1. LOCATION #

Enter up to 6 alphanumeric characters to indicate the Location Code.

EXAMPLE: Type TUS (RET).

2. LOCATION NAME

Enter up to 20 alphanumeric characters to describe the Location Name that is to print on the header of each RA.

EXAMPLE: Type TUSTIN (RET).

3. ADDRESS
LINE 1

4. ADDRESS
LINE 2

5. ADDRESS
LINE 3

Enter up to 25 alphanumeric characters in Fields 3 - 5 for address of this location. This information can be programmed by Thermeon to print on the header of each RA.

FIELD 3 EXAMPLE: Type 1175 WARNER AVE(RET)
FIELD 4 EXAMPLE: Type TUSTIN, CA (RET)
FIELD 5 EXAMPLE: Type 92780 (RET).

Note: For addresses, CARS+ can work in two modes. The address fields illustrated in this chapter are those used in the "standard mode". Additional address fields are provided when running in the Extended Address Mode. Please refer to the Appendix on Extended Addresses for further information and for an illustration of the screen.

EDC Clients: For clients using Electronic Draft Capture (EDC) to authorize and settle credit cards, address line 2 CANNOT be left blank and must begin with the name of the location's city (the characters up to the first comma are sent to the bank as the city at which the rental took place).

6. PHONE #

Enter the phone number of this rental location.

EXAMPLE:Type 714-731-9191 (RET)

7.

8.

9.

10. PROFIT CENTER #

Enter up to 3 numeric characters to indicate the G/L Profit Center Number for this location. This sub-account number will be appended to the G/L account numbers when posting RAs. Note that revenue is credited to the location that opens an RA, not the location that handles the closing.

EXAMPLE: Type 1 (RET).

11. GOLD SERVICE TYPE

Hertz operations - Hertz operations which have a lighted reader board to display the name of Gold customers with reservations or who print hang tags with the renter's name should enter one of the following:

1 = Send names to lighted reader board. (requires a Voltron system)

2 = Print hang tags (requires a Datasouth printer)

3 = Both of the above: print a hang tag and display the name.

4 = Send the names to a lighted reader board (Gold Sign Manager - GSM).

5 = Send the names to the GSM lighted reader board and print a hang tag.

6 = Send the names to a lighted reader board for Australia.

7 = Send the names to a lighted reader board for Australia and print a hang tag.

8 = Send the names in XML to GSM and print a hangtag

9 = Send the names in XML

Blank = Do none of the above.

The following are the ramifications to turning on Gold Service:

• To preprint an RA, it must be assigned a vehicle which is currently parked in a stall defined as a "Gold Stall".

Non-Hertz operations - Operations other than Hertz that have a lighted reader board to display the name of VIP customers with reservations must enter "6" in this field. Refer to the chapter Overview - VIP Customers and Name in Lights for more information.

12. DO FUEL CALC?

Enter 1 alpha character to indicate if the system should do automatic fuel charge calculations when RAs are closed or when vehicles are exchanged at this location.

Y= Yes

N= No

EXAMPLE: Type Y(RET).

13. HOLDING DRAWER

Every transaction involving a Form of Payment (FOP) is flagged with a cash/holding drawer number. This field represents the actual cash drawer where the monies are collected and dispersed. In some cases this represents a fictitious drawer for audit purposes only. Because virtually all CARS+ users can create or amend financial transactions, every transaction is required to have a cash drawer number attached to it for audit purposes.

To add the Cash Drawer the location must be created without a drawer number. At F1 save, Cars+ will prompt "holding drawer missing", press "Y" to continue. Then create a new cash drawer number from Edit Cash Drawers. (Cash drawers are unique to one location and cannot be duplicated) Then enter the newly created drawer number in this field.

EXAMPLE: Type 202(RET).

Note: The holding drawer logic can be deactivated. Contact Thermeon’s Customer Support Dept. if you wish to do this.

User tip: Each cash drawer MUST have a unique number. That is, there cannot be a Drawer #1 at location A and another Drawer #1 at location B. Additionally, every renting location must have their own drawer number. (Locations cannot share a drawer.)

14. AUTO VEHICLE SELECT

Enter 1 alpha character to indicate whether you wish to have your system automatically select the next vehicle when opening an RA.

Y = After entering a Class Code on the RA Open screen the system will automatically select an available vehicle of that class with the lowest odometer reading. (Auto selection can be overridden by executing a vehicle search and selecting another vehicle.)

N = The rental agent will have to enter a vehicle inventory number or select a vehicle from the Vehicle File Search sub window.

EXAMPLE: Type N(RET).

User tip: This feature is usually used in conjunction with the Dispatching features.

15. NETWORK ADDRESS

This field is used by the add-on CARS+ module for reservation distribution.

16. CHECK-IN STATUS

Enter 1 alpha character to select the vehicle Status Code assigned at Check-in. Codes used here must first exist in the Edit Status Code File.

Those locations using the dispatch feature (see below) must enter a Status Code other than "A". (Status Code "A" under dispatching refers only to those vehicles currently on the ready line.)

EXAMPLE: Type A(RET).

17. CHECK-OUT FUEL

Enter 1 numeric character to select the default fuel or electric vehicle's battery level for all vehicles checking out at this location in either RA Open or when opening a Non-Revenue Movement. This field is mandatory. The possible values are:

7 = There is no default for check out fuel or battery level. The field on the RAOPEN screen will default to the value "9" which is not a valid tank reading thus the rental agent will be required to manually enter the correct value.

8 =Vehicles check-out with a full tank of fuel or battery level.

9 =Vehicles check-out with fuel or battery level entered at last check-in.

EXAMPLE: Type 8(RET).

User tip: This field is mandatory regardless of whether or not this is a "valid rental loc" from field 38.

Note: If this setting should differ for electric vehicles, use "Check-out EV level" on page 7 of this chapter (Edit Locations). That field would take precedence for electric vehicles for this location. For global settings for electric vehicles there is this same field in Edit Misc Control Fields.

Fuel rates can be managed by "region" instead of needing to be managed for each individual location. Regions are established by creating a non-renting location and assigning the member renting locations to that region. Therefore, a"region code" is a non-renting location representing a number of locations within a geographical region. This field is used to specify the region to which the location belongs.

The following example uses California and the US to illustrate how regions can be established:

Renting locations in Santa Ana, San Diego, and Los Angeles are members of the "Southern California" region. (A non-renting location for "Southern California" would need to be set up in the Location file.)

The Southern, Central, and Northern California regions are members of the "California" region. (A non-renting location for "California" would need to be set up in the Location file.)

The California region (along with regions representing other states in the western US) are members of the "Western" region. (A non-renting location for "Western" would need to be set up in the Location file.)

The Western region (along with regions representing the central and eastern parts of the US) are members of the "National US" region. (A non-renting location for "National" would need to be set up in the Location file.)

At present, this hierarchy is used ONLY by the "Min Gas Rate" and "Max Gas Chg" fields on page 4 of the location record and by the Edit Fuel Rate program itself. However, the region concept is planned to be used more in the future.

If this location is a member of a "region", enter the region's location code in this field. (The region must already have a record in the Location file.)

EXAMPLE: Type SC (RET)

19. DISPATCH CONTROL

This flag determines whether this location will use the vehicle dispatch features.

Y = Dispatch features will be used as follows:

• Open RAs will go on "Hold" status when saved and the Release Vehicle program must be used to change the status to "On-rent".
• The opening date/time is set when the RA is saved. It is not adjusted when the vehicle is released from Hold status.
• The Show Current Status report can be run for this location.
• On the Vehicle Search program, rental agents are restricted to searching only for vehicles with Status Code "A".
• When a RA is preprinted, the RA status is VOID-P.

1 = The same Dispatch features as listed above in the “Y” response will be in effect with these exceptions:

• When the vehicle is released from Hold, the opening date/time of the RA will be re-written to the current system date/time when the release is entered.
• When a RA is preprinted, the RA status is HOLD-P.

N = This location will not use the dispatch features.

EXAMPLE: Type Y (RET).

20. READY LINE SIZE

With the release of the Lot and Stall logic in 2016, the function of this field has changed.

Enter:

1 = This location has a formal 'ready line' that has been set up in Edit Stall Numbers. A setting of '1' in this field will enforce the rule that a stall can have only one vehicle assigned to it at a time the Make Vehicle Available program.

0 or blank = this location does not want to enforce the rule that a stall can have only one vehicle assigned to it at a time through he Make Vehicle Available program.

EXAMPLE: Type 1 (RET).

User tip: The actual quantity of stalls for each Lot is now defined in Edit Lot Numbers.

FIELDS 21 THROUGH 29

With release 12.7 of CARS+, this group of fields became obsolete.

Refer to the chapter of this manual titled Edit Percentage Matrix, for instructions on how to use the Edit Percentage Matrix program to define percentage calculations.

30. FFs

This Tax Flag refers to the redemption of Frequent Flier coupons and other Special Documents. CARS+ handles coupons as a reduction of the Total Time and Mileage charges, much like a discount. This field determines if Sales Tax is calculated on Time and Mileage before or after application of a coupon. For a more detailed discussion of this field see the chapter Edit Percentage Matrix.

Y = Sales tax may be calculated on Time and Mileage before the coupon is subtracted. Whether the Special Document is a before tax or after tax reduction to the charges is determined by a tax flag on the Special Document record.

N = Much like a discount, the value of the coupon is subtracted from Time and Mileage; then the sales tax is calculated on the remaining balance. This is true of all Special Documents regardless as to how they are defined.

EXAMPLE: Type N (RET).

User tip: This flag may be changed on a case by case basis when setting up Special Documents. Refer to the Edit Special Documents chapter of the manual for more information on this topic.

