and Late Return Fees for more details on this CARS+ feature.
2. Field 13 below defines a "grace period" before the penalty is applied.
3. If at the time of Open, a penalty charge is added, it will be automatically removed at close if the renter actually returns the vehicle on the date originally reserved or later.

Y (or blank) = The Posting Codes on the individual vehicles and the code on the RA Type Code are used (Posting Code on the RA Type supersedes the code on the vehicle).

N = The Posting Codes on the vehicle and RA Type are ignored, instead the Posting Code on the RA's opening location is used.

EXAMPLE: (RET)

Y = Yes, locations can sell a half tank of fuel at Open. If the fuel level at Close is less than a half tank, the rate for the fuel purchase option will automatically change to that of a full tank.

N = No, no location is allowed to sell the FPO for a half tank.

Blank = Locations can sell a half tank at Open. If the fuel level at Close is less than a half tank, the fuel rate is adjusted: The fuel calculation for the difference between the level in the tank and the half tank is calculated at the refueling rate. It is added to the pre-purchase price of the half tank to obtain a total fuel charge.

EXAMPLE: Type Y (RET)

Y = Yes, turn on the local renter awards logic.

N (or blankl) = Do not turn on this logic.

• DBR Account Summary
• Cash Receipts Report
• AR Distribution to GL Report
• Sundry Invoice posting

Y = Yes, for the reports listed above, use the longer GL account number in Edit Valid GL Accounts.
N or blank = do not activate this feature.

Y = A credit card deposit cannot be added to a RA through any of the following programs: RA Open, Batch RA Open, Edit Opening Fields, Receive RA Payments, Batch Receive RA Payments.

N or blank = do not activate this feature.

Y = Yes, if the business/leisure flag is not already set from the reservation data, and the RA has a CDPID, bring up a pop-up window asking if the rental is a business rental.
N (or blank) = Do not ask the business question.

Enter up to three numeric characters to define the number of minutes after the initial save within which users can add additional options or pre-paid fuel to a previously saved RA through the On-Line or batch Open programs.

User tip: This restriction does not apply to miscellaneous type charges. They can be added at any time.

Leave this field blank if options can be added to a rental at any time after it has been opened.

EXAMPLE; Type 120 (RET)

User Tip: Regardless of the value in this field, options and pre-paid fuel can always be added to an open RA via the Edit Opening Fields program.

Y = The fuel purchase option charge can be removed from the RA when the vehicle is returned with a full tank. Note that the charge can be removed, but the rate cannot be edited.
N (or blank) = the fuel purchase option charge cannot be removed from the RA.

Y or blank = Yes, options can be added to a previously opened RA. Note, this can be limited by field 22 above.

N = No, options cannot be added to an open RA once it is originally saved through the On-Line or Batch open programs.

• They have a CDPID number which has as one of its privileges, a Privilege Code that exempts this Option
• They have a Bill-to Account indicated.

• Edit User Access File - the user must be allowed to print a reservation confirmation. (See page 2, Field 27.)
• Edit Locations or Edit Print Library - A confirmation library number must be entered in one of these control files.
• Thermeon's Support Dept. must perform the following setup tasks:
• Set up a printer named RESEMAIL in the cars+ configuration file.
• Set up a printer type Terminal Record for RESEMAIL, type is PS.
• Ensure that Confirmations print to the RA printer in Edit Print Library Control Record.

N (or blank) = No, do not prompt the user to email a copy of the reservation.

Y = When saving or editing a reservation, the user will be prompted to email a copy of the confirmation.

P = Pickup. The Pickup location from the reservation will be assigned to any deposit taken. This will mean that reservation deposits will be co-mingled with the credit card payments actually taken at the rental counter.

blank = The user's location when signing onto CARS+ will be assigned to any deposit taken. Generally this will mean that all deposits regardless of the pick up location will have the same deposit location and will appear on a single DBR report.

EXAMPLE: Type (RET)

This field applies to incident entry. On occasion an adjustment must be greater than the maximum allowed on the problem code. Use this field to give Batch Incident Entry extra features. Enter:

Y = Batch Incident Entry can be used to:

• enter an incident on a RA.
• enter an incident where the amount of the entry exceeds the maximum amount set on the Problem Code, a prompt will display so that a managager can enter their user code and password to allow the override.

EXAMPLE: If the problem code limit is set at $50.00, the user code's limit is $30.00 and the incident entry is for $40.00 a manager prompt will appear requiring the user's code and password.

N (or blank) = Neither of the above features is available.

