Company Default Rates


System Maintenance Menu -> Configure System Settings -> Operations Tab -> Rental Rates & Pricing -> Company Default Rates

The Company Default Rate structure can be maintained in the 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 - Company Default Rates in order to access this table.

Most firms have a structured definition of the rental time periods. Typical rental time periods are: 4 hour minimum, daily, weekly, 4 weeks (or monthly) and Weekend.
The minimum applies for the first four hours, after which the daily applies. The weekly rate begins after 4 days, and the 4 week (or monthly) rate begins after 3 weeks. This general definition of the rental time periods is called the Company Default Rate Structure.
While some rental items may not follow the general rule for your firm, most items will fall into this rule.

When rental Product Classes are setup, apply the company default rate structure to each Class or customize the rate structure at that time.
This allows different Product Classes to have different rate structures.
For example, Air Compressors will rent by DAY, WEEK, MONTH; Scaffold will rent by the DAY only; and Party items may rent by EVENT only.

Note: The security by division feature as determined by Divisional Restricted Views, does NOT apply to the company default rate utility.

The prompts for the Company Default Rates are:

DIVISION
Accept ALL to view and maintain the company wide default rate structure, or enter a specific division, or select one from the drop-down list.

Note: The Division company default rates are only used for printing the rental rates per unit on Contracts and Invoices, allowing the divisional Descriptions, Alternate Descriptions, and the Rate Book flags to be customized by division.
If no default rates have been setup for a division, the company wide rates are used for printing.


RATE CODE
The rate code orders the rental time periods from the shortest time period to the longest (except for special rates).
For the rate code, use numbers from 0 to 9, then use letters A to Z if necessary. Gaps can be left between the rate codes, as the records will be read from lowest to highest.
e.g. Rate Code 1 is the 4 hour minimum, Code 2 is the Daily.

Note: A blank Rate Code is not allowed.


DESCRIPTION
Describes the rental time period.
This description prints on invoices and the rental rate book for the standard language.

TO HOURS
This value determines the cut-off point for applying this rental rate.

Examples:

Daily To Hrs = 96
If the weekly rate begins after 4 days, then the daily rate applies up to 96 hours (4 days * 24 hours).

Weekly To Hrs = 504
If the monthly rate begins after three weeks then the weekly rate applies up to 504 hours (24 hours * 7 days * 3 weeks)

4 Week To Hrs = 9999
Use 9999.00 for the ending point which is symbolic as infinity.

For special rates, such as Weekend, Over-night, Seasonal, or Event rates, leave the To Hours blank as this could limit the effectiveness of the rate code.
Special rates are manually selected by the user to apply to a specific contract only, and will not be automatically selected.


RATE HOURS
The Rate Hours determines the number of hours per time period.
    Examples:    1 Day = 24 hours, rate hours is 24.
                 1 Week = 168 hours (7 days * 24 hrs), rate hrs is 168.
                 4 Weeks = 672 hours (1 week * 4), rate hours is 672.

                 For a monthly rate, use the same number as for 4 Weeks.
For special rates situations including Minimums, Weekend, Overnight, and Seasonal, leave the Rate Hours blank.

RATE BOOK
The rates that are printed on the rate book or on the rental document are controlled by this Company default rate flag and each Product Class default rate flag, according to the following:
  • For 'Rate Books by Description or Product #' order, the rates to print are determined by using the first 6 rates with the Rate Book checked in the Company Default Rates.
  • For 'Rate Books by Product Class', the rates to print are determined by using the first 6 rates with Rate Book checked in the window on the "Product Class Rates" field in Rental Product Classes.

  • On the 'Rental Document' the Rate codes to print are determined by using the first 5 rates with the Rate Book field checked in the Company Default Rates, regardless of what is checked at the class level in Rental Product Classes.
    If a rate structures is setup for a specific Division in Company Default Rates, the division selection over-rides the setup for "All" divisions.
    Zero dollar rates do not print on the document.

    The program does not consider any rates past the first 5 that are checked, so if the document has other rates and even if they are checked to print, if they are the 6th or greater they will not print on the document.

    Note: Jasper documents can be configured to ignore the 'Ratebook' rate flags, and to print the first 5 rates associated with each line item on the document instead.
    This Jasper option is activated by the Print 1st 5 Rates On Counter Docs parameter in the Company Customer Forms.

  • In the rental product Substitution Transaction window on the contract, it is the first 5 rates checked to show in Rate Book for All divisions, that are reflected in the substitution window.

  • In the 'Inquiry' it is the first three rates that are checked in the Company Default Rates that are displayed for rental products in the Inventory Search window.

  • The first three rates that are checked are also the rates that are displayed for rental products in the Special Rates configuration, including Product Special Rates, Group Special Rates, and Product / Group Rate Discounts.

  • These are the rates that show in the Rate Inquiry on the mobile handheld device as outlined in Mobile - Rate Inquiry.

Check this box to print this rate on the Rental Rate Books by description or by product number.
Uncheck this box if this rental rate should not print on the Rental Rate Book.

