Inventory Control Menu -> Inventory Inquiry -> Product Information window -> Rental Inventory Inquiry only
Purchase Order Menu -> Purchase Order detail -> Order Qty field window -> Product Information window -> Rental Inventory Inquiry only
Create New Rental Product
To enter new Rental items click the ADD button and
proceed as outlined in Add Rental
Products.
The ADD button is only active if the operator has
role permission to Add Rental Inventory as defined in the
"Miscellaneous" window of the as defined in the Security Role that is assigned in Operators.
Alternatively, Clone Rental or Sales
Products may be used to copy equipment already setup. This is
particularly useful to create a Re-Rent product with similar
details to an existing Rental Product.
Refer to Inventory Structure for an outline on the setup flow for Rental Equipment.
Note: Rental equipment records can also be accessed from FL- Assets.
Modify Existing Rental Products
This program can be used in Change mode to view and update existing
rental inventory records as follows.
Note: Most of these variable fields can also be updated using the Inventory Clean-Up utility.
Detailed Product Inquiry
Once the product number as been selected click the
INQUIRY button at the bottom of the screen to view
the product history as outlined in Inventory
Inquiry.
If the product description is manually changed and this product
is included in a Kit the operator is given
the option to also update this description on the Kit but only if
the original descriptions are an exact match.
If the product description is changed by the Export/Import Inventory Clean-up utility and this
product is included in a Kit the
description on the Kit is also updated but only if the original
descriptions are an exact match.
Note: The product description can always be over-typed on the document.
This field can be used to set the alternate language description
for this product.
The “Alternate Language Descriptions” assigned to Sales Products
and to Rental Assets can also be updated from the Export/Import Inventory Clean-up utility.
If the product alternate language description is manually
changed and this product is included in a Kit the operator is given the option to also
update this alternate language description on the Kit but only if
the original alternate language descriptions are an exact
match.
If the product alternate language description is changed by the
Export/Import Inventory Clean-up utility and
this product is included in a Kit the
alternate language description on the Kit is also updated but only
if the original alternate language descriptions are an exact
match.
Note: The inventory search does not use the alternate language description. This is just a printing feature for the reservations, contracts and invoices.
The Update Product Vendor utility can be used to update this primary Vendor # field for a selection of products.
Other suppliers with their pricing for this product can be setup in the Alternate Vendor Purchasing table.
This field is display only because the vendor product number is
tied to Warehouse Receiving records.
If this number needs to be changed, use Update
Vendor Product# And Description which also updates the
corresponding Warehouse Receiving records correctly.
The Clone Group Information to Products can be used to copy the description defined for the Group to the existing products within that Group, becoming the product Description and the product Vendor Description.
To modify the Product Class on this product use the Update Class/Group/Vendor on Product utility, or Restructure Class/Group/Rates/Tag, and the change is tracked in the Audit Log.
To change a group assigned to a product, use Update Class/Group/Vendor on Product or in
Restructure Class/Group/Rates/Tag.
This is necessary in order to ensure that all product bookings made
for this Group are properly maintained.
Any change in Group is tracked in the Audit
Log.
Groups are used by inventory lookups,
kits, product availability and reservation bookings.
Groups can be used to define rates for the products in that Group,
so that rates do not need to be maintained on the individual
products. This is only practical when all products in the Group use
the same rate structure.
Groups can also be used to copy Descriptions, Safety Notes, Kits,
Specifications, Costs, Weights, and Sales Lists, to the products
within the Groups using Clone Group Information
to Products.
Overtime meter usage can be billed by the unit or by the shift. Refer to Rental Product Classes for further details.
The Current Product Status Report can
be used to list non-bulk products with the current meter count.
For information on tracking Meter rollover or replacement on
equipment refer to Update Meter
Prompt/Hours.
The Meter Units of the non-bulk rental equipment can also be tracked by the AEMP Telematics processing and updated from a "Cellutrak" import, where the captured 'Engine Hours' are converted to actual hours and logged as meter units on the product.
The Meter fields include:
The "Current Meter Reading" is reported on the Equipment Summary Report and the Rental Age Report Export.
Automatic Meter billing up to this count will be generated when
a contract with this asset is invoiced in the Cycle Billing process if the rental product has a
meter rate structure defined and the “Bill Current Meter” feature
is activated in the Company Billing
Parameters.