Y or blank = Yes, check all repeat customers with matching driver's license numbers to see if any are flagged as "BAD".

N = No, do not check records with matching DL numbers.

EXAMPLE: Type Y (RET)

FLIGHT NUMBER MISSING, CONTINUE? Y/N

Y or blank = Yes, the reminder question will be asked if the flight info has not been entered.

N = No, the reminder question will not be asked.

• The renter makes a reservation and uses a promo coupon for some type of discount (such as a free day.)
• The promo code instructions are transmitted in the reservation data.
• The renter comes in early to pick up their vehicle.
• The renter then calls the reservation center (before the actual pick up time) and cancels the reservation.
• Thus, they will be able to use the promo coupon on another reservation.

Y = When a cancellation is transmitted and the reservation status is "F" (filled), the reservation status will be changed to "C" (cancelled). If the reservation has a promo code, the promo will be removed from the RA. The reservation referenced will also be removed from the RA. (The Res data in the F subwindow of RA Open will be removed.) The following note will be written to the RA:

CANCELLED RES PROMO DELETED

User tip: The Filled Reservations Cancelled Report will list reservations that were filled and later cancelled under these circumstances.

N (or blank) = When a cancellation is transmitted and the reservation status is "F" (filled), the cancellation is treated as a "Bad Cancel" and the status of the reservation is not changed. It remains "F" (filled).

Y = Yes, the restriction is in place.

N or blank =The restriction is not in place.

blank = This is the standard default layout

C = This is a custom layout for Hertz users that sorts options into Hertz standard subtotals.

T = Show a subtotal before the Tax.

User tip: It is the setting in Edit Optional Items, "Est Pri" (Estimate Priority) field, that determines if an option is listed before the subtotal and tax or below it. Whether or not the item is marked as 'taxable' in the Percent Matrix has no influence.

A = Show Average Charge Per Day on Total line.

EXAMPLE: Press (RET)

N = No, do not allow access to the odometer field.

Y or blank = The odometer field is accessible.

N = No, the Other ID# assigned can be a duplicate of another customer's Other ID#.

Y or blank = The Other ID # assigned to each customer must be unique.

Y = Before saving the RA at RA Close, check to see if there are any toll charges that should be added to the Rental Agreement.

N (or blank) = Do not check for toll charges at the RA Close screen.

Y = When saving (or re-saving) a RA on the RA Open screen, ask if a copy of the RA should be emailed to the customer. (This feature works for the Batch RA Open and Edit Opening Fields screen.)

N (or blank) = When resaving a RA on the RA Open screen, do not ask this question. Instead, ask it only from the RA Close screen.

O = Only ask for emailing when Opening a RA when in On-Line RA Open, do not ask when in batch Open.

USE RESERVATION DATE AND TIME FOR ESTIMATE? Y/N

Entering "Y" causes the reservation pickup date/time to be used to calculate the estimate. This is particularly useful when preprinting RAs. (Entering "N" causes the current time to be used for the estimate.)

This field is provided as a way to turn off the Res date/time question. Enter:

Y = Turn off the Res date/time estimate question.

N (or blank) = ask the question in the circumstances described above.

EXAMPLE: Press (RET)

N (or blank) = the last known location of the vehicle will display as the current location on the Make Available screen.

Y = the user's default location will display as the current location on the Make Available screen.

Y = Yes, block access to the "Settled" field for EDC transactions for all users except those that have an override in their User Access File record.
N (or blank) = No, do not block access to the "Settled" field for EDC transactions.

1 (or blank) = the normal Upsell subwindow will be used in RA Open.

2 = the alternative class function (as used in Reservations) will be used in RA Open listing other vehicle classes that are available. (CARS+ uses the hierarchy rating of the vehicle class entered to determine what other types of vehicles could be considered for the transaction. Using the hierarchy ratings in the Vehicle Class records, the next available class down and the next available 3 classes up are shown in the window.)

Y = Yes, the upsell rate can be edited (either increased or decreased)
N (or blank) = No, the upsell rate is subject to normal editing rules as defined in the Location record.

Y = block all users from accessing the "End Pickup Date" field in Edit Rental Rules/Rates.
N (or blank) = the block is not in place.

Y = When saving a RA and the drivers license is from a foreign country, show the following warning message:

WARNING: THIS IS A FOREIGN RENTER, COPY PASSPORT OR ADD'L DATA. CONTINUE? Y/N

Entering "Y" allows the save to continue.
Entering "N" stops the save so that additional information can be entered.

N (or blank) = Do not give this warning message.