User tip: For options other than Sales Tax (such as an airport access fee or surcharge), the Percent Matrix should be used to control whether the value of the coupon is deducted prior to calculating the percentage charge.

31. PFF

With release 12.7, this field became obsolete.

32. ODOMETER CHANGE MINIMUM

When a counter agent updates the odometer reading of a vehicle, the system writes a Lost Mileage record to the Vehicle History file. The Odometer Change Minimum field allows you to move the vehicle up to the value entered before a lost mileage record is written. Enter a single numeric character to indicate the allowed vehicle movement.

EXAMPLE:Type 3(RET).

33. INTER-OFC A/R ACCT

Enter a 4 digit asset account number from your Valid GL File to indicate which account should be affected by inter-office receivables. An inter-office receivable is created when a closing location receives payments for an RA that opened at another owned location. In order to accurately track interoffice receivables, each location should have their own unique account number.

As an example, if an RA opened at location A and closes at location B with a cash payment, the payment would post as follows:

When the DBR for location A is posted:

a.Various revenue accounts are CREDITED.

b.An account made up of the Inter-office account from location A and the profit center # from location B is DEBITED.

This would indicate that location A is owed money from location B.

When the DBR for location B is posted:

a.The cash account for the cash drawer at location B is DEBITED.

b.The same account that was debited by the posting of location A is CREDITED.

The net result, when both locations have been posted is:

a. CREDIT to revenue for location A

b. DEBIT to cash for location B.

This field is required.

EXAMPLE: Type 1051(RET).

34. METROPLEX LOCATION

This field is related to the Fleet Planning feature of CARS+. Fleet planning maintains a "calendar" for each class of vehicles at each location, keeping track of how many vehicles are at each location and, of those, how many are committed by reservations or open RAs. Users are warned when a class of vehicles is overbooked.

However, in metropolitan areas, one location could be blacked-out for a certain vehicle class while a second location a few miles away may still have uncommitted vehicles of the same class. To overcome this, locations within the same geographic area can be grouped together into a common pool of vehicles. This grouping is called "metroplex". Locations should be assigned to a metroplex grouping only when vehicles can be conveniently shuttled back and forth.

Set up:

1. A Location Group Code must be established for the metroplex. The location is assigned to a metroplex by entering the appropriate Location Group Code in this field .For metroplex purposes, a Group Code may not have other groups as members. All members of the group must be individual locations. All locations in the metroplex should have the Location Group Code entered in this field on their Location record.

2. Activating the Metroplex feature impacts the manner in which several other control files in CARS+ should be configured. The manual chapter Introduction to Fleet Planning describes these issues and should be thoroughly reviewed prior to activating the Metroplex feature.

Entering anything in this field other than a valid Location Group Code (or a Group Code to which this location does not belong) will result in the following message display:

INVALID METROPLEX GROUP - MUST BE A LOCATION GROUP CODE

If this location belongs to a metroplex, enter the corresponding Location Group Code in this field. Remember, the first character of a Location Group Code is the plus sign (+).

EXAMPLE: Type +SNA (RET)

35. TAX CODE

Tax codes can be used for locations at which more than one tax is applied to transactions such as Sundry Invoices. As an example, if transactions are charged 5% state sales tax and 1% municipal sales tax, a Tax Code defining both of these rates and their appropriate G/L account numbers can be set-up through the Edit Tax Code File program and then entered into this field.

(At one time Tax Codes were used for RA transactions. However, with the expansion of the Optional Charges logic and the creation of the Percent Matrix logic, Tax Codes for RAs have generally been abandoned.

Enter up to 3 alphanumeric characters to indicate the Tax Code that applies to this location.

EXAMPLE: Type LA (RET)..

36. 7 DIGIT LOCATION CODE

For Hertz users, enter the location's seven character Area/Location Number. Do not place a space or any punctuation between the Area and Location Numbers. For corporate locations enter only six characters. (A location code must be entered here even if the location should be excluded from EDRB.)

For Avis users, if you choose to use SIP codes for your locations (in Field 1) enter the corresponding numeric location code in this field.

EXAMPLE: Type 9122501(RET).

37. MINIMUM DEPOSIT

Enter the minimum deposit that is required at this location for a rental that is not secured with a pre-authorized credit card. This amount is used to check the sufficiency of deposits taken on the Open RA screen when a credit card has not been pre-authorized in the main subwindow.

For example, assume $100 is entered in this field. Also assume that the estimated charges on a RA total $85.00. If the RA is not a direct bill, and there is not a pre-authorization on the Main Window, the system will check to see if the deposit taken is at least $100. Even if the deposit was for $85.00 (the estimated charge on the rental), because it was not at least $100, the user would be blocked from saving the RA because it was determined that there was an insufficient deposit.

Leave this field blank if no minimum deposit is required.

EXAMPLE: Type 100 (RET).

38. VALID RENTAL LOC

Enter:

Y (or blank) = Yes, this location is a valid renting location.Reservations can be taken with it as the pick up location, and RAs can be opened at this location. (See important user tip below.)

N = No, this location is not a renting location. Instead, this is a fictitious location which represents an accounting office, service center, sales lot, fuel region, etc. This location CANNOT be used as a pick up location on a reservation nor can RAs be opened at this location. Additionally, any vehicle whose current location is flagged as a non-valid renting location will not be counted as part of the total available fleet in the Planning Calendar. Please refer to the manual chapter Introduction to Fleet Planning for details.

y = yes, This third value is valid only for Hertz and Dollar/Thrifty licensees. For Hertz this location is a renting location, but all RAs opened at this location will NOT be included in an electronic DRB batch file. (See important user tip below.)

P = This location is a Park and Fly location.

W = In WebRes, this location is a non-renting location, but it is a valid renting location in CARS+.

C = In WebRes, this location can be used only as a closing location, but it is a valid renting location in CARS+ and can be used as an opening or closing location within CARS+.

O = In WebRes, this location can be used only as an opening location, but it is a valid renting location in CARS+ and can be used as an opening or closing location.

X = In Webres, this location can be used as an opening and closing location, but it is not a valid renting location in CARS+. (Cannot be used as opening or closing location in Reservations or RA Open.)

n =This value means the same as "N" except that the location CAN bet used as a return location on a reservation or an RA. In addition the location is not subject to location cloning.

F =This is a fleet pool location.

R = Can be used as an opening or closing location for a Non-Rev movement, but cannot be used for Reservations or RAs. If full screen damage logic is used, and service vendors are set up as Locations, this type should be assigned to the Location.

EXAMPLE: Type Y (RET).

User tip: When a valid rental location is closed or temporarily closed, it is important to change any valid rental locations to a NON rental location. Please enter a "N" in this field.

39. ALLOW MULTI-LANGUAGE RA

This field controls whether the prompt for printing RAs will ask if the RA should be printed in a language other than English. Enter:

Y = Yes, rental agents at this location will be asked in which language the RA should be printed. This option should not be used unless you know your print program supports more than one language.

N = No, all RAs printed at this location are printed in a single language.

X = Multiple, a single RA can be printed in multiple languages. After being prompted for a language code, the RA will be printed in that language and then the user will be prompted to enter a second Language Code. This will continue until the user indicates that no more printing is required.

EXAMPLE: Type N (RET).

40. ALLOW WAIT RAs

RAs can be saved without a vehicle being assigned. This is often done when a vehicle is not available at the time the customer arrives at the counter. A RA saved under this condition goes into the WAIT Status (waiting for a vehicle assignment). WAIT RAs must be cleared before the end of the day or else problems will occur at time of close. Because of the potential of problems, the ability to create WAIT Status RAs can be turned off.

Y = Yes, RAs at this location can be saved without assigning a vehicle.

N = No, RAs at this location cannot be saved without a vehicle being assigned.

EXAMPLE: Type Y(RET).

41. RATE SET

A Rate Set is the "geographical" element of the rental rate look-up logic. Locations that share the same T&M rate products and rate prices can share a common Rate Set code. For a complete discussion on Rate Sets within CARS+, see the chapter Overview - Rate Sets and Rate Groups.

Example 1: All locations in Southern California which share the same T&M prices could be assigned Rate Set "SOCAL" in this field. And all locations in Northern California sharing the same rates and rate prices could be assigned Rate Set "NOCAL".

Example 2: For an operation that has airport and city locations, the city locations could use the same Rate Set if they offer the same rate products and T&M rates -- as opposed to the airport location which may have different rate products and/or rate prices.

Rate Sets for T&M rates can be up to 6 alphanumeric characters.

NOTE: If the Upsell Matrix is used, the first 2 characters of the Rate Set have special meaning! Please read the section on Upsell Matrix Rate Set below.

Rate Groups

While it is common for retail rates to differ by location, standard corporate rates and insurance replacement rates are usually negotiated so that they are honored no matter which location generates the rental. Additionally, certain rates for special promotions may apply to all locations. Rather than having to create these types of rates in each Rate Set, they can be set up in a unique Rate Set. The "Rate Group" logic allows many or all locations to use rates from another Rate Set. (Use the program Edit Rate Groups to define which locations can share rates in that Rate Set.)

When Rate Groups are established, a hierarchy is followed to determine which Rate Set is used for a particular Rate Code:

1. CARS+ first attempts to find the rate code's Rate/Rules Record using the opening location's own Rate Set. (The Rate Set defined in this field.)

2. If that fails, CARS+ will try to find the rate code's Rate/Rules Record in each Rate Group to which the location belongs. If a location belongs to numerous Rate Groups which all contain the desired Rate Code, the first one encountered is used. Rate Groups are examined based on an alphanumeric sort of the Rate Group. Refer to the chapter Edit Rate Groups for more details and examples of this logic.

