Creating a location

Use the Location Configuration page to create a location and to maintain all location details.

Note: 
  • If you have the Global Location Manager check box enabled on the User ID page, you must be able to see and manage all locations, regardless of which locations are associated with your User ID in the Locations tab of the User ID page.
  • When the location closes, system unassigns any vehicles assigned at the old location unless the Do not Unassign check box is checked, in which case un-assignment of vehicle is skipped. System then moves the reservations to the new location. System does not assign vehicles at the new location. New location follows standard processes for assigning.
Table 1. Location Parameters
Parameter Type Default Description
MAXADVRESDAYS Numeric 365 Max Advance Reservation Days control the maximum number of days in advance a reservation can be made for Pickup Date.
MaxLengthRental Numeric None Total maximum number of days that can occur for a reservation. Example: A location restricts the total number of days to 200 days for a rental. Therefore, the total number of days for a reservation could not be equal to or greater than 201 days.
  1. Select Administration > Location > Location Configuration.
  2. Click New Record.
  3. Specify this information:
    Location
    Specify the location code in the first field. Specify the location name in the second field.
    Status
    Typically a location is configured and status is not updated to Active until the location is "go-live".
  4. In the Location Information section, specify the information that you require. See additional details about these fields:
    WBE Reply to Email
    Specify the email address that will be used for all location emails sent.
    Location CC Email
    Specify the e-mail address to be cc'd with all outgoing emails. This is typically the reservations department email address.
  5. In the Location Details section, specify the information that you require. See additional details about these fields:
    Chain
    Specify the chain to which the location belongs. Your options are based on codes created as chain codes on the Global Codes page.
    Brand
    Specify the brand that you want to link to this location. You can configure the brand on Administration > Configuration > Brand Configuration page.
    Language
    Specify the location language. Your options are based on system controlled language codes on the Maintain Global Codes page.
    Locale
    Specify the location locale. Your options are based on codes created as locale codes.
    Location Notes
    Specify the location notes. Notes entered are the description of the location.
    Time Zone
    Specify the location time zone.
    Earliest Pickup Time
    Specify the earliest pickup time for the rented vehicle. Your options are based on codes created as vehicle pickup time codes on the Global Codes page.
    Latest Return Time
    Specify the latest return time for the rented vehicle. Your options are based on codes created as vehicle return time codes on the Global Codes page.
    Owner Category
    Specify the ownership type of the location such as corporate, franchisee, licensee and so on.
  6. In the User Defined Fields section, specify the information that you require. See additional details about these fields:
    Manual Credit Card
    If the check box is clear, the location uses payment devices. If the check box is selected, the location must manually enter card information instead of using a swipe/insert device.
  7. In the Operations Details section, specify the information that you require. See additional details about these fields:
    Currency
    Specify the location currency.
    Location Date
    Specify the system date as the current location date.
    Server Time Offset
    Server time offset is used when the location is in a different time zone than the server. When records are added, the offset is used so that the time of create or update matches the time at the location instead of showing the time where the server is located. Minimum value -23:59 and maximum value +23:59.
    Audit Time
    Specify the audit time using a range from 0:00 to 23:59.
    Last Audit
    The date when the audit was last completed.
    Last Reorg
    The date when the reorg was last completed.
    Daylight Savings Time
    Select this check box if the location observes daylight savings.
    Create Renter Ledger Summary Extract
    Select this check box to create the renter ledger summary extract.
  8. In the Location Defaults section, specify the information that you require. See additional details about these fields:
    Vehicle Charges
    Specify the default transaction code to be used for vehicle charges. Your options are based on codes created as transaction codes on the Transaction Code page.
    Vehicle SIPP
    Specify the default vehicle SIPP to be used when creating reservations. Your options are based on codes created as vehicle SIPP codes on the Vehicle SIPP page.
    Rate Plan
    Standard Rate Plan Codes Specify the default rate type of the location. Your options are based on codes created as rate plan codes on the page.
    Lock Exchange Rate
    The value based on which the exchange rate is fixed for a guest. Following are the available options:
    • At Pickup
    • At Night Audit
    • At Reservation
    Advance Deposit
    Specify the transaction code to be used for advance deposit. Your options are based on codes created as transaction codes on the Transaction Code page.