Y = When saving a RA and the drivers license state and the address state are not the same, show the following warning message:

WARNING: ADDRESS AND DL STATE DO NOT MATCH, COPY ADD'L DATA. CONTINUE? Y/N

Entering "Y" allows the save to continue.
Entering "N" stops the save so that additional information can be entered.

N (or blank) = Do not give this warning message.

Y = When saving a RA and the drivers license is from the same state as the location, show the following warning message:

WARNING: LOCAL RENTER, GET AND COPY ADDITIONAL DATA. CONTINUE? Y/N

Entering "Y" allows the save to continue.
Entering "N" stops the save so that additional information can be entered.

N (or blank) = Do not give this warning message.

Y = A cell phone number will be required in RA Open in order to save a RA.
N (or blank) = This requirement is not in effect.

Y = When closing a one way rental from a location doing EDC and the payment is made on a credit card that was authorized at Open, the opening location and drawer number is used for the payment. If the opening location is not doing EDC, the opening location and drawer number are still used for the payment at close. However, the RA will be placed into "PENDING" status (instead of "CLOSED").

If in Batch Close and the user's location is the opening location, the RA will be closed as normal.
User tip: "PENDING" close RAs are noted on the Vehicles Due In Report.

Additionally, when editing a closed or posted RA, the opening location and drawer number are used.

N or blank = Pending Close RAs are not used.

Y = A credit card cannot be used on a new RA when there is an existing open RA with the same credit card that was used for an authorization or deposit. The field "Override CC/Lic Block" in the Edit User Access File can be set so that designated users can bypass this block. (A warning is provided rather than a block.)

W = Provide a warning message that there is another open RA with the same credit card number. All users can choose whether or not to continue.

N (or blank) = This restriction is not in effect.

• Revenue and expense account transactions post with profit centers
• Most Balance Sheet accounts (assets, liabilities, and capital) post without a specific profit center (they post to profit center ‘000’). The exceptions are: Cash can have a profit center (assigned in the Drawer record) and Inter-office Receivables always post with a profit center.

Y = Include the profit center for all GL accounts when posting

N (or blank) = Include the profit center for the GL accounts listed above.

Y = Yes, rental agents are allowed to negotiate installments on credit card payments

N (or blank) = No, the installment field will NOT appear on the RA Close screen.

EXAMPLE: Type N (RET)

Y = Negative options will be accessible from only RA Close. They will be listed in the Misc. Options pop-up window called from Misc. Charges field in the E subwindow as well as the normal Options pop-up window using Shift/F5. They will not be listed in the normal Options pop-up window accessed from Reservations or RA Open.

N or blank = Negative options will be listed in the normal Options pop-up window accessed from Reservation or RA Open. They will not be listed in the the Misc. Options pop-up window of RA Close.

Y = To save a reservation, data must be entered in the Local Contact field.
N (or blank) = data is not required in that field.

N = When making a vehicle available, do not automatically close the most recent open Non Revenue Movement.
Y or Blank - When making a vehicle available, use the standard logic and automatically close the most recent open Non Revenue Movement.

a. accessing RAs that did not open at their location
b. accessing RAs that are not due in to their location
c. Using Make Vehicle Available to move a vehicle out of on-rent status when the RA it's currently on did not open at their location or is not due in to their location.

Y = impose the controls listed above.
N (or blank) = do not impose the controls.

Y= After having loaded a reservation in RA Open and exiting without saving the RA. a pop-up window will display asking if the reservation should be flagged as a "counter turndown". If a "Y" is entered, a Turndown Code defined for use from RA Open must be entered.

N or Blank - After having loaded a reservation in RA Open and exiting without saving the RA, the pop-up window is not presented.

N = No, do not allow users to close Non-Revs at a location other than one they are current signed into.

An exception is made for users who have the Firewall field set to '1' in Edit User Access File. Those users may use a closing location other than their current location.

Blank = do no impose this restriction.

Y = Yes, in order to cancel a reservation, the user must enter a valid Turndown Code when prompted.
N or Blank = No, a Turndown Code will not be required when cancelling a reservation.

Y = A drivers license cannot be used on a new RA when there is an existing open RA with the same license number and state. The field "Override CC/Lic Block" in the Edit User Access File can be set so that designated users can bypass this block. (A warning is provided rather than a block.)

W = Provide a warning message that there is another open RA with the same drivers license number and state. All users can choose whether or not to continue.

N (or blank) = This restriction is not in effect.

Y = Yes, in order to save a RA, a federal ID must be entered for the renter. (AD subwindow.)
N or Blank = Federal ID is not required.

