Counter Menu -> Deliveries & Pickups -> Delivery / Pickup Dispatch -> CREATE button for Reservation record -> Convert Reservation to Contract
This program can produce a contract to fill a selected
reservation.
All information on the reservation is retained on the contract.
If any attachments are linked to the source Reservation, they will
also be linked to the document resulting from the convert
action.
The convert program can be accessed from Reservations by clicking on the CONVERT button at the bottom of the Reservation screen, and then selecting the Contract option.
A reservation can be setup to be easily converted to a contract and printed at the counter when the reservation is due. This quick conversion eliminates the need to re-enter the contract and results in faster service at the counter.
Any Off Rent reason codes on the reservation will be carried over to the new contract.
Before the reservation is converted to a contract, a last minute opportunity is provided to make changes.
After the reservation is converted, the contract details can be
reviewed and any further changes can be made if required.
After the reservation is converted, the option is provided to
delete it from the reservation file.
The prompts to convert a reservation to a contract, are:
Honored Reservation Contracts:
If the reservation has been converted to a contract before, then
the Honored Reservation Documents window
opens listing the contracts previously created.
Outstanding Transfers Found:
When a Reservation requires product transfers for filling quantity
availability requirements, based on the "Regional Reservation
Processing" feature activated in the Divisional Inventory Parameters, the Reservation
cannot be converted to a Contract until the transfers are
completed.
The Outstanding Transfers Found window is
triggered to list the products on incomplete transfers and the
convert to contract action is aborted.
Invalid Division/Location Warnings:
A warning is triggered if the division or location on the source
Reservation is not flagged as a 'G/L Division' or 'Inv. Location'
in the Divisions and the reservation
cannot be converted.
To fix this, temporarily change the Division Type field in
Divisions in order to access the document
and change the division and/or location on the source document.
Then reset the Division Type field back in Divisions.
Credit Limit Warning:
If the customer will be exceeding his Credit Limit set in the
Customer Credit Information window, then the
Customer Credit Limit window opens for
follow-up.
Bad Risk Warning:
This window only appears if the customers has been flagged as high
risk in Bad Risk Customers.
Comments can be displayed to help explain the problem to the
counter staff, and the ability whether or not to allow further
activity can be set.
The customer is identified by checking for a match in one of
several predefined fields as outlined in Customer Bad Risk Warning.
Insurance Information:
If the contract is for a repeat customer and the "Display
Insurance Information" flag is activated in the Company Security Parameters, then the Insurance Information window opens and the
operator must click OK to confirm the insurance information is
correct.
Insurance/Damage Waiver Requirement:
If the "Use Damage Waiver per item Value Limits" is
activated in the Company Standard Waiver
Settings and the customer has insufficient Damage Waiver or
Insurance to cover the Replacement Cost of the rental
equipment the Products Requiring
Insurance/Damage Waiver Review is triggered.
Check the resulting contract as the reservation may or may not be
converted without the product in question, depending on the
customer's configuration and the Damage Waiver requirement.
Clerk Security:
Settings in the Company Security Parameters
can be set to prompt the operator for a clerk code, when an
existing document is accessed, as outlined in Clerk Confirmation.
The clerk code and the notes are tracked in Clerk Document Access Log.
If this reservation has already been converted to a contract before, the text ***Honored*** will display beside the date.
Accept the clerk code displayed on the screen or enter the correct clerk code.
The Company Security Parameters can be
set to "Prompt for Clerk", and also to require password
verification.
If this is activated no clerk code is displayed, and the clerk
information must be entered in the Clerk
Confirmation window.
The Contract Date Out is checked to make sure the date is valid against the date ranges set as acceptable in Date Range Control for Contract module RSCH.
Note: If the Customer # is blank (e.g. Cash Customer) the Driver's License # entered here is not stored anywhere, except on this contract, and the window is disabled.
