1a. VEH#

This field is used to pre-assign vehicles to reservations. A vehicle number may be entered directly, or vehicle selection can be made through the Vehicle Search routine by pressing F6 from the Main Window.

If a unit number is entered and there is only one vehicle on file with the unit number entered, all pertinent data relating to that vehicle will be loaded. If more than one vehicle is on file with the unit number (multiple owners), the Vehicle File Search program will automatically be called and all vehicles with a matching unit number will be displayed for selection.

The Vehicle file search can also be used to determine if other locations have vehicles of the type needed. The "current location" in the search can be a single location, all locations, or a location group.

If the vehicle entered has one or more open Hold Codes on it (either soft or hard) a pop-up window will be displayed with the hold codes and description. The window will ask if the Vehicle is to be used anyway.

Y = Yes, the vehicle should be assigned to the reservation regardless of it's hold codes.

N = No, the vehicle should not be assigned to the reservation.

Vehicles with hard Hold Codes can be assigned to a reservation, but unless the code is removed prior to the rental, the vehicle will be blocked from being used. Therefore, only apply a vehicle with a hard Hold Code if it is certain that the issue will be cleared up prior to the start of the rental.

CARS+ can operate in one of three modes when it comes to assigning vehicles to a reservation:

A. The "Use INVAVL" field in the Location file can be used to turn on a feature that tracks which vehicles are assigned to reservations. This feature also produces warnings when a conflict arises. Under this method whenever a vehicle is assigned to a Reservation, RA, or Non-Rev movement, the system performs a check of availability for that individual vehicle. If a conflict arises because the vehicle is already assigned to a reservation, the following message is displayed:

THIS VEHICLE IS ALREADY ON RES xxxxxx, USE IT ANYWAY?

(where "xxxxxx" is the Reservation number.) Answering:

N = Clears the field in the current transaction so that another vehicle number can be entered.

Y = Causes the following message to display:

DO YOU WISH TO REMOVE yyyyyy FROM RES xxxxxx?

(where "yyyyyy" is the Vehicle number and "xxxxxx" is the Reservation number.)

N = Clears the field in the current transaction so that another vehicle number can be entered.

Y = Removes the vehicle from the Reservation it was assigned to. The vehicle number is then accepted on the current transaction.

B. Going a step beyond issuing just warnings, the "Block Use of Reserved Vehicle" field in Edit Miscellaneous Control Fields can be used to actually block conflicts from occurring. Under this configuration, once a vehicle is assigned to a reservation it:

• Cannot be assigned to another reservations whose pickup and return dates overlap the dates of the reservation it is currently assigned to.
• Cannot be assigned to a rental whose start and return dates overlap the dates of the reservation it is currently assigned to.
• Cannot be assigned to non-rev whose start and return dates overlap the dates of the reservation it is currently assigned to.
• Cannot be placed on a one-way rental or non-rev even if the dates do not overlap because such a transaction would make the vehicle no longer "at" the location defined as the pick-up location in the reservation it is assigned to.

C. Finally, assigning a vehicle is a memo entry only. It will not cause the status of that vehicle to change from "A" Available. Therefore, the system does not prevent (or warn) another user from assigning the same vehicle to another reservation or using it when opening a RA. Under this method in order to remove a selected vehicle from the list of available vehicles, the vehicle status code must be changed using the Vehicle History Update program or the Make Vehicle Available program using an "available type" code other than "A".

Assigning vehicles to reservations is normally done on the morning of the day of rental. Often it is only done for those classes of vehicles that require special management, where a substitution will not be practical.

1b. HARD ALLOC

This field, hard allocation, indicates if that this vehicle assignment is permanent. Enter:

Y = Yes, this is a hard allocation.

• If the class of the vehicle assigned is different than the requested class, the requested class will be changed to match that of the assigned vehicle.
• If within Webplan, automatic vehicle re-allocation is requested, this assignment will NOT be changed.

blank = No, this is a soft allocation.