Upsell Matrix Rate Set

Rate Set codes are used to look up not only T&M Rates but also Upsell rates from the Upsell Matrix Table. (Set up in Edit Upsell Rates.) NOTE: Rate sets for the Upsell Matrix are limited to just 2 alphanumeric characters in length. Therefore, only the first two characters entered in this field will be used to look up Upsell rates, while the full six characters (if used) will be used to look up T&M rates. If Rate Set codes are more than 2 characters, this logic must be kept in mind.

When an upsell is added to a RA using the U subwindow (Upsell Matrix), CARS+ starts an examination of the Upsell rates using the following hierarchy:

1. CARS+ first attempts to find an Upsell Matrix record using the same Rate Set that was used to find the T&M rates on the RA. Only the first 2 characters of the Rate Set are used.

2. If that fails, CARS+ will try to find an Upsell Matrix record using the rate set for the opening location (the Rate Set entered in this field), Only the first 2 characters of the Rate Set are used.

Enter up to six alphanumeric characters to indicate the default Rate Set forf Rate Products and the Upsell Matrix that are effective at this location.

EXAMPLE: Type SOCAL (RET).

USER TIP: With the default Rate Set "SOCAL' in the example above, the value "SOCAL" will be used to look up T&M rates for rentals that open at this location, but the value "SO" will be used to look up upsell charges on the Upsell Matrix.

42. WALKUP RATE

Enter up to 12 alphanumeric characters to indicate the Rate Product that should normally be used on walk-up rentals. On rentals without a reservation, this is the Rate Product that will default on the RA Open screen.

EXAMPLE: Type WLKUP (RET).

43. NET RATE SET

For operations doing net tours through the V or S subwindow of RA Open using the Rate File structure, this field is used to designate the Rate Set used for their net rates. If this field is left blank, one of the two hierarchies described below are used:

For Tour Family N type records entered into the S subwindow:

Enter the Rate Set that should be used for looking up the net rate for the ghost voucher. If no rate can be found, the following hierarchy of Rate Set Codes will be used:

• The Net Rate Set defined in the opening location (if this is blank or if a rate cannot be found, then)
• The rate set defined in the tour operator's IT record is used (if this is blank or if a rate cannot be found, then)
• Finally, the opening Location's default Rate Set is used

For Tour Family T type records entered into the S subwindow or tour vouchers entered into the V subwindow:

Enter the Rate Set that should be used for looking up the net rate for the wholesale voucher. If no rate can be found, the following hierarchy of Rate Set Codes will be used:

• The Net Rate Set defined in the opening location (if this is blank or if a rate cannot be found, then)
• The rate set defined in the tour operator's IT record is used (if this is blank or if a rate cannot be found, then)
• The Rate Set that was used to find the retail out of voucher rate on this transaction (if a rate cannot be found, then)
• The opening Location's default Rate Set is tried (if a rate cannot be found, then)
• Finally, a Rate Set from Opening Location's Rate Group is used.

EXAMPLE: Type T (RET)

44. AUTH/ SWIPE

This field is made up of two separate flags that turn on or off two features of CARS+.

AUTH -The first flag turns on or off the optional CARS+ Credit Card Handling module.

Y = Yes. Entering "Y" in the first flag position activates the "F11" function key on the RA Open and Close screens for requesting automated credit card approvals.

WARNING:Activating this function key without purchasing a license from Thermeon Corp. for this feature will result in fatal file errors and hung terminals.

N = No. Entering "N" in the first position turns off the CARS+ Credit Card Handling module.

SWIPE -The second flag turns on or off the ability to read credit cards by a Thermeon approved swipe reader.

Y = Yes. Entering "Y" in the second flag position activates the "F2" function key on the RA Open and Close screens which is used to accept data from the swipe reader.

N = No. Entering "N" in the second position turns off the swipe interface.

EXAMPLE: Type NY(RET)

The ability to turn on these features exists in three different files within CARS+:

• Edit Main Control File=sets system wide parameters.
• Edit Locations=sets parameters for individual locations.
• Edit Terminal Records=sets parameters for individual terminals.

Settings made at the terminal level have the highest priority followed by those set at the location level.

In other words, if the features are turned on in Edit Main Control Record, and the fields in Edit Locations and Edit Terminal Records are blank, the feature is turned on system-wide. (They can be turned off at the Location level or terminal level by using the fields in those respective files.)

If the features are NOT turned on in Edit Main Control Record, they can be turned on for individual locations in the Location record. If not turned on in at the Location level, they can be turned on by a terminal-by-terminal basis in Edit Terminal Records.

The following table shows the hierarchy:

In summary, it is a hierarchy that says Location supersedes Edit Main, and Edit Term supersedes both of them.

WARNING:- For Hertz users, processing tolls via GAR, there MUST be a Y or N in the first position, failure to do so could result in tolls not being processed .

45. USE MODEL TAX CODE

This field is used to indicate whether or not the Tax Code flag in the Model Code file should be used by this location.

Y =Yes, the Tax Code flag in Edit Model Codes should be used.

N = No, ignore the Tax code flag in Edit Model Codes for vehicles rented from this Location.

EXAMPLE: Type N (RET)

1. OWNED LOC

This field is used for operations who have some of their rental locations run by outside agencies, or when corporate and licensee locations shared the same data base, or when fleet pools are used to split revenue among owned locations. If these circumstances do not apply, skip this field.

Y (or blank) = corporately owned location.

L = Licensee owned location.

I = International corporate renting location. Used in Thrifty's frequent traveler posting routine.

A = Agency location. This is not a location that is directly owned by your organization, but is instead run by an outside agency.

User tip: Cash taken at this location will post as a debit to A/R Open Item file (the agency owes the parent organization for all money collected).

Note: For this to work properly, the agency location must also be set up as a foreign location in the Customer File with the same customer number as its Location Number in this file.

N = Turns off the "double posting" feature in a shared system. Turns of revenue splits for fleet pools.

User tip: Double posting causes certain accounting transactions to post in two accounting companies. Refer to the the chapter Overview - Using CARS+ in a National Corporate/Licensee Environment for more information.

EXAMPLE: Type Y (RET).

2. UPSELL

This field is used to turn on or off several features related to the Upsell Subwindow.

N = Upsells are not allowed at this location at this time.Access to the U Subwindow on RA Open is blocked for all rentals in RA Open and Batch Open.

Y = Upsells on rentals with reservations are allowed at this location.Access to the U Subwindow is open to all users.In addition, upsell charges can be increased (not lowered) on the Option Subwindow of RA Open and Batch Open.

X = Upsells are allowed but the rate cannot be edited (increased nor decreased) in the Option Subwindow of RA Open and Batch Open.

EXAMPLE: Type Y (RET).

User tip: When the value of "X" or "Y" is entered in this field, the upsell rate can be lowered if the contract is accessed via the Edit Opening Fields program.

Another user tip: This field applies to Upsell only when the upsell option is marked in Edit Option Rates as a "not automatically applied" option which is the recommended setting. Refer to the Edit Option Rates chapter for more details about Upsells.

3. POSTING COMPANY #

NOTE: Under normal circumstances, this field should be left blank.

CARS+ can handle more than one rental company at the same time. If rental operations are separate, a complete set of files is established for each company. However, when two or more companies share the same rental fleet, only the accounting files are unique to each company.

CARS+ allows you to designate which company owns each rental location and will post all transactions to the appropriate accounting files even though the fleet is shared by all locations.

The Posting Company Number field allows you to assign an "accounting company" to each location using the following rules:

a. If revenue from your rental operations is posted to a single set of accounting files (one company only), this field MUST be left blank.

b. If you have a common fleet shared by locations which are owned by more than one company, you may elect to have revenues posted to separate accounting files (one set for each company).Enter the company number which owns this location.

EXAMPLE: Press(RET).

With a shared fleet, ALL location records must contain a company number to indicate ownership. Furthermore, these numbers must be entered in the RealWorld Multi-Company File and accounting files must be set up for each company. See the Multi-Company Shared Fleet section of CARS+ Special Features chapter for additional instructions regarding this feature.

NOTE: When Posting companies are used there are restrictions to what a user can do if a user is not logged into a location with this same posting company. See Restricted Edit Location for more information.

4. POSTING ORG #

This field is used for the following purposes:

A. When multiple Licensee and/or Corporate entities share a common rental database, but use separate accounting companies (ref. previous field). If this is the case, please refer to the chapter Overview - Using Cars+ In A National Corporate/Licensee Environment for information on using this field.

and/or

B. When using Import Toll Charges and the "responsible" location should be charged when no RA nor a Non-Rev with driver is found for the date and time of the toll charge. Refer to the chapter Edit Ticket Charge Codes, Field "Charge Location" for more details.

5. RA COUNT

This field is used to turn on or off the customer Market Survey logic at individual locations.

If this field is left blank, rental agents will not be prompted to distribute a survey.

If you enter the number "1", the survey logic is turned on. This field is then used to count the number of RAs opened in order to determine when to prompt the rental agent to distribute a survey.

EXAMPLE: Type 1(RET).

6. SETTLE FLAG

This field is used to set up the "Electronic Draft Capture" (EDC) feature of CARS+. If you have purchased this extra module, see the documentation provided for the proper settings for this field.

Note: if settlement is turned off, DEPPAY records are not written to the settle queue. Records posted while Settle flag is off, will never settle. If settlement is turned on, all DEPPAY records that are not manually flagged as already settled will be written to the settle queue. Do not attempt to turn 'Auth' on at the terminal record level for only a subset of terminals at a location if you intend to settle for the entire location electronically.

7. DEFLT RA TYPE

If you desire that RAs opened at this location be automatically assigned a default RA Type Code, enter the desired code here. The code entered must exist in the Edit Valid Type Codes file.

