Each rental item on the document maintains its own date/time
out, date/time due, rate structure, and billing details.
This allows items out on rent at different times to be recorded on
the same contract, and rental billings to be maintained and tracked
by individual product.
This Rental Period Calculations window is provided on each rental document on the Unit Price field for rental transactions to access the rental billing information, with some variation depending on the document.
Note: This window opens automatically to confirm the rental dates and rates, if the Out date is prior to today's date.
The prompts include:
The ability to modify this field can be controlled by the 'Permit' flag set on Worksheet - Date Out, Rental, Detail, and Contract - Date Out, Rental, Detail, and Reservation - Date Out, Rental, Detail for the corresponding documents, in the Security Role Permissions for the role assigned to the operator.
Date Change Defaults:
When the 'Date/Time Out' is
changed to a date/time that is later than the 'Date/Time Due', the
default 'Date/Time Due' is automatically also changed the by number
of days defined by the "Default Date/Time of Days per
Rental" value set in the Divisional Rate
Parameters, unless the "Ignore Default Date/Time Due" is
checked in the Divisional Rate Parameters
and then the 'Date/Time Due' for the product is set to same as
'Date/Time Out'.
On Invoice Details this field becomes
Date Billed From and can be used to establish the rental
period to bill. If Date/Time Billing information is entered, it
will be printed on the invoice next to the product rented.
If the rental time period is NOT entered in this window, but the
rental period needs to be printed on the invoice, then manually
enter the rental billing period in the Invoice Comments.
Note: When an additional item is added to an existing Contract the Use Current Date flag set in the Date Out/Date Due window is respected for determining the Out date and time.
The ability to modify this field can be controlled by the 'Permit' flag set on Worksheet - Time Out, Rental, Detail, and Contract - Time Out, Rental, Detail, and Reservation - Time Out, Rental, Detail for the corresponding documents, in the Security Role Permissions for the role assigned to the operator.
If your firm does not track the time out/in, make a company
policy as to the time to be entered and preset the Default Time
Out in Divisional Rate Parameters.
e.g. Always enter 8 AM for time out (entered as 0800), and 6:30 PM
for time in (entered as 1830).
Note: In Change mode, once a product has been billed, the Time Out cannot be changed.
On Invoice Details this field becomes Date Billed Thru and can be used to establish the rental period to bill.
Check this box if the due back date is unknown, to ensure that return requirement transactions are not written for this product and that the product will remain "unavailable" until it is actually returned.
A setting in Company Rate Parameters controls whether the billing period always uses 28 days for "Indefinite" products, or whether the default period determined in the Divisional Rate Parameters still applies.
Note: This field is not relevant and is suppressed on Invoice Details.
The Rental Cap determines the maximum rental amount for this
product per unit, as set in the product file. This can be
over-typed if required.
This item will NOT be billed above this maximum Rental Cap and a
note will display in the rental calculation window when the cap has
been reached.
If Reason Codes On Override has been activated in the
Company Security Parameters the operator
will be prompted for a reason code if the Rental Cap on the product
was overridden, as outlined in Prompt for
Reason Code.
Enter the Reason code for the change in the rate or select it from
the window.
Specific customers can be flagged to allow or ignore the Rental Cap in the Billing Information settings of the "Additional Information" window in Customer Information.
Note: This field is not relevant and is suppressed on Invoice Details.
The Days to Bill defaults from the value entered on the
document header in the Rental Period window,
but can be over-typed on the each rental product detail if
required.
If no Days to Bill value was entered on the document header,
then this field is disabled in the product details and there is no
maximum set.
If the document dates are changed, the operator will be prompted whether to recalculate the Days To Bill too.
Refer to Divisional Rate Parameters for
rate calculation details.
A setting in the Company Billing Parameters
to control how this price break is applied over an extended rental
that requires cycle billing.
Note: This field is not relevant and is suppressed on Invoice Details.
The rate selection will always be optimized in favour of the
lowest rate.
e.g. Equipment is out for 4 days: If the Weekly rate is cheaper
than 4 times the daily rate, the Weekly rate is used.
Note: Any new rates will apply if the Out Date falls after the New Rate Date date setup in the rental rate structure detail for this product.
Any rate overrides are automatically tracked in the Print Override Report.
The Rental Rate Override Prompts for All Rates flag in the Company Rate Parameters controls whether all rates for this product detail are automatically over-ridden proportionately, or whether the following query is triggered:
A note will display if the maximum rental cap has been reached for the product.
If this product has meter reading or blade usage charges, they will also be displayed in the window.
If this Unit Rate Calculation window is being viewed from the Invoice Details that result from a product returned on a contract that has tracked off rent time, and the enhanced Off Rental feature has been activated from the Support Application Parameters, click on the OFF RENTALS button to view any "Off Rent Trx" information for this product rental as outlined in Off Rental Transactions.
DATE/TIME LAST BILLED
ACCUMULATED RENTAL AMOUNT billed to date for this product (prior
to the discount)
A window is provided on the Accum Rental Amt field to view a
list of the Accumulated Invoices as outlined in Billing Details.
ACCUMULATED METER AMOUNT billed to date for this product (prior to the discount)
RATE ADJUSTMENT reflecting the adjustment made if this product
has had any billings and then rates were subsequently updated on
the contract using Update Contract Rental
Pricing.
A window is provided on the Rate Adjustment field to view
rate adjustment history as outlined in Show Rate
Adjustment Details.
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