The tunable company wide Rate Parameters can be accessed from the window in the Company Parameters.
Uncheck this box to prevent the "Special Rate Level" from being overridden on contracts and worksheets in the Rental Period window.
Note: This parameter is turned off and disabled if the Multi-Tier Pricing feature is enabled for the company.
This Indefinite Rental Period Defaults To 28 Days parameter controls the default 'Billing period' that is used in the Rental Period window, when the due back for a document has been flagged to be "Indefinite".
Check this box to always use a 28 day rental billing period for
Cycle Billing of "Indefinite" documents.
Uncheck this box to retain the default rental period defined in the
Divisional Rate Parameters for the billing
period.
Check this box to allow a flat rental rate to be entered for the
total rentals on specific contracts, to be charged at each interim
billing until the contract is finally returned at zero
rates.
Uncheck this box if your firm does not use a rental maximum
amount.
The related fields and windows will not be active in the customer
information, site information, product file, or on the
document.
Check this box to activate the Rental Cap processing.
When the processing is first activated, the Update Rental Cap Price utility can be run to update any rental equipment that does not yet have a Rental Cap value in Rental Inventory.
Check this box so that when the dates are changed, the rates are
always recalculated to reflect the new rental period.
The Recalculate flag will be checked and cannot be changed
in the Change Contract Date Out/Date Due
utility.
Uncheck this box to prompt the operator whether to recalculate
the rates in the Change Contract Date Out/Date
Due utility.
The Recalculate flag will default to No, but can be changed
in the utility if required.
Check this box to prompt for a Default Rate Code during Contract, Reservation, or Rental Quotation entry. This is useful for firms that have irregular rates setup, such as W - "Weekend Rate" that are to be used instead of the daily rate at set times.
Example Setup and Use of the Weekend Rate:
Set the
Weekend Valid From Day/Time and the Valid To Day/Time
for each division, in the Weekend Rate Settings of the
Divisional Rate Parameters.
When entering the document header information, select Default Rate
Code "W" and these Start and End weekend times will be
displayed.
Then when adding products within this time period, the rate code
"W" - Weekend Rate will be used instead of the regular daily
rate.
If the product does not have that rate code, the regular rates will
be used instead.
Note: If the window on Unit Price is opened the rental rate is re-calculated, and cancels the Default Rate Code so that the standard rates are then used instead.
Check this box to trigger the prompt whether to Override All
Rates For This Product? during product entry when a rate is
over-ridden.
The operator's options on the document would then include:
Over-Ride Current Rate to cause only a single Rate Code
and the corresponding Base Rate to reflect the over-ride rate for
that product detail on that document.
Apply as a Flat Rate to assign a flat cycle billing
amount on a rental product detail line, using the Rental Rate code
of 'F'.
Note: When a product is given a Flat Rate, it bills that
rate every interim billing and even if it is "Off-Rent" it will
attempt to bill it in Bill a Single
Contract where it can be edited if not required.
The exception being, it will not bill an "Off-Rent" Flat
Rate rental in Cycle Billing as this
executes a batch billing run that is less convenient to
edit.
Uncheck this box to always include any zero dollar rental rates
on the document, using them for no-charge billing.
A rental rate of zero is accepted on the document, but needs to be
confirmed by re-typing in the 0 value.
Check this box to ignore any zero dollar rates when the product
or group is put on a document.
This provides the ability to maintain two different rate structures
for the same product or group by using Special
Rate Codes.
Example using Suppress 0 Rates on Document to bill "standard" rates:
Standard Rates for the Product or Group:
CODE DESCRIPTION TO HOURS RATE HOURS RATE
1 DAILY 72 24 10.00
2 WEEKLY 504 168 60.00
3 MONTHLY 9999 672 200.00
4 DAILY 9999 24 0
When a rental document is created and a rental product uses
special rates, one of the two Daily rates can be assigned the
special rate.
Note that the critical difference in the two Daily rate
codes is the To Hours.