If the metered asset is out on more than one contract, then the
meter units used will not be billed in the Cycle Billing.
Bladed Item indicates that this product tracks blade usage such as diamond blades where the units decrease with use.
Window to access the Product Blade Information as follows:
Not Metered is checked if there is no meter tracking for
this product.
The Meter Reading and the LTD Meter Reading fields
are disabled.
Uncheck this box if the item is not part of inventory (re-rental
items or other generic items).
The item will still be included in Inventory
Search but, will not be included as part of the total value
when the Inventory Value Report is
printed.
Non-inventory products can be included or excluded in the Rental Age Report.
Note: In Purchase Order entry when a Sales or Rental product is ordered that is not flagged as inventory, the option is provided to change this Inventory flag if the operator has Security Role Permission to Change Inventory Flag During P.O. Entry as set in the "Document Field Access".
Any change to this flag is tracked in the Audit Log.
Refer to Inventory Flag Defaults for
information on how this flag is set when inventory is "auto-added"
into Rental Inventory.
The Inventory Listing Report provides this flag in the filter selection and includes the value on the output.
Uncheck this box if pricing of this product should never be updated using the pricing matrix tables.
Alternatively, use the Markup Based on Margin Calculator window to calculate the Markup% from a margin amount.
Over-typing the List field will not cause the markup % to recalculate. Once the list price is accepted, changing the markup % will not automatically recalculate the List Price.
Note: To force the list price to be recalculated based on the current markup, first reset the List to zero. Then reset the Markup% to the new percent value.
Any changes made to the list price are tracked.
A window on the List field is provide to view Price Change
History, as outlined in List Price
Changes.
When this formula is in use for a non-bulk asset, the value
displayed in the List Price field is the discounted price.
Window to view the original base list price. If the base is
adjusted, the List will be recalculated accordingly.
The Alternate List can also be captured for Sales or Rental Inventory in the Inventory Clean-Up export for products.
Note: It is possible that the same item calling the kit is also
included in the kit, however this structure can cause a loop to be
created recalling the kit repeatedly.
If the kit must be setup this way, to break the loop on the
document un-select the product the second time the same kit is
presented.
The Clone Group Information to Products
can be used to copy the Kit defined for the Group to the existing products within that
Group.
Update Kit By Product may also be used
later, to assign a kit to the product. This program can be used to
assign a kit to several products at the same time.
Note: It is possible that the same item calling the SSL is also
included in the SSL, however this structure can cause a loop to be
created recalling the SSL repeatedly.
If the SSL must be setup this way, to break the loop on the
document un-select the product the second time the same SSL is
presented.
The Clone Group Information to Products
can be used to copy the SSL defined for the Group to the existing products within that
Group.
Update Suggested Sales List By Product may
also be used later, to assign a SSL to the product. This program
can be used to assign a SSL # to several products at the same
time.
This flag to display the product on the web site applies to both the Portal as outlined in Portal Overview.
This flag can also be setup for products in Inventory/Division Settings.
This image applies to both the Portal as outlined in Portal Overview and the Kiosk feature as outlined in Kiosk Shopping.
This image can also be setup for products in Inventory/Division Settings.
Note: Any products on a Purchase Order
that has been cancelled are not reflected in this count.
A cancelled P.O. is not included in the Rebuild Quantity on Purchase Order calculation or
in the Open Purchase Order Report.
Window to view the Purchase Orders for this product as outlined in View Document Information.
Note: If this running total gets out of balance with the actual
open contracts, it can be reset using Recalculate Inventory Availability.
This utility also resets the On Reservation and On Sales Order
quantities at the same time.
Note: If this running total gets out of balance with the actual reservation quantities, it can be reset using Recalculate Inventory Availability. This utility also resets the On Contract and On Sales Order quantities at the same time.
Note: If the Quantity On Hand becomes out of sync with
the total quantity at the locations, and needs to be reset, a
warning indicator is displayed on the screen.
Click on the ? for an explanation and reset the On Hand
quantity as instructed.
No audit record is generated.
The Verify Tag Qty = Loc Qty utility can
be run to identify rental products where the quantity On
Hand does not match the quantity on the Asset Tag Detail.
