The tunable divisional Rate Parameters can be accessed from the
window in the Division Parameters.
These parameters impact the calculation of rental charges on rental
documents according to division definitions and defaults,
including:
When the date and time out are entered, the date and time due back can then be calculated based on this rental period.
Select one of the following measurements to use to capture the Rental Period:
Note: This information is ignored for documents in this division if the Ignore Default Date/Time Due flag is checked below.
Enter the default quantity of hours or days for the rental
period.
This is reflected in the Duration information in the
Rental Period window on each rental document, and can always
be over-typed as required.
Note: The system takes the Time Out of the rental and
adds the Default Number of Hours.
If this period places the Time Due in the next day, it will
put the rental period out for 1 day regardless of this
setting.
If Days was selected for the Default Rental
Period, enter 1 day or more.
e.g. If the default is set to 28 days, then the date due is
calculated to be 28 days after the date out, during contract,
reservation, and quote entry.
(28 days is often used by heavy equipment firms.)
Check this box if no date/time due should be generated as a
default on Contracts, Reservations, Rental Quotes and on the
Worksheet header, to force the operator to manually enter the
Duration information in the Rental
Period window to define the Due Date/Time.
If the Worksheet is started with the product entry screen, the
default duration applies until the actual duration is selected in
the document header.
The dates and time defined in the Rental Period window are then passed to the Date Out/Date Due window.
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.
Leave this field blank to have the time out reflect the current
time (the actual time when the equipment went out).
Enter a time to pre-set the time out to always default to a
consistent time. For example:
Other firms establish a fixed time when their daily rate
expires.
For example, the Daily Rate expires at 8 AM the next morning,
regardless of time out.
Equipment going out at 10 AM or 3 PM must still be returned by 8 AM
the next morning to qualify for the Daily Rate. e.g. To enter 8 AM,
type 08
Enter the Expiry Time for rentals from this division. The
Expiry Time field will reflect this time on the document and
will then be disabled in the Rental Period window.
This processing only applies to short term rentals. Contracts that are cycle billed will NOT respect this Daily Rate Expiry Time.
Note: If a Daily Rate Expiry Time is set, the hours on the "out" day of the contract may appear to be shorten in the hours out calculation, instead of reflecting the 24 hour day.
Check this box to stop in Counter
Worksheet and Contracts on the
Time Out field, in the Rental Period window.
Uncheck this box if it is not mandatory that the cursor stop on
this field. It can still be accessed if required on the
document.
Check this box to prompt for Rate Level in the Rental
Period window on the contract.
A Special Rate Level Search window is
provided to view and select from the Special Rates available.
Uncheck this box to pass this prompt.
It can still be accessed if required on the document if the
Company Rate Parameters flag is set to
Allow Rate Level Change on Contracts.
Uncheck this box to disable the Days To Bill prompt on contracts, reservations, and rental quotes.
Check this box in order to activate the Days To Bill
field on contracts, reservations, and rental quotes.
This fields allows the operator to set a maximum charge for the
time period on the document, so that for the selected time period,
the software will not bill more than this number of Days to
Bill.
This feature is generally used by firms with extensive weekend
rentals, where a daily or the 1 1/2 day rate may apply over 3 or 4
days.
For example, if the time period is from Friday at 8 AM until
Monday at 8 AM, it may be decided to charge only 1 day's rent,
instead of 3 days over the weekend.
If the customer brings back the equipment within this time period,
he will only be charged for 1 day (# of days to bill was overridden
from 3 to 1 during contract entry).
If the customer brings back the equipment late, this time period
will still only cost 1 day plus the extra late hours.
e.g. If returned Wednesday at 8 Days To Bill, the software
will charge 1 day only for the original period (Fri. 8 AM to Mon 8
AM), plus it will charge 2 days for Monday 8 AM to Wed. 8 AM, total
3 days.
If the equipment is returned early and a cheaper rate would
apply, then the software would use the cheaper rate instead.
e.g. If the equipment was returned at Friday at 11 AM, then the
rate for 3 hours would apply instead of the one day rate.
Note: The Respect "Days to Bill" on Contracts flag in the "Cycle Billing" parameters accessed in the Company Billing Parameters, controls how this price break is applied over an extended rental period with interim billings.
Check this box to trigger the Rental Rates window automatically in the Contract and the Worksheet for rental product details.
Uncheck this box to prevent the Rental
Rates window from automatically opening.
The Rental Rates window can still be
accessed in all rental documents from the window on the Unit
Price field, and then window again on the Rate Code
field.
Check this box to automatically open the rate window for rental charges in Miscellaneous Invoices and Quotations.
Note: The rental period information provided in this window is
necessary in order to generate maintenance provision postings by
the hourly rate.
For further information about the maintenance provision postings
refer to Rental Product Classes.
Leave this field blank to use the Standard Rates as the default for documents for this division, or enter the Rate Level to be used for this division if your firm uses different rates for the same rental product according to the division, or select one from the Rate Level Search window.
Note: This divisional special rate level applies on a document if none has been assigned to the specific customer, however the divisional special rate level works in the background and is not displayed in the Rental Period window on the document.
