Rental Information

Inventory Control Menu -> Inventory Inquiry / Detailed Inventory Inquiry -> window to Rental Information

Utilities Menu -> Inventory Control -> Rates/Costs/Prices -> Update Rental Information -> Product Rental Information

The additional rental product information includes the following options:

RENTAL CONVERSION

The rental conversion is primarily for party rentals.
Accept for 1.00 (for no conversion) or enter the conversion factor for renting this item.

This value is set to 1 and disabled for non-bulk rental assets as there will only ever be one unit.

A conversion factor allows for inventory to be rented by the dozen (conversion = 12), while enabling the quantities on hand and costs to be tracked by each, such as dishes.
The rental rates should be setup per dozen (conversion = 12), and the quantities entered on the reservation or contract should be per dozen.
The quantity on the contract will then be converted to a unit quantity when the items are removed from inventory, (e.g. if 3 Dinner Forks were put on a contract, 36 Dinner Forks would show as OUT in the Product File.)
This enables the availability and quantity on hand to show as each, but rent by the dozen.

When these items are sold, e.g. dishes shortages, the quantity and selling price on the invoice are EACH.
The conversion only applies when renting.

RENTAL CAP PRICE

This prompt only applies if the Rental Cap processing has been activated in the Company Rate Parameters.

Enter the maximum amount to be charged on a rental for this product for specified customers.
This can be over-typed on the document (contract, reservation ,quote, etc) if required. It is maintained in the document by rental product in the window on the Time Due field in the Each window of the product detail.

Specific customers and sites can be set to not utilize the rental cap in the "Additional Info" windows of Customer Information and Customer Site Information.

This rental cap value prints on the spreadsheet output of the Cycle Billing Edit Report for information purposes regardless of whether the cap has been applied.

RATE BOOK

This flag controls whether the product is included in the rate book.
Initially it defaults from the show/suppress flag set in the product Group, and can also be updated if the flag in the Group is changed.

Check this box to include this product on the Rate Book.
If the product does not have rates defined at the product level but is flagged to show in the Rate Book, the Group rates will print.

Uncheck this box to exclude this product on the Rate Book.
This can be useful to simplify the rate book, if there are multiple product numbers representing the same type of rental product using the same rates.

CYCLE BILL

Specific items should never be invoiced on interim billing runs.

Uncheck this box if this rental item should never be cycle billed.
These items are not reflected in Unbilled Revenue Report as they are not invoiced until the contract is returned.

Check this box if this item should be invoiced on a cycle billing invoice.

SECURITY DEPOSIT

Some firms request a security deposit and/or pre-payment of the estimated contract amount from cash customers.
If a security deposit is applicable for this rental product, enter the amount of the security deposit EACH for this item.

The total security deposit amount is displayed in the totals screen of the rental document for cash customers.
Refer to the Company Contract Parameters on Deposit Settings for information on activating these features.

SUSPENSION INFORMATION

When new non-bulk rental equipment is purchased and received into inventory using Warehouse Receiving, the products can be allowed a preparation or setup period.
During this suspended period the product is excluded from the Utilization analysis statistics, and can optionally also be excluded from depreciation calculations.

This suspension period only applies to non-bulk rental equipment if the feature is activated in the product Group.
The maximum number of days permitted for the trial period is controlled by the value set in the Days On Suspension After Product Received in the Company Inventory Parameters.
When the suspension period is up or the product is put on rent, the product is automatically updated as off suspension.

The suspension information for this non-bulk product is maintained by the software or in the Product Suspension Information utility if required.
This window is display only and includes:

DATE ON SUSPENSION

This date reflects the receiving date when the suspension period begins.

SUSPENSION

This field displays a check mark during the period when this non-bulk product is on suspension according to the pre-determined dates, and will be automatically unchecked at the termination of the suspension.

DATE OFF SUSPENSION

This date is updated when the suspension period is terminated, either when the equipment goes out on a contract, or is manually terminated in Product Suspension Information, or is automatically terminated based on the days defined in the Company Days.

Note: To automatically lift suspension, the program RSPFS01 must be included in the Automatic Job Scheduling to run daily.

COMPANY DAYS

This is the value defined by the Days On Suspension After Product Received in the Company Inventory Parameters.

The Items In Suspension Report can be generated to list items currently in the suspension period.

SPLIT RENTAL VENDOR

This field can be used to identify a vendor owned product, or maybe to record an alternate supplier for this rental product.
This is information only, and is displayed in the Detailed Inventory Inquiry and the Inventory Inquiry.
The Vendor Search window is provided to lookup and select a vendor.

Note: To better track alternate vendor information with pricing, use Alternate Vendor Purchasing.

PRODUCT RATES

Window to access the rental rates for this item as outlined in Rate Information.