• Edit Option Rates
• Edit Class Codes
• Edit Model Codes
• Vehicle Inventory Control
• Edit Rental Rules/Rates
• Edit Privilege Codes

Y = In order to assign a Pricing Code in another control file, the Pricing Code must already exist.
N (or blank) = Pricing Code can use be used in the control files without having been created first.

Y = The validation logic should be used:

• When opening a RA from a Reservation, a Renter Data pop-up window will come up automatically and the user must enter the renter's name and driver's license data in the window.
• If the name entered does not match the name on the reservation, the user is advised and then asked if they want to continue with the version of the name they entered from the license.
• If they continue, another pop-window is automatically displayed requiring the user to enter a reason for the mismatch.The reason must be a minimum of 10 characaters.
• This reason is noted on the second line of data on the Res Name Variance Report underneath the location and reservation number.

N (or blank) = This validation logic is not used.

blank = Equifax credit checks are done only when opening a RA secured by a Debit card.

up to three numeric characters = In addition to RA Open, a credit check is run on all reservations if they are booked less than this number of hours in advance (regardless of the FOP involved). Reservations that fail this credit check will be rejected.

EXAMPLE: Type 24 (RET)

Y = Yes, every reservation supplied SVV will prompt for the entry of the credit card used to pre-pay the reservation.

N (or blank) = No, SVVs will NOT trigger a request for the credit card used to pre-pay for the reservation.

EXAMPLE: Type N (RET)

NOTE: A similar field on the IT record in Edit IT Codes turns on a related check but only on SVVs issued by that IT Vendor. The field here requires the check be done on all reservation related SVVs.

USER TIP: In order to do a manager override, the user's User Access File record must have the 'Manager' field on page 3 set to "Y".

N (or blank) = No, the default behavior described above will NOT be changed. The pre-paid fuel charge will only be applied to rental once regardless of the number of actual vehicles that were involved.

Y = Yes, the pre-paid fuel charge will be applied to a rental agreement more than once when vehicle exchanges for non-mechanical reasons are involved. With this field set to "Y" the following additional question will be asked when an X Subwindow exchange is done in RAOPEN:

IS THIS EXCHANGE DUE TO A MECHANICAL PROBLEM? Y/N

• If the user answers "Y" the pre-paid fuel charge will NOT be applied to the returning vehicle. It will be applied to the RA when the contract finally closes.
• If the user answers "N" and the returning vehicle has a tank level reading less than it's check-out level, the pre-paid fuel charge will be applied to the returning vehicle. A separate pre-paid fuel charge will be applied to the replacement vehicle as well. All these charges will be summed together as a single pre-paid fuel charge when the RA closes.

EXAMPLE: Type N (RET)

Y = A refund on a credit card cannot be greater than the total of the RA charges/credit previously placed on that credit card. Additionally, a credit cannot be given on a credit card that was not used for a deposit or payment previously on the RA.

N (or blank) = the above restriction is not in place.

Y (or blank) = Any one can edit or delete a vendor on an existing reservation or RA.

N = No, only those users will have been defined as a "Manager" in their User Access File record can edit or delete a vendor on an existing transaction.

EXAMPLE: Type N (RET)

Y (or blank) = The credit on the credit card should be automatically loaded in the D subwindow.

N = The credit will NOT be loaded in the D subwindow. It will appear in the main window in the "Balance" field.

blank = the elapsed days will be from the RA; the rate will be the lesser of the reservation or RA rate
1 = the elapsed days will be the lesser of those on the reservation or RA; the rate will be from the RA
2 = the elapsed days will be the lesser of those on the reservation or RA; the rate will be the lesser of the reservation or RA rate
3 = the elapsed days and the rate will be from the RA. (The reservation days and rate are not considered)

blank = The default estimated miles per period will come from the "Multi-ra Kms" field in Edit Locations. If that field in blank, no default will be loaded.

1 = If the rate has unlimited miles/kms, the default estimated miles per period will come from the "Multi-ra Kms" field in Edit Locations. If that field is blank, the default estimated miles per period will come from the "Multi Mls Per Period" field in Edit Misc. (see the next field)
If the rate has limited miles/kms, the days in the billing cycle will be used to calculate the number of free miles/kms per cycle, and that amount will be entered as the default.

This field is related to the field above. When that field = 1, this field is used to set a default amount of miles/kms used to increment the odometer reading when multiple invoiced rentals are processed.

A similar field is provided in Edit Locations, and it takes precedence over the setting entered here.

EXAMPLE: Type 1000 (RET)

User tip: The default increment can also come from a limited mileage/km rate.