Rental Period

Rental Document header -> after Date Out defined -> Rental Period

Counter Menu -> Counter Worksheet Details-> "Start with Date" option -> Rental Period

Rental dates and billing information can be set for the document in this pop-up window as follows:

Note: If this Rental Period window is triggered from the Counter Worksheet Details when the worksheet was started with the Date option, the dates selected will become the default document dates, and because the document division is not yet defined any division controlled settings in this window respect the Division Parameters according to the operator division.

The date out displays as entered on the document header in the Date Out field.

The Time is used in determining the number of hours rented, which impacts the 'Equipment Utilization' reporting.
The current time displays, but can be over-type with the correct time out as required.

Time Format Examples:

  • To enter 10 AM, type 10 -displays as 10:00:00 and print on the document as 10:00 without the seconds.
  • To enter 8 AM, type 08 with the leading zero -displays as 08:00:00 and prints as 8:00 without the seconds or leading zero.
  • To enter time after 1 PM, use the 24 hour clock, so to enter 4 PM, type 16 -displays as 16:00:00
  • To enter parts of hours, type in the time without the : in between the numbers (seconds are not required), so to enter 9:15 am, type 0915 -displays as 09:15:00

Multi-Tiered Pricing:
This field does not apply and is disabled when the Multi-Tiered Pricing feature has been activated in the Company Rate Parameters.

Standard Special Pricing Default:
With Standard Pricing the Rate Level defaults from the Rate Level assigned to this customer in the Codes window of Customer Information, if that Rate Level has not expired as defined by the Expiry date in Special Rate Codes.

If the customer does not have a special rate level assigned in the Standard Customer Special Pricing window, the Rate Level set by the Division in the Special Pricing of the Division Rate Parameters applies, even though the Divisional special rate level works in the background and is not displayed as a code in this window.

Over-Riding the Default Rate Level:
This field can only be accessed if the Company Rate Parameters flag is set to Allow Rate Level Change on Contracts.
A Rate Level Search window is then provided to view and select special rate levels.
The rates for the eligible products added on the document will be calculated according to this customer/division/selected special pricing.

If the Rate Level is manually entered or over-typed, the expiry date is not recognized and the special rates will still apply.
In Change mode if the Rate Level is changed, rates for products already existing on the document are not updated, and only products subsequently added will respect the new Rate Level.
If the customer or date is changed this Rental Period window is re-opened to reset the Rate Level for the change to the document.

Enter a special product rate if applicable, or select it from the drop-down list.
e.g. W for Weekend rate or O for Overnight.

Seasonal Billings:
For Seasonal rentals, it is important to enter the Seasonal Rental Rate as defined in the Company Rate Parameters, in order to default the seasonal rate to the products.

Contracts that are flagged for Seasonal Billing will always use the "Current" calculation when calculating rental revenue on the Unbilled Revenue Report.

Contracts that are flagged for Seasonal Billing cannot be put "Off Rent" as this conflicts with the seasonal billing process.
This includes Delivery and Pickup Ticket off-rentals.

This field is only active if a Special Rate is entered.
Enter the expected time that the rental is due back, and after which the special rate no longer applies.

To predict the date due, enter a Rental Period in Hours, Days, and/or Weeks.

A default rental period can be set in the Divisional Rate Parameters with a flag whether this duration should be respected as the default to calculate the Date Due on rental documents from this division, or whether the default is ignored and the operator must manually define the rental duration.

Note: If the Date/Time Out makes the document eligible for a Special Rate such as a Weekend rate, then the Date/Time Due back are defaulted in the Rental Period window regardless of this flag.

This is display only and is based on the Duration period entered.
When the due back varies by product on the same document, the due back information can be changed on the relevant rental product details.

The defined dates and time Out and Due back are past to the Date Out/Date Due window.

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

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

Note: If the Indefinite flag is set on a contract, then Off Rentals are not shown as available, regardless of the Show Off Rentals As Available flag set for the company in the Company Security Parameters.

This field is active if the Prompt For Days to Bill is set in the Divisional Rate Parameters.

The number of days to bill for the rental period is determined by the Date/Time Out and the Duration.
Accept this time period, or to give a one-time price break on the contract, type in the maximum number of days to charge for this time period by setting the Days to Bill lower than the actual rental period.

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

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

Click OK button to close the window and return to the document header.

Topic Keyword: RSCH01E (3711)
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