    Forfeit Deposit
    Specify the transaction code to be used for forfeit deposits. Your options are based on codes created as transaction codes on the Transaction Code page.
    Pickup Settlement
    Specify the default pickup settlement transaction code. Your options are based on codes created as transaction codes on the Transaction Code page.
    External Partner Payment Transaction
    Specify the default external partner payment transaction code. This is the default transaction code used to post credit card payments coming from an external payment processor if the location transaction code for the credit card type has no external posting code configured.
  9. In the Location Management section, specify the information that you require. See additional details about these fields:
    Brand
    Specify the location brand. Your options are based on codes created as brand codes on the Brand Configuration page.
    Division
    Specify the location division. Your options are based on codes created as division codes on the Maintain Global Codes page.
    Category
    Specify the location category. Your options are based on codes created as location category codes on the Maintain Global Codes page.
  10. In the Credit Card Authorization section, specify this information:
    Anticipated Charges
    Specify the payment card authorization amount the system should seek to cover anticipated charges. Anticipated charges are the charges that relate directly to the vehicle reservation such as vehicle SIPP and tax, for all days of the reservation. First select whether to use Amount or Percent, and then specify an amount or percent of the total.
    Note: Authorizations for less than the full amount of the stay are not PCI compliant and the transaction discounts may not be applied. Non-compliance, by using this feature, is the choice of the location.
    Incidentals
    Specify the incidental authorization amount the system must seek. Incidental charges are vehicle charges that may be posted to the Charge in addition to the reservation charges to cover for incidents such as vehicle damage. This is added to the anticipated charges amount for an estimated total reservation value of the authorization. First select whether to use Amount or Percent, and then specify the amount or percent. The percent is calculated from the total of anticipated charges.
    Incremental
    Specify the amount the system must seek as incremental authorization when the Charge balance exceeds the current amount that is authorized. First select whether to use Amount or Percent, and then specify an amount or percent of the anticipated total.
    Additional Reservation Value
    Specify the additional reservation value. The amount specified represents a flat amount for incidentals that is added to the requested authorization amount at pickup. This amount is added to any amount calculated by the Anticipated Charges and Incremental fields.
  11. In the Credit Card Processing section, specify the information that you require. See additional details about these fields:
    Alert When Not Swiped
    Select this check box for reservation staff to be alerted when payment card is processed without being physically swiped.
    Prompt for Verification
    Select this check box for reservation staff to be prompted to enter CVV values for payment cards.
    Prompt for Postal Code
    Select this check box for front desk staff to be prompted to enter card holder's postal code for payment cards.
    Terminal ID
    Specify the terminal ID of the credit card reader.
  12. In the Event Module Configuration section,specify the information that you require. See additional details about these fields:
    Event Availability Display Time Increment
    Specify the default rate type of the time interval based on which the event availability slots are displayed in the event reservation grid. This is the default time increment displayed when the user navigates to the screen.
    Day Start Time
    The time when the new day starts for the purpose of event reservation. This is the first time increment that is displayed in the availability grid.
    Day End Time
    The time when the day ends for the purpose of event reservation. This is the last time increment that is displayed in the availability grid.
  13. In the Additional Information section, specify the information that you require. See additional details about these fields:
    Star Rating
    Specify the star rating. Information entered here is available to the reservation agent in the Reservation module.
    Year Built
    Specify the year the location was built. Information entered here is available to the reservation agent in the CRS module.
    Number of Vehicles
    Specify the number of vehicles. Information specified here is available to the reservation agent in the Reservation module.
    Multiple Buildings
    Select this check box if the location is configured with multiple buildings.
    IDeaS AccountID
    The account ID for the purpose of IDeaS.
    Rate Migration Source
    Specify the source for rate migration. The values are:
    • Receive and Send Rates
    • Receive Rates into ResRent
    • Send Rates from ResRent
    Note:  These options are based on the new global code, RATEMG. The values for the code are:
    • PMS: Receive Rates into ResRent
    • CRS: Send Rates into ResRent
    • BOTH:Receive and Send Rates
  14. Click Save Record and OK.