Select a Product For This Group

Counter Menu -> Quotations -> CONVERT button -> Convert Quotation to a Contract -> Group Bookings -> Select a Product For This Group

If a Group has been reserved, when the Reservation or Quotation is converted to a contract in the Convert Reservation to a Contract or Convert Quotation to a Contract utility the specific product represented by the Group must be reported on the resulting contract.

The prompts in this window include

GROUP #

The Group number and description from the reservation are displayed.

RESERVATION / QUOTATION QTY

This is a display field only.

PRODUCT #

Enter the product number from the Group, or look it up in the Inventory Search window by Group.

Note: If a product is not selected to fill the Group reservation, but the Group as been assigned a Bulk Rental Product # in Groups, then the substitute Bulk Rental Product window is triggered.

CONTRACT QTY

Enter the quantity to add to the contract, not exceeding the quantity reserved for the Group.

If the full quantity reserved was not entered, or if a non-bulk rental was selected for the Product # and only quantity of one is added to the resulting contract, this window re-opens to select another bulk or non-bulk product for the remaining quantity reserved for the Group.

Down-Rent Replacement Product:
Click the SUBSTITUTION button to log the details in the Substitution Transaction window.
This is a "down rent" action and is useful when a rental product is not available and so a rental product of greater value is put on the document but with the rates of the lesser rental product that was originally requested.
This button is not visible on the screen if the operator currently signed into the session does not have the Security Role Permission flagged to 'Create Substitution in "the source document"' per the associated Quote or Reservation in the "Document Field Access" settings.

Division Discrepancy:
In Divisional Inventory Parameters a flag can be set to generate a warning if the selected non-bulk rental product belongs to a different division from the division on the document, as outlined in Renting/Owning Discrepancy.

Location Restrictions:
The Allow Overrides on Location Quantities (Excl. Reservations) in the Company Security Parameters, controls whether over-booked products can be added to the new contract. Some of the checks and warnings include:

• If there is insufficient quantity at the location for bulk or for non-bulk, the warning that the "This tool is not in your store" is displayed and the product cannot be added.
• If the product is already over-booked on reservations, the warning that the "This tool is not in your store" is displayed and the product cannot be added.
• If the product is non-bulk and is already on a contract and the "Non-Bulk Allowed On One Contract/Worksheet Only" flag is set in the Company Security Parameters warning is displayed with the associated contract number, and the product cannot be added.
• Even if there is quantity at the location for a non-bulk product but there is no Fixed Asset Tag quantity for the document location, if the Allow Selection Of Products For Documents From Other Locations is not checked in the Company Security Parameters, the warning that the "This tool is not in your store" is displayed and the product cannot be added.

Group Overbooking:
The Ignore Group Availability When Checking Products flag in the Company Security Parameters controls whether the product can be added to the document when the Group is overbooked.

Cap on Rental:
Any Cap set for total product billing on the rental product in the Rental Information is respected in the resulting Contract detail.

If a product is not selected or is not accepted because of availability, and the Group as been assigned a Bulk Rental Product # in Groups, then the substitute Bulk Rental Product window is triggered so a temporary product can be entered.

If no product is selected and there is no Bulk Rental Product # associated with the Group, then no product is added to the new Contract to fill this Group reservation.