Date Counted by Location:
Note: The Date Last Moved and Last Invoice# will not be updated if the document date is less than the current Date Last Moved, to prevent old transactions from back-dating the last moved information.
This date can be used as the preferred inventory sort in the Inventory Search window, when setup as the Non-Bulk Rental Primary Sort choice for a division in the Division Inventory Parameters.
When this date is updated manually or updated by the Restructure Class/Group//Rates/Tag utility using the Product Cost Restructure option, a record is written to the Audit Log for "RSPF_REPLACEMENT", with date, operator, product, and cost values.
The Clone Group Information to Products can be used to copy the Replacement Cost value defined for the Group to the existing products within that Group.
Rental Value Check:
When a rental product has a
Replacement Cost, the system is able to track the total value of
rental equipment that a customer has out on rent at one time.
Only rental products that have a replacement value and belong to a
Product Class that is flagged to be included in the Rental Value
Limit in Rental Product Classes, are
included in the value total calculated at Contract entry.
Customers can be assigned an optional Rental Value Limit in the
"Credit Information" window of Customer
Information.
Equipment Replacement Value Totals are checked against Customer
Rental Value Limits in Contract entry and when source documents are
converted to the Contract.
The formula to calculate equipment Rental Value on the Contract is: Replacement Cost * Quantity on Contract * Rental Conversion ValueThe Company Security Parameters control how the Rental Value Limit is utilized on the Contract, including whether to permit or prevent a customer from going over his personal Rental Value Limit, and what the allowable percent should be by which the customer can exceed his Rental Limit before he is actually prevented from doing further rentals of value controlled equipment.
Note: The Rental Value total includes equipment out on a Contract until it is entered on a Rental Return. This means that equipment that is Off Rent, On Delivery, and On Pickup, is still included in the customer's Rental Value total, as it is still his responsibility until it is checked back in.
Refer to Customer Information for details on this feature.
The factor will be used to convert the cost on the invoice
(during Accounts Payable invoice entry) to the final purchase
cost.
e.g. If the invoice unit cost of an item was $10.00 and the L.C.F.
was 1.2, then the final unit price including brokerage, duty and
freight would be $12.00.
This field is display only and is updated when inventory is
purchased and either the costs are entered in the A/P Invoice, or
the costs are updated in Warehouse Receiving.
Default Duty/Brokerage and Freight percentages can be setup for
individual suppliers in Vendor
Information.
The currency exchange rate is setup in Currency Codes.
The L.C.F. formula is:
LCF = Round((Exchange * Duty/Brokerage * Freight),4)
e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%
LCF = (1.5753 x 1.02 x 1.03) Rounded to 4 decimal places
LCF = 1.6550
Note: If required, the LCF can be updated through the Update Product Costs & Prices utility.
Enter the appropriate code for this product, or select one from the Product Status Codes Search window.
Security can be setup to restrict operators from changing the
product code.
To setup Security Roles and a password
use the module name RSAR, and refer to Module
Passwords.
For more information on this security feature refer to System Security Overview.
Note: An Override Reason is not required to change the Status Code.
Any change to the Product Status Code is tracked in Status Code Change History for RSPF02.
Note: If a Contract has been created for the "External Repair Customer" as defined in the Company Estimate & W.O. Parameters then any 'not available' for Rent flag on the Status Code is ignored.
This box is unchecked if the quantity for this product will be 1. This is appropriate for serialized equipment.
This field cannot be accessed. Use Change Bulk Status if required.
If Bulk Item is checked and multiple Fixed Asset Tags are
required this box is checked.
A new fixed asset tag is generated for each new purchase when
entering the invoice into Accounts Payable.
Multiple fixed asset tags enables the date acquired, amount and
quantity to be stored separately for each purchase. This makes it
simple to track the additions to the rental fleet, and depreciate
each purchase separately.
This box cannot be unchecked if multiple tags exist for the
product.
If Bulk Item is checked, and multiple Fixed Asset Tags
are not required this box is unchecked.
This is useful for smaller bulk items such as air hoses, when all
quantities are then included on one Fixed Asset tag.
Find Rental Inventory By Serial# can be
used to review serial numbers for bulk and non-bulk Rental
products.
Verify Asset Tag Qty = Location Qty can be
used to identify quantities discrepancies between the Tag total and
the On Hand total.
