Counter Menu -> Exchanges Menu -> Exchanges by Customer -> Contract option -> Exchanges by Contract
Sometimes equipment may need to be exchanged on a contract if a
rental item stops working, or needs to be returned to the repair
shop for maintenance or cleaning.
By recording a product exchange, the product information on the
contracts is kept accurate.
Use this utility to generate a specific product exchange on a
specific contract.
Exchanges By Customer can be used instead,
if a customer is returning multiple products at one time from
multiple contracts.
Equipment can be exchanged as many times as is required. The exchange replaces the product number on the contract with the new product number. Only the product numbers are actually changed. The date and time out, the quantity and the rental rate remain the same as the original contract.
Generally, it is serialized (non-bulk) equipment which is being
exchanged, e.g. one 300 CFM Compressor for another 300 CFM
Compressor.
Bulk equipment can also be exchanged, but only if the total
quantity for the product detail is exchanged. A partial quantity on
a detail line cannot be exchanged.
By doing the product exchange, the product information on the
contracts is kept accurate.
Refer to Counter Procedures for a flow chart diagramming the equipment exchange process.
Customizable Exchange Parameter Settings:
Because most rental firms have varying preferred business
practices, Texada SRM provides a series of parameters to
define and control the functionality of the software.
Refer to Equipment Exchange Tunable
Parameters for a comprehensive list of these tunable settings,
both company wide in Company Parameters and
by division or store in the Division
Parameters.
Select Contract Exchanges. The prompts are:
Note: Your preference will be the default the next time this option is utilized.
In Change Mode, a window is provided to access Contract Exchange Inquiry/Report, and to search for the existing exchange record.
To select an product from the list, double-click on the appropriate record, or highlight the record and click the SELECT button. Select the item to be exchanged.
NOTE: Sales Items can not be exchanged. This program is intended for rentals only.
PPSR Discharge Date Update
The update Discharge Dates for the Personal Property Security
Register (PPSR) request is triggered when the "Activate Contract
Detail Additional Options" feature is activated in the Divisional Contract Parameters and the non-bulk
rental assets being exchanged has an associated PPSR record logged
on this Contract in the Contract Detail
Additional Options.
This is the date the asset was removed from the PPSR portal and
this is important to record to ensure upkeep of the online PPSR
register.
Click No if the Discharge Dates do not need to be updated at
this time and the dates in the Contract Detail
Additional Options should apply.
Click Yes to update the Discharge Dates in the PPSR Product Information window as the products are
being removed from the Contract.
The Select Item To Exchange window can be re-accessed to view rental items on the contract and re-select the rental item to be exchanged as outlined above.
If the operator has access and the default is not correct, enter
the location to which the old equipment is being returned, or
select one from the drop-down list.
Only inventory locations can be selected, as flagged in Divisions.
If the return location differs from the contract location, then
a transfer record is generated for the old equipment, as it is now
at this new location.
The transfer records can be viewed, printed, and posted in Inventory Transfers.
A comment is written in the Transfer Notes field stating the source
of the transfer as an equipment exchange with the corresponding
exchange slip number.
Products flagged not to rent or depreciate or exchange in
Product Status Codes Menu, can not be
exchanged onto a contract.
Replacement and exchange products must use the same rental
conversion factor in order to maintain consistent product
quantities.
The customer must also have sufficient insurance or Damage Waiver to cover the Replacement Cost of the new product, when the Use Damage Waiver Per Item Value Limits feature has been activated in the Company Standard Waiver Settings.
If the flag to restrict Non-Bulk Allowed On One Contract/Worksheet Only is set in the Company Security Parameters then a warning is thrown if a non-bulk rental product is already on another open Contract or Worksheet, and the product cannot be assigned the contract.
There is no restriction exchanging a Metered product from or to a Non-Metered product.
Click No if the PPSR does not apply or does not need to be updated in the Contract Detail Additional Options at this time.
Click Yes to update the PPSR Product Information in the Contract Detail Additional Options.
If this product was previously on this Contract, then any
previously PPSR values will display as the defaults in the Contract Detail Additional Options window.
An audit record in written to the Audit Log in the "PPSR Changes" category for RSEX01, to track the date and time that the Discharge Date was entered, with the message, operator, contract#, and customer#.
Note: If rate changes have been made to the product on the contract using the Update Contract Rental Pricing utility, the product cannot be exchanged prior to the effective date of the rate change, as related billing adjustments could not be made as of the old rate structure.
Select one of the following document options:
Refer to Contract/Purchase Order Link Overview for details on product eligibility, rules, and configuration of this feature.
If this return prompt is activated in the Company Security Parameters, the following options are provided:
Note: If the Update Product Status Code processing in the "Product Exchange Settings" is activated in the Divisional Return Parameters, and the product is NOT yet returned, the prompt to update the product Status Code will be suppressed until the exchange is confirmed in Confirm Exchange Pickup.
Check this box if the exchanged product does not require any confirmation and is either ready to rent, is back for service, or needs a change to the product Status Code.
The following actions may be triggered when the equipment is returned:
Any resulting Work Orders can be printed after the exchange is completed.
The Stop Auto Status Change For No Rent flag can be set to prevent the product Status Code from being updated in Rental Return, and Contract Exchanges when the non-bulk rental product has a current status that does 'not allow rental'.
The Product Check List for service maintenance prints if the processing in the "Product Exchange Settings" is activated in the Divisional Return Parameters, and the product's group is flagged to print a service Check List for this new Status Code in Status Code Actions By Group.
A Work Order is generated for service on the product if the new product Status Code is flagged in Status Code Actions By Group.
Click NO to print the contract without dollar amounts and totals.
Upgrading or Downgrading Equipment During a Product
Exchange
The Exchange Products programs are intended to be a direct
and equal exchange of equipment on a contract.
NOTE: When the new item is recorded on the contract, the
original selected rate is used in the RATIO of the rates on the new
item.
For example, if the old item charged $10 per day, and the new item
has rates with $15 per day, this is a ratio of .6667. If the
equipment is out for a week, this ratio is applied to the new
product's weekly rate in order to calculate the rate. Generally the
rates calculated using the ratio will be the same as the weekly
rate for the old product, providing the old product and the new
product use the same rate structure (e.g. both use 4 times the
Daily rate equals the Weekly Rate, and both use 3 times the Weekly
rate equals the Monthly rate).
Add the new product number to the contract in Contracts .
When adding the item, press Window Key at the EACH prompt, so that
the DATE/TIME OUT may be altered to be the same date used for the
OFF RENT DATE/TIME or the RETURN DATE/TIME as entered for the
original equipment.
These steps ensure that the contract information is accurate, and that any subsequent billing to the customer is clear. This avoids any conflicts with the customer over the exchange.
ACTIONS:
Additional actions provided by buttons on
the Exchange screen include:
Confirm the Pickup of an Exchanged Product:
Click the
CONFIRM PICKUP button to complete an exchange by
completing the pickup information as outlined in Confirm Exchange Pickup.
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