CARS+ has two different programs that can be used to process traffic citations and toll road charges that are related to the renting of a vehicle. The chart below compares and contrasts these two programs:

Feature

 Ticket Processing Report
 Batch Ticket Processing Report

Ticket Entry

Each ticket or toll charge is entered manually into the screen, one at a time.


 All tickets are entered first into a spreadsheet and the resulting file is processed.

If there is an error or no transaction is found that matches the citation date and time

 The error appears on the screen and the user can respond to it.
 The error is reported back to the user in a report that is produced by the program.
Printed "invoice" The Renter Letter serves as an invoice for the charges. This cannot be reprinted after the ticket is originally processed. In addition to the optional Renter Letter, a Sundry Invoice can be printed as the invoice for the charges. Although the Renter Letter cannot be reprinted, the Sundry Invoice can.

Charges for the citation that are to be passed to the renter

 Are posted to their credit card or the customer's CARS+ account through the Petty Cash logic.
 Are placed on a Sundry Invoice which may be "paid" by the renter's credit card.

These charges are posted by

 The regular DBRA posting routine
 The separate, Sundry Invoice posting program
Ability to configure features
 Most features are hardcoded into the way the program works.
 Records in the Ticket Charge Codes Control file allow the user to configure how the program will behave.


Both of these Ticket Processing programs use this control file. But they each use the records in this file differently. When reading the descriptions below, be aware of which program will be using the record.

To access the Ticket Charge Codes program, type EDITTKT (RET) at any menu "OPTION:" field or the appropriate line number on the Ticket Processing Sub-Menu of the History/Maintenance Menu. The screen will then display:

OPTION: __ TICKET CHARGE CODES

1 Ticket code
2 Description
3 Ticket Amount Acct
4 Process 1 Charge 21 Admin Tax Code
5 Process 1 Acct
6 Process 1 Desc
7 Process 2 Charge
8 Process 2 Acct
9 Process 2 Desc
10 Non-rev's
11 Chauffeur
12 Inv Cust
13 Renter Letter
14 Accept Liab
15 Stat Dec
16 GAR Feed
17 Mulit Admin
18 Admin Option
19 Gen Desc
20 Ticket Tax Code
1SAVE 2 3 4 5 6 7HELP 8

Enter data as follows:

1. TICKET CODE

Ticket Processing Report: Enter the two character Posting Company Code of the accounting system to which citation charges are to be posted. If the field is left blank, the system assumes Posting Company 00. A single "processing profile" is used for both traffic citations and toll charges within a Posting Company.

Batch Ticket Processing Report: Enter a two character code to represent this "processing profile". The code defined here will be entered in to the Vendor file record of the Police Department or Toll Company that has issued the citation. This allows different "processing profiles" to be created for different types of vendors (police vs toll companies, local police vs police departments in other cities, etc.).

EXAMPLE: T1 Press (RET)

2. DESCRIPTION

Enter up to 30 alphanumeric characters for a description of this Ticket Code.

EXAMPLE:Type LOCAL POLICE PARKING UP TO $50(RET)

3. TICKET AMOUNT ACCT

Enter a 4 digit G/L account number to be credited for the amount of the ticket itself. The account must be on file in the Valid GL Account File

It is not necessary to assign sub-account (profit center numbers), on this screen. If you have set your system to run with profit centers, CARS+ will automatically affix the proper profit center suffix number to all these account numbers during posting.

EXAMPLE:Type 6510 (RET).

Batch Ticket Processing Report The G/L account entered here will be used as the "Code" for the citation amount on the Sundry Invoice record.

The nest six fields allow for the entry of up two processing fees that are charged in addition to the ticket cost itself.

4. PROCESS 1 CHG

Ticket Processing Report If an administrative processing fee is charged to the customer in addition to the ticket, enter the amount here.

EXAMPLE:Type 25.00(RET).

Batch Ticket Processing Report See the notes for Field 18 below for possible use of the Process 1 Charge fields.

5. PROCESS 1 ACCT

Enter a 4 digit G/L account number that should be credited for the amount of the Process 1 Charge. The account must be on file in the Valid GL Account File.

EXAMPLE:Type 6515 (RET).