• If the class of the vehicle assigned is different than the requested class, the requested class will NOT be changed to match that of the assigned vehicle.
• If within Webplan, automatic vehicle re-allocation is requested, this assignment is open to be changed.

2. RES STATUS

In general this field is not accessible while a new reservation is being created. A new reservation will automatically be assigned a status of "O".

Turndown Reservations: When entering a turndown res. for an invalid location, or when a turndown code is entered in Field 9 of this subwindow, the status in this field is automatically set to "T".

Once a reservation has been saved, this field is accessible and the status may be changed.

Enter 1 alpha character to change the current Status of the Reservation. Statuses are listed below:

Q = Quote. Waiting to be converted into a reservation.

O = Open Reservation. Waiting to be used for a RA.

F = Filled Reservation. Code automatically assigned when RA is created from a reservation.

N = No Show. Code is assigned by user or from the No Show Program.

C = Cancelled. Cancelled by customer prior to vehicle check-out. User assigns this code by editing this field.

User tip: A field in Edit Misc Control Fields can require that a Turndown Code be entered when a reservation's status is manually changed to "C". In this case, after saving the change to the reservation with F1, the following prompt will display at the bottom the screen:

ENTER CANCELLATION REASON CODE

Enter the appropriate code.

T = Turndown. The customer was either asking for a location not currently active or decided not to book an active location for some other reason. To save a reservation as a turndown, a Turndown Code must be entered in Field 9 below.

R = Request. Unconfirmed reservation. This code can be assigned by the following means:

• Directly by the user in this field.
• From the Rules Engine logic. Refer to the chapter of the manual titled Apx – Rules Engine for details.
• From the Hertz Reservation Interface program when a "Confirmation Request" is sent.
• From the Europcar Reservation Interface program when a "Res Enquiry" is sent. Additionally, the field "Create Quote for Req" in the Europcar Res Control Record must be set to "Y", otherwise these reservations will be rejected.

User Tip: The On-Line Res Display program can be used to display a list of only the status "R" reservations.
User Tip: Status "R" reservations do not impact the Planning Calendar. The Planning Calendar will be updated with a commitment for this reservation only when the status is changed to "O".

o = Lower case "o" is used as a temporary status to momentarily put a 'lock' on an existing reservation when saving an edit that is done to it. Immediately after it's placed in lower case 'o', the regular "O" (open) status is assigned. If reservations with the status of lower case 'o' are found, it is because something in the saving process did not complete as it should have. Please contact Thermeon Customer Support.

To change a reservation's status from "O", "N" or "C" to another one of these 3 statuses, simply change the status in Field 2 and resave the reservation. EXCEPTION: A field in the Edit Miscellaneous Control File can be set to a number of days. Reservations older than that number of days cannot be changed from "N" or "C" status.

To convert a "Q" Quote into a "O" Open reservation, simply pull the quote back up on the Reservation screen and press F1 to re-save it. At that time the system will ask if the quote should become a reservation.

Status "R" (request) reservations that will not be accepted as a booking need to be manually canceled by changing the status to "C" in this field. The No-Show Processing program will not "no-show" a status "R" reservation.

Reservations cannot be changed from "F" or to "F" in this screen, nor can then be changed from the "T" status.

SPECIAL SITUATIONS INVOLVED IN CANCELING A RESERVATION:

ASSIGNED VEHICLES: When manually changing a reservation's status to "N" or "C" in this field, remember to remove the assigned vehicle (if one exists) in the previous field. The assigned vehicle will NOT be automatically removed when manually changing the status of a RA.

RESERVATION DEPOSITS: There is a field in Edit Misc Control Fields that controls how a credit card deposit is handled when a reservation is canceled. If the feature is turned on, it applies only when the credit card is processed through EDC. If the reservation is canceled, a question is asked if the deposit should be refunded. If the user enters "Y", an automatic negative deposit (refund) is created on the reservation.