The rental rate structure (DAILY, WEEKLY, MONTHLY etc) which appears in the window defines the time periods in which the various rates apply.
This rental rate structure was defined when the Rental Product Classes were setup.

Note: If the product does not use Group rates and rental rates are not defined for a product, when the item is put on a contract the rental rate cannot be automatically calculated.

Rates for New Products:
When a new rental product is created, if the Group has rates defined in the Group Rates window, rates are not required on the individual product as rate charges will default from the Group.
If the products in the Group have varying rates and there are no rates defined at the Group level, then the rates from the Rental Product Class are automatically copied to the new product.
Rates can then be modified later for specific products as required.

GROUP RATES

This window displays the rates for the product group as setup in Equipment Groups.
The Group rates are viewable for information only, and are displayed in the same format as the Product Rates window.

SPECIAL RATES

Special rates are useful for seasonal pricing and to define rates for preferred customers.
Security to update these rates is controlled by the operator Security Role Permissions to access Special Rate Codes.

Product Special Rates:
Window to view the Product Special Rates setup for this product by Rate Level with the description, expiry date, and rates for the first 3 rate codes that have been flagged to print in the Rate Book as set in Company Default Rates.
Window in the Rates field to view the Special rates defined for the product as outlined in Product/Group Special Rates.

Click the ALL LEVELS to toggle the Product Special Rates table to view all rates, not just those active for this product.
Click the ACTIVE ONLY to return to Product Special Rates applicable only to this product.

Note: These two buttons are not relevant and are not available in the product inquiries as the inquiries always only display Active special rates for the product.

RATE DISCOUNTS

Special rates can also be used to give a discount percent at the rate level of specific products or Groups.
Security to update these rates is controlled by the operator Security Role Permissions to access Special Rate Codes.

Product Rates by Discount:
Window to view the Product Special Rates setup for this product by Rate Level with the description, expiry date, and rates for the first 3 rate codes that have been flagged to print in the Rate Book as set in Company Default Rates.
Window in the Disc% field to view and update the Special rates discounts defined for the product as outlined in Rate Discounts.

Click the ALL LEVELS to toggle the Product Special Rates table to view all rates, not just those active for this product.
Click the ACTIVE ONLY to return to Product Special Rates applicable only to this product.

Note: These two buttons are not relevant and are not available in the product inquiries as the inquiries always only display Active special rates for the product.

TELEMATIC VENDOR

Enter the Telematic Vendor or Provider or select it from the drop-down list as setup in AEMP Telematics.
The AEMP Telematics processing enables information to be captured on non-bulk rental products based on this Telematic ID so the data can be imported back into to Texada SRM.
The data associated with the Telematic products can be reviewed by class/group in the Telematics ID Inquiry, and is also displayed in Inventory Inquiry and in Detailed Inventory Inquiry.

Access to the Telematic ID field is controlled by the operator Security Role Permissions to Assign/Remove Telematic ID in the "Miscellaneous" controls window, and this field is always disabled for bulk rental products.
The Telematic ID can also be setup in the Telematic ID Inquiry, in the Update Product Rental Information utility and in the Inventory Clean-Up export for products.

TELEMATIC ID

Enter the unique Telematic Equipment ID for non-bulk rental equipment as assigned by the same Telematic Vendor including Cellutrack, Samsara, Trackunit, Trackunit IRIS or ZTR.

Access to the Telematic ID field is controlled by the operator Security Role Permissions to Assign/Remove Telematic ID in the "Miscellaneous" controls window, and this field is always disabled for bulk rental products.
The Telematic ID can also be captured in the Telematic ID Inquiry, in the Update Product Rental Information utility and in the Inventory Clean-Up export for products.

GEO LOCATION HISTORY

The Latitude and Longitude of the non-bulk rental equipment can be tracked by the AEMP Telematics processing and logged from the import in the GEO Location History window.
This window is disabled for bulk rental products.

RESOURCE URL

An external resource URL that points to a publicly available source can be defined to provide more information about the bulk or non-bulk rental product for use when printing 'Texada Web' In-Yard Return tags.

This feature utilizes a QR (Quick Response) image to supply the resource reference URL.
When an External Resource URL is saved for a product, the associated QR image is created and stored on the Linux server that can be used in the Texada Web app to scan and identify the product.

The URL path needs to be valid and work in a browser, where Linux web servers are case sensitive and Windows web servers are not.
Once 'Resource URL' is setup, click the Link icon to test the URL link.

This 'Resource URL' field is displayed in the Detailed Inventory Inquiry and Inventory Inquiry.

This field is view only for operators that do not have permission to access the Resource URL field as controlled by the operator Security Role Permissions to Assign/Remove External Resource URL in the "Miscellaneous" controls window, and this field is always disabled for bulk rental products.
The Resource URL can also be setup in the Maintain External Resource URL utility and in the Inventory Clean-Up export for products.

Finished?

Click OK when the Rental Information is complete.