The tunable company wide Contract Parameters can be accessed
from the window in the Company
Parameters.
The company wide parameters that impact Contracts and some of the other rental documents
are provided on separate tabs including:
Uncheck this box if only 1 copy of the contract is required to print.
Check this box if more than one copy of the printed contract is required.
Enter the number of copies of the contract to print at the
counter.
e.g. Enter 2 to print the contract twice.
Note: If forms control is used to print the document, the number of copies to print for Crystal forms can be set by division in Customer Forms Document Mapping, and the number of copies to print for Jasper forms can be set for each pdf document at the time of printing.
Check this box to cause the Delivery and/or Pickup note to print
on the contract or reservation after the Ship To address and
to cause the Charges on ticket indication notes to print on
Delivery an Pickup Ticket headers.
Note: The wording for both types of notes can be modified for
standard documents and Crystal Forms in the Document Field Labels table.
For Jasper documents refer to Jasper Appearance and
Formatting window of Customer Forms
for the language and label controls.
Uncheck this box if your firm does not require the delivery/pickup note or charges on tickets to be printed on the document headers.
When the comments window opens, the discount information being
given to the customer on this document is displayed, and will be
printed on the document, after the address information and before
the products print.
e.g. 5% DISCOUNT ON RENTALS, 10% DISCOUNT ON SALES
Check this box if the discount comment should be printed on a
contract or invoice when the customer gets a discount.
This makes it clear to the customer that they did receive their
discount.
Uncheck this box if your firm does not want the discount comment
to print on the contract or invoice.
This may be more suitable to firms that do heavy discounting on a
regular basis.
The Print flag can always be changed in the Document Comments window, to prevent the comment from printing on that document.
Uncheck this box to suppress the asterisk that identifies these GST tax exempt products.
Note: This print asterisk option is de-activated automatically if the Vertex Tax software feature is activated in the Company Taxing Parameters.
Check this box if more than one copy of the printed ticket is
required.
Enter the number of copies to be printed of each ticket.
Note: If forms control is used to print the document, the number of copies to print for Crystal forms can be set by division in Customer Forms Document Mapping, and the number of copies to print for Jasper forms can be set for each pdf document at the time of printing.
Documents tab:
Check this box to display the Last Contract # for the
customer in the contract header.
Windows are provided to drill down to the details of the last
contract, or to view information about all of the customer's
contracts as outlined in View Document
Information.
Click Alternate to base the DW calculation on either a
base limit, the pre-discounted gross rental charges, or the net
rental charges, and define the tunable parameters in the Damage
Waiver Parameters window.
This option is only available with the Standard Tax method
as set in the Company Taxing Parameters.
Note: Any Company DW rates will be over-ridden by divisional DW rates, if rates are setup in the Divisional Contract Parameters.
Uncheck this box to show products as not available until they have actually been returned on the contract.
Check this box to cause the Counter Worksheet, Contracts, Reservations, and Rental Quotes, to prompt whether Off Rental time will be permitted on any rental equipment on the specific document, after the header information is entered on the document.
Note: Reasons codes can be added to a document in the Set Document Off Rental Reason Codes utility.
Uncheck this box to suppress this prompt in the document.
No reference to Off Rentals prints on the documents, and Off
Rentals can always be generated from Off
Rentals by Contract.
Uncheck this box to leave the Services window empty on a new contract. Services can then be added manually.
Note: If any services have already been automatically added to the document, then they will always be displayed and additional services must be added manually.
The default value can always be over-typed in the contract selection window when required.
Check this box to allow product exchanges between Product Classes.
Note: When exchanging a product with one from a different class,
both Rental Product Classes must have the
same Billing Type, e.g. Bill 28 Days or Monthly, and must
have the same O/T Meter Charge Method.
This is to ensure that any cycle billing and rental return charges
are maintained consistently.
Note: If the products are from different Product Classes with different Revenue Accounts, a manual journal entry can be entered to transfer the appropriate revenue.
Uncheck this box to not actually book the product or group until the worksheet is converted to a Contract or Reservation.
Uncheck this box to open an existing counter worksheet at the product detail screen where the worksheet type of C, R or Q is displayed beside the worksheet number.
Uncheck this box to suppress services when saving a worksheet if your firm does not want the services added until the counter worksheet is converted to a document.
Uncheck this box if the worksheet should be assigned a temporary worksheet number per the next available document number for RSWH, and the convert documents should be assigned the next available RSCH number for Contracts, RSRH number for Reservations or RSQH number for Quotations as tracked in Last Used Transactions or Last Used Transactions By Division.