6. PROCESS 1 DESC

Enter up to 30 alphanumeric characters to serve as a description for this charge. This description will print on the letter addressed to the customer.

EXAMPLE:Type: ADMINISTRATIVE FEE(RET)

7. PROCESS 2 CHARGE

In addition to the fee entered above if another fee (such as a tax or penalty) is charged to the customer, enter the amount here.

EXAMPLE:Type 2.50(RET).

Batch Ticket Processing Report The Process 2 charge is never used in this program.

8. PROCESS 2 ACCNT

Enter a 4 digit G/L account number that should be credited for the amount of the Process 2 Charge. The account must be on file in the Valid GL Account File

EXAMPLE:Type 2215 (RET).

9. PROCESS 2 DESC

Enter up to 30 alphanumeric characters to serve as a description for the charge entered in Field #5.

EXAMPLE:Type: SALES TAX(RET)

Fields 10 through 21 are ONLY used by the Batch Ticket Processing Report program. See the corresponding comments as to how the similar feature works in the Ticket Processing Report program.
10. NON-REV'S
 Batch Ticket Processing Report Enter:

Y = Yes, if a citation on the spreadsheet matches a vehicle that was associated with a Non_Revenue Movement ticket at the date and time the infraction occurred, process the ticket against the driver of the non-rev.

N = No, if a citation on the spreadsheet matches a vehicle that was associated with a Non_Revenue Movement ticket at the date and time the infraction occurred, do not create a Sundry Invoice for this transaction but report it as an error in the results report.

EXAMPLE: Type N (RET)

Ticket Processing Report This program always checks both the Rental Agreement File and the Non-Rev File. But as the program is screen interactive, the user can choose to ignore Non-Revs.
11. CHAUFFEUR
 Batch Ticket Processing Report Enter:

Y = Yes, if a citation on the spreadsheet matches a vehicle that was associated with a Chauffeur rental at the date and time the infraction occurred, process the ticket against the passenger of the chauffeur ticket.

N = No, if a citation on the spreadsheet matches a vehicle that was associated with a Chauffeur rental at the date and time the infraction occurred, do not create a Sundry Invoice for this transaction but report it as an error in the results report.

EXAMPLE: Type N (RET)

Ticket Processing Report This program always checks Chauffeur rentals. But as the program is screen interactive, the user can choose to ignore those type of transactions.
12. INVOICE CUSTOMER
 Batch Ticket Processing Report Enter:

Y = Yes, if a citation on the spreadsheet matches a transaction that does not have a credit card or one whose credit card can not be authorized, create a Sundry Invoice directly against the renter of the vehicle.

N = No, if a citation on the spreadsheet matches a transaction that does not have a credit card or one whose credit card can not be authorized, do not create a Sundry Invoice for this transaction but report it as an error in the results report.

EXAMPLE: Type N (RET)

Ticket Processing Report This program will ask the user if the renter should be invoiced if no useable credit card can be found.
13. RENTER LETTER
 Batch Ticket Processing Report Enter:

Y = Yes, if a transaction is found, print a letter to the renter explaining that a citation was issued during the time they had the vehicle and detail the charges involved.

N = No, if a transaction is found do not printer a letter to the renter.

EXAMPLE: Type N (RET)

Ticket Processing Report This program will always print a renter's letter if a print program is defined in the Print Library file.
14. ACCEPT LIABILITY
 Batch Ticket Processing Report Enter:

Y = Yes, if a transaction is found, the resulting Sundry Invoice will be for the cost of the citation itself plus any administrative expenses defined in Field 4 above.

N = No, if a transaction is found, the resulting Sundry Invoice will be for just the administrative expenses defined in Field 4 above. It is assumed that passing the vendor the name and address of the renter, they will pursue the renter for the cost of the citation.

EXAMPLE: Type N (RET)

Ticket Processing Report A similar field exists in the Vendor record. If that field is not blank, the program will behave accordingly. If that field is blank for the vendor involved, the user will be asked if they accept liability on the screen.
15. STATUTORY DECLARATION
 Batch Ticket Processing Report Enter:

Y = Yes, if a transaction is found, print a Statutory Declaration letter addressed to the vendor giving the name, address and rental details. Usually, when a user answers "N" to Field 14 above, they answer "Y" to this field.

