An off rental occurs when it is required to "stop the clock" on
a specific rental item on a contract.
This often happens if a customer calls to report a breakdown of
equipment, or asks to have the equipment picked up, or if there is
inclement weather.
By "stopping the clock" on the equipment, the customer is charged
only for the time before the clock was stopped, and after the clock
is re-started.
This same principle is also achieved by a Rental Return, but
because the equipment has not been returned to the yard yet, the
Rental Return is inappropriate.
By using the off rental instead, the equipment can be located at
all times. To achieve an off rental the status of the rental item
is automatically changed from O = OUT to F = OFF RENTAL.
This utility can set all or specific items on a contract off
rent.
This option can also be used to put the items back on rent, or even
to do the off rental and on rental in one step.
For information on the settings that can be used to customize this
processing to your firm's business practices, refer to Off Rent Tunable Parameters.
Products that have be flagged in Texada Web as In-Yard Returned are given an F Off-Rent status until they are returned,
Rental Products on Contracts that are flagged for 'Seasonal
Billing' can be put "Off Rent" but zero hours will always be
calculated to eliminate conflicts with the seasonal billing
calculation.
This includes the "Off Rent" hours generated by Delivery and Pickup
Tickets. Counter Worksheet / Contract Tunable
Parameters.
To identify existing off rental transactions, use the Off Rental Inquiry or the Off Rental Report.
Note: When a product is given a Flat Rate on a Contract,
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.
The prompts are:
Note: Cylinder contracts generated from Cylinder Entry specifically to track cylinders, bottles, or containers as they are delivered and returned, cannot be put off rent.
Note: If today's date is later than the Date Range Control for RSFR then the last date in the acceptable range becomes the default.
Date Range Control:
Date Range Control:
The status of the equipment is updated back to O = OUT and the difference between the Off Rental Date/Time and the On Rental Date/Time as recorded as the Downtime.
Seasonal Contract:
Updating "On-Rent" for a Seasonal contract will issue a warning
that Off-Rental hours are not calculated on Seasonal contracts, and
will calculate Off-Rental hours as zero.
Check this box to print the off rental.
This document be used as a pickup copy for the Driver or it can be
faxed to the customer. A copy can be attached to the original
contract, as a reference.
This field is skipped if the transaction is for an On Rental.
The Off-Rent document should be printed on the same paper as the
Contracts/Invoices.
It shows the contract #, Bill to and Ship to Addresses, and
telephone #. It lists each item off rent, with the date/time out
and date/time off rent.
When the document is printed after the equipment has been put back
On Rent, the "Date/Time Off" and the "Date/Time On", display the
full off rental period.
The "Days Off" column displays the number of days for which there
was no charge for this off rental. When the Enhanced Off Rental
processing is used, this is calculated by the Reason Code
percent.
Each item off rent is assigned a separate off rental #.
Note: The Time can be suppressed, and not printed on the Off
Rental.
This is controlled by the Print Time In Document Details
setting in the Divisional Printing
Parameters.
If the Time is suppressed, the wording of "DATE/TIME OFF"
and "DATE/TIME ON" on the Off Rental documents, should be changed
in Document Field Labels to something more
appropriate, such as "DATE OFF", "DATE ON" for standard and Crystal
Forms.
For Jasper documents refer to Jasper Appearance and
Formatting window of Customer Forms
for the language and label controls.
Uncheck this box to skip emailing the off/on rental
document.
Off rentals can be emailed later using Print
Off Rental.
Check this box to generate an email to send the off-rental document to the contact address defined for the customer/site on the contract.
Specific items can then be included or excluded by modifying the Off/On Rent flag in the details.
Note: Products flagged for Ship Exchange cannot be put off rent.
Off Rental Conflicts Found
This warning window opens only if an off rental record already
exists that overlaps this time period, as outlined in Off Rental Conflicts.
It is an information window only and does not prevent the operator
from entering a conflicting record.
Enter a valid Off Rent reason code that has been assigned to this contract, or select one from the drop-down list.
Only reason codes previously assigned to this contract when the document was entered or assigned in Contract Reason Codes can be selected, and the drop-down list will be empty if off rent is not permitted for this contract and no reasons have been assigned.
Note: These comments and notes can be flagged to print on the Contract, but they do not print on the Off-Rental document.
Note: Products flagged for Ship Exchange cannot be put off rent.
Check this box to generate the corresponding off and/or on
rental transaction for this item.
Uncheck this box to exclude this item from the off/on action.
Refer to Update Meter Prompt/Meter
Hours for complete details on meter replacement and
rollover.
The LTD and current meter reading and date in Rental Inventory are updated.
In an off rental, if the quantity is over-typed, with a lesser
amount, this is considered to be a partial off rental, and the
product quantity can be split into two parts.
Click YES to split the product quantity.
A second detail line will be automatically added to the contract
for the quantity NOT off rent.
Note: This flag is not related to the customer's Insurance Information.
If the option to Print Off Rental was previously
selected, the off/on rental document will now be generated or
emailed.
This Off Rental will not reprint later if it is out on rent
again.
When the Contract is printed after the equipment has been put
back On Rent, the "Date/Time Off" and the "Date/Time On", display
the full off rental period.
The Days Off column displays the number of days for which
there was no charge for this off rental. When the Enhanced Off
Rental processing is used, this is calculated by the Reason Code
percent.
ACTIONS:
Additional actions provided by buttons on
the Off Rent screen include:
Print Off Rental Documents:
Before selecting a
contract, click the PRINT button to generate a copy
of an Off Rental document or a group of Off Rentals as outlined in
Print Off Rentals.
Print Off Rental Report:
Before selecting a contract,
click the REPORT button to generate an Off Rental
list as outlined in Off Rental
Summary.
View Off Rental Transactions:
Before selecting a
contract, click the INQUIRY button to view Off
Rentals by contract or by rental product, as outlined in Off Rental Inquiry.
Reverse an Off Rental:
Click the REVERSE button at the bottom of the screen
prior to selecting a contract, to "undo" and delete an eligible Off
Rental transaction as outlined in Remove Off
Rental.
This button is only active when the Security
Role Permissions assigned to the Operator, is flagged in the "Deletions" window to
allow Reverse Off/On Rental Transaction.
Note: Off Rentals generated by Delivery or Pick Up Tickets cannot be reversed.
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