Enter the number of minutes before an uncommitted TW worksheet
is purged or leave this field blank if uncommitted TW worksheets
should never be automatically deleted.
When a worksheet is purged a record is written to the Delete Log to track the deletion.
Note: The purge timing is based on minutes since the uncommitted
worksheet was created which may not be the same as the document
date/time.
The purge feature does not apply to SRM worksheets because saved
worksheets are considered committed.
Check this box to prompt the operator for the worksheet
number.
Uncheck this box to auto-assign the next available document number
for RSWH to the worksheet automatically.
When the worksheet is later converted to a contract, reservation or quote this number will be replaced by the corresponding next available contract, reservation or quote number.
Check this box to alert the operator when Rental Equipment is due for maintenance at the time the equipment is added to a Contract or if the equipment is on a document being converted to a Contract.
Actions:
The action can be set on the Repair Maintenance Codes, that is then assigned to
the equipment in the Maintenance Schedule,
including:
This count is only used as a factor to estimate when the metered equipment would become due for maintenance service, based on Maintenance Type 4 # of Meter Units and Type 5 Actual Meter Reading scheduling methods, as outlined in Maintenance Due Causing Warn/Block on Rental.
Note: If the operator has Security Role Permission to Allow Override Of Maintenance Block then any Block on the Maintenance Codes will be considered as a Warning instead of a Block, and an over-ride record will be written to the Over-Ride Report.
Refer to Maintenance Due Causing Warn/Block on Rental for details on how pending maintenance warnings are calculated and handled for each of the five Maintenance Schedule Types when the equipment is also scheduled to be rented.
Deposits tab:
Select one of the following from the drop-down list:
Note: This default does not apply to the separate Contract Deposits utility that always default to today's date.
When the equipment is returned, the Deposit taken is used up against the actual rental charges, with any difference becoming either a balance owing or a refund.
Note: This applies to the Cash Customer (Customer # blank), and
also any Customers flagged as not "On Account" in Customer Information.
This does not apply to "On Account" Customers.
The following two parameters control the deposit calculation:
Uncheck this box to exclude Estimated Rental Charge from the default deposit required.
Uncheck this box to exclude the Security Deposits from the default deposit required.
If neither Estimated Rental nor Security Deposit
is flagged to be included in the default deposit amount, the
deposit will display as zero to force the counter staff to fill in
the actual amount received.
Leaving both these deposits parameters blank also allows the
operator to Email for Deposit if the Cash
customer is not present to make the payment.
Rental Return tab:
Check this box to set the sales default on Rental Return to charge for all sales items.
The sales quantity Out on the contract will become the sales
quantity Billed at rental return.
Any sales item not used can still be returned to your inventory by
having counter staff override the quantity Returned.
Uncheck this box if your firm typically does not bill the sales
items, but instead has them default to be Returned to your
inventory.
If the sales item is sold and not returned, then your counter staff
must input the quantity to be Billed.
Uncheck this box to default to the standard return process by
Contract number in Rental Return.
The option to use FIFO return processing is still available by
clicking on the FIFO RETURN button at the bottom of
the standard rental return screen.
If the customer is late returning the original equipment, then the "off rent" status of the original equipment is 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.
Set the number of days allowed on a Ship Exchange from the
date/time the exchange is recorded in Exchanges By Customer, before the original
equipment coming back to the rental store is considered late.
Leave this field blank if your firm does not give any Ship Exchange
allowance.
The process to recognize when equipment is late back, is active through the "Background Tasks" utility.
Note: Only non-bulk rental equipment with the same rate structure can be exchanged.
Check this box if your firm usually creates & posts
Inventory Transfers in Rental Return when
inventory is returned to a different location.
Uncheck this box if your firm usually does not process inventory
transfers in Rental Return when inventory
is returned to a different location.
Check this box to suppress this screen and to just create or not
create the transfers based on the Inventory Transfer
Default.
Uncheck this box to display the Rental Return Inventory
Transfers screen providing the option to change the
'Post' flag as outlined in Rental
Return.
Check this box to trigger the Rental Return -
Invoice Summary in the Rental Return prior to generating
the invoice.
Uncheck this box to suppress the Invoice Summary in the
Rental Return.
Note: When this feature is activated the TOTALS button is not available from the Confirmation Screen generated after the products to be returned are accepted.
Uncheck this box to always display the full contract billings detail screen in Rental Return.
Check this box to execute the Rental
Return skipping the contract billing details screen, and
instead immediately display the Rental Return -
Invoice Summary.
This fast track action only occurs when at least one item is
selected to be billed (i.e. user did not select "Return All Items =
N" in the initial Rental Return screen).