Setup:
The Special Rates can be setup in the "Rental
Rates & Pricing" parameters on the Operations tab of
Configure System Settings as follows:
Special Rates to Apply:
The software uses this
priority when determining rates:
When determining which rental rate to use, the software always
checks the Rate Level assigned to the customer first in Customer Information.
If a Rate Level other than (Blank) Standard Rates has been
assigned, this rate level will be used to determine the rental
rates, even if the Rate Level assigned to the customer results in
HIGHER rates than the divisional or standard rates.
If the Customer has not been assigned a Rate Level, the Regional Rate Matrix applies according to the Regional Rental Rate Type assigned to the customer. If no "match" is found in the Regional rental rates for a product then the Divisional Rate Level applies. If the Divisional Rate Level is blank (Standard Rates), then the software uses the rates on the rental products as setup in Rental Inventory.
If a customer was assigned a certain rate level, i.e. C -
Convention Rates, but the product being rented did not have Special
Rates for Rate Level C - Convention Rates setup for it, then the
software would use the Divisional Special Rate Level instead,
according to the Division selected on the contract.
If the product did not have Special Rates setup for that Divisional
Rate Level, then the standard rates would apply.
Customize Special Rates Entirely by Division:
The Suppress Rate Not Used In Division feature can be
activated in the Support Application
Parameters when a Division uses unique rate codes and never
wants to see any other rate codes.
It allows different rate structures to be assigned by Division,
suppressing all other rate codes at that division.
The risk is that if a product or its Group has no Special Rates for the Special Rate Level
assigned to the Division, then there will be no rates for the
product.
Leave this field blank to use the Standard Sale Prices for this division.
If your firm uses different prices for the sales part according to the division, assign the Special Price Code to be used for this division or select one from the Price Code Search window.
Special Pricing can also be setup for specific customers in Customer Information.
Special Price Codes can be setup in the "Rental Rates & Pricing" parameters on the Operations tab of Configure System Settings in Price Codes window.
Time-Based Discounts are based on Over-ride Codes that are
flagged as PR type codes for Rental Item Rate Or Discount
Change in Over-ride Reason Codes.
Window on the Time-Based field to define the Over-ride Codes
that qualify for Time-Based Discounts for this division, with the
discount parameters and G/L expense account, as outlined in
Time-Base Discounts.
When an operator over-rides a Discount Percent on a
Quote, Reservation, or Contract, and there are Time-Base Discounts
codes setup for the document Division, the operator is prompted for
an Over-ride Code.
If the operator chooses an Over-ride Code setup for Time-Based
Discount for that division, then the Time-Based Discount process
applies and a window opens to allow the operator to view and modify
the discount values, up to the preset maximum days and discount
percent.
The Discount % field in the expanded product detail record
on the document or on the Rental Return will not display a percent
value, because the discount is not necessarily a percent of the
whole rental period. (i.e. the discount could terminate after 10
rental days).
The discount is displayed as a dollar amount in the Disc Amt
field.
Quotes and Reservations convert any Time-Based Discounts to resulting documents and Contracts push the Time-Based Discounts to resulting Invoices where the information can be viewed but not changed.
Calculation:
When the Time-Based Discount is on only a portion of the rental
period, the formula is:
(# of eligible days / total rental period days) * Time Based
Discount % = the Actual Discount% that is then applied to the
Extended amount
Note: Invoices with Time-Based Discounts are NOT eligible for
Trade Discounts too.
Rental products with Time-Based Discounts are NOT eligible for
Customer Discount Programs too.
Time-Based Discounts will not be given on rental equipment that
belongs to a product class flagged to not allow discounts in the
"Additional Info" window of Rental Product
Classes.
Window to view and setup the Time-Based Discounts as defined in Time-Base Discounts.
Rental products that go out within this time period will respect the weekend rate if they include the Default Rate defined as the weekend code in their rate structure, and they are returned Monday within the Time Due Back Monday plus grace period allowance.
DEFAULT WEEKEND RATE....: W WEEKEND
WEEKEND RATE START......: FRI 16:00:00
WEEKEND RATE END........: SAT 17:00:00
TIME DUE BACK MONDAY....: 09:00:00
WEEKEND GRACE MINUTES...: 30
OPTIMIZE ON RETURN......: Y
When a Contract, Reservation, or Rental Quote is created from
Contracts or Counter
Worksheet with a time out within the designated Weekend Rate
Start/End period, the rate will default to the corresponding
special rate code identified in the above example as W.
DEFAULT OVERNIGHT RATE..: O OVERNIGHT
OVERNIGHT RATE START....: 19:00:00
OVERNIGHT RATE RETURN...: 09:00:00
OVERNIGHT GRACE MINUTES.: 30
OPTIMIZE ON RETURN......: Y
When a Contract, Reservation, or Rental Quote is created from
Contracts or Counter
Worksheet, with a time out after the designated Overnight Rate
Start, the rental rate will default to the corresponding special
rate code for Overnight, identified in the above example as O.Note: If a Contract is eligible for both Weekend and Overnight special rates, the Overnight rate has precedence.
Note: Any changes made to the Rate Parameters will not be applied until the Division Parameters are accepted.
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