Some consumable sales products such as oxygen, propane, or
water, require a container for the delivery and to complete the
sale.
The Cylinder tracking feature can be used to sell the consumable
product according to the capacity of the container selected, and to
track the cylinders or bottles at each customers' site, enabling
monthly billing for the rental of the containers.
This feature can be activated in the Company
Rate Parameters by assigning a Cylinder Contract Cycle
Billing Day Code.
Refer to the Cylinder Settings section in Company Rate Parameters for an overview and for
product and parameter setup information.
This utility can be used to enter a new order for a
cylinder-required product, or to close an order creating an invoice
to bill the customer for the consumable product delivered and
sold.
Closing the order also updates the contract with the number of
cylinders shipped and returned for the site, in preparation for
Cycle Billing to bill the container
rentals to the customers.
The prompts for cylinder transaction entry include:
Click Close to complete an existing order after the
delivery is completed, which invoices the customer for the
consumable sales products delivered, and updates the rental
contract with the actual number of cylinder additions and
returns.
This does not close the contract.
Note: When the actual cylinder counts are entered on a
transaction, this closes this transaction even if not all the
cylinders were delivered to or picked up from the customer.
When transactions are closed and billed, the contract remains open
and available to add additional cylinder transactions in the
future.
When a cylinder contract should no longer be used, it can be terminated using Close Cylinder Contract.
Click Sell to sell any cylinders containers remaining out
on the contract to the customer as 'Missing' through the Rental Return process.
All open cylinder transactions must be closed to finalize the
orders, before remaining cylinders on the contract can be billed as
sold.
Any cylinder rentals are not billed on this invoice, as they will
be invoiced on the next Cylinder Billing run in Cycle Billing Edit.
Note: When the Sell action is completed, the contract is
still available for any additional cylinder transactions.
To terminate a contract that should no longer be available for
cylinder tracking, use the Close Cylinder
Contract utility.
All income, revenue, and expenses are tracked by the division,
and posting to the correct G/L accounts for that Division is
automatic.
Special Rates can also be setup to be assigned to the division in
the "Rental Rates & Pricing" parameters on the
Operations tab of Configure System
Settings in Special Rate
Codes.
The location of the document determines where the parts
inventory is taken from.
G/L transactions to update inventory costs, always post to the G/L
Location from which the inventory was relieved.
Note: This process is available to both On Account and Cash
customers.
However the rental charges for the cylinder units is always billed
on account through the Cycle Billing and
depending on your firm's configuration, invoices for Cash customers
that are charged on account instead of paid could cause the
customer to be added to the Bad Risk Customer
List.
If multiple existing contracts exist for this customer the View Cylinder Contracts window is generated, providing the ability to select an existing contract to update.
If only a single contract exists for this customer, the site will default.
A setting in the Company Security Parameters, controls whether unposted invoices are also included in this accounting.
A flag in the Company Security
Parameters, can be set to prevent a customer number from being
entered on a document if the customer's Credit Limit has been
reached or exceeded.
If this feature is not activated, a Credit Limit warning still
displays on the screen, but this will not prevent the transaction
from being entered.
An audit record is generated to track which clerk overrode the limit, as reported on Print Override Report for follow-up.
If your firm requires stricter controls on overriding the credit
limit, use the permissions in Security
Roles, and/or a password can be setup in Module Passwords.
The Reason Codes, can also be activated for the clerk to explain
why it was overridden.
For more information on security features refer to System Security Overview.
The site is a mandatory field used for the delivery, regardless
of the Site Required flag in the Company
Contract Parameters.
A flag in the Required Document Information in the Company Contract Parameters can be set to ensure
that this Ship To City is a valid city registered in
City Tax Codes.
When the Ship To City is mandatory on documents, if there is
a 'Prov' and/or a 'Postal' code associated with the city in the
City Tax Codes table then these
Province/Postal values will default to the Shipping address when
the city is entered on the address.
The feature to allow or restrict Multiple Contracts Per Site can be activated in the Cylinder Settings in Company Rate Parameters.