If corrections are required on the billed products, the option is
provided to go back to rental return product details screen from
the Rental Return - Invoice Summary, so
quantities returned, and billing amounts can be adjusted before
invoicing.
Note: In order to ensure Sales Items are billed as sold instead of returned to stock using the Fast Track Return process, set the "Sell Sales Items on Rental Return" flag as explained above.
Check this box to trigger the Rental Return
- Damaged Inventory in the Rental
Return for Damaged Equipment to select the Rental Return Product Code and update the
location.
An Inventory Transfers is automatically
generated to move the equipment to the new location for
service.
Uncheck this box to suppress the Rental Return - Damaged Inventory in the Rental Return so that a transfer is not created.
Damaged equipment records with or without Transfers are tracked
in Contract Damaged Returns.
The Reverse Rental Return also respects this flag.
Required Document Information
Certain fields on the document, can be made mandatory for the
operator to enter a value at data entry in the following areas in
SRM and in Texada Web/Mobile:
Customer Information - Bill To Postal/Zip only
Credit Invoices
Customer Site Information
Cylinder Invoices
Counter Worksheet
Contracts
Sales Quotations
Rental Quotations
Point Of Sale Invoices
Miscellaneous Invoices
Reservations
Sales Orders
Sales Order Invoices
Leases
Estimates
Work Orders
The potentially mandatory SRM and Texada Web/Mobile fields include:
Uncheck this box if a valid site is not required on each document.
Check this box to force staff to enter a valid Customer Site or
Global Site in the window on the Ship To field on each
document.
A blank site is not valid.
Note: If a new Cash customer record is being added "on-the-fly"
on a document and a valid Site is mandatory, then a Global Site
will have to be selected, or a new site will also have to be added
for the new customer.
The new Site number defaults to 1 and the Site information defaults
from the customer address.
Check this box to force staff to enter a valid Postal or Zip
code in the Billing address on every document.
The Postal/Zip code must match the mailing code format as setup for
the customer's currency the Currency
Codes.
When this processing is active, and new customers are added in Customer Information, the Postal/Zip code must match the format for the company currency defined in Company Information.
Check this box to force staff to enter a valid Postal or Zip
code the Shipping address on every document.
The Postal/Zip code must match any one of the Postal/Zip code
formats setup in Currency Codes.
When the City is mandatory, if there is a Prov/State and/or a Postal/ZIP Code associated with the city in the City Tax Codes table then these Province/Postal values will default to the Shipping or Site address when the City is entered on the document.
Uncheck this box if any city can be used in the Ship To address, and it is NOT mandatory to only use cities setup with tax codes in the city file.
Note: The mandatory city processing is de-activated automatically if the Vertex Tax Software processing feature is activated from the Company Taxing Parameters.
When the City is mandatory, if there is a Prov/State and/or a Postal/ZIP Code associated with the city in the City Tax Codes table then these Province/Postal values will default to the Billing address on the document when the City is entered in the address.
Uncheck this box if any city can be used in the Bill To address, and it is NOT mandatory to only use cities setup with tax codes in the city file.
Uncheck this box if the Salesman is not mandatory information on documents.
Check this box to require the operator to select a Name defined
with a Status code allowing the named person to rent, as setup in
the Name Check List for the customer in
Customer Information.
The selected Name prints in the header of the Reservation or Quote
preceded by the text "Requested By:", and in the header of the
Contract or Invoice preceded by the text "Picked Up By:".
This verbiage can be modified 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.
Uncheck this box if the Name Check List selection is optional on
documents.
The Name Check List selection window will still open on the
document header if there are any names in the list for that
customer.
ADDING A NAME:
A setting in the "Divisional Miscellaneous
Parameters, can be set to allow operators to add additional
names in the Name Check List when entering rental documents at the
counter.
If this processing is active, the operator also has the ability to
change the Status Code for any name on the list when entering
counter documents. Status Codes are setup in Name Check List Status Codes.
Note: The processing that requires a Name to be identified on a
document provides the ability to set tight restrictions on who is
allowed to reserve and rent equipment.
This feature may not be useful or compatible if your firm also
services "walk in" cash customers, and the processing to create new
customer records for cash customers at the counter is also utilized
as activated in the Divisional Contract
Parameters.
Check this box to require the operator to select a Business Source when creating a document.
Uncheck this box if the Business Source should be an optional field
on documents.
The Business Source prints on the spreadsheet output of the Salesman Commission Report when the invoice detail is printed, and a source analysis summary can be printed from Business Source Report.
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