Update Asset Tags can be used to update
some of the tag data and provides access to both the Asset Tag Export and Asset Tag
Import.
This field is disabled if there is no attachment directory defined in Company Miscellaneous Parameters.
The Clone Group Information to Products
can be used to copy the safety notes assigned to the Group to the existing products within that
Group.
Any existing safety notes for the product Group are also included
for the new product.
The Clone Group Information to Products can be used to copy the specifications assigned to the Group to the existing products within that Group.
Export/Import Asset Financing Schedule:
The icon beside the Financing window in
Rental Inventory accesses the Asset Financing
Export/Import tools that can be used to import Financing data
into the Asset Financing Information table
for non-bulk equipment.
This configuration icon is only enabled when focus is on the
'Product Number' field before the product number has been
entered.
This processing also facilitates the posting of revenue and
expenses for non-bulk rental equipment, to different revenue and
expense G/L accounts by product, according to the type of
customer.
Refer to Inventory Posting Identification
Overview for setup.
The prompts for the product's Posting ID codes are:
Note: These fields are disabled for bulk rental products.
This flag can also be set by the Inventory Clean-Up tool.
MISCELLANEOUS RENTALS
Note: This item should never be used to sell an item, since the
posting to the General Ledger will be incorrect.
Instead, use MS - Miscellaneous Sale product #. See Sales Inventory - Miscellaneous Sales for
details.
During contract entry, when prompted for product number - type in MR then over-type the words MISC RENTAL with the actual description of the item being rented. This allows the proper product description to appear on the contract and invoice, without having to setup a separate product number. Rates must also be entered. This must be done in a special manner. See below:
Step 1) In Rental Product Classes - setup:
PRODUCT CLASS 299 DESCRIPTION MISC RENTAL ITEM G/L Acct Account Description -------- ------------------- COST OF GOODS SOLD 4500 COST OF RENTAL EQ. SOLD REVENUE ACCOUNT 4100 RENTAL REVENUE INVENTORY ACCOUNT 4500 COST OF RENTAL EQ. SOLD SALES OF RENTAL 4090 SALE OF RENTAL EQUIPMENT
The Cost of Goods Sold and the Inventory Account should be set to the same G/L Account, in case someone accidentally uses the MR - Miscellaneous Rental product when selling something. This prevents any impact in the G/L, since the same account will be debited and credited.
Step 2) Using Rental Inventory, follow this setup:
PRODUCT # MR DESCRIPTION MISC RENTAL (this description will be over-typed) BULK ITEM Y PRODUCT CLASS 299 (see above for explanation) VENDOR # 1 Unknown vendor AVG COST EACH 0.00 PRICE 0.00 MULTIPLE TAGS Y (In case someone does sell this item) INVENTORY N (This is not a real product & it should not appear on inventory lists or value reports) RATE BOOK N (This is not a real product) LOCATIONS 99999.00 Enter a generous quantity at each location, since the quantity will only be decreased with each sale or repair. FIXED ASSET TAGS Y Enter 1 tag with zero costs on it. RATES Y Enter your basic rate structure. Assign your most typical rates. Do NOT leave them at zero.
RATES ON MISC RENTAL ITEM
Setup the rates on the Miscellaneous Rental item, using your most
typical rate structure. For the rate amounts, use your most typical
rate. See the example below:
CODE DESCRIPTION TO HOURS RATE HOURS RATE ---- ----------- -------- ---------- ---- 2 4 Hours 4.00 .60 3 Daily 48.00 12.00 1.00 5 Weekly 252.00 84.00 4.00 7 Month 9999.00 336.00 12.00
MISC. RATES CALCULATION
When this item is entered on to a contract, staff will override the
rental rate displayed with the correct rate for that item.
For example, if a heater was rented for $5.00 a Day, staff would
override the $1.00 daily rate with $5.00.
Then a ratio is used to calculate the Weekly or Monthly rate, if
the equipment remains out longer.