If this is a New cylinder transaction, this field can be
left blank to create a new contract with the next available
contract number for the division, to track the cylinders that are
to be delivered to the site.
The cylinder contracts for both On Account and Cash customers will
be assigned the Cylinder Billing Day Code defined in the
Cylinder Settings in Company Rate
Parameters.
Cylinder contracts cannot be modified in Contracts and the container products do not show in the contract details until the cylinders are delivered through the Close transaction action which logs the correct delivered container count as out on rent as of the delivered date.
An existing contract number is mandatory when entering a Close or Sell transaction.
Note: For Sell transactions, all pending cylinder
transactions must be closed before the contract return can be
completed.
This can be achieved by completing Close transactions with
zero delivered for each outstanding delivery.
Some customers require P.O.'s on all documents.
If this applies, the Require P.O. flag can be set for the
customer in Customer Information.
An optional blanket P.O.# can also be assigned in to the customer,
that defaults to all P.O. fields for the customer, but can be
over-typed when required.
Note: If an existing contract is being updated, and a new P.O. number is entered, the new P.O. number will be updated on the contract.
SITE INFORMATION
A window is provided to capture changes to the Site address
information for this order, along with an ordered by name and phone
number.
The "Optional Site Order Placed By" flag in the Company Rate Parameters controls whether the
"Ordered By" name becomes a mandatory input field.
Any name can be entered as the Order Placed By name and the
Customer Name Check List Search window is
provided to search for any names already associated with this
customer.
Names entered in the Order Placed By are not automatically
added to the Name Check List.
The Site address from this window, the ordered by name and the
phone number are printed on the Cylinder Delivery Ticket.
The Site address from this window is also reflected on the Contract
and resulting Invoice.
The date of the first transaction on this ticket will be printed
as the order date on the Delivery Ticket header.
The actual delivery date can be updated in the Transaction
Date field. The prices as of the actual delivery date are
charged on the sale of the consumable product in the
containers.
The actual delivery time can be updated in the Transaction Time field.
If a sales product requiring a cylinder is entered, the Contained in Cylinder window is triggered to select
the specific cylinder size to be delivered.
The cylinder product number to be delivered is then displayed in
this field, as it is the container size that determines the
quantity of the sales product to be sold.
Note: Only consumable sales products that have been assigned a rental cylinder or container in Make / Model and Re-Order Information. can be entered.
Close: A list of the container or cylinder product numbers currently out on this contract is displayed.
Note: Any Kit or Suggest Sales List items are not recognized when a cylinder product is rented/sold.
Cylinder Quantity Details:
Note: If your firm allows multiple cylinder contracts per site, any cylinders out on other contracts are not included in this balance, even if they are at the same site.
CLOSE Delivery/Pickup Transactions:
The
Close transactions can be used to update the actual cylinder
quantities delivered and picked up, and once the updated quantities
are accepted on the transaction, the transaction is closed and
cannot be updated further.
The following columns only apply to Close transactions:
Check this box if there are cylinders that have been delivered or returned for the transaction, in order to enter the actual quantities, and close the transaction.
Note: If your firm allows multiple cylinder contracts per site, any cylinders out on other contracts are not included in this balance, even if they are at the same site.
Note: No availability checking is done on containers delivered.
Note: Once a cylinder delivery transaction is Updated with actual delivered and pickup quantities, it is closed and cannot be accessed again, even if only partial quantities were entered.
This actual Trx Date cannot be earlier than the Last Billed date displayed in the header information, as cylinder rentals on the contract have already been billed up to this date.
Click the CANCEL button or the ESC key to exit this window if event rates do NOT apply to this document, or enter the event information as outlined in the Location and Event Information window.
Close: Click ACCEPT to accept the cylinder changes in
preparation for monthly billing and to invoice the customer for the
consumable sales product delivered in those cylinders, or click
CANCEL to abort.
This closes the transactions but does not close the
contract.
An information log is displayed on the screen if other errors
occur, providing the ability to print the messages as outlined in
Information Log.
Errors that prevent completing and closing a delivery include:
ACTIONS:
Additional actions provided by buttons on the Cylinder Entry
screen include:
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