Leave this field blank if you do not wish a default code assigned to every rental.

EXAMPLE: Type AP (RET).

8. INS PREPRINT

Normally, the CARS+ RA preprint feature requires that a reservation be on file in order to preprint a rental agreement. This restriction is not convenient for many rental operations such as insurance replacement operations where reservations are not involved.This field extends the preprint logic to rentals without reservations. Enter:

Y= Preprinting is extended to rentals without reservations as long as there is insurance voucher entered on the RA.

As with normal preprinted contracts, the user must press the F4 key to save the transaction and the status of the contract is set to "Void-Preprint".

A = Preprinting is extended to ALL rentals from the RA Open screen. The following are the only required fields needed in order to preprint the RA:

Last name/First name

Return Date/Time

Rate Code/Rate Class

As with normal preprinted contracts, the user must press the F4 key to save the transaction and the status of the contract is set to "Void-Preprint".

N =Preprinting is not extended to rentals without a reservation.

EXAMPLE: Type Y(RET).

9.

10. FLEET POOL

For those operations which have vehicles assigned to specific locations, setting up fleet pools allows a revenue split between owned locations.

Enter up to 6 alpha numeric characters representing a Location Code which has been set up as the Fleet Pool location for this renting location.

Refer to the chapter of this manual titled Appendix - Fleet Pools for a detailed explanation and a set up guide regarding this concept.

EXAMPLE: Type SCA (RET)

11. WARN FOR MAINT AT CLOSE

CARS+ can keep track of 10 periodic maintenance tasks which should be done regularly to the fleet (example: oil change). This flag determines whether or not the vehicle history file will be scanned for needed routine maintenance when closing an RA. (The vehicle's status can be changed in the "Veh Status" field in the G subwindow of the RA Close.

Y =When closing a RA, if the vehicle needs routine maintenance, the following warning will appear on the screen:

VEHICLE NEEDS MAINTENANCE

N =When closing a RA, no warning will appear.

EXAMPLE:Type Y (RET)

User tip: If turned on, besides scanning the history record of the vehicle and displaying the advisory message, your system can be configured to print a Hold Ticket right after printing the RA so that the vehicle can be sent for maintenance prior to being rented again. A field in the Print Library record is used to turn on the Hold Ticket feature.

12. FIELDS
12 - 14

Fields 12 - 14, each 20 characters long, can be used by the RA print program to print additional information, such as hours of operation, on all RAs.

The data entered in these fields also displays in a subwindow on the Reservation screen when the location is chosen as a new pick up or return location.

EXAMPLE: Type:

OPEN 7 DAYS A WEEK
6 A.M. TO 11 P.M.
INCLUDING HOLIDAYS

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

15. FF COMM PCT

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

16. MIN DRIVER AGE

Enter up to 2 numeric characters to indicate the minimum age at this location for both the primary and additional drivers if it differs from the minimum age set up in the Edit Miscellaneous Control File.

EXAMPLE: Type 20 (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 Misc. Control Flags record.

2.If the opening location has a minimum age assigned to it, it overrides the value from the Misc Control value.

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

4.If the Rate Rules record has a minimum age assigned, 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 then 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 Misc. Control Flags record.

2.If the opening location has a minimum age assigned to it, it overrides the Misc Control value.

3.If the Rate Rules record has a minimum age assigned, it becomes the minimum age.

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, it becomes the minimum age (CDPID can lower not raise the minimum age).

5.Finally, if the RA's Vehicle Class has an age assigned to it and it is greater than the current minimum age, it becomes the minimum age (Class minimum ages can only raise the minimum age and when it does it supersedes all other rules).

17. MULTI PAI/PEC

Some CARS+ users are governed by local laws concerning the charges for PAI and PEC (example: State of New York).

Y =Various daily rates must be charged for PAI and PEC.

N = Daily rates for PAI and PEC do not differ.

EXAMPLE: Type N (RET)

18. USE HOLD STAT

CARS+ offers dispatching features to allow the user to control the flow of vehicles available to the rental counter. However, some users prefer to use only parts the dispatching logic.

For information on dispatch, refer to the chapter of this manual titled Introduction to Dispatch.

Y = The dispatching logic will be used in the normal way. When a RA is opened, the RA's status will be changed "Hold".The Release Vehicle program must be used to release the vehicle and change the status of the RA to “Open”.

N = The dispatching logic will be used with the exception that when an RA is opened, the RA's status will be changed immediately to "Open". The "Hold" status will not be used.

EXAMPLE: Type N(RET)

19. REQUIRE FORM #

For rental operations using preprinted control numbers on rental agreement forms, accounting for each form number used can be required.

Y = Every time an RA form is used to print or reprint an Open or Closed contract, the user will be required to enter the form number immediately following their Yes or No response to the question: "DID RA PRINT OK?"

N = No form number will be required when printing an RA.

EXAMPLE: Type Y (RET)

20. MAX RNTL DAYS

Enter up to three numeric characters to indicate the maximum length of a rental. When the maximum is imposed, users are blocked from entering a return date which indicates a rental period longer than this number of days.

Leave this field blank if there is no limit to the length of a retail rental.

If this field is left blank, a similar field in Edit Misc Control Fields is used.

EXAMPLE: Type 30 (RET)

User tips - Exceptions to this rule:

RAs using the Multiple Invoiced Rentals logic are not subject to this restriction. Instead, the "MAXIMUM MULTIMONTH DAYS" field in Edit Misc Control Fields can be used to impose maximum days for a Multiple Invoiced rental.)

Insurance and tour RAS with vouchers are allowed to have more days the maximum imposed by this field or the one in the Location record. The voucher days or the maximum days from this field - whichever is great - control the length of the rental.

Hertz installations in Europe and Australia are subject to a maximum of 99 days on all RA types.

21. PHONE PROVIDER

Enter up to three alphanumeric characters to indicate the name of your cellular phone provider.

EXAMPLE: Type WWC (RET)

22. WARN OVER- BOOKING

CARS+ provides a group of Fleet Planning programs to help the user anticipate future fleet needs. One of the features involves warning the user of possible overbooking conditions while entering reservations or walk-up rentals.

Y =The user will be warned when possible overbooking conditions exist.

N (or blank) =The user at this location will not be warned when possible overbooking conditions exist.

EXAMPLE: Type Y(RET)

23. REQUIRE EMPLOYER

Enter:

Y = In order to open an RA, entries must be made in Fields 2 and 6 of the B subwindow for employer name and employer phone number.

N = No entry is required in the B subwindow in order to open an RA.

EXAMPLE: Type Y(RET)

24. MANUAL POST DBR

Enter:

Y =The Accounting DBR for this location will be posted manually.

N or blank =The Accounting DBR for this location will be posted automatically according to the APOST program set up by Thermeon's Customer Support Dept. The program APOST skips locations that have a "Y" or "G" in this field. A manual posting cannot be done unless the user's record in the User Access File allows manual posting.(The user is set up with access level "ALL" or the flag to allow manual posting in turned on.)

G =The Accounting DBR for this location will be posted automatically with a Location Group according to the APOST2 program set up by Thermeon's Customer Support Dept. (The location must be set up as part of a posting type Location Group.)

EXAMPLE:Type Y (RET)

Contact Thermeon's Customer Support Dept. for more information on automatic posting.

25. EXTEND POST THRU

This field is part of the Automatic Posting logic and is used to define the time through which the DBR should be posted if different from 2359.

For example, a location may be close each night from 1 am to 6 am. It would be logical to include the hour of work done from midnight until 1 am with the previous day's work.Entering '0100" in this field would mean that the DBR would include transactions through 1 am of the following day. So when Tuesday's work is posted, it would include the hour from midnight to 1 am Wednesday morning.

If the DBR should run through 2359, leave this field blank.

26. NEXT POSTING

LAST POSTED

If automatic posting of the Accounting DBR is turned on, the system will display data in these fields as follows:

Next Posting: This field shows the date of the next day on which the automatic posting of DBR is scheduled to occur. By setting this date several days in the future, you can temporarily postpone the posting of this location's DBR's to allow extra time for auditing.

Last Posted: This field displays the DBR date which was last posted for this location by the automated posting logic. Note, this field is not updated by locations which post their DBR's manually.

27. TAX WHOLE-SALE GROSS

(Reserved for a future enhancement.)

28. RES PRINT LIB #

If reservations taken for this location are to be printed out, you will be issued one or more Print Library Numbers by Thermeon which control the format of how the information prints. Enter that library number into this field.

If this field is left blank, reservations with this pick-up location will be printed using the reservation print program referenced in the Print Library Records file.

If reservations with this pick-up location are to print using a unique print format, enter the correct Print Library Number here.

EXAMPLE: Type 1 (RET)

29. FAX NO.

Enter the phone number for the fax machine at this location.

The data entered in this field displays in a subwindow on the Reservation screen when the location is chosen as a new pick up or return location.

EXAMPLE: Type 714-731-5938 (RET)

30. PRINT RES. VOUCHER

This field was developed for a specific CARS+ user who takes reservations for a variety of locations. Some of the reservations are prepaid; that is, the user collects credit card funds at the time of reservation. A prepaid voucher is then sent to the future renter who uses the voucher for payment at the rental location.

Enter one character to indicate if, upon saving a prepaid reservation for this location, the user should be asked if a reservation voucher should be printed.

Y =Yes, the print question will be asked when saving a prepaid reservation.

N =No, the print voucher question will not be asked when saving a prepaid reservation.

EXAMPLE: Type N (RET)

31. FORCE VEH#PRE-PRINT

Indicate whether or not a vehicle number is required in Field 13a of the Open screen in order to pre-print a contract.

