Reverse Rental Return by Contract
Counter Menu -> Rental Return -> REVERSE button -> Select Reverse Method -> Reverse Rental Return by Contract
Counter Menu -> Miscellaneous Invoices / Point Of Sale Invoices -> DELETE button -> Delete a Single Invoice-> Reverse Rental Return by Contract
There are two approaches for reversing a Rental Return, as explained in the Select Reverse Method, with the information on the advantages and differences in these reverse options.
Using this Reverse Rental Return by Contract option, specific products that were invoiced incorrectly can be reversed on the contract without reversing the entire invoice.
This reverse action does not automatically delete the invoice as not all products were necessarily reversed and so manual adjustments are still required to correct the invoice.
This option does not "undo" a deposit used to pay the invoice.
This utility is only available to an operator if the role assigned in Operators has permission to Reverse a Rental Return by Contract as defined in the "Deletions" window of Security Role Permissions.
FIFO Returns cannot be reversed by Contract as there are multiple source contracts.
The Reverse By Contract utility completes the Automatic Actions when a Return is Reversed explained in Select Reverse Method, but also requires attention to the following:
•This program does NOT delete the invoice that was generated by the return.
If the invoice can be corrected, it can be done using Miscellaneous Invoices, however line items billed from a Rental Return cannot be deleted off the resulting invoice.
If the invoice is a complete mistake, it must be deleted in its entirety using Delete A Single Invoice.
•If possible the corrections should be done BEFORE Daily Close 1, Daily Close 2, Daily Close 3 are run, otherwise the invoice made from the accidental rental return will already be posted to the Customer's Account, to the General Ledger and to the Monthly Product History.
•The reverse of a Rental Return can be done AFTER the invoice has been posted through the Daily Close programs, however this only corrects the contract.
To fix the posted invoice, issue a credit invoice and post this using the Daily Close programs too.
Reverse a Rental Return by Contract:
Each item incorrectly returned must be reversed individually and manually by using a copy of the invoice which was originally generated from the incorrect rental return, for reference.
The prompts to reverse a Rental Return by Contract are:
CONTRACT #
Enter the contract # to be reversed or look it up in the Contract Search window.
The following information about each returned product displays on the screen.
SEQ#
This is the sequence number from the Contract for the product.
PRODUCT #
The product number selected displays.
Refer to the printed copy of the Invoice for the product description.
QUANTITY
The product quantity that has been returned displays.
This is the quantity which will be put back as OUT on the contract by reversal.
Expanded Record
Additional information about the original returned product include:
DATE/TIME OUT
The original contract date and time out for this item display.
DATE/TIME DUE
The original contract date and time due for this item display.
ACCUM INVOICES
The accumulated charges for this item from ALL invoices generated from this contract displays on the screen.
NEW ACCUM INVOICES
Initially, this is the same as the Accumulated Invoices amount. After the amount to be reversed for this product has been entered, this value is recalculated.
The New Accumulated Invoices amount is the Accumulate Invoices amount less the Price Each to be reversed.
This amount will be written back to the contract, to compensate for the last invoice issued and reversed.
TO PROCEED WITH THE REVERSAL:
Complete the following information for each product to be reversed:
DATE OUT
Enter the Date Out from the last invoice which was made from the incorrect Rental Return.
This date is required for any further Rental Return or Cycle Billing to calculate properly. The DATE LAST BILLED will be set back to this DATE OUT per the last invoice.
TIME OUT
Enter the Time Out from the last invoice which was made from the incorrect Rental Return.
This time is required for any further Rental Return or Cycle Billing to calculate properly. The TIME LAST BILLED will be set back to this TIME OUT from the last invoice.
Use the "24 hour clock" to enter this time.
e.g. 6:30 PM would be entered as 1830 and 6:30 AM would be entered as 0630
Note: If rate changes have been made to products on the contract using the Update Contract Rental Pricing utility, the contract cannot be reversed back prior to the effective date/time of the rate change, as related billing adjustments could not be made as of the old rate structure.
PRICE EACH
The UNIT PRICE each for this item per the last invoice which was made from the incorrect rental return should display.
Window to view the total price for this product on the last invoice.
LAST INVOICE PRICE
This window displays the total amount of the last billing for this item.
The calculation is the UNIT PRICE times the QUANTITY to equal the Last Invoice Price.
This is the amount that must be subtracted from previous billings to calculate the NEW ACCUM. INVOICES value listed in the lines below.
This amount can be modified if required.
Any meter charges can be viewed in the window with the price each before meter, meter last invoice, and net price each to be credited.
LOCATION RETURNED
The return location for the products as entered in the Rental Return is displayed.
If this location differs from the Out Location on the contract, then a transfer would have been generated in Inventory Branch Transfers at the time of the return.
The transfer notes state that the transfer was create from Contract and includes the contract#.
This transfer will now be reversed if the product return is reversed.
LOCATION OUT
The original Out Location on the contract is displayed.
If the Return location and the Out location differ, and the rental return is reversed, an inventory transfer record is written to return the equipment to the original Out Location of the contract.
The resulting transfer can be viewed, printed and posted from Inventory Branch Transfers.
The transfer notes state that the transfer was create from Reversing a Contract and includes the contract#.
The quantity for the inventory locations (RSIL) is immediately updated in Rental Inventory.
Transfer records are not written for Sale items being reversed to a different location from the out location.
Instead when the return invoice is deleted, the quantity is increased at that location in the deletion process, and then when the contract is reversed, that quantity is reduced at the returning location because it is now out on contract again from there.
REVERSE THIS RETURN
Uncheck this box to cancel the reversal.
Check this box to proceed with the reversal.
This item will be put back OUT on the contract, and the last billing subtracted from the accumulated invoices amount on each item.
Sales items sold will be put back into inventory.
Finished?
When each product detail has been addressed click ACCEPT.
Confirmation is required before the reversal can be completed, else it can be cancelled completely, or the details can be re-accessed.
DAMAGE INVENTORY RETURN CODES
If a damage return Code had been assigned to a product on the original return in Rental Returns, this Reverse Damaged Inventory Return Codes screen appears so the damage code can be reversed if required. The product number, the description, quantity, and Return Code, are displayed.
Uncheck this box to prevent the Return Code from being reversed.
Check this box to generate a negative return code record. These can be viewed in Contract Damaged Returns and are reflected in the Rental Return Product Codes Report..
Topic Keyword: RSCH95