Both Daily rate codes are required in the standard rate
structure even though one is for zero dollars, because each Rate
Code must already exists as a Standard Rate Code for the product or
Group before it can be used in the Special Rates setup.
Example using Special Rates with Suppress 0 Rates on Document to create a "By Date" rate only:
Special Rates "By Day" for the same Product or Group:
CODE DESCRIPTION TO HOURS RATE HOURS RATE
1 DAILY 72 24 0
2 WEEKLY 504 168 0
3 MONTHLY 9999 672 0
4 DAILY 9999 24 9.00
The first Daily Rate Code 1 could not be used for the "By
Day" special rate structure because the To Hours of 72 would
limit it to just 3 days.
The zero rate records are required in this Special Rates structure
for Rate Codes 1,2,3 because if any existing Rate Codes for the
product or Group are not assigned a Special Rate, then the
standard rate would still apply for that code.
Exceptions:
Meter Rate Charge:
Even if Suppress 0 Rates on Document is checked and
activated, rates will NOT be suppressed where the rental rate is
zero but the meter rate is not zero in the product or Group rate
structure.
This provides the ability to bill meter rates by rental period on
equipment that only charges by meter usage and not for the rental
time.
Note: In this type of rate structure where there are meter rate charges and zero rental rates and it is important that all rate codes in the rate structure have zero rental rates, as the rate optimization process will always choose the lesser rental rate and would always choose the zero rate over any rental charge.
It is also important that the rate structure includes a rate with a To Hours of 9999, or the rates will expire and cause invalid rate errors.
If this Multi-Tiered Pricing feature is activated the
ability to further control each customer's pricing on multiple
levels is provided, as outlined in Multi-Tiered
Customer Special Pricing and rental rate pricing can be updated
in the Customer Pricing Management
utility.
The rates and prices that apply to each customer can be viewed in
the Customer Rate and Price Inquiry.
Check this box to enable multi-tiered rates and pricing optional
for all customers.
The 'Tier 1, 2 & 3' columns for tiered special rental rates are
included in the spreadsheet output of the Aged
A/R Summary Report as setup for each customer in the Multi-Tier Custom Special Pricing window.
Uncheck this box if your firm does not use this complex pricing formula and prefers to use the Standard Special Pricing only.
Note: The Allow Rate Level Change On Contacts parameter is turned off and disabled when the Multi-Tier Pricing feature is enabled.
The Close option invoices the sale of the consumable
product in the cylinder, based on the sales product price times the
capacity of the cylinder.
The Close option also creates or updates the contract with
the cylinder addition and return counts.
This enables the balance of the bottles or cylinders at the
customer's site to be tracked at all times.
At month end, the cylinders at the customer's site can be cycle
billed using Cycle Billing Edit to
generate rental revenue.
The contract is used to calculate the average number of containers
out in that monthly period.
Note: A cylinder contract cannot be changed in Contracts or billed manually in Bill a Single Contract.
The Sell option can be used to sell any containers or cylinders that are out on rent using the Rental Return process.
The tunable parameters controlling the cylinder process include:
To activate the Cylinder Billing feature, enter a unique alpha
Cylinder Cycle Billing Day Code specifically setup in
Cycle Billing Days for cylinder
billing.
e.g. CY
All cylinder contracts generated from Cylinder
Entry will automatically be assigned this Cycle Billing Code to
enable monthly billing of cylinder rentals for Cash and On Account
customers.
Restrictions on Cycle Billing Day Code:
This Cylinder Cycle Billing Day Code cannot be 'F' which is
reserved for Flat Rate, nor can it be assigned as the Seasonal
Cycle Bill Day Code.
This unique Cylinder Cycle Billing Day Code cannot be
assigned manually to a standard contract.
Note: This field cannot be changed, once there are any open cylinder transactions.
Note: When a cylinder rental is billed, only the amount for this 'Rate Code' applies and any other rate structure records are ignored.
Uncheck this box to allow only 1 contract per customer site, for
tracking cylinder rentals.