Y =Yes, a vehicle number is required in order to pre-print contracts.Vehicles selected this way are unavailable to other users.

N =No, a vehicle number is NOT required in order to pre-print.

EXAMPLE: Type N (RET)

32. EXCLUDE DROP CHG

This field was developed for a specific CARS+ user who takes reservations for a variety of locations. By entering a “Y” (yes) in this field, drop charges for one-way reservations involving this location can be turned off.

33. EDRB LAG TIME (IN DAYS)

This field is only for operations involved in electronically transmitting DBR data to a national accounting computer (EDRB). For an individual location it overrides the Lag Time field in Edit Misc Control Fields.

34. INCLUDED LDW DISC %

Some Rate Products are defined with LDW being given to the customer at no charge.(See Field # 25 of Edit Rental Rules/Rates.) Some rental operators, however, have really increased the rental rate to allow for the fact the LDW is being given with the rental rate. As such, they may wish to extract a portion of the Time charges for allocation to LDW revenue. Entering a percentage in this field allows this allocation.

If this field is left blank, Time charges on rates marked as including LDW at no charge will be allocated strictly to Time Revenue and no part will be allocated to LDW.

NOTE: The extraction of LDW from Time Charges is shown on the DBR and is indicated with an asterisk (*) after the LDW amount. The portion allocated to LDW is posted to the designated LDW general ledger account. On contracts, however, LDW is NOT extracted from the Time charges. This can potentially create an auditing problem as the RAs will not agree to the DBR.

EXAMPLE: Type 15 (RET)

User tip: For Hertz users, this feature is available for Hertz Licensees but not for Corporate locations.

35. ENABLE RES PRINT

This is a special application for a specific Thermeon customer and does not apply to other CARS+ users.

36. IGNORE CUST TAX CODE

Indicate in this field if this location's tax code should be effect on all rentals regardless of an alternative tax code that may be on the customer record.

Y = Yes, ignore the customer's tax code.Instead, use the Location's tax code on all RAs.

N (or blank) = No, don’t' ignore the customer's tax code - it should take precedence over the Location's tax code.

EXAMPLE:Type Y (RET)

User tip: Usually the tax code on the customer record takes precedence.By entering a "Y" in this field, the Location's tax code will take precedence.

37. (reserved)

Reserved for future enhancement.

38. MAX AGE SURCHARGE

Enter up to 2 numeric characters to indicate the age at which drivers at this age or older will be accessed a "Over age" surcharge. In order for this charge to be applied to a contract Option Code "UPPER" must be defined in the Optional Charges Table

EXAMPLE: Type 75 (RET)

39. MAX AGE RENTAL

Enter up to 2 numeric characters to indicate the maximum allowable age of any driver. Renters of this age or older will be prevented from renting a car. If a renter of this age or older is entered, the following message will be displayed at the bottom of the screen:

DRIVER OVER UPPER MAXIMUM AGE - CANNOT RENT

EXAMPLE: Type 85 (RET)

40. AIRPORT LOC

Rental Locations that service an airport often must pay a concession fee to airport authorities. In some cases, this concession is only charged on rentals involving customers who recently arrived by plane--while rentals involving local customers are excluded.

In addition to being here, this same question exists in the Cash Drawer record. Therefore if a single location has more than one rental counter and the business served varies by the counter involved, leave this field blank and set up the corresponding fields in the Cash Drawer record.

Y =Yes, this is an airport location and all rentals are assumed to be commissionable.

If the Optional Charge Code "APTAX" has been defined in the Options File, it is automatically added to all RAs and reservations that have this location as the opening location.

N =No, this is not an airport location and therefore none of its rentals are concessionable.

M=Multiple service locations. Locations of this type open both concessionable and non-concessionable rentals. At locations of this type, counter agents are prompted with a question at the time of opening a new RA or taking a reservation for this location:

"IS THIS AN AIRPORT ARRIVAL RENTAL?"

For these locations it is assumed that the majority of all rentals will be from airport arrivals.

If the above question is answered with a "Y", if the Optional Charge Code "APTAX" has been defined in the options table, it will be automatically added to the contract.

User tip: Your system can also be configured to charge the airport fee based on the closing location. This means that a one-way RA that opened at a non-airport location is subject to the airport tax when it closes at an airport location. (If both the opening and closing locations are airport locations, the airport fee from the opening location is applied.) In order to have your system configured in this manner, contact Thermeon's Customer Support Dept. and ask that GVT record "BOTHAP" be set up. Note that the airport fee must be set up with option code APTAX and this field (Airport Location) must be defined for the locations with "Y" or "N".

EXAMPLE: Type Y (RET).

User tip: There are ways within CARS+ to exempt certain RAs from automatically applied charges such as the airport surcharge. For example:

Rates can be set up to be exempt from the airport surcharge.

Corporate accounts can be set up through Privilege Codes to be exempt from the airport surcharge.

Customers can be set up to be exempt from the airport surcharge.

1. RES WARN LEVEL 2 HARD?

The Class Availability and Planning Calendar features in CARS+ offer two warning levels that, when reached, will warn the user that an overbooking situation may be occurring.If this feature is being used, when the first percentage is reached, it will always generate a warning message only. However, when the second warning level percentage is reached on the reservations program, this field determines if CARS+ should generate only a warning or block the user entirely from making the new reservation.

Enter:

Y = Yes, block the user from making the reservation if the second warning level in Class Availability is reached.

N = No, do not block the user - give a warning message only.

EXAMPLE: Type Y (RET).

User tip: If the user’s record in Edit User Access File allows overbooking (see page 2, Field 10: Allow Overbooking), the transaction will proceed even when this field is set to "Y". If user is not allowed to over book, alternative classes or locations may be offered.

2. RA WARN LEVEL 2 HARD?

The Class Availability and Planning Calendar features in CARS+ offer two warning levels that, when reached, will warn the user that an overbooking situation may be occurring. If this feature is being used, when the first percentage is reached, it will always generate a warning message only. However, when the second warning level percentage is reached on the RA Open program, this field determines if CARS+ should generate only a warning or block the user entirely from opening a walk-up RA or extending an existing RA.

Enter:

Y = Yes, block the user from opening the RA or extending the RA if the second warning level in Class Availability is reached.

N = No, do not block the user - give a warning message only.

EXAMPLE:Type N(RET).

User tip: If the user’s record in Edit User Access File allows overbooking (see page 2, Field 10: Allow Overbooking), the transaction will proceed even when this field is set to "Y". If user is not allowed to over book, alternative classes or locations may be offered.

3. LOCAL CURRENCY

THIS FIELD IS A REQUIRED.

It is used to define the local currency code for the location, and it must first be defined in Edit Currency Codes.

In addition to defining the local currency, it is used to access the effective exchange rate when locations use rental rates that are set up in a foreign currency or when foreign currency is accepted at the rental counter.

EXAMPLES:

Type USD (RET).
Type CAD (RET).

EXCEPTION: This field is not required when Cars+ is used in RV (Recreational Vehicles) Mode.

4. PRINT VIN NUMBER

For only those RA print programs that are sensitive to this field, indicate whether or not the VIN for the vehicle should print on the contract when RAs are opened at this location. Enter:

Y =Yes, print the VIN on the contract.

N =No, do not print on the VIN on the contract.

EXAMPLE: Type N (RET).

5. PRINT PO NUMBER

For only those RA print programs that are sensitive to this field, indicate whether or not the Purchase Order number should print on the contract when RAs are opened at this location. Enter:

Y =Yes, print the Purchase Order number on the contract.

N =No, do not print on the Purchase Order number on the contract.

EXAMPLE: Type N (RET).

6. (reserved)

Reserved for future features.

7. (reserved)

Reserved for future features.

8. (reserved)

Reserved for future features.

9. (reserved)

10. (reserved)

11. RES RATE

Enter up to 12 alphanumeric characters to indicate the Rate Product that should normally be defaulted on the Reservation screen when this location is the pick up location.If this field is left blank, the Walk up Rate Code on page one of this screen will default.

EXAMPLE: Type RDR(RET)

12. DROP ZONE

Enter up to 3 alphanumeric characters to indicate the Drop Zone that this location belongs to. The code entered here, must first be set up by the Edit Drop Zone program.

EXAMPLE: Type SCA (RET)

13. 1ST PKGD CVG

Option discounts can be offered in several ways.

This field and the next are used to designate which coverage(s) other than LDW make up a group that will be offered at a discount. (LDW is always part of the group.) Using these fields, the coverage group can be either LDW plus 1 other coverage or LDW plus 2 other coverages, but not both. It is the other options that are defined in Fields 13 and 14.

To offer a discount on LDW plus one other coverage, enter in Field 13 the Option Code of the other coverage.

To offer a discount on LDW plus two other coverages, enter in Fields 13 and 14 the Option Codes of the other 2 coverages.

The discount amount can be applied to LDW only, or to LDW and the other coverages. (See the chapter on Edit Option Rates for instructions on how to set up the discount.)

EXAMPLE: Type CVG2 (RET)

User tip: Options can also be discounted through 'bundle' and 'package' logic. For details, refer to the chapter Overview - How to Create and Use Option Bundles.

14. 2ND

This field works in conjunction with Field 13 and can be used only if Field 13 is used. The discount amount can be applied to LDW only, or to LDW and the other coverages. The discount applies when LDW and the coverage in Field 13 and/or the coverage in Field 14 are sold on the same RA. (See the chapter on Edit Option Rates for instructions on how to set up the discount.)

EXAMPLE: Press (RET)

15. NO LDW RESP

Enter the maximum amount of the customer's responsibility for damage or loss if LDW is declined. Use 99999999 (eight 9's) to indicate the customer is responsible for the "full value" of the vehicle. The amount entered in this field can be made to print on the contract when LDW is declined.

