Introduction

In order to have different discount codes in effect for different groups, you add or edit the discount codes for car rental agencies and a list of discount codes for hotel chains, and add the rental codes and the list of hotel codes into a combined rental car/hotel code set that can be assigned to one or more groups.

Benefits

• Configure Car Rental vendors based on groups. For example, each group may have their car rentals direct billed, where others must pay for car rental using their personal or company issued credit card.

• VIP: Must pay car rental with personal or company issued credit card and expense, does not have direct bill set up.

• Default: Must pay car rental with personal or company issued credit card and expense, does not have direct bill set up.

• Guest: Access to Direct Bill car rentals.

Need to Know

• For car rental vendors to appear within the car search results, you must configure each car vendor whether they have a discount or not.

• Existing car rental discounts clone over from your template, you simply need to change as needed.

Configuration

Navigate to Configure Rental Car Discounts

1. Select Private Rates on the Services tab.

   Open

   

2. Select Rental Car Discount Codes.

   Open

   

3. Select whether to update an existing car rental discount code or add a new rental car discount code.

   1. To update existing car rental discount code, select the existing vendor name.

   2. To configure a new rental car discount, select Add A New Rental Car Discount Code.

       

   3. To delete an existing care discount code, select the vendor name, then click the trashcan icon next to the discount code.

Configure without a Discount

With car private rates cloning over from your template site, typically you will be updating an already existing car private rate. 

1. Select rental car company you would like to update.

2. Update the Discount Code Name.
   Hint: It is best practice to give the name something that is easy to understand. Where you can look at the list of car vendors and see if the rate has a discount or not without having to access it.
   Example:  Avis - No CD

3. Optionally, to activate, select Activate this private rate.
   
   

4. Complete the following options:

   • Select a car rental company: verify the appropriate vendor is reflected in the list.

   • Request rates that are lower, if available: Select Yes or No.

   • Allow cars with guarantee: Select Yes or No.

   • Allow Non-Corporate Rates to be offered?: Select Yes or No.
     Note: Selecting no, will limit the result set to only car types and sizes that have a corporate rate identifier. If no cars are available for a given location, only then will non-corporate rates be offered.

   • Only offer this vendor when others are sold out: Select Yes or No.
     Note: This option is only for airport searches.

   • Override user's Id with direct bill number?: Select No.

   • Enter unique GDS format required for direct bill (optional): Leave blank.

   • Apply globally (except where overridden by locale).

     • Corporate Discount Number:  Leave blank. 

     • Override rate code:  Leave blank.

     • Direct bill number:  Leave blank.

     • Add a locale: Do not select.

5. Select Save.

Configure with a Discount

1. Select rental car company you would like to update

2. Update the Discount Code Name

3. Hint: It is best practice to give the name something that is easy to understand. Where you can look at the list of car vendors and see if the rate has a discount or not without having to access it.

4. Example: Enterprise - Deem CD. It is recommended to enter the company’s name if it is their discount, and your TMC name if your are applying your discount.

5. To activate, select Activate this private rate.

6. Complete the following options:

   • Select a car rental company: Select appropriate vendor from list.

   • Request rates that are lower, if available: Select Yes or No.

   • Allow cars with guarantee: Select Yes or No.

   • Allow Non-Corporate Rates to be offered?: Select Yes or No.
     Note: Selecting no, will limit the result set to only car types and sizes that have a corporate rate identifier. If no cars are available for a given location, only then will non-corporate rates be offered.

   • Only offer this vendor when others are sold out: Select Yes or No.
     Note: This is great to configure if the client would like users to book a specific car vendor(s), and only show this car vendor as a back up or secondary option.  The car vendor will not display unless the other car vendor(s) is not available.

   • Override user's Id with direct bill number?: Select No.

   • Enter unique GDS format required for direct bill (optional): Leave blank.

   • Apply globally (except where overridden by locale).

     • Corporate Discount Number:  Enter CD number.

     • Override rate code:  Leave blank.

     • Direct bill number:  Leave blank.

   • Add a locale: Do not select unless the discount applies to a specific location only.

