Rental Rates

Counter Menu -> Contract Details / Worksheet Details / Reservation Details / Quote Details -> Parameter controlled auto-open for Rental Product -> Rental Rates

This Rate window is provided on Counter documents to access the rate and meter rate structure used for billing Rental products on that document.
The Rental rates that apply to this product, customer, and document are displayed, along with the optional Security Deposit.

The window can be set to automatically pop-up in the document detail after a rental quantity is entered, when the Prompt for Rates in Contracts flag is set in the Divisional Rate Parameters, if the option to Allow Override of Rental Rates is activated in the Company Security Parameters.

Each Rate code is listed with the current Rental Rate, Meter rates, Base rates, and any new rates with the effective-by date.

Effective-by Rates are only applied when billing a contract with a Date Out, that falls after the new effective-by date.
For more detail information about the rate setup refer to Rate Structures.

Any Special Rates that apply to this customer for this product are reflected in this window.
Special Rates can also be setup by customer, product, and division, in the "Rental Rates & Pricing" parameters on the Operations tab of Configure System Settings.

The list can be resorted by any column in ascending or descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as required.

To select a value from the displayed list, double-click on the appropriate record, or highlight the record and click the SELECT button.

Changing Rates:
The CHANGE button is only enabled on Rental documents such as Quote/Reservation/Contract if the Company Security Parameters to Allow Override Of Rental Rates has been set.
It is not enabled on the Counter Worksheet because rates are all recalculated when the worksheet is converted.
It is also not enabled on the Contract detail if the Contract is currently in a Cycle Billing Edit run. If Rates need to be changed on a Contract in the Cycle Billing Edit list all contracts can be released by clicking on the CLEAR EDIT button in the Cycle Billing Edit screen. The Cycle Billing Edit would then need to be re-run to re-select the updated Contracts.

This Company Security Parameters parameter controls the ability to over-ride rental and also the meter rates accessed in the expanded rate record, on rental documents.
The changes to the rates apply only to that document.
On rental items that have not yet been billed the updated rates apply as of the original Out date.
On Billed rental products any previous billings are unchanged and the updated rates only apply to future billings as of the Last Billed date. A 'Rate Adjustment' value is maintained on the contract detail line to ensure subsequent billings are calculated correctly.

When rates are changed a record is written to the Audit Log to track the rate update on the Contract detail.

When this company wide control is set to prohibit rate over-rides, any rate adjustments at document entry must be done through the discount process.

If Reason Codes On Override has been activated in the Company Security Parameters the operator will be prompted for a reason code to explain why the rate was overridden as outlined in Prompt for Reason Code.

Note: Any rate changes apply only to this document and the product's standard rates are not changed.