A reservation is useful for recording an equipment booking for a
future date.
By entering reservations, equipment can be scheduled to be
available on the date that it is needed and booking conflicts can
be avoided.
A bookings schedule (product requirements) is maintained so that
availability of equipment on any date can be determined.
During the reservation entry, delivery, pickup, or 'Will Call'
requirement can also be recorded per the Divisional Delivery/Pickup Parameters.
Scheduling can then be controlled using the Delivery/Pickup Dispatch.
Event management processing can be used to decide reservation
dates and calculate event rates.
This processing can be activated in the Company
Rate Parameters.
The Counter Worksheet can be used to
enter a reservation for equipment rentals and sales.
Use this Reservation program when entering a new reservation
where the default Reservation # needs to be over-typed, or
to change an existing reservation.
The ability to over-type the document number is controlled by the "Allow Custom Document#" flag for the document type defined in Last Used Transactions.
The reservation entry is similar in format to Contracts.
The main differences between the contract entry and the reservation
entry are:
Creation Date:
When a reservation is created in Counter
Worksheet, Convert Quotes To
Reservations, or Reservations, the actual creation date
and time is saved.
This date and time stamp can be viewed in the reservation header
screen.
Note: Date Range Control does not apply to the Creation
Date.
It is the Date Out that is checked to make sure the date is
valid against the date ranges set as acceptable in Date Range Control for Reservation module
RSRH.
Reserving a Product Group:
A specific product # (e.g. #4522 ROUND TABLE 8') or a product Group
(e.g. Group 453 CHAIRS) can be reserved.
It is useful to reserve a Group when not sure which specific
product number within the Group (e.g. Brown Chairs, White Chairs,
Stacking Chairs) is to be assigned at the time of booking.
Later when the reservation is to be filled and converted to a
contract, staff would pick the specific product and replace the
Group with the actual product number being rented.
Product Booking Requirements on Reservations:
The requirements table tracks product booking times to monitor
product availability, and can be viewed in Requirements Inquiry by Product/Group.
When a filled or "Honored" Reservations is not deleted when
converted to a Contract, and the "Delete Requirements for
Honoured" flag is set in the Company
Reservation Parameters, the booking requirements for the
products are deleted when the reservation is honoured.
The utility to Regenerate Requirements
File will exclude bookings on honoured reservations.
Product Availability Overrides on Reservations:
The "Allow Overrides On Location Quantities For
Reservations" can be activated from the Company Security Parameters.
Product Over-bookings on Reservations and
Fulfillment:
When quantity overrides are not allowed on Reservations per the
"Allow Overrides On Location Quantities For Reservations" on
the Company Security Parameters, then the
"Region Reservation Fulfillment" feature can be used to find
and transfer available product quantity automatically from other
locations in the 'Default Inventory Region' to fill the Reservation
for specific products, by using the Region
Reservation Fulfillment utility to generate the Internal Branch Transfer transactions to fill the
overbookings.
When a Reservation requires product transfers for fulfillment using
this feature, the Reservation cannot be converted to a Contract in
the Convert Reservation to a Contract
utility, until the transfers are completed.
Refer to "Regional Reservation Processing" in the Divisional Inventory Parameters for more information on this feature.
Honoured Reservations Restriction:
When a filled or "Honored" Reservation is not deleted when
converted to a Contract, and the "Delete Requirements for
Honoured" flag is set in the Company
Reservation Parameters, all honoured reservations become
historical reference documents and cannot be changed and additional
deposits cannot be taken.
An honoured reservation can be converted again to a Contract if
required.
If this "Delete Requirements for Honoured" reservations
feature is not used, honoured reservations can be modified as the
reservation is still considered an active document and still has
the associated bookings.
ENTERING THE RESERVATION
Name Check List:
This window to accesses the Name Check
Select information on this document.
When the customer number on the document was selected by entering or scanning an FOB code, the associated name from the Name Check List becomes the default on the document, if that employee has permission to rent.
Default Tax Codes:
Window to review and set the Default Tax
Codes.
Off Rental Reason Codes:
Window to review and set the Valid Off Rent
Reason Codes for this document.
No Charge Weekends:
Window to review and set the No Charge
Weekends information for this document.
Business Source:
Window to review and set the Business Source
for this document.
A flag in the "Required Document Information" of the
Company Contract Parameters, can be set to
make the Business Source a mandatory field on counter documents
including Contracts, Invoices, Reservations, Quotations, and
Worksheets.
