By entering the contracts as the equipment leaves your firm, you
will always know which customer has your equipment.
You will also know the availability of the rest of your equipment.
This results in stronger inventory control. In addition, having the
contracts setup in the software means your monthly billing is
automatically prepared.
If the customer keeps the equipment for a month (or 28 days),
the contract is generally billed, and an invoice is issued to the
customer for the elapsed time.
If the customer keeps the equipment for three months (or 3 cycles
of 28 days), the customer would receive three "monthly" invoices.
Each invoice is automatically assigned the next sequential invoice
number. The same contract number would print on all three
invoices.
EXAMPLE:
Equipment, rented from January 5th, is billed monthly for three months. The client would receive:
INVOICE# 34577 Billed From: 01/05/20XX 12:00 Billed To: 02/05/20XX 12:00 CONTRACT# 10056 INVOICE# 35598 Billed From: 02/05/20XX 12:00 Billed To: 03/05/20XX 12:00 CONTRACT# 10056 INVOICE# 36790 Billed From: 03/05/20XX 12:00 Billed To: 04/05/20XX 12:00 CONTRACT# 10056When the customer returns the equipment, a final invoice is issued, using the Rental Return program. This marks the items on the contract as returned, and makes them automatically available to be rented again. If the equipment was kept for less than a month (or 28 days), the customer would only receive one invoice, indicating when the equipment went out and when it was returned. Contracts already closed (all items returned) are automatically excluded from the monthly (or 28 day) billing.
If an invoice is required for other charges, such as sales of equipment or supplies, use Miscellaneous Invoices. Most rental invoices, however, will be made through monthly billing and rental returns.
Refer to Counter Procedures for a flow chart diagramming the counter document process.
This feature only applies to products when the availability
checking on the Group is activated, and
only applies on Contracts as well as the Counter Worksheet when it
is converted to a Contract.
This process allows rental and sales products that are not
available at the contract location, but are available within the
same Inventory Region, to be put out on a
Contract, and at that time a one-step Internal
Transfer is created automatically to move the item from the
shared location to the contract out location.
The Rental Return will then behave as
normal returning the products to the Location specified in the
return.
However if a transferred product is deleted from the contract, this
does not reverse the transfer so any transfer would need to be
generated manually to return the product to the source location if
required.
Note: Serialized sales parts and Rental products with a Product Status Code that does not allow transfers, are excluded from this regional availability/transfer process.
To avoid region confusion, a division can not be assigned to more than one Inventory Region that has been checked as a Contract fulfillment region.
For example, if the time period is set to one day with the
regular daily rate, and the rental eventually exceeds a week, then
the regular weekly rate is used.
But if the time period is one day and the daily rate is over-ridden
by 25% less, and the rental eventually exceeds a week, then the
weekly rate is calculated as 25% less the regular weekly rate.
It is a ratio or relationship that us applied.
Note: Even if your firm doesn't normally ask for date or time due, the Date and Time Due is still required by the software for the reasons stated above. Your firm should make a company policy regarding the number of days to use as a default for Date Due. Generally, the Due Date is set to be one day after the Date Out. This can be defined in the Rental Period settings on Divisional Rate Parameters.
If the customer often uses this job/site number, store this
customer's job/site numbers and address in Customer Site Information.
The job/site # can also store the address, special instructions and
P.O. number, so that counter staff does not have to type this in
each time. New documents can only be created for open sites.
In some areas, this site address indicating where equipment is actually being used, is also relevant to the tax formula calculations.
If the job/site # for the customer is defined, Customer Statements by Customer by Site can be
used.
The Site # is also displayed in Customer
Account Inquiry in the invoice window .
Contract Customer discounts for a Customer
Site Information can be set by Product Class, in Contract Customer Discount.
These site discounts take precedent over other product and customer
discounts.
A flag in the Additional Information for
each customer can be set, forcing the operator to enter a valid
site code on each document for this customer, with the exception of
Point Of Sale Invoices.
The Site window can be set to open automatically in the Contract
Header. This is controlled by the division flag in the Additional Pop-Up Windows, in the Divisional Contract Parameters.
New documents can only be created for open sites.