N = No, if a transaction is found, do not print a Statutory Declaration letter addressed to the vendor.

EXAMPLE: Type N (RET)

Ticket Processing Report This program will always print a Statutory Declaration if liability is NOT accepted and if a print program is defined in the Print Library file.

16. GAR FEED
 Batch Ticket Processing Report [This field is only used by Hertz Corporate run operations] Enter:

Y = Yes, any resulting credit card transactions are to be sent to OKC via MQ Series for processing.

N = No, do not send any credit card transactions to OKC.

EXAMPLE: Type N (RET)

Ticket Processing Report This program does not have the ability to communicate with OKC.
17. MULTIPLE ADMINISTRATION FEES
 Batch Ticket Processing Report Enter:

Y = Yes, when processing a single batch of citations, if more than one citation is found for the same rental and renter, an administration fee will be charged for each citation.

N = No, when processing a single batch of citations, if more than one citation is found for the same rental and renter, the administration fee will be applied once.

EXAMPLE: Type N (RET)

Ticket Processing Report This program will apply the administration fee to each citation.
18. ADMINISTRATION FEE OPTION
 Batch Ticket Processing Report The use of this field is optional.

If this field is left blank, The administration fee in field 4 above will be applied to the Sundry Invoice as a second charge line, the G/L account entered into Field 5 will be used as the "Code" and field 6 will be used for the charge description.

If this field is not blank, then Fields 4 and 5 above are ignored. To use this field, enter a CARS+ Optional Charge Code.

  • The G/L account assigned to that Option Code will be used as the "Code" for the charge line on the Sundry Invoice.
  • Using any Privilege Code associated with a CDPID on the RA, Pricing Code for the vehicle and Opening Location the program will read the Optional Rate file to find the appropriate charge amount for the Administration fee. The Short Description of the option will be used as the charge description on the Sundry Invoice.

EXAMPLE: Type ADMIN (RET)

Ticket Processing Report This program will use the Admin fees as defined in Fields 4 through 9 above.
19. GENERAL DESCRIPTION
 Batch Ticket Processing Report Enter up to 68 characters for the text that will appear in the General Description field on the Sundry Invoice.

EXAMPLE: Type Invoice for administration costs related to parking tickets. (RET)


Ticket Processing Report As this program does not use the Sundry Invoice file, there is no comparable logic.
20. TICKET TAX CODE
 Batch Ticket Processing Report Enter up to 3 characters for the Tax code that should be applied to the Citation amount on the Sundry Invoice

EXAMPLE: Type T1 (RET)


Ticket Processing Report As this program does not use the Sundry Invoice file, there is no comparable logic.
21. ADMINISTRATION FEE TAX CODE
 Batch Ticket Processing Report Enter up to 3 characters for the Tax code that should be applied to the Administration Fee amount on the Sundry Invoice

EXAMPLE: Type T2 (RET)


Ticket Processing Report As this program does not use the Sundry Invoice file, there is no comparable logic.

The screen will then display:

OPTION: __ TICKET CHARGE CODES

1 Ticket code T1
2 Description LOCAL POLICE PARKING UP TO $50
3 Ticket Amount Acct 6510
4 Process 1 Charge 21 Admin Tax Code T2
5 Process 1 Acct
6 Process 1 Desc
7 Process 2 Charge
8 Process 2 Acct
9 Process 2 Desc
10 Non-rev's N
11 Chauffeur N
12 Inv Cust N
13 Renter Letter Y
14 Accept Liab N
15 Stat Dec Y
16 GAR Feed N
17 Mulit Admin N
18 Admin Option ADMIN
19 Gen Desc Invoice for administration costs related to parking tickets.
20 Ticket Tax Code T1
1SAVE 2 3 4 5 6 7HELP 8



User tip: By setting up a Privilege Code and attaching it for a Corporate Account record, certain corporate customers can be made exempt from the administrative processing charge. This is true for both of the ticket programs described here. Refer to the chapter of the manual titled Edit Privilege Codes for more information about the "Exempt Ticket Charges" field that is on page 2 of the Edit Privilege Code screen.