Date Out/Date Due

Counter Menu -> Contract / Counter Worksheet / Reservation / Quotation -> Additional Info window -> Date Out/Date Due

This window displays the Rental period and the related billing setup for the document.
This information can be changed as required.

This date defaults from the document header.

Note: If the Date/Time In and Out are changed after rental items are already selected on the document, these existing products will need to be update individually as required in the Unit Price window.
The new Date/Time In and Out set here in the document header apply only to new items subsequently added to the document.

The current time will display, unless a specific Default Time Out has been defined in the Divisional Rate Parameters.
e.g. 12:00

To change the time, over-type without any decimals or colons. Use the 24 hour clock.
e.g. For 8 AM, type 08 <ENTER>.
For 12:30 PM, type 1230 <ENTER>.
For 2:45 PM, type 1445 <ENTER>.

Enter the date when the equipment is expected to be returned or be picked up.

Use this Rental Period window to calculate the Date Due using a Rental Period, by entering the duration of the Rental Period in Hours, Days or Weeks.

The default Date Due is determined by the default Rental Period information entered for the division in the Divisional Rate Parameters.
e.g. Default it to display one day later, or one week later, etc.

Typically, the time due is set to the same as the time out, except for party rentals which set this to the desired return time.

Check this box if the due back date is unknown, to ensure that return requirement transactions are not written for this product and that the product will remain "unavailable" until it is actually returned.

Note: A setting in the company Company Rate Parameters controls whether the billing period always uses 28 days for "Indefinite" products, or whether the default period determined by the Divisional Rate Parameters still applies.

This window only appears if the Prompt for Days To Bill flag is set in the Divisional Rate Parameters.

The number of days equal to the rental period as determined from the FROM DATE/TIME and TO DATE/TIME displays.
Accept this time period, or type in the maximum number of days to charge for this time period to give a one-time price break on the contract by setting the "Days to Bill" lower than the actual rental period.

Note: If the dates are changed, the operator will be prompted whether to recalculate the "Days To Bill" too.

Refer to Divisional Rate Parameters for rate calculation details.
A flag in the Company Billing Parameters can also be set to control how this price break is applied over an extended rental that requires cycle billing.

The cycle billing day corresponding to the Date Out is displayed on documents for On Account customers, but can be over-typed as required if the operator has been assigned a Security Role that allows permission to access the Cycle Billing Day Code per the Document Field Access flag.
For Cash Cust this field defaults to blank because long term contracts generally do not apply to Cash customers, unless the Cash customer is set up for auto-pay as outlined in Texada Pay.

This field is disabled for Reservations and Rental Quotes, as the Cycle Billing Day will not be finalized until the reservation or quote is converted to a contract.

Note: An optional Billing Day Code can be defined in the Customer Types table to cause all contracts for that type of customer to be billed on the same day each month regardless of contract date.

The choice of 28 Day, Monthly, or Based on Class, displays as defined for the customer in the Customer Billing Settings window of in Customer Information, and can be changed for this contract.

If the “Cycle Bill Interval” is changed in ADD mode when the document is first created, then the “Cycle Bill Day” is also changed to the 'Day Code' associated with the new billing period.
However in CHANGE mode if the ‘Billing Interval’ is changed then the ‘Billing Day Code’ is not auto-updated as this value may have already been deliberately adjusted. In CHANGE mode the ‘Billing Day Code 'must be updated manually if required.
This field is disabled if the Contract has already been billed, and for Reservations as the Cycle Billing Interval will not be finalized until the reservation is converted to a contract.

NOTE: A contract cannot be billed on a monthly basis and a 28 day basis at the same time.
The two methods are mutually exclusive. Your firm must select only one of these methods for this contract.

The default on the document is to use the document date for the products.

Uncheck this box to accept the default and always add products as of the document date.

Check this box to always add products as of today's date rather than the date on the document header.
This will set the start billing date to today for products added to an older document.

'Date Out' Impact when Sales Parts are being sold in Cycle Billing:
When sales items are added to an existing contract and Sell Sales Items On Selected Contracts is applied in the Cycle Billing, if this Use Current Date flag is selected then the additional sales parts will be billed in the monthly billing when the rest of the contract's rentals are due for billing.
If the original contract date is allowed as the date out for the additional sales parts added, then they will be billed on the very next cycle billing as they will appear to be over-due.

Note: Dates on specific rental products can always be update individually as required in the Unit Price window on the Contract Details if the operator has role permission.

If the Contract has already been billed at least once, the Billed Contract Add Current Date flag in the Custom Processing can be set to enforce that any additional product details are always added with the CURRENT 'Out' date/time, instead of respecting this Use Current Date flag on the document header.

Note: A flag in the Additional Pop-Up Windows of the Divisional Contract Parameters can be set to automatically trigger this Date Out/Date Due pop-up window in contract or worksheet entry.

Topic Keyword: RSCH01M (3696)
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