Note: When new Product Classes are added, this default flag is applied to the new class.


TRADE DISCOUNT
This field is disabled when viewing default rates for a specific division as it only applies company wide.

Check this box to allow Trade Discounts on the rental products that are billed at this Rate Code level.
Uncheck this box to prevent Trade Discounts from being given on products that are billed at this Rate Code level.

For more information on this discount feature refer to the Trade Discounts.


ALTERNATE LANGUAGE
The Alternate language text may be entered for each rate code description.

Click the EXP/CON button or press <F9> to access the Alternate Language fields.
The alternate language description for the rate is printed as the Rate per unit heading on the contract, for any customers flagged as using the alternate language in Customer Information when the alternate language option is activated in the Company Miscellaneous Parameters.
These company defined alternate language descriptions for the rates default to the rate structures in the Rental Information window at the product and Group level, but can be modified there as required.

The other Contract text fields may be setup with alternate language in Document Field Labels for standard and Crystal forms.
For Jasper documents refer to Jasper Appearance and Formatting window of Customer Forms for the language and label controls.

Note: The Set Document Rate Alternate Language Descriptions utility can be used to update blank product rate descriptions on existing documents including Quotes, Reservations, Contracts and saved Counter Worksheets, to the alternate language descriptions.

Rate Structure Examples:
Examples of Default Rate Structures - using a 7 day week Calendar and a 24 hour clock

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Construction Equipment

RATE CODE   DESCRIPTION   TO HOURS   RATE HOURS   RATE BOOK   TRADE DISCT
---------   -----------   --------   ----------   ---------   -----------
    3       DAILY            96.00        24.00       Y            N
    5       WEEKLY          504.00       168.00       Y            Y
    7       4 WEEKS        9999.00       672.00       Y            Y
    O       OVERNIGHT                                 Y            N
    W       WEEKEND                                   Y            N
Note: The weekly "To Hours" was calculated as 3 weeks * 7 days * 24 hours = 504.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Home & Garden Equipment

RATE CODE   DESCRIPTION   TO HOURS   RATE HOURS   RATE BOOK   TRADE DISCT
---------   -----------   --------   ----------   ---------   -----------
    1       2 HOURS          2.00                     Y            N
    2       4 HOURS          4.00                     N            N
    3       DAILY           96.00        24.00        Y            N
    5       WEEKLY         504.00       168.00        Y            Y
    7       4 WEEKS       9999.00       672.00        Y            Y
    O       OVERNIGHT                                 Y            N
    W       WEEKEND                                   Y            N


~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Medical or Furniture Rentals

RATE CODE   DESCRIPTION   TO HOURS   RATE HOURS   RATE BOOK   TRADE DISCT
---------   -----------   --------   ----------   ---------   -----------
    1       MINIMUM          4.00                     Y             N
    3       DAILY           96.00         24.00       Y             N
    5       WEEKLY         504.00        168.00       Y             Y
    7       4 WEEKS       2190.00        672.00       Y             Y
    9       QUARTERLY     9999.00       2190.00       Y             Y

Note: The quarterly "To Hours" was calculated as 365 days/4 quarters * 24 hours = 2190.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Party Equipment

RATE CODE   DESCRIPTION   TO HOURS   RATE HOURS   RATE BOOK   TRADE DISCT
---------   -----------   --------   ----------   ---------   -----------
    1       EVENT            96.00                    Y             N
    2       EXTENDED EVENT 9999.00                    Y             N

Note: The event would apply up to four days, then the extended event (twice the charge for the event rate) would apply.

Examples of Company Default Rate Structures - using a Calendar with 5 days a week

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Construction Equipment

RATE CODE   DESCRIPTION   TO HOURS   RATE HOURS   RATE BOOK   TRADE DISCT
---------   -----------   --------   ----------   ---------   -----------
     3       DAILY           96.00        24.00       Y
     5       WEEKLY         360.00       120.00       Y
     7       4 WEEKS       9999.00       480.00       Y
     O       OVERNIGHT                                Y
     W       WEEKEND                                  Y

Note:
The weekly "To Hours" was calculated as 3 weeks * 5 days * 24 hours = 360.
The weekly "Rate Hours" was calculated as 5 days * 24 hours = 120.
The 4 Week "Rate Hours" was calculated as 4 weeks * 5 days * 24 hours = 480.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Home & Garden Equipment

RATE CODE   DESCRIPTION   TO HOURS   RATE HOURS   RATE BOOK   TRADE DISCT
---------   -----------   --------   ----------   ---------   -----------
    1       2 HOURS           2.00                   Y            N
    2       4 HOURS           4.00                   N            N
    3       DAILY            96.00        24.00      Y            N
    5       WEEKLY          360.00       120.00      Y            Y
    7       4 WEEKS        9999.00       480.00      Y            Y
    O       OVERNIGHT                                Y            N
    W       WEEKEND                                  Y            N

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

ACTIONS:
Additional actions provided by buttons on the Company Default Rates screen include:


Topic Keyword: RSPR01
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