The tunable divisional Contract Parameters can be accessed from
the window in the Division Parameters.
These parameters impact Contracts and
some of the other rental documents according to division
definitions and defaults, including:
Be aware, however, that if the price is not clearly indicated on the signed contract, it could be difficult to prosecute a client using this contract in law court.
Enter or select one of the following print defaults from the drop-down list:
Note: This is a default for contracts from this division and can
be changed in the document.
This default value is NOT respected when contracts are re-printed
from Print Contracts.
Note: The product rental rates that print on the Standard or
Crystal contract form are controlled by the rate book flags setup
in the Rental Inventory and in Company Default Rates.
The product rental rates that print on the Jasper contract form are
controlled by the Print 1st 5 Rates On Counter Docs
parameter in the Company Customer
Forms.
Check this box to prompt the operator when a single Contract or
Reservation is printed without the extensions, whether to print the
rate structures that would apply for the rental equipment.
The operator will then be given the option to suppress the rate
information, or to print the standard rates for the equipment, or
to print any special/discounted rates on the document.
Note: This feature does not apply to quotes or when a range of contracts or reservations are printed.
Check this box to print a second detail line on the
Contract.
For Rental Products, this second detail line prints the Serial #,
Discount Amount, Due Back Date and Time.
Note: A separate parameter in the Divisional Invoice Parameters controls printing detail line 2 on invoices, reservations, and quotations.
Note: A separate parameter in the Divisional Invoice Parameters controls printing the Rental Period on invoices
Note: This is a default value from this division that can always
be changed in the document or print utility.
This default value is NOT respected when reservations or quotations
are re-printed from either of the Print
Reservations or Print Quotations
utilities, as a range of documents from different divisions good be
selected to print.
Customer tab:
Driver's License ID Image
Scanners
This process scans the image on the front of the card, retrieving
the picture and address information.
The ID scanner encodes the image and information to text and
displays back only the picture and signature if it is on the front
of the license. The address information is captured and displayed
in the appropriate data.
For security purposes, a complete image of the entire license is
not displayed.
The scanned license information can later be viewed in Customer Information, Customer Information Inquiry, and in Customer Payments.
Note: Only the 2-dimensional barcode scan is supported in Web App or Open Client.
The parameter controls how the Driver's License window behaves on the counter document:
Check this box to cause the Driver's License Scan window to open
in a Contract or Worksheet header, if the Customer # field
is left blank.
A Card swipe or Barcode scanner can be used to capture the license
information or the information can be manually entered, unless the
Use IDScan Image Capture option is selected below.
If a customer # is entered in Counter
Worksheet the cursor will also stop on the Driver's
License field if there is no valid Driver's License for that
customer saved in Customer
Information.
In Reservations, Quotes, or Invoices to open the Driver's License
window, window on the Customer # field and press Tab
or click on the SCAN LICENSE button.
The following fields are enabled if Prompt for Driver's License/ID is checked:
Note: This feature is only available on Windows
workstations.
If this feature is activated and the workstation is using a
character based "Green Screen", the processing reverts to the
Mag-Stripe card scan as explained in Driver's License Data Scanners.
Enter or select one of the following options from the drop-down list:
Type Y (Yes) if this division is setup to capture the driver's
license image at Windows workstations, in the counter documents
including Contracts, Counter Worksheet, Reservations, Quotations,
and Miscellaneous Invoices.
There will be no initial prompt for the country or province/state
if the scanner can read the default information from the company
and division files.
The scanner format checking will be determined by the currency code
of the company as set in Company
Information including A= Australia, C= Canada, N= New Zealand,
U= U.S.
The scanned license information can later be viewed in Customer Information, Customer Information Inquiry, and in Customer Payments.
Type P (Prompt) to activate the driver's ID license image scan
option in the counter documents and to prompt the operator for the
country and province/state before each scan of the customer's
license in the counter documents.
In order to read the Driver's License the scanner must identify the
format of the license as per country and province/state
designs.
Initially the Country defaults according to the currency code (U,
C, A) in Company Information and the
Province or State defaults according to the operator's division
code as assigned in Operators, applying
the Division address Prov/State as determined by Divisions.
This is useful if many of your firm's customers are out of country
or out of state and the Driver's License do not conform to a
standard format.
Refer to Driver's License ID Image
Scanners for more details and for valid country and
province/state codes.
Uncheck this box to prevent the customer lookup window from
appearing automatically when a new license number is entered.
The operator can still access this lookup window by pressing the
Right Arrow key.
Note: This is an auto-add action and should not be confused with the manual add customer option generated from the ADD button on the Customer Search screen which is controlled by a flag in the Company Miscellaneous Parameters.