The contract will be updated as cylinders are shipped and returned,
so that all monthly cylinder charges for this site will be billed
on one invoice generated from Cycle
Billing.
Check this box if more than one contract is allowed per customer
site for cylinder rentals.
When cylinder transactions are entered in Cylinder Entry the contract # to be updated can be
selected, and cylinders out on a contract must be returned on that
same contract, as each contract will be invoiced separately for
monthly billings.
This could be useful to explain the cylinder rental terms, or to indicate where customer signatures are required.
Check this box if the "Order Place By" field should be optional
in Cylinder Entry.
Uncheck this box if the "Order Place By" field should be a
mandatory input field.
Customer Site Events:
These Events are restricted to
only one site and become useful for job costing purposes.
Check this box to activate the Event Location management
processing company wide.
Event management processing can be turned off for specific
divisions in the Additional Pop-Up Windows
of the Divisional Contract Parameters.
If events are activated by site, also set the default flag to
open the Site window on the contract, to ensure that site delivery
details are added.
The default can be set in the Additional Pop-Up
Windows of the Divisional Contract
Parameters.
Determining the Flat Event Rate:
Products charging the Event Rate will display a Rate Code of 'E' in
the product detail and the flat rate will be calculated as
follows:
If the regular product rate structure does NOT include a Rate
record corresponding to the "Event Rate Code", the flat rate amount
for Rate Code 'E' (Event) from the product rate structure applies,
and the Factor is NOT applied.
Note: Generally the Rate Code "E" should not be setup with a
value in the To Hours field as this could limit the
effectiveness of the rate code.
If the regular product rate structure does NOT include either that "Event Rate Code" defined for the specific Event or the code 'E' for Event, then the regular rate processing applies and Event processing does not apply to this product.
Note: If the document detail dates are changed then the regular rate processing applies unless the rate is over-typed with "E" for Event.
Event codes can be assigned and are used in the following actions:
Check this box to only allow the Events processing by specific
customer Site as setup in Customer Site
Information.
Job Events can be added for a Site on-the-fly at document entry if
required and expiry dates on the Event can be modified from the
document.
This flag also de-activates the use of Global
Job Locations and Global Job
Events.
Uncheck this box to utilize both Events by Site as setup in Customer Site Information and also Global Event processing as setup in Global Job Locations and Global Job Events.
Check this box if your firm requires that when the dates are
changed in the Rental Period window on an
existing contract header, then the Date Out and Date
Due for all Event rental product details having a rate code of
"E" on that document, will also be updated to use the new
dates.
The rate calculations are not changed as they remain at the Event
rates.
Note: Products with dates that did not match the "old" dates or
that have a rate code other than "E", will not be updated.
Uncheck this box if Event rental product detail dates should NOT be changed automatically, when the dates in the document header are changed.
Only a special rate code setup in the Company Default Rates table with no To
Hours and no Rate Hours values, can be selected to bill
the seasonal rates.
A zero dollar rate on a Seasonal Contract
for a Seasonal rental product is not suppressed even if the option
to Suppress 0 Rates on Document is activated above in the
"Rate Settings" for the company.
If the Rental Rate Code is changed or removed a warning
is triggered with the number of documents that will be affected and
how the billing will be changed.
If the change to the Rental Rate Code is accepted, an audit
record written to the Deletion Log.
Note: To enter a Counter Worksheet for seasonal rentals, the customer information must first be entered to capture the Seasonal Rental Rate Code in the Rental Period window, before the product details can be entered to allow seasonal rates.
This should be a unique alpha Billing Day Code setup in the
Cycle Billing Days specifically for
Seasonal contracts.
e.g. S for Seasonal Billing Day
Note: This Seasonal Cycle Billing Day Code cannot be 'F' which is reserved for Flat Rate, nor can it be assigned as the Cylinder Contract Cycle Billing Day Code.
Note: If your firm uses the Alternate Language feature as activated in the Company Miscellaneous Parameters, then the comments for the Marketing Code should include text for both languages, as the same code will always be printed.
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