Counter Menu -> Counter Worksheet Details -> Product # window -> Exchanges by Customer
This exchange program can be used to enter multiple product exchanges for a customer across multiple contracts and different sites, in place of Exchange by Contract that exchanges specific equipment on a specific contract.
This feature can also be useful for rental firms that have long
term equipment rentals, but want to encourage their customers to
exchange the equipment at frequent intervals so that cleaning and
maintenance can be performed regularly.
Customers can bring in and swap old dirty equipment for fresh
serviced equipment from various contracts at one time. Customers
are not charged for the exchange and the original rates and
discount incentives are maintained.
Customizable Exchange Parameter Settings:
Because most rental firms have varying preferred business
practices, Texada SRM provides a series of parameters to
define and control the functionality of the software.
Refer to Equipment Exchange Tunable
Parameters for a comprehensive list of these tunable settings,
both company wide in Company Parameters and
by division or store in the Division
Parameters.
The original equipment is flagged off rent immediately to halt further billing, and then by returning it through Rental Return within the time allowance defined in the Rental Return Settings of the Company Contract Parameters.
The replacement equipment is added to the contract as a new
detail line with rental rates as defined for the new equipment.
All Time-Based discount incentives are initially carried over to
the replacement unit.
Pad Days are transferred from the old product to the new
replacement product to maintain its eligibility in the Customer Discount Programs. The utility Contract Discount Program Pad Days can also be used
to manually manage Pad Days.
If the customer is late returning the original equipment, then
the "off rent" status of the original equipment is automatically
cancelled and the customer must pay for the full period until it is
returned.
The replacement equipment is then considered a new rental and any
Time-Based discounts accumulated from the original unit are not
carried over to the replacement equipment.
The prompts to initiate a product exchange by customer are:
Note: Your preference will be the default the next time this option is utilized.
If the operator has access and the default is not correct, enter
the location to which the old equipment is being returned, or
select one from the drop-down list.
Only inventory locations can be entered, as flagged in Divisions.
If the return location differs from the contract location, then
a transfer record is generated for the old equipment, as it is now
at this new location.
The transfer records can be viewed, printed, and posted in Inventory Transfers.
A comment is written in the Transfer Notes field stating the source
of the transfer as an equipment exchange with the corresponding
exchange slip number.
This date and time will be used to determine when the Ship Exchange time allowance starts.
Note: If rate changes have been made to a product on the contract using the Update Contract Rental Pricing utility, that product cannot be exchanged prior to the effective date of the rate change, as related billing adjustments could not be made as of the old rate structure.
If no name was selected from the Check List, enter the name of the person requesting this exchange.
EXCHANGE PRODUCT DETAILS
Click the DETAILS button to access the product list
paging screen as follows:
CONTRACT SELECT Window:
If the product number is a bulk item that is out on several
contracts for the customer, a list of the rentals is displayed with
the Contract#, product status (Out or F Off Rent) and the quantity.
Select the record to be exchanged.
If the product quantity on the product detail is greater than
one, then the total quantity will be exchanged.
Partial product quantities cannot be exchanged.
The date and time out and due back on the contract for the original rental equipment, will be used to set the product requirement records for the new product, as displayed in Requirements Inquiry By Product/Group.
Note: This processing respects the operator restriction to Return Or Edit Contracts From Other Divisions as set in Operators.
The products in the search window can be restricted to the same
Product Class, according to the Allow Exchange Across
Classes setting in the Company Contract
Parameters that controls whether the new and exchanged products
must be in the same Class.
If separate classes are permitted all products are displayed in the
search window, but the product selected must belong to a Product
Classes that has the same Billing Type and Hour/Shift for Meter
Charge, in order to maintain consistent billing flow.
There is no restriction exchanging a Metered product from or to a Non-Metered product.
Click YES if the exchanged product has been returned and is either ready to rent or to be serviced.
Note: Only unconfirmed exchanges can be reversed in Cancel Contract Exchange.
If there is insufficient quantity available of this replacement
product or the replacement product has a current status of 'O' for
Out or 'F' for Off Rent, then a warning is generated.
If the operator has the ability and does proceed with the exchange
to this product, an availability over-ride record is written for
RSEX06C to Print Override
Report.
Check this box to add the replacement non-bulk rental product to
the contract as of the exchange date, and to trigger a Ship
Exchange on the original non-bulk equipment that is not actually
back yet, putting it off rent to prevent further billing.
The contract is updated to show two detail lines, with the original
equipment off rent and the new equipment out on rent at this new
date with the current rental rates defined for this product.
The original equipment must then be returned through Rental Return within the time allowance defined in
the Rental Return Settings of the Company
Contract Parameters in order to preserve the Time-Based
discount incentives carried over to the replacement unit, and to
preserve the off rent status of the replaced equipment.
The Expected Return Date is displayed.
A comment is written in the contract Notes of the original exchanged product detail, stating the Ship Exchange Due Date and the replacement product number.
This processing is activated for non-bulk rental equipment, when a value is set in Maximum Number Of Days For Ship Exchanges in the Rental Return Settings of the Company Contract Parameters.
Note: The Ship Exchange Rental Return date is the actual date that the return is entered. The rental return cannot be backdated to force a Ship Exchange into an acceptable date.
Refer to Contract/Purchase Order Link Overview for details on product eligibility, rules, and configuration of this feature.
Click YES to re-sort the product details on the contracts
according to the preferred sort sequence for the contract
division.
Click NO to leave the details in the same order as they were
entered.
Note: The equipment on the Exchange Slip is sorted by product number.
Any resulting Work Orders can be printed after the exchange is completed.
Click NO if a copy of the Exchange Slip is not required at this
time.
The Exchange Slip can always be printed later from Print Customer Exchange Slip.
ACTIONS:
Additional actions provided by buttons on
the Exchange screen include:
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