Uncheck this box to prevent every new Cash Customer from being automatically added to the Customer Information file when entering Contracts.
Check this box to automatically add all Cash Customers to the
Customer Information when an existing
customer number is selected when entering Contracts, Reservations
or Worksheets.
The name, address and phone number entered for the document will
also be assigned to the new cash customer.
When a new customer is added they are automatically given website
access with a default password that matches their new customer
number and a default email address that matches their new customer
number@GW.COM
This web access information can always be modified in this Internet Information window or in the Portal Customer screen later.
Other values will default from the generic Cash Customer defined in
the 'Customer # To Clone' field below and from the values
entered in Cash Customer Information if a
Contact is added.
It is assumed that this customer is to pay CASH ONLY and does not
have an Account with your firm, and so will not be receiving a
Customer Statement.
If the Alternate Language option is activated in the
Company Miscellaneous Parameters, then when
the new customer is added, the operator will be prompted for the
customer's language preference.
Note: It may not be useful or compatible to create new customer
records for "walk in" cash customers at the counter if your firm
utilizes the processing that requires a name from the Name Check
List to be identified on a document as activated in the Required
Document Information in the Company Contract
Parameters, as the Name Check List and the Insurance
information will default from the generic Blank customer
record.
By enforcing Name Check List and the Insurance information capture
this implies that your firm requires tight restrictions on who is
allowed to reserve and rent equipment.
Note: Any Customer identified as a 'Clone' customer for any Division cannot be setup as a Portal Customer nor can a 'Clone' customer be given "Website Access" or assigned a "Website Password" in the Customer Internet Information window.
Enter a source customer number or select one from the Accounting Customer Search window to be used to
define the default Cash customer values when entering Contracts, or Counter
Worksheet for new cash customers in the division.
Different default "source customers" can be used for cloning, for
different divisions or branches.
If new customers are not added automatically in contract entry,
then this source customer becomes the generic Cash Customer, and
the customer information defaults to the document without adding a
new customer record.
Information can be over-types as required.
If the operator adds a new Cash Customer on-the-fly on a rental document, then the values for the new customer default from the Customer # To Clone for the division, including the "No Charge Weekend" flag.
Note: When the Multi-Tiered Pricing feature is activated, the Tier 1 and Tier 2 pricing defined in Multi-Tiered Customer Special Pricing, is NOT copied to the new customers, as these prices are intended to customize a specific customer rather than a class of customers.
The BLANK customer and customer numbers setup as "Clone" customers for any Division cannot be assigned Credit Card information in the Capture Card/Check on File utility.
Check this box to automatically add all new cash customers from Quotations and Sale Approval Quotes to the Customer Information.
Note: Any Customer identified as a 'Clone' customer for any Division cannot be setup as a Portal Customer nor can a 'Clone' customer be given "Website Access" or assigned a "Website Password" in the Customer Internet Information window.
Enter a source customer number or select one from the Accounting Customer Search window, to be used to define the default Cash customer values when entering Quotations or Sale Approval Quotes for new cash customers in the division.
If new customers are not added automatically in quotation entry,
then this source customer becomes the generic Cash Customer, and
the customer information defaults to the document without adding a
new customer record.
Information can be over-types as required.
If the operator adds a new Cash Customer on-the-fly on a quotation, then the values for the new customer default from the Customer # To Clone for Quotes for the division, including the "No Charge Weekend" flag.
The BLANK customer and customer numbers setup as "Clone" customers for any Division cannot be assigned Credit Card information in the Capture Card/Check on File utility.
Uncheck this box if a Customer Contact record should not be automatically created when a new cash customer is created in any of the 'Counter Documents'.
Check this box to automatically add a Customer Contact record when a new cash customers is
added in 'Counter Documents' including Quotes, Reservations,
Contracts, and the Counter Worksheets.
The Cash Customer Information pop-up will be
triggered in the document header when a blank customer# is entered,
to capture unique customer and contact information.
The new Contact record will be flagged as active and will be
populated with the name, address, email, and phone number
information entered form the new Cash Customer record.
The 'All Sites' and 'All Document Email' will default as checked
for the new Contact.
Document tab:
Because the document type has not yet been determined in the Worksheet header, the date range set for module RSWH is checked for valid dates as defined in Date Range Control.
Uncheck this box to omit the customer information inquiry feature on the header screens and to omit the statistics on the detail screens.
Type S (Sales) to cause the notes window to open automatically on sales details only on the Contract, Reservation, and Quotation.
