The Calendar can be maintained in the Calendar window in the
"Rental Rates & Pricing" parameters on the Operations
tab of the Configure System Settings.
An operator must be assigned a Security
Role that allows permission to the Operations - Calendar
in order to access this table.
Prior to setting up a new calendar in the software, for rate structure and billing calculations, decide on the hours in a day, and how many days are billable in your week.
Note: If a Daily Rate Expiry Time is utilized as set in the Divisional Rate Parameters, the hours on the "out" day of the contract may appear to be shorten in the calculation for short term contracts instead of reflecting the 24 hour day.
If equipment went out Thursday at 8 am and was returned Monday at 8 am, how many days should be charged?
Thursday 8 AM to Monday 8 AM = 4 days Use 7 Days per Week Thursday 8 AM to Monday 8 AM = 3 days Use 6 Days per Week Thursday 8 AM to Monday 8 AM = 2 days Use 5 Days per Week
To not charge selected customers (such as contractors) for Saturday and/or Sunday, set the No Charge Weekend flag in the Billing Information of the "Additional Information" screen in Customer Information to the desired setting.
Seven days per week is recommended, even if your firm is only
open five or six days, as intuitively people think of a week as
having seven days.
To compensate for the days in the week that your firm doesn't bill,
use the No Charge Weekend feature in the Customer
Information file. Any weekend rentals (i.e., Out Saturday, in
Monday morning) can still be handled using the special rate WEEKEND
RATE.
To prevent charging selected customers (such as contractors) for Saturday, set the No Charge Weekend flag in the Billing Information of the "Additional Information" screen in Customer Information to the desired setting.
If your firm typically charges only 5 days a week for most items, but charges every day for certain items such as scaffolding or barricades and flashers, setup the software to reflect 5 days a week. A feature in the Product Class later can be used to compensate for the special items which bill 7 days a week, even though the calendar is set to 5 days a week.
Calendar Setup:
Once the number of hours in a day, and the number of days in a week
have been determined, proceed with generating the calendar as
follows:
The recommended calendar format has 24 hours per day, and 7 days per week. However, an alternative setup can be used, if required.
Note: Once the Hours in each day are defined and accepted, the
hours cannot be changed, as the rate structures are based on these
values.
Contact Texada Support if changes are required.
Note: If business is being conducted on a 24 hour basis (Rentals/Sales could be processed at any time of the day) the Company Opening Time should be left at Midnight (00:00:00) as a different opening time could impact rate calculations.
Otherwise, type in the number of minutes grace to be allowed for
each of the three rate levels. During Rental
Return the minutes grace used depends on the rate selected.
i.e. Daily Rate allows minutes PER DAY, Weekly Rate allows minutes
PER WEEK, and Monthly Rate allows minutes PER MONTH.
Otherwise, type in the number of minutes grace allowed.
Overtime Grace applies only when the equipment is returned in
Rental Return on the original Date Due but
after the Time Due, and the number of minutes late is less
than or equal to the grace allowed PER PERIOD, then the extra
minutes are not billed.
Note: Changing a grace period on a future calendar will also affect current grace periods.
Note: If your firm uses a combination of 28 day and monthly billing periods, set this Default Billing Method to 28 Days and activate the Respect Customer Cycle Bill Interval option in the Company Billing Parameters so that individual customers can be flagged to bill Monthly in Customer Billing Settings.
ACTIONS:
Additional actions provided by buttons on
the Calendar screen include:
Uncheck this box if your firm does not do regular Monthly or 28 Day billings.
It can be over-typed as required.
When generating a calendar to correct or replace an existing calendar, the Billing Day Code defaults to match the billing day code already existing in the calendar.
Optionally, an M for Monthly can be entered instead of a
Billing Day number, to assign the character M to each calendar day
in the date range.
This code is useful if your firm bills to a common date at the end
of each month.
Before proceeding, contact Texada Support if these changes are required. Custom programs can be written to convert existing data to suit a new calendar. Texada Support can assist in determining the most suitable rate structure, to replace your existing one.
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