CANCELLATION FEES: Reservations with a tour voucher that are canceled within a defined period before the pickup date can be made subject to a Cancellation Fee. This period is defined in the Edit RV Control Record screen. If a penalty period is defined and the reservation is canceled within that period, the user will be prompted to enter an Option Code for the appropriate cancellation fee with the following prompt:

ENTER CANCELLATION FEE CODE ________

CANCELLATION RESTRICTIONS:

Locations can be set up to restrict cancellations of reservations to only those users who are logged in to the same location as the booking location. When the restriction is in place, users logged in to any other location are not permitted to cancel the reservation. If an attempt is made to cancel it by a user not logged in to the booking location, the following message will display:

YOU ARE NOT AUTHORIZED TO CANCEL THIS RESERVATION (XXXXXX)

(Where XXXXXX is the booking location.)

The system can be configured through a field on Edit Misc Control Fields to require that a Reason Code must be entered whenever a reservation is cancelled. If that feature is turned on, when re-saving the cancelled reservation the following prompt will appear at the bottom of the screen:

ENTER CANCELLATION REASON CODE ___

3. DAYS IN BILL CYCLE

If anything is entered in this field, the multi-month rental logic will be invoked. Refer to the Appendix for details on multi-month rentals.

4. EST MLS PER PERIOD

This field is used for the multi-month rental logic—refer to the Appendix for details.

5. RES TYPE

Enter a Reservation Type from the Edit Res. type Codes File in order to print reservations in selected formats.

6. TERMINATE Y/N

Fields 6 – 8 are used by a particular CARS+ user. These fields have no relevance to other CARS+ users

This field defaults to "N" (No). Once this reservation has been terminated (filled by a user not on your system), enter a "Y" (Yes) in this field.

7. CONTACT

Enter up to 15 alphanumeric characters representing the name of the individual authorizing the termination of this reservation. (This field is only accessible when a "Y" (Yes) has been entered in Field #6.

8. DATE/ TIME/EMPL

This field is only accessible when a "Y" (Yes) has been entered in Field #6 and then it defaults to the present date, time and user. If necessary, any of these can be changed.

9. TURNDOWN CODE

If this reservation is for an invalid renting location, or you are designating res. as a turndown for a valid location, Res Turndown Code must be entered in order to save the Reservation. Use Shift/F7 to access a pop-up window which displays a list of turndown codes.

A typical pop-up window is shown below.

RESERVATION TURNDOWN CODES
A1	AGE REQUIREMENT NOT MET
C1	LOC CLOSED FOR PICK UP TIME
C2	CLASS REQUESTED NOT AVAIL
CC	CUST DOESN'T HAVE MAJOR CC
D1	ADDITIONAL DRIVER POLICY
D2	DROP FEE TOO HIGH
L1	NO LOCATION 
OB	OVERBOOKED
R1	RATE TOO HIGH
1W	ONE WAY RENTAL NOT ALLOWED

Either highlight the applicable code or enter it into this field.

EXAMPLE: Type C2 (RET)

CREATE DATE/ TIME/EMPL

This display group gives the date, time, and employee code of the individual who originally created the reservation. Access to edit the create employee field on the Main Window is granted to a user via a field in Edit User Access File.

If the reservation began as a Quote, the data shown here refers to the date/time/employee code when it was converted to a reservation from a quote. (Quote information is shown in fields below.)

MOD DATE/
TIME/EMPL

This display group gives the date, time and employee code of the last individual to have modified (resaved) this reservation.

SEND DATE/TIME

This group is reserved for a future enhancement.

RA#

After a reservation has been filled (used for a RA) the resulting RA number appears in this field.

TERMINATION #

The next two fields are used by a particular CARS+ user. These fields have no relevance to other CARS+ users.

This field displays the reservation termination number if applicable.

VOUCHER PRINTED

This field indicates if a voucher was printed for this reservation.