EXAMPLE: Type 99999999 (RET)

User tip: When LDW is declined, there are multiple places in the system where the customer's responsibility level can be defined. Refer to the Damage Responsibility Levels section of the Edit Option Rates chapter for details.

16. TAX RENTER

This field refers to the basic "Tax" option set up in the Edit Optional Items File.(In the US, this would refer to Sales Tax; in Canada it would refer to PST.) If the "Tax" option is passed on to the renter (as a charge on the printed rental agreement), leave this field blank. On the other hand, if that tax is not passed on to the renter, but will be calculated by a separate Tax Document print program, enter "N" in this field.

EXAMPLE: Press (RET)

Note: For users in Brazil the tax amount needs to print on the Nota Fiscal tax document and not on the rental agreement. Brazil users must enter "N" in this field.

User tip: For locations that have both a sales tax that is applied to the RA which the renter pays and a tax such as that mentioned here, both taxes must be defined as Options. The one the renter will NOT see on the RA must be the one defined as "TAX" in the Optional Item File using the option type of lower case "t".

17. DAMAGE OPTION CODE

The damage tracking logic provides the ability for a vehicle damage report to be created and to add the amount from the damage report automatically to the relevant Rental Agreement.If using this feature, enter the Option Code you wish to use to add Damage and Loss of Use to a contract from a damage report.

EXAMPLE: Type DMG (RET).

18. CONTACT PHONE

Enter up to 12 characters for the phone number of the contact person in Field 19.

The data entered in this field displays in a subwindow on the Reservation screen when the location is chosen as a new pick up or return location.

EXAMPLE: Type: 887-555-1212

19. CONTACT

Enter up to 30 alphanumeric characters representing the name of the person to contact at this location. (This may likely be the Location Manager.)

The data entered in this field displays in a subwindow on the Reservation screen when the location is chosen as a new pick up or return location.

EXAMPLE :Type: PHIL SWEENEY, MANAGER (RET)

20. FEDERAL TAX ID#

Enter up to 20 alphanumeric characters representing the Federal Tax ID number for this location. This can be made to print on the rental agreement and/or government tax document.

EXAMPLE: Type A123456789 (RET)

21. RES E-MAIL

Use this field to specify the email address to which reservation interface notices should be sent for reservations to be picked up at this location. This will take priority over other methods used by CARS+ for this purpose.

Note: The brand-specific reservation interface program must be updated to take advantage of this feature. Currently, the programs that will use this field are:

• RZMRG4 - Hertz
• RZMRG7 - Avis

22. RESTRICT INS OPT TO "INS"

In the Edit Option Items File there is an attribute as to whether the option is only available on insurance replacement rentals. However, insurance replacement rentals can be authorized by customer types other than those flagged as "INS" type customers (for example, customer type "DLR".)Keeping that in mind, this field is used to indicate if those Option Items flagged as 'INS ONLY" should be restricted to customer type "INS" only. If not restricted, the "INS ONLY" options can be used on any insurance replacement rental.

Y = Yes, "insurance only" options can be used on insurance contracts only where the authorizing party is a customer type "INS"

N (or blank) = No.Insurance only options are not restricted to an authorizing party that is a customer type "INS"; therefore, they can be used on any insurance contract.

EXAMPLE: Type: N (RET)

23. DROP CHG RATE/MILE

Drop charges for one-way rentals are set up in the Edit Drop Charges File and can be charged using either a set amount or using a per mile/km basis. (A field in the Drop Charge file is provided for the distance between the two locations.) If your drop charges will be charged using a per mile/km rate for the distance between the two locations, enter the rate here that will be charged per mile/km on one-way rentals originating at this location. Enter up to six characters before the decimal and two characters after.

EXAMPLE: Type: .30 (RET)

24. ISSUE CREDIT FOR FUEL

This field determines whether or not you will give credit to the renter if the fuel level at the time of return is greater than it was a the time of rental.

Y =Yes, issue a credit for fuel when the return level is greater than the level at rental.The credit issued uses the prepaid fuel rate

N (or blank) =No, do not issue a credit

EXAMPLE: Press (RET)

User tip: The credit that is issued is not editable. In order to be able to edit the amount of the credit, ask Thermeon's Customer Support Dept. to set up GVT record "VATGAS" on your system. When it exists, then edits to the credits are allowed.

25. CLONE LEASE RA'S AT MONTH-END?

For those users using the Leasing Module, indicate whether or not all lease RAs should be closed and cloned on the last day of the month.

Y = Yes, all lease RAs should be closed and cloned at month end.

N (or blank) = No, instead leases should be closed and cloned on the anniversary of their open date.

EXAMPLE: Type: N (RET)

26. TRANSACTION TYPES ALLOWED

To indicate which types of transactions are allowed at this location, enter:

D = Daily rentals only

L = Lease rentals only

B = Both daily and lease rentals

F = Fleet Management Rentals (leasing non-owned vehicles)

EXAMPLE: Type: B (RET)

27. TAX DOCUMENT PRINT LOCATION

For those uses who print a government tax document for each rental, enter the Location Code of the location responsible for printing government tax documents for this location. If the location will print its own Tax Documents, leave this field blank.

EXAMPLE: Type: ADMIN (RET)

28. MINIMUM RENTAL LENGTH

If there is a minimum number of days required for renting at this location, enter the number here. This field will accept up to 2 numeric characters. This minimum is imposed on the Reservations screen and on RA Open.

Note that if a minimum number of days is set and the customer returns early, the system will NOT closed the RA.Instead, you are forced to void the RA. It can then be batch opened in the proper configuration.

The reasoning behind this is that for certain companies, the royalty fees are different on long-term rentals than they are on short-term rentals. So a location can be defined for long-term rentals or short-term rentals.

EXAMPLE: Type: 30 (RET)

29. MINIMUM DUE DAYS

At the time of this writing, this field is for a particular CARS+ user.

If this is a location that prints the government tax documents, enter the minimum number of due days required. If Terms Codes are used to calculate the due date of a government tax document, the tax document print program will perform a logic check to make sure that the calculated due date is greater than or equal to the minimum number of due days entered here.

EXAMPLE: Type 15 (RET)

30. SRCHG OPTION

Many locations have a surcharge in addition to or in place of an airport concession recovery fee. By setting up an option here it is applied to all rentals that open at this location (the same as if it had been defined as automatically applied in the Edit Optional Rates screen). Therefore, it is possible to have both an airport concession recovery fee and this additional surcharge both on the same RA. This field is used to define such an option.

EXAMPLE: Type CITYFE (RET)

In some cases, however, it is desired that certain rentals be exempt from this surcharge.

There are two steps used to exempt rentals from the surcharge:

1. Designate in this field what Option Code represents the surcharge.

2. In the Edit Rental Rules/Rates record a related field indicates when particular Rate Products are exempt from the surcharge option.

If this location has an automatically applied option (such as an airport concession recovery fee) that should be exempt when certain Rate Products are used, one way to make the charge exempt is to enter the Option Code in this field and do NOT set it up as automatically applied in the Edit Optional Rates screen. Then using the steps outlined above, certain rates can be made surcharge exempt.

User Tip: Automatically applied options can also be made exempt by:

• Exempted Option Set on a Rate Rules record
• By means of a CDPID Privilege Code which is defined as an exemption

User Tip: There is a GVT record that can be set up that will make this option also be added to contracts that opened elsewhere but close at this location. For example, a contract that opened at Location A can have that location's airport surcharge and can if closed at this location have it's Location Surcharge added as well. Contact Thermeon Customer Support if this is required.

31. DROPBOX

This field works in conjunction with the Hours of Operation program. If Hours of Operation have been set up for this location, return times outside of the operating hours are not allowed unless it is indicated in this field that the location has a key drop box for after hour returns.

EXAMPLE: Type Y (RET)

32. BLOCK FOREIGN CLOSE

This field pertains to those CARS+ installations where the system is shared by more than one licensee and/or with a corporate entity. In such situations, the standard logic within CARS+ allows any location sharing the system to close a one-way contract from another location -- including locations operated by a different licensee. In some situations, this is not the desired mode of operation. Instead, the opening location wishes to batch close all of their own one-way contracts that go one-way to a different licensee.

Indicate if one-way rentals from this location should be prevented from being closed by the returning location if that location has a different posting company number. If so, the renting location will need to batch close this type of one-way rentals.

If this is set to "Y" and the user attempts to close a one-way from a foreign location or a different posting company, Cars+ will post a message that reads: "Restricted Drop-Off Location; Operation Not Permitted."

EXAMPLE: Type N (RET)

33. CURRENCY SYMBOL

This field is used for those operators who have locations in more than one country where the countries have different symbols that represent their currency.By entering the currency symbol in this field, CARS+ is able to print the correct symbol on customer documents for each country.(This does not affect any CARS+ Reports.)

Enter up to 6 characters representing the currency symbol for this location if it is other than "$".(If this field is left blank, "$" will be used.)

EXAMPLE:Press (RET)

34. SYMBOL PLACE

If a currency symbol was entered in Field 33 above, indicate where the symbol should print in relation to the amount. Otherwise, leave this field blank.

Enter:

P =Print the currency symbol before the amount.

S =Print the currency symbol after the amount.

35.

36.

37. TAX DOCUMENT PRINT LIB NO

For those Locations that are required to print a government tax document (for example, the Nota Fiscal in Brazil), enter the appropriate print library number.

38. REFRESH RATE

For the On-Line Reservation Display program and the On-Line Non-Rev Display program, enter the number of minutes that are allowed to elapsed before the system automatically refreshes the screen display. This field will accept up tor 2 numeric characters. For example, entering "15" in this field means that the screen of the on-line display programs will be automatically refreshed every 15 minutes.

