Off Rental Reason Codes

Various Reason codes can be allowed for requests to "stop the clock" using Off Rentals by Contract, that can be assigned to individual Reservations, Contracts, Rental Quotes, and Counter Worksheets, controlling Off Rent processing.
Reasons codes can be added to a document later in the Set Document Off Rental Reason Codes utility.

The prompt for Off Rental Reason Codes feature can be activated in the Company Contract Parameters, and if the Enhanced Off Rentals feature is activated in the Support Application Parameters partial billing for the down time can be charged.
Refer to Off Rent Tunable Parameters for details on this feature.

These reasons can be maintained in the Off Rental Reason Codes window in the "General Settings" on the Operations tab of the Configure System Settings.
An operator must be assigned a Security Role that allows permission to the Operations - Off Rental Reason Codes in order to access this table.
This window is also disabled if the prompt for Off Rental Reason Codes feature is not activated on the "Documents" tab of the Company Contract Parameters.

Each Reason Code has the following options:

• These reasons can be flagged to print on the document.
• A default to include on the document or not, can be set by reason code. The default can always be over-typed in the document as required.
• If the Enhanced Off Rental processing has been activated, a percent can be entered for each code, to allow only a part of the off rental period to be at no charge.

The prompts to enter reason codes are:

SEQ#

The sequence number tracks the number of reason codes in the file.

REASON CODE

Enter a Reason code of up to 2 characters.

DESCRIPTION

Enter the reason for the Off Rental.
e.g. Inclement Weather, or Equipment Damaged/Faulty, or Down Time

PRINT

Uncheck this box if this reason should NOT be printed on the document header notes as an allowable reason for off-rental.

Check this box if this reason should be printed as a comment on the document.
The reason description is printed following the words "Off Rental Allowed For".
e.g. Off Rental Allowed For Inclement Weather

DEFAULT

Check this box to default this code to be added to each document.

Uncheck this box to not add this code by default to each document.
Note: The default can always be over-typed as required in the Off Rent Reason Code window of a specific document.

PERCENT

This column appears only if the Enhanced Off Rental processing has been activated.

Enter the percent of the off rental period that should be allowed at no charge.
The remaining portion of the off rental period will be included in the chargeable hours at the contract rental rate.
Refer to Off Rent Tunable Parameters for details on this feature.

Finished ?

Multiple reason codes can be entered.
Click ACCEPT to accept the codes, or CANCEL to abort.

ACTIONS:
Additional actions provided by buttons on the Off Rent Reason Codes screen include:

• Delete a Reason Code:
  Reason codes that are no longer used can be deleted as required.
  Click on the sequence number of the reason code record to be deleted to highlight it in focus and then click on the DELETE button at the bottom of the screen.
  Confirmation is required.

  Note: Deletion is not prevented even if the Reason Code is in use on a document or off-rental.