Type B (Both) to cause the notes window to open automatically on both rental and sales details on the Contract, Reservation, and Quotation.
Type N (None) to prevent the notes window from opening automatically on the details records.
Regardless of this default selection, the notes window can be accessed manually in the document expanded detail record.
Check this box to trigger this subcontractor window automatically in the Contract Summary and Totals screen for this division.
Uncheck this box to suppress the pop-up window. Subcontractor information can still be accessed manually.
Type A or select Automatic from the drop-down list to
activate the feature that can sell eligible sales parts
immediately when the contract is completed or the Delivery Ticket
is closed and generates an invoice for "On Account" customers
without operator interaction.
The new invoice number is displayed, and is identified as
Automatic in the Billings
Inquiry.
Note: This does not apply to Rentals as rentals always require
operator input for billing.
A Sales product such as Fuel is not eligible for immediate sale if
it is flagged in the Inventory Re-Order
Information NOT to be Cycle Billed. Instead it is always billed
at Rental Return.
Requirements and actions of the automatic selling of sales
parts include:
If there are both rental and sales items on the contract for
an "On Account" customer, then an invoice will be generated with no
operator interaction selling only the sales parts,
regardless of the separate Sell Sales Item Default flag in
the Company Billing Parameters.
Automatic Billing does not occur when:
Note: Forward billing of rental equipment is NOT permitted if the Cycle Bill Items From Contract flag is set to Automatic, and so the Cycle Bill Rental Items field is disabled.
Type Y or select Yes from the drop-down list to provide
the option to immediately generate an invoice at the time the
contract is entered at the counter, manually billing the products
as outlined in Cycle Bill A Single
Contract process.
The invoice is identified as Single in the Billings Inquiry.
Uncheck this box to always respect the Prevent Auto Sell flag set in the Sales Product Class, for automatic sales from contracts in this division.
Check this box to ignore any Prevent Auto Sell flags in the Classes, allowing automatic sales on immediate contract billings in this division.
Uncheck this box to allow Sales invoices from this division to be merged if they meet the requirements outlined for the "Hold/Merge Invoices" in the Company Billing Parameters.
Check this box to prevent Sales invoices automatically generated
from a contract for this division from being merged with another
current invoice for this customer.
A new invoice will always be created.
Uncheck this box to restrict the immediate contract billing to
only the Sales parts, using Cycle Bill
A Single Contract to manually invoice the sales.
The Rental equipment would then always be billed later using Cycle
Billing or on the Rental Return.
Check this box to provide the option to forward bill Rental
equipment as well as selling the sales parts at the time the
contract is created.
The billing process is always similar to Cycle
Bill A Single Contract, where the operator can control the
billing dates and product selection to be invoiced.
The Bill To Date for rental equipment, defaults to the
Contract Due Back date from the Header of the contract, but can be
over-typed as required.
The invoice is identified as Single in the Billings Inquiry.
Uncheck this box if this division does not bill the customer for
any waiver charges.
This disables the Waiver Codes field for this division.
Even if a customer has been flagged in Customer Information to be billed for Damage
Waiver, no waiver amounts will be charged in Contract, Reservation,
Rental Quotations, and Miscellaneous Invoices, for documents from
this division.
Check if documents from this division are eligible for waiver charge billing.
The charge waiver flag can always be over-ridden on the
document.
When 'Respect DW By Customer' is set in the Company Standard Waiver Settings then this parameter
controls whether the operator is also able to over-ride the percent
rate to be charged for the waiver in document entry in the Damage Waiver pop-up window.
This divisional control applies according to the division of the
document, regardless of the operator division
Uncheck this box if the operator should NOT have the ability to change the waiver rates to be billed to the customer in document entry.
Alternate DW Calculation:
Note: This mandatory restriction does not apply on Contracts or Reservations for the generic Blank customer.
Note: There is no restriction on whether a PPSR can be entered for the same non-bulk asset on multiple contracts or even multiple times on the same contract when no availability checking is on.
The data can then be exported to XML to enable the ongoing Contract reporting by an external reporting tool such as ODBC.
The Rental Returns and the Exchange By Contract utility prompt for the
associate 'Discharge Date' for PPSR tracking, when the asset is
returned.
The Contract Report can be output to a
spreadsheet including the PPSR values.
Each relevant customer can be assigned "Government ID Code" (ABN)
and an "Australian Company Number" (ACN) in the Customer Additional Information window which is also
included in the PPSR data.
Note: The 'Discharge Date' is not captured on Exchanges By Customer.
Note: Any changes made to the Contract Parameters will not be applied until the Division Parameters are accepted.
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