For more information on Ship To Sites and Global Sites refer to
Customer Site Information.
Global sites can track the combined activity of several
customers at one job.
This would be the case one company has several branches, each with
their own Customer Number, and a site cost total is still required.
(Each branch would have its own customer number ONLY if each branch
was individually responsible for paying its own invoices.)
Customer or Global sites can be setup in Customer Site Information.
The ability to add new Global Sites "on-the-fly" in the header of a document can be activated by the Allow Add Global Sites in Doc flag in the Divisional Miscellaneous Parameters.
CONTRACT ENTRY:
The customer information and the contract header information can be
entered on the left portion of the header screen. The right portion
displays the chargeable amounts on the document.
Contract entry is similar to entering a document in Counter Worksheet, except it always begins with
the customer information screen.
Refer to Counter Worksheet Header for
details on entering the document header.
Refer to Contract Details for details on
entering the product details.
Refer to Contract Summary and Totals for
details on completing the contract, including adding services,
deposits, taxes, and payment.
If the Site is mandatory and the customer is changed, the site
information must be confirmed.
If the Name Checklist feature is activated and the customer is
changed, a name must be re-selected.
If the 'Open Cust Notes In Doc Entry' parameter is activated
in the Company Miscellaneous Parameters and
the operator has Security Role Permissions
then the Customer Comments and Notes pop-up
w window is triggered for the new customer.
Date Change:
If dates are changed in the document header, they only impact any
additional products added to the contract.
To make changes to an existing product relating to Date/Time
Out or Date/Time Due or the Rental Rate, window
on the Unit Price field to access these values.
Date range controls set on the Operator, can be configured for Contract dates by the RSCH module in Date Range Control.
Dates on an existing Contract including outstanding details, can
be modified in the Change Contract Date
Out/Date Due utility.
Using this update utility, detail dates are NOT changed on Sales
parts, Off Rented items which also includes items on Delivery and
Pickup tickets, and items that have already been returned, or
billed.
Product Change:
If the wrong product number was entered on the contract, delete it
and then add the correct number.
If one item is being exchanged for another at the same rate, (e.g.
swap one 150 CFM Compressor for another due to equipment
breakdown), use the program Exchange Products
On Contracts instead to properly split the revenue over the two
products.
To add new items to an existing contract, change to Add mode in the contract details screen.
Note: The Date/Time Out and Date/Time Due will
default automatically to the dates/times selected on the Contract
Header, unless the Use Current Date box is checked in the
Date Out/Date Due window for the
document.
If this is incorrect for this item, window on the Unit
Price field and fill in the correct dates and times to
ensure correct billing of the contract.
Once the equipment has been returned or sales items sold, those item details can no longer be altered on the contract.
Cylinder Contracts:
Contracts generated from Cylinder Entry
specifically to track cylinders, bottles, or containers as they are
delivered and returned, cannot be modified in this program.
To delete an existing contract, click the DELETE button before selecting the contract number, as outlined in Delete a Contract.
This delete utility makes permanent deletions of the entire contract selected and should only be used if the contract was voided.
If a contract is deleted, an audit record is generated tracking the operator and the date when the contract was deleted. This can be viewed in Delete Log for function RSCH99.
Individual Components from a Power Kit also cannot be deleted, as they are linked to a primary non-bulk rental.
Because of these restrictions on what products can be deleted
from a contract, this requires an extra level of security against
contract product deletions that doesn't apply to quotes or
reservations.
In the Contract Details screen, click the
DELETE button or press <F7> to open a Delete
Product window displaying a list of products on this contract
that are eligible for deletion. These are the only products on the
contract that can be deleted.
Click on the sequence number of the record to delete to highlight
it and click the DELETE button at the bottom of the
screen.
Confirmation is required.
When a product detail line is deleted from a Contract and the Add to Delete Log for Contract/Invoice Details is set in the Company Security Parameters, then an audit record is written to the Delete Log for RSCH02 to track the operator and date of deletion.
If this contract detail has generated a Purchase Order to order any sales products,
re-rental equipment, or services, a warning is generated reminding
that follow up may be required and the link to the contract is
removed on the P.O. detail.
Refer to Contract/Purchase Order Link
Overview for details on this feature.
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