Misc Rental - Rates Heater Rates ------------------- ------------ 1.00 5.00 Ratio is 5:1 4.00 20.00 $4.00/week x 5 = $20 12.00 60.00 $12.00/month x 5 = $60.00
1 Day = 12 hours 1 Week = 84 hours (7 days x 12 hours) 4 Weeks = 336 hours (4 weeks x 7 days x 12 hours)
RATE CODE DESCRIPTION TO HOURS RATE HOURS RENTAL RATE --------- ----------- -------- ---------- ----------- 3 DAILY 48.00 12.00 $ 60.00 5 WEEKLY 252.00 84.00 $ 240.00 7 4 WEEKS 9999.00 336.00 $ 720.00
6 overtime hours in a Day 5 overtime days in a Week 20 overtime days in a Month with 5 Days in a Week
The rental charge is calculated by executing these steps:
When the Billable Hours are less than the Rate Hours, the Rental Rate amount is charged as the Gross Rental Charge.
Examples of Standard Rate Calculation:
Billable Hours / Rate Hours * Rental Rate = Rental Charge
An item rents for:
$ 60 a Day $ 240 a Week $ 720 for 4 Weeks
Rental Period Is 1 Day:12 hours / 12.00 * $ 60.00 = $ 60.00
Rental Period Is 3 Days:3 days * 12 hours / 12.00 * $ 60.00 = $ 180.00
Rental Period Is 1 Week:7 days * 12 hours / 84.00 * $ 240.00 = $ 240.00
Rental Period Is 2 Weeks:14 days * 12 hours / 84.00 * $ 240.00 = $ 480.00
Rental Period Is 4 Weeks:28 days * 12 hours / 336.00 * $ 720.00 = $ 720.00
Rental Period Is 8 Weeks:56 days * 12 hours / 336.00 * $ 720.00 = $1440.00
Examples of Standard Rate Calculation using Overtime:
The A.R.A. Overtime is defined as:
6 overtime hours in a Day 5 overtime days in a Week 20 overtime days in a Month with 5 Days in a Week
The rental rates for an item are:
$ 60 a Day $ 240 a Week $ 720 for 4 Weeks
Billable Hours is 15 hours = 1 Day + 3 overtime hours
(12 hours / 12.00 * $60) + (3 hours * 1/6 * $60) = $ 90.00
Billable Hours is 108 hours = 1 Week + 2 overtime days
(84 hours / 84.00 * $240) + (2 days * 1/5 * $240) = $
336.00
Billable Hours is 360 hours = 4 Weeks + 2 overtime days
(336 hours / 336.00 * $720) + (2 days * 1/20 * $720) = $ 792.00
Billable Hours is 444 hours = 4 Weeks + 1 week + 2 days
(336 hrs / 336.00 * $720) + (1 week * 1/4 * $720) + (2 days * 1/20
* $720) = $ 972.00
Overtime Days 1 to 5 are charged at 1/20 of 4 Week Rate for each
day.
Overtime Days 6 to 7 are no charge.
Overtime Days 8 to 12 are charged at 1/20 of 4 Week Rate for each
day.
Overtime Days 13 to 14 are no charge.
Overtime Days 15 to 19 are charged at 1/20 of 4 Week Rate for each
day.
Overtime Days 20 to 21 are no charge.
Overtime Days 22 to 26 are charged at 1/20 of 4 Week Rate for each
day.
Overtime Days 27 to 28 are no charge.
Examples of Rate Calculation using Alternative
Overtime:
Alternatively, overtime can be set to:
4 overtime hours in a Day 4 overtime days in a Week 12 overtime days in a Month with 4 Days in a Week
The rental rates for an item are:
$ 60 a Day $ 240 a Week $ 720 for 4 Weeks
Billable Hours is 15 hours = 1 Day + 3 overtime hours
(12 hours / 12.00 * $60) + (3 hours * 1/4 * $60) = $
105.00
Billable Hours is 108 hours = 1 Week + 2 overtime days
(84 hours / 84.00 * $240) + (2 days * 1/4 * $240) = $
360.00
Billable Hours is 360 hours = 4 Weeks + 2 overtime days
(336 hours / 336.00 * $720) + (2 days * 1/12 * $720) = $ 840.00
Billable Hours is 444 hours = 4 Weeks + 1 week + 2 days
(336 hrs / 336.00 * $720) + (1 wk * 1/3 * $720) + (2 days * 1/12 *
$720) = $1080.00
Overtime Days 1 to 4 are charged at 1/12 of the 4 Week Rate for
each day.
Overtime Days 5 to 7 are no charge.
Overtime Days 8 to 11 are charged at 1/12 of the 4 Week Rate for
each day.
