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