EXAMPLE: Type 15 (RET)

39. HILITE HRS

For the on-line Res Display program, enter the number of hours of reservations that should be high-lighted on the screen. (This field accepts a single digit, so '9' is the maximum.) For example, entering "4" in this field means that reservations from the current time through the next 4 hours will be high-lighted.

EXAMPLE: Type 4 (RET)

40. FUEL CARD ACCT

This field pertains to the Fuel Card logic.Refer to the chapter of this manual titled Appendix - Fuel Cards for more information.

1. NO. RA COPIES

There are 2 fields here (one before the slash and one after the slash).

For those operations that use single sheet RAs, these fields are used to control the number of copies that should print when RA is printed.

Using a single field - the one before the slash:

This field controls the number of copies printer from RA Open, RA Close, Batch Open, Batch Close, Edit Opening Fields and Edit Closed RA. (When a RA is printed from the Reprint RA program, only one copy is printed regardless of what has been entered in this field.)

If this field is 0 (zero), the default is to print 1 copy of the RA. **for postscript rental agreements, see NOTE below.

EXAMPLE: Type 2/ (RET) to print 2 copies from all programs (except Reprint RA).

Using both fields:

When both fields are used, the field before the slash controls how many copies of the RA are printed from RA Open and the other open programs. The field after the slash controls how many copies of the RA are printed from RA Close and the other closing programs.

EXAMPLE: Type 2/3 (RET) to print 2 copies at Open and 3 copies at Close.

NOTE: The postscript rental agreement print program "PS" will print 2 copies at open and 1 copy at close when these fields are not set (i.e., they dispay as "0/0"). Changing these fields to any non-zero value will cause the program to print the specified number of copies.

User tip: In order for the these fields to be recognized by the RA print program used by your operation, it is likely that a programming change to the RA print program used by your operation will be needed. Changes to RA print programs are chargeable. Please contact Thermeon's Customer Support Dept. for more information.

2. PRINT ESTIMATE

Similar to a field in the Edit Main Control Record, this field is used to specify whether or not an option to print an estimate of rental charges should be available when requesting an estimate prior to saving a new RA. While the field in Edit Main Control Record can be used to turn this feature on or off for the entire rental operation, the field in Edit Location record is used to turn the feature on and off by location.

NOTE: In order to take advantage of this feature, programming changes must be made to your RA print program. These programming changes are chargeable. Please contact Thermeon's Customer Support Dept. for further information.

Y = Yes, give the option to print an estimate of rental charges when doing an estimate prior to saving a new RA.

N (or blank) = No, don't give the option to print an estimate.

EXAMPLE: Type N

3. TD PRINT THROUGH DATE

For locations that print Tax Documents, this field is used by the Batch Print Tax Document program to prevent backdating Tax Documents with dates from a previous month.

This field can be updated directly in each Location record. Or the Tax Doc Date program can be used to update several Location records at one time.

Enter a date that will be used to prevent the backdating of Tax Documents with dates earlier than the one entered.

EXAMPLE: Type 073104 (RET)

4. CC HANDLER

This field is for those users who use the CARS+ Electronic Draft Capture Module for handling credit cards.

A field in the Edit Credit Card Definitions record designates the program that is used company wide to submit authorization requests for credit cards.That record is superseded by this one if data is entered here.

Therefore, if the user's default location can be configured to have a different credit card handler than the company in general.

Note: Prior to making an entry in this field, the GVT record DEFHANDL must be in place to indicate the default handler SETLSS should use.

5. USE INVAVL

This field (Inventory Available) is used to turn on a feature that tracks which vehicles are assigned to reservations. It produces warning messages when a conflict arises. Under this method when in the process of assigning a vehicle to a Reservation, RA, or Non-Rev movement, the system checks to see if it is already assigned to another open reservation.

When opening a RA, it also checks the last RA and NonRev transactions for the vehicle to see if they are still open and will issue a warning message if appropriate.

Enter:

Y =Yes, check reservations for assigned vehicles.

N (or blank) =No, when selecting a vehicle for a transaction, don't check reservations for assigned vehicles.

EXAMPLE: Type Y (RET)

User Tip: For even tighter controls on assigned vehicles that blocks conflicts rather than just warning, as is done here, see the Field "BLOCK USE OF RESERVED VEHICLE" on the Edit Miscellaneous Controls screen.

6. BANK REFERENCE 1

Fields 6 - 8 on this page are used to print certain account numbers on a deposit slip as part of the End of Day Report designed specifically for Hertz Australia.

7. BANK REFERENCE 2

See Field 6 above.

8. BANK REFERENCE 3

See Field 6 above.

9. INTERSTATE Y/N

This field is used to turn on a prompt on the RA Open screen which is used to question the renter about the area to be traveled. Enter:

Y = Yes, turn on the following question which will appear while saving a new RA:

WHERE WILL YOU BE TRAVELING TO?

Data entered in answer to this question will appear in a display only field in the E subwindow of RA Open.In addition, RA print programs can be enhanced to include this data.

N or (blank) = Do not turn on the prompt mentioned above.

EXAMPLE: Type Y (RET)

10. VEH PREPRINT STATUS

When a RA is preprinted and a vehicle is assigned to it, the default logic in CARS+ changes the status of the vehicle to “O”. As an alternative, a Status Code can be entered in this field so that RAs preprinted at this location will cause the vehicle’s status to change to the code entered here. (Any status code other than “A” or “S” can be used.)

EXAMPLE: Type P (RET)

11.

12. COUNTRY CODE

Enter the 3 alpha characters representing the ISO Country Code for where this location is based. For Hertz locations you may need to enter the WWD country code here. Please consult Thermeon if in doubt.

13. UPSELL DELAY

This field is also devoted to Hertz operations doing Seamless Reservations with OKC. In order to prevent counter agents from creating a reservation for a walk up rental (and, thus earn commission for an upsell), the number of minutes entered here becomes a threshold which must be met in order to do an upsell.

For example, assume "45" is entered in this field. That means that when opening a RA from a Seamless reservation, in order to do an upsell the reservation would need to have a create date/time that is at least 45 minutes prior to the current system date/time.

Enter up to 3 numeric characters representing a number of minutes required to have passed between the create/date time of the res. and the current system date/time when opening a RA and doing an upsell.

EXAMPLE: Type 45 (RET)

14. WEB CLASS RATE

For those operations using WebRes, this field is used to enter a Rate Product used to define which classes of vehicles can be reserved using WebRes.

If this field is left blank, the classes for WebRes are taken from the rate product entered in the "Walkup Rate" field on page one of the Location record.

EXAMPLE: Type WEBCL (RET)

User tip: The rate entered here determines only the class listing. The actual rates used are either the default walkup rate, a rate product called WEB, or a corporate rate dictated by other variables.

Warning: Since this rate code is used just to produce a list or reserve-able classes, DO NOT use any Rate Code that has had any restrictive rules turned on (day of week, weekend rules, min days, etc.). Otherwise, if the rule is broken, no classes will be displayed as available.

15. SEAMLESS EDIT

This field is for Hertz operations using Seamless logic. Enter:

1 = Rates on Seamless Reservations may be edited.

2 = Rates on Seamless walk up RAs may be edited

3 = Rates on both Seamless Reservations and walk-up RAs may be edited.

EXAMPLE :Type 3 (RET)

16. CONTROL GROUP

Instead of using the field above to set the level of Seamless rate editing for the location, the level can be set in the Group Control record (Hertz Control Files Menu). If the level is defined there, enter the Group Code that applies to this location.

EXAMPLE: Type AP (RET)

17. MINIMUM AUTH

This field is used to set a minimum amount for a pre-authorization on a credit card at the time of opening a RA. If the estimated charges plus auth. pad (if set in the Edit Miscellaneous Control Fields file) is less than the amount entered here, the amount from this field is used for the minimum amount required for pre-authorization upon opening a RA. (The 'total' of the estimate will be the amount entered here as it represents the amount needed for authorization.) This amount also applies to the total estimate when this location is used as the opening location on a reservation.

EXAMPLE: Type 500 (RET)

18. DEF (DEFAULT) CLAIM TYPE

This field can be used to define a default claim type in the Insurance subwindow when creating an insurance voucher. Enter:

I = Renter is insured by the company

C = Renter is claimant against the company)

Blank = A default will not be used.

EXAMPLE: Type I (RET)

19. AUTO LOAD FOP

This field controls how credit cards are viewed for this Location at the time of RA Open.

blank = The system wide setting in Edit Main Control record is used.

N= At RA open, credit cards which were entered previously in to the Reservation or which are in the Customer record are loaded into the pre-signed FOP fields (Data Group 7) in the Main Window of the RA Open screen.

Y = At RA open, credit cards from either the reservation or customer record are loaded into the Deposit Subwindow in anticipation of taking a prepayment (deposit) at open. This setting also alters the function of the F8 estimate key. "Y" (yes) in this field causes the estimated amount to be written into the deposit amount field in anticipation of taking a prepayment for the estimated charges.

A = The Estimate total, including the Auth Pad, is loaded automatically as the Auth Amount on Field 8b in the Main window of RA Open. (Auth Pad is designated on page 2 of the Edit Miscellaneous Fields screen.)

B = When a credit card is swiped at RA Open, the credit card information will be loaded into both the Main Window (Data Group 7) AND the Deposit subwindow. Additionally, when an estimate is requested and when the shortfall calculation is performed during the saving process, the amount of the authorization from the Main Window will be ignored.

C = Same as "Y" response above except that the Auth Pad (the total of the Estimate) is included in the deposit amount. (Auth Pad is designated on page 2 of the Edit Miscellaneous Fields screen.)