If the Prompt for Driver's License/ID flag is set in the
Divisional Contract Parameters the cursor
will stop on this field if a single valid Driver's License is not
already saved in Customer Information.
The Driver's License is mandatory information if the "Mandatory
Driver's License" flag has been set in the Divisional Contract Parameters and the customer is
not the Blank customer.
This is a mandatory field if the "P.O. # Required" flag
has been set for this customer in the Customer
Information.
A blanket default P.O.# can be assigned in Customer Information, and a Site specific default
P.O.# can be assigned in Site
Information.
The relevant P.O. then defaults to the document but can be
over-typed as required.
The ability to over-type the contract number is controlled by the "Allow Custom Document#" flag for Contracts defined in Last Used Transactions or by division in Last Used Transactions by Division.
If the customer is a Cash Customer and does not have an account, no billing day is allowed as the contract should not be a long term contract that would require interim cycle billings.
The location determines from where the parts inventory is
taken.
Product Booking and Availability are impacted by the location
selected.
Select Print to print the contract after conversion from
a reservation.
A printer can be confirmed or re-selected from the Printer option
located on the menu bar at the top of the screen.
If a P.O. is created and associated with this contract, the option
to also print the P.O. will be provided after the contract is
printed.
Select No if the resulting contract does not need to be reviewed, modified, or printed at this time.
Refer to the Divisional Contract Parameters on "Deposit Settings" for information on activating these features.
Note: If payment by Debit or Credit Card was made, after the convert to contract information is completed and accepted by clicking the ACCEPT button, the operator will be prompted to complete the credit card authorization information, as outlined in the Capture Customer Payment Options for details.
Check this box to delete the reservation now that it has been
filled.
The product booking transactions assigned to the products on the
reservation will now be associated with the new contract as the
Source document type in the Requirements Inquiry by Product/Group.
Note: Once the reservation has been converted, the delete action is NOT restricted by the delete reservations role permission defined in Security Roles.
Uncheck this box to store the reservation as an honored
reservation.
The "Delete Requirements for Honoured" flag in the Company Reservation Parameters controls how the
requirements are handled when the converted reservation is not
deleted, as follows:
Click ACCEPT to begin the conversion of the reservation to a
contract.
Any Off Rent reason codes on the Reservation will be carried over
to the new Contract.
The Power Kit components assigned to any Primary Non-Bulk Rental Product on the Reservation, are added to the Contract document at conversion. For more details on the Power Kit feature refer to Power Kits.
A flag in the "Required Document Information" of the
Company Contract Parameters, can be set to
make the Business Source a mandatory field on counter documents
including Contracts, Invoices, Reservations, Quotations, and
Worksheets.
When a Business Source is mandatory on a document, the Blank code
is not allowed even if there is a blank code record in the Business Source Codes table.
Security:
For complete details on the setup and use of the warn, block, and buffer applied with this feature, refer to Maintenance Due Causing Warn/Block on Rental.
Credit Card Not Required:
The Calculate Change window opens if the
payment method for the deposit does not require a Credit
Card.
If a product was not selected to fill the Group reservation, but
the Group has been assigned a Bulk Rental Product# in
Groups, the substitute Bulk Rental Product window is triggered.
If a product was not selected to fill the Group reservation, and
there is no Bulk Rental Product# assigned to the Group, no
product is added to the new Contract.
Click CANCEL to close this window if a P.O. should not be created to order this product or service at this time, or select the products and enter the P.O. information.
Refer to Contract/Purchase Order Link Overview for details on this feature.
ACTIONS:
Additional actions provided by buttons on
the Convert Reservation to Contract screen include:
Capture a Credit Card or Check information for future Payment
Transactions:
The CAPTURE CARD button is only visible if the
Texada Pay processing is activated.
This action does not take the payment, it only captures the card or
check information to store on file for later payments.
Click the CAPTURE CARD button to access the Capture Card/Check on File window and scan or enter Credit Card or standard check information to be saved in the Customer Credit Card table for use to complete future payments.
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