7. Select Save.

Configure with Direct Bill

1. Click on rental car company you would like to update.

2. Update the Discount Code Name:

   • Hint: It is best practice to give the name something that is easy to understand. Where you can look at the list of car vendors and see if the rate has a discount or not without having to access it.

   • Example: National - Deem CD and Direct Bill. It’s recommended to enter the company’s name if it is their discount, and your TMC name if your are applying your discount.

3. To activate, select Activate this private rate.

4. Complete the following options:

   • Select a car rental company: Select appropriate vendor from list.

   • Request rates that are lower, if available: Select Yes or No.

   • Allow cars with guarantee: Select Yes or No.

   • Allow Non-Corporate Rates to be offered?: Select Yes or No.
     Note: Turning this to no, will limit the result set to only car types and sizes that have a corporate rate identifier. If no cars are available for a given location, only then will non-corporate rates be offered.

   • Only offer this vendor when others are sold out: Select Yes or No.

   • Override user's Id with direct bill number?:

     • For agencies that don't require the direct billing number to replace the customer's loyalty number, select No.

     • The user’s loyalty number will be passed to the car rental company.

   • Enter unique GDS format required for direct bill (optional): Leave blank unless car vendor provides a different location within the car segment to place the number.

   Note: Not widely used as many clients negotiate with the vendor to have the direct bill loaded under their user’s loyalty program, while employed by the company. 

   Example: Typically the direct bill is placed in the ID number for sabre but the vendor may want you to place it in the GCAR field. Especially in those cases where the client would like the user’s loyalty number and the direct bill to pass to the reservation. 

Sample Strings

The following are sample strings for each GDS. In the sample strings, the following numbers are used to represent ID and bill numbers:

111111 = Corporate contract ID number (discount code or CD)

222222 = Loyalty ID number

333333 = Customer’s direct bill number

Apollo GDS:

CARZLSAN01MAR-04MARICAR/ARR-9A/RET-9A/CD-111111/ID-222222/G-ZL333333 

Galileo GDS:

CARZLSAN01MAR-04MARICAR/ARR-9A/RET-9A/CD-111111/ID-222222/G-ZL333333

Sabre GDS:

CARZLSAN01MAR-04MARSCAR/ARR-9A/RET-9A/CD-111111/ID-222222/GCAR333333 

Worldspan GDS:

CRN01MAR-04MARSAN/CZL/VSCAR/ARR-9A/DT-9A/CD-111111/ID-222222/G-CCZL333333EXPMM-YY

5. Complete the following options:

   • Apply globally (except where overridden by locale)

     • Corporate Discount Number:  Enter CD number.

     • Override rate code:  Leave blank - Note widely used.

     • Direct bill number: Enter direct bill number.

   • Add a locale: Do not select unless the discount applies to a specific location only.

6. Select Save.

Adding to a Set

1. Select Private Rates on the Services tab.

2. Select Rental Car/Hotel Discount Code Sets.
   Note: Private rate sets clone over from your template site.  If you change the list that is already added to a set you will not need to make any changes within sets. You may only need to make a change to the set if you are adding or adding/removing car vendors.  You may also need to create a new set if there are different rates which need to be applied to a different group of users.

Configuring a new set

1. Select Add A New Rental Car Discount Code Set.

2. Enter the Name of the Set: 
   Example: GOV Car/Hotel Rate Set or Car/Hotel Rate Set.

3. Select Add Rates.

4. Select radio button to the left of the rate you would like to add to the group.  Keep in mind you will need to add all car and hotel rates associated with the group.

5. Select Ok & Add Another if there are additional car companies to add. Repeat until you have added all rates, then select Done.

6. Select Save.

Update Service Rules

• Ensure you have applied Car/Hotel Rate Sets to your the appropriate Service Rules.

• Click Service Rules link for more information.

Commit Changes and Test

1. Commit all changes.

   1. Select the changes not applied link at the top right of the page which opens the Commit Changes page.

   2. Click Commit.
      Note: Once the Commit button is selected, the updates are made to production. There is no undo button.

2. Test to ensure rates are showing properly for each group.

Additional GDS Specific Guidelines

Direct Bill Amadeus

To set up Direct Bill and GDS is Amadeus, you must add the letter “C” to the beginning of the Direct Bill Number.