When a Business Source is mandatory on a document, the Blank code
is not allowed even if there is a blank code record in the Business Source Codes table.
Honored Reservations:
Window to review any contracts that have been previously created
from this Reservation as outlined in Honored
Reservations.
File Attachments:
Window to review and set any File
Attachments associated with this document.
The link to an attached document will be passed on to any resulting
documents created by converting the reservation.
Created By:
In Change Mode window to view the date and time this document was
created and whether it was Staff that created the document through
the application, or whether it was a a Customer or Salesman that
initially created the original document request through Web
Services or Portal.
The associated email address is displayed.
Document Email:
Window to review and enter an Email Address associated with this
document.
This value is used by the 'Logic Platform' in the search
utility to find a document.
It is not used for actual emailing at this time.
Refer to Reservation Details for details on entering the product details.
Refer to Reservation Summary and Totals for details on completing the reservation, including adding services, deposits, taxes, and payment.
If the reservation requires a deposit, settings in the Company Contract Parameters can require that the customer pay any Security Deposit on rental equipment and/or the Deposit total based on the rental charge estimate and the "Deposit Multiplier%" defined in the Division Contract Parameters.
If the reservation was taken over the phone, requesting a
deposit ensures that the customer comes to your store, providing a
second sales opportunity. Often when the customer comes into the
showroom, the store displays give new ideas to the customer.
If the reservation is taken over the phone, the customer can be
told that the deposit is required by a specific date. Use Reservation Deposits Reminder List to track when
the deposit is due.
Use Log Reservation Deposit Reminder Calls
to note when the customer was called and set the next call date if
the deposit is not made.
The Rental Quote also respects the separate Company Security Parameters to Prompt for Clerk flag.
An override setting in the Company Security
Parameters can be set to either prevent reserving rental
equipment when none is available at that location, or instead to
allow the quantity over-ride after the warning of insufficient
quantity available.
A further parameter can be set to prompt the operator for a reason
code when the product reservation quantity is over-ridden.
Field Access Security:
Additional role security can be set to restrict certain actions in
document entry by field as defined for the operator in Security Role Permissions.
This security feature can be used to control the operator's ability
to over-ride field values include discount percents, dates/times,
quantities, rates, price, and terms.
To identify which reservations need converting, use Reservations Report to create a list.
Reservations can be converted a day or two in advance in order to
prepare the orders for delivery or customer pickup.
Use the Reservation Pick List to help
prepare the orders.
Once the reservation is converted to a contract, if the
reservation is not required any longer it can be deleted so that
only outstanding reservations are left in the system.
Reservations can be saved if they apply to repeat events.
If filled reservations have been deleted, review the customer's old
contracts to determine what the customer requested last
time.
Old reservations can be set to automatically purge after the
reservation reaches a specified over due days. e.g. 30 or 60 or 90
days overdue.
The auto purge is executed by the job RSRH98A when setup in the
Automated Job Scheduling to delete
eligible old reservations according to the "Auto Purge Days"
set in the Company Reservation
Parameters.
An audit record is written to the Delete
Log for RSRH98A to track purged reservations.
If the value for the "Auto Purge Days" prompt is left at zero or blank, the overdue or expired reservations will not be automatically deleted and this will then have to be done manually.
Note: Any Reservations with an outstanding deposit will not be purged.
ACTIONS:
Additional actions provided by buttons on
the Reservations screen include:
To delete an existing reservation, click the
DELETE button before selecting the document number,
as outlined in Delete a Reservation.
This delete utility makes permanent deletions of the entire
reservation selected.
If a reservation is deleted, an audit record is generated tracking
the Operator and the Date when the document was deleted. This can
be viewed in Delete Log for function
RSRH99.
Convert a Reservation:
Click the CONVERT button before selecting the
reservation number that is to be converted and select one of the
following actions:
Note: If any attachments such as images or external documents are linked to the source Reservation, they will also be linked to the document resulting from a convert action.
Release Locked Reservation:
The RESET IN USE button is only enabled before a
Document # is entered and is only visible when the role
assigned to the operator in Operators has
permission to reset Reservation - In Use.
The role permission is setup in the "Reset Flags" window in the
Security Roles on the Security tab
of Configure System Settings.
Click the RESET IN USE button and enter the reservation number that is to be released, as outlined in Reset Reservation in Use.
Note: If a document is "In Use", deleting it does NOT release
the lock flag.
The reservation "In Use" flag must be cleared before deleting
it.
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