EXAMPLE: Type N (RET).

User tip: If your system is configured for the use of chip and pin and the setting in Edit Misc. Control Fields is set for authorize without credit card, this field should be set to "Y".

User tip: A similar field in the Edit Main Control record screen can be used to configure this systemwide. However, this field in the Location file takes precedence over the systemwide one in Edit Main.

User tip: If your system is configured to charge a credit card processing fee to the renter and you are using an auth. pad, this field must be set to "A".

20. MULTI-RA KMS

This field is used to set a default amount of miles/kms used to increment the odometer reading when multiple invoiced rentals are processed.

When opening a multiple invoiced RA, the "Estimated miles per period" can be manually entered in the G subwindow. However, if that field is left blank, the odometer increments by 1 mile/km when closing and cloning a new RA. This causes virtually all of the miles/kms to be charged on the final RA. In order to prevent that, set up a default increment in this field.

EXAMPLE: Type 1000 (RET)

A similar field is provided in Edit Misc. Control Fields. The setting in Edit Locations takes precedence.

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

For more information on the multiple invoiced rentals feature, refer to the chapter of the manual titled Overview - Multiple Invoiced Rentals.

21. MINIMUM RA SUPPLY

A field on page 1 of the Location record is used to define the ending range of numbers for RAs assigned to the Location. When the RA numbers assigned at the location come to within 150 of this number, a warning message ( RA# SUPPLY LOW - CALL MANAGER) appears on the screen each time a RA is opened.

For locations with a high volume of RAs, a warning of 150 may not be sufficient, especiallyif a new number range has to be obtained from a corporate office. As an alternative, a number larger than 150 can be entered in this field to trigger the "Supply Low" message.

EXAMPLE: Type 1000 (RET)

22. MIN GAS RATE

As a logic check, enter the minimum fuel rate (for all fuel types) at this location or region. If a user attempts to enter a fuel rate in one of the Fuel Control Files that is less than the amount entered here, it will not be allowed.

EXAMPLE: Type 2.00 (RET)

User tip: If this field is blank and a "region" code has been entered for this location on page 1, the minimum fuel rate from the region's record will be used.

23. MAX GAS CHG

As a logic check, enter a percent that represents the maximum amount that a fuel price (for all fuel types) can change .If a user attempts to enter a fuel rate in one of the Fuel Control Files that represents a change from the current price (either increase or decrease) of more than this percent, it will not be allowed.

EXAMPLE: Type 10 (RET)

User tip: If this field is blank and a "region" code has been entered for this location on page 1, the maximum gas change percentage from the region's record will be used.

If the vehicles owned by this location should be included in the download, enter a valid Warranty Code.

W or blank= Warn that the date is exceeded; but allow the rental to continue.
B = Block the use of the vehicle on a RA.
Blank = do not give a warning when the date is exceeded

W = Warn that the date is exceeded; but allow the rental to continue.
B or blank= Block the use of the vehicle on a RA.
O = this setting is used to prevent vehicles from being rented to other locations. All vehicles at this location with grounding dates are blocked from one-way rentals (even if the rental is due to return before the grounding date.) NOTE: Alternatively, the ‘Grounding Check” field in the Vehicle Inventory record (page 3, Field 8) can be used to apply the one-way block to individual vehicles rather than all vehicles at the location. Note that this does not apply to vehicles that have only a grounding odometer. This logic applies to vehicles assigned in RA Open; not vehicles assigned to reservations.

W = Warn that the date is exceeded; but allow the rental to continue.
B = Block the use of the vehicle on a RA.
Blank = do not give a warning when the date is exceeded

W = Warn that the date is exceeded; but allow the rental to continue.
B = Block the use of the vehicle on a RA.
Blank = do not give a warning when the date is exceeded

W = Warn that the date is exceeded; but allow the rental to continue.
B = Block the use of the vehicle on a RA.
Blank = do not give a warning when the date is exceeded

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.

Level  Yield %   Daily Rate

0                40.00

1     50%        42.00

2     70%        45.00

3     80%        48.00

4     90%        50.00

Walk-up RAs cannot have an open date later than this nor a return date later than the date entered here.

Manually entered reservations cannot have a pickup date later than this date nor a return date later than the date entered here.

Previously saved reservations with a pickup date and return date after the date entered here are NOT affected. They can still be opened at the closed location.

Neither does this affect the merging of reservations from an outside reservation source. If a national reservation center is not aware of the closing of a location, CARS+ will continue to accept reservations from that res center with pickup dates after the location closure date. And those reservations can be used to open new RAs after the close date.

Finally this field does not prevent a user at closed location A from opening a rental agreement after the closed date based on a reservation for open location B.

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

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 = 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 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 "Prepints allowed".

• 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.

• Open reservations for the pickup location with delivery data whose pickup date/time that are within 30 minutes before or after the pick up date/time are reviewed.
• Open reservations returning to the pickup location with collection data whose return date/time that are within 30 minutes before or after the pick up date/time are reviewed.
• Open RAs returning to the pickup location with collection data whose return date/time that are within 30 minutes before or after the pick up date/time are reviewed.

If the number of transactions with a delivery or collection address within the hour in question is equal to or greater than the number entered in this field, a warning message displays and the user is denied access to the attempted subwindow.

In some countries, coinage and currency does not exist for all decimal values. For example, pennies (.01) may not be part of the coinage. As an example, in Australia, their smallest coin is the five cent piece ($0.05). When the total due at the time of close on a RA includes pennies and the client wants to pay cash, it is required to accept payment to the nearest coinage used and then write off the remaining pennies. See the chapter on Customer File Update for the full instructions for turning on FOP Rounding for selected Forms of Payments. Unless rounding is turned on in that file, this field does nothing.

Y (or blank) = Yes, this location has a local currency that does NOT support all decimal positions. Therefore when selected FOPs are presented at close, the RA total must round to the decimal places the FOP supports.

N = No, this location does not need to to RA total rounding. The local currency supports all decimal positions.

EXAMPLE: Type N (RET)

Y = Yes, add a field to the RA Open screen so that the user code for the gate agent can be entered if applicable.
N (or blank) = do not add the field for gate agent.

Y = Yes, force an existing open RA to be closed before using the vehicle on another RA.

N (or blank) - do not turn on this feature

Blank = Accept the setting for FPO Mandatory in Edit Misc. Control Fields.
Y = Turn on the FPO Mandatory feature for this location.
N = Turn off the FPO Mandatory feature for this location if it is turned on in Edit Misc. Control Fields.

One field is used to designate an option code for the customer's LDW responsibility that should be automatically added when opening a RA.
The second field is used to define a percentage. The amount charged for the option is the LDW responsibility amount multiplied by the percentage.

Y = Yes. When an open RA is saved, a CSV file will be created with information to be sent to AMT.

N (or blank) = No. No AMT file will be created.

EXAMPLE: Press (RET)

Y = Yes, tax documents are to be printed whenever money changes hands such as when a deposit is taken in RA Open

blank = Tax documents will only print after a rental agreement has closed.

EXAMPLE: Press (RET)

For more information see Overview Tax Documents

Y = Yes, when RAs are saved, the designated option revenue is tracked for the purpose of reporting it in Today's Option Sales Report.

N or blank = Do not turn on this feature.

EXAMPLE: Press (RET)

N (or blank) = At this location any Credit Card Fee is automatically added to each transaction when a payment or deposit is made with a fee defined credit card brand.

Y = Rather than automatically adding the Credit Card Fee to each RA when a payment or deposit is made with a fee defined credit card brand, the following question will be presented:

CHECK CARD ISSUER. CHARGE CCFEE Y/N?

EXAMPLE: Press (RET)

N (or blank)= Do not turn on this feature.

Y= Yes turn on this feature for this location.

N (or blank)= Do not turn on this feature.

Y= Yes turn on this feature for this location.

N (or blank)= Do not turn on this feature.

Y= Yes this feature is to be used for this location.

1. When searching for reservations in RA Open, reservations with pickup locations for all Locations within the group are searched.
2. When a reservation is selected in RA Open, the user is automatically signed on to the Location from the Group whose Brand matches the Brand on the reservation.
3. When closing an RA, the user is automatically signed on to the Location from the Group whose Brand matches the Brand on the RA.

Enter "A" = Authorizations are stored as Pre-auths.

Enter "D" = Authorizations are stored as Deposits.

Enter "A" = Authorizations are stored as Pre-auths.

Enter "D" = Authorizations are stored as Deposits.

Enter "N" If you would like to block users from entering a manual authorization at this location.

Enter= "Y" If this location only allows the sale of Full tanks.

Enter "9" = Default- where the check out reading will read the last level of the vehicle's return. (Best for locations without a charging station.)

Enter 1 - 7 to default to the percentage defined in the Electric Vehicle Control record that corresponds to that level.

Enter "8" = Entry to allow for the flat fee option to be charged at RA close.

Enter "Y" = Do not allow edits to fuel charges.
"N" or BLANK = Edits allowed.

Enter= "Y" If this location only allows the sale of Full tanks.

Enter "N" = Do not allow this location to Preprint RAs.
"Y" or BLANK = This location allows to Preprint RAs.

Enter "N" or BLANK = Do not block manual entry of CC.
"Y" = This location does not allow for manual CC entry.

Enter "Y" = Will prevent Cars+ from automatically adding any applicable CCFEEs, but will allow Payment Services to calculate the appropriate percentage based on the FOP type. Once Payment Services sends the reply of the appropriate CCFEE amount, Cars+ will then add this amount to the CCFEE option on the Rental Agreement.

Enter "N" or BLANK = This field can be left blank for locations that do not use Payment Services or that want Cars+ to automatically add any applicable automatic CCFEEs to the rental agreement.