Overtime Days 12 to 14 are no charge.
Overtime Days 15 to 18 are charged at 1/12 of 4 Week Rate for each
day.
Overtime Days 19 to 28 are no charge.
Examples of Rate Calculation using No Overtime:
Some firms do not use the American Rental Association (A.R.A.)
method of calculating overtime.
Instead, when overtime would apply, these firms use the daily and
weekly rates. This is most common where firms are used to
calculating rates on a manual basis.
For example, if an item was rented for 1 week and 2 days, the customer would be charged the one week at the weekly rate plus two days at the daily rate.
If the overtime was set to:
0 overtime hours in a Day (Prorate Partial Days = N)
0 overtime days in a Week
0 overtime days in a Month with 0 Days in a Week
And the rental rates for an item are:
$ 60 a Day $ 200 a Week $ 550 for 4 Weeks
a) For an item rented 1 week & 2 days:
$320 = (1 week * $200 a week) + (2 days * $60 a day)
RATE PER DAY $ 35.55 = $320 / 9 days
b) Using the standard A.R.A. method:
$ 300 = (1 week * $200) + (2 days * 1/4 * $200)
where each O/T day is 1/4 the weekly rate
RATE PER DAY$ 33.33 = $300 / 9 days
Using a rate calculation with No Overtime, the rate per day calculated over the entire rental period will always be higher. This means that the customer is not given the advantage of the cheaper weekly rate (cheaper per day) for keeping the equipment out longer than one week. With this method, the customers will be inclined to return the equipment after one week, instead of keeping it for several extra days, in order to avoid the higher daily rates.
Generally, it is desirable that the customer keeps the equipment for as long as possible to maximize long term rentals. Because the customer is not rewarded for keeping the equipment out longer, there is a general movement away from this method of calculating rental charges in the Rental Industry. This is why the A.R.A. does not recommend this method of rate calculation.
Billable Hours is 15 hours = 1 Day + 3 hours = 2 days 2 days * $60 = $ 120.00
Billable Hours is 180 hours = 2 Weeks + 1 day
(2 weeks * $200 Weekly Rate) + (1 day * $ 60 Daily Rate) = $
460.00
Billable Hours is 360 hours = 4 Weeks + 2 days
(336 hours / 336.00 * $540) + (2 days * $ 60) = $ 660.00
Billable Hours is 444 hours = 4 Weeks + 1 week + 2 days
(336 hours / 336.00 * $540) + (1 week * 200) + (2 days * $ 60) =
$860.00
Billable Hours is 720 hours = 2 x 4 weeks + 4 days
(672 hours / 336.00 * $540) + (4 days * $ 60) = $ 1320.00
Examples of Rate Calculation when the Rental Rate is
Overridden:
When the standard rental rate for an item is overridden, the
software applies the ratio of the overridden rate over the standard
rate for calculating the rental charges.
The rental rates for an item are: $60 a Day $240 a Week $720 for 4 Weeks.When the Daily Rate is overridden to $48.00, then the ratio is:
The remaining rates are calculated as:
$240 * 0.80 = $192 Weekly Rate $720 * 0.80 = $576 4 Week Rate
e.g. A base weekly rate can be setup for the first week, and then the following 3 weeks could be billed at a lower regular rate. This offers the customer a reduced rental rate when the equipment is out longer than the base period.
Base rates can be setup for any rate code level. e.g. Hourly, Daily, Weekly or even Monthly.
There are two methods of utilizing Base rates in the product
rate structure.
Refer to Base Rate Structure information in the Group Rates for setup and examples.
ACTIONS:
Additional actions provided by buttons on
the Rental Product screen include:
To delete an existing rental product, click the DELETE button before selecting the item as outlined in Delete a Product.
If a product is deleted, an audit record is generating tracking the Operator and the Date when the product was deleted. This can be viewed in Delete Log for function RSPF95.
Inventory Inquiry:
After selecting a rental product, click the INQUIRY
button to view the information on this product as outlined in
Inventory Inquiry, according to the
Inventory Inquiry Categories security assign to the
operator.
Inventory Location:
The MAP button is only displayed for non-bulk rental
products if there is location data logged in the GEO Location History.
Click the MAP button to view the product location in
'Google Maps' based on the last location co-ordinates.
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