Change Contract Date Out/Date Due
Utilities Menu -> Counter -> Update Rental Periods -> Change Contract Date
Out/Date Due
Contract Dates can be changed using this utility.
The dates displayed on the screen are the dates from the Contract
header, rather than from the product details. However the dates on
both the header and also on each of the eligible outstanding
details will be updated.
Note: The detail dates are not changed on Sales parts or on
rental items that have already been returned.
The "OUT Date and Time" on product details cannot be changed if the
products have been cycle-billed or are off-rent.
However the "DUE Date and Time" can be changed on billed rental
product details and on off-rent rental products which also includes
items on Delivery and Pickup tickets if the products are not yet
returned.
The option is provided to recalculate the rates for the new
rental period per the Recalculate Rates when Changing Dates
flag in the Company Rate Parameters, but if
a Flat Rate was given to a product on the Contract and the rental
period is changed, the rates cannot be recalculated.
The prompts are:
-
- CONTRACT #
- Enter the contract # or search for it in the Contract Search window.
BILL TO NAME
- The billing name on the contract displays.
CURRENT DATE / TIME OUT
- The Date and Time Out from the contract header display.
CURRENT DATE / TIME DUE
- The Date and Time Due back from the contract header
display.
CYCLE BILLING INTERVAL
- The current billing method displays. This can be changed as
required.
- Select 28 Day if this contract is to be billed every 28
days.
- Select Monthly to bill the contract by the calendar
month.
- Select Based On Class to default the billings per the
class.
ONLY CHANGE DUE DATE
- Check this box to only change the Contract DUE Date and Time
with the "New Date/Time Due" information.
This can be important if there are unbilled product detail lines
out on the contract with varying Out dates that should not be
changed.
This is the default value.
Uncheck this box if the OUT Date and Time also need to be
updated with this action.
NEW DATE / TIME OUT
- The new Date and Time Out default to the original. These can be
over-typed as required with the new information.
If changed, the dates on both the header and also on each of the
unbilled details will be updated.
A date range control to restrict the Contract dates to the
current period, can be set by Operator to
respect the dates configured for RSCH in Date
Range Control.
Note: The out date/time on Billed, Off-Rented, and Returned
products cannot be modified.
NEW DATE / TIME DUE
- The new Date and Time Due automatically adjust to create the
same period out length, but starting at the new Date and
Time Out.
These can be over-typed as required with the correct
information.
If changed, the dates on both the header and also on each of the
outstanding details will be updated.
CYCLE BILLING DAY CODE
- The cycle billing day changes according to the new Date
Out.
It is based on the calendar billing days and the customer's cycle
billing preferences as setup in the "Additional Information" window
of Customer Information.
This can be over-typed as required with the correct cycle billing
day code, if the operator has been assigned a Security Role that allows permission to access the
Cycle Billing Day Code per the Document Field Access
flag.
INDEFINITE RENTAL
- The current rental length displays. This can be changed as
required.
- Select Yes if the due back date is unknown and the
products should remain "unavailable" until they are actually
returned.
- Select No if the due back date is correct and products
should be scheduled to be rented again as of this expected return
date.
- Select Keep As Is to leave the contract "available"
status unchanged.
Note: This field is disabled if there is "Flat Rate" pricing on
the contract or if the 'Recalculate Rates when Changing
Dates' flag in the Company Rate
Parameterswhen change contract dates is not Yes.
RECALCULATE CONTRACT
- This prompt to recalculate the rates on the contract is
controlled by the Recalculate Rates when Changing Dates flag
in the Company Rate Parameters.
If this parameter is activated, then this field is checked and
disabled, and the rates are always recalculated on outstanding
rental items when the dates are adjusted.
If this parameter is not set then the operator will have the option
to recalculate the rates in this utility.
Check this box to recalculate the rates for outstanding rental
items on the contract.
Uncheck this box if the rates should not be recalculated.
Note: If a Flat Rate was given to a product on the Contract and
the rental period is changed, this box is always "unchecked" and
disabled as recalculating the rates would invalidate the Flat Rate,
and a warning is triggered to alert the operator that the rates may
need to be reviewed to be adjusted individually manually.
DAYS TO BILL
- This field is active if the Prompt For Days to Bill is
activated in the Divisional Rate
Parameters.
The number of days to bill for the rental period is determined by
the DATE/TIME OUT and the DURATION.
Accept this time period, or type in the maximum number of days to
charge for this time period to give a one-time price break on the
contract by setting the "Days to Bill" lower than the actual rental
period.
Note: If the document dates are changed, the operator will be
prompted whether to recalculate the "Days To Bill" too.
In the Company Billing Parameters a flag can
be set controlling whether the Days To Bill price break
extends to long-term contracts as well as short-term
contracts.
SPECIAL RATE
- This field is active if the Prompt for Default Rate Code
is set in the Company Rate Parameters, and
allows a special rate code to be applied.
A special product rate displays if applicable to the contract.
e.g. W for Weekend rate or O for Overnight.
Note: This field is disabled if this document is to be billed by
Season, as determined by the Special Rate code assigned in the
Rental Period window of the
document.
COMMENTS
- Window to access the contract comments screen.
Multiple comment lines and/or marketing comments can be linked to a
document, each with a print flag, as outlined in Document Comments.
This window can be automatically opened when contract dates are
changed through this utility, if the flag to Open Comments In
Con Dates is set in the Company
Miscellaneous Parameters.
Finished?
- Click the ACCEPT button to accept the date and time changes and
exit, or click the ACCEPT AND PRINT button to update
and print the document, or click the CANCEL button to abort.
OVERBOOKED ITEMS
- A list of any products that have been overbooked is
displayed.
The part #, description, quantity reserved and the quantity
available are all displayed for further consideration.
This is information only and the products cannot be changed here.
The dates will only be changed for an over-booking when the
product quantity is not available at the new date/time but the
Allow Overrides On Location Quantities Excl Reservations is
set to yes in the Company Security
Parameters or if the customer on the document is defined as the
"External Repair Customer" in the Company
Security Parameters.
CONTRACT TOTALS
- The window displays total Rentals, Sales, Services, Discounts,
Damage Waiver, Taxes, Total Charges and any Deposit already
taken.
Error Conditions:
If the dates could not be changed, the products and reasons will be
displayed on the Information screen.
Reasons could include the product is not available on the new
date/time , or is off rent, or has already been returned, or has a
rate adjustment processed from the Update
Contract Rental Pricing utility so that related billing
adjustments could not be made as of the old rate structure.
A warning is generated and the option is provided to print the rate
change details to a report or to a spreadsheet, as outlined in
Information Log.
ACTIONS:
Additional actions provided by buttons on
the Change Contract Date Out/Date Due screen include:
- Print the Contract:
After the updates to the Contract information are completed click
the ACCEPT AND PRINT button to update and print the
document with extensions.
Topic Keyword: RSCH16