Update Contract Rental Pricing - Single Customer

Utilities Menu -> Counter -> CUSTOM- Contract Rental Pricing -> Update Contract Rental Pricing - Single Customer

When equipment is put out on a Contract the rates assigned on the document are not automatically updated when the product rate structure is modified, as these are the rates agreed upon with the customer for that contract.

Sometimes a rental company has an agreement that rates on long term contracts can be changed after a certain period.
This utility can be used to update rental rates for rental equipment that is out on existing contracts for specific customers.
This utility does not change the main product file rate structure.
The Rate Increase/Decrease Utility can be used to update the standard rate structure for the equipment.

Using Update Contract Rental Pricing - Single Customer each rate level in the rate structure of products out on contracts for the customer will be updated on the contract, by the specified percent for the Group regardless of whether the rate was originally a standard rate or a special rate.
A rounding factor can be set.
The new updated rates become effective as of the last date that the product was billed, which could be the Date Out if the product has never been billed, or the last cycle billing date.
A Rate Adjustment amount is calculated for each updated product on the contract that can be viewed in the window on the Unit Price field on the detail line on the Contract Details. This can be used to help explain billing charges and to view rate update history.

Note: Once the rates have been updated for a product on a contract, that product cannot be off rented, cycle billed, exchanged, or returned, prior to the effective date of the rate change, as related billing adjustments could not be made as of the old rate structure.

The prompts are:

CUSTOMER SELECTION

This value defaults to the previous selected option.
The options are:

• Click 'Single' to update rates on open contracts for a specific customer as outlined below in this utility.
• Click 'Multiple' to update rates on a selection of open contracts for a selection of customers as outlined in Update Contract Rental Pricing - Multiple Customers.

Update Contract Rental Pricing - Single Customer
The prompts are:

CUSTOMER NUMBER

Enter the customer number or look it up in the Accounting Customer Search window.
Only contracts for this customer will be eligible for the change to rental rates.

If rates need to be updated for Child related customers as well, then this utility would need to be re-run for each child customer.

REBUILD RATE WORKSHEET

Uncheck this box to re-access a worksheet that has already been created for this customer, that has not been processed.
The Rate changes and rounding factors previously defined will be re-displayed for the Group selection.

Check this box to create a new worksheet listing all Groups for rental equipment currently out on a contract for this customer.

DEFAULT INCREASE/DECREASE %

Enter the default rate percent to increase or decrease each rate level for each Group.
Enter a negative sign with the percent if the rate is supposed to be decreased.
This becomes the default in the worksheet where the rate for specific product Groups can be changed as required before processing.

If a Rate Worksheet is being re-displayed then this default value only applies to new records that are added.

Note: Meter rates are not updated.

DEFAULT ROUNDING FACTOR

Leave this field blank if no rounding is required or enter the value that the should be used to round up the new rates increase/decrease for each Group.
This becomes the default in the worksheet that can be changed for specific product Groups before processing.

If a Rate Worksheet is being re-displayed then this default value only applies to new records that are added.

e.g. Enter .50 to round up to the nearest 50 cents, or for the nearest dollar, enter 1.00

Finished?

Click ACCEPT to generate the worksheet displaying all Groups for rental products out on contract for this customer.
Click CANCEL to abort.

Rate Change Worksheet:
The resulting worksheet lists all product Groups for rental equipment out on contract for this customer, with the Group number, description, default rate change percent, and default round-up value.
The Change% and the Round To values can be over-typed for any Group.
If products in a Group should not have a rate increase, blank out the rate in the Change% column for that Group, as records cannot be deleted.
When all Groups have been assigned the correct rate to update with the correct rounding factor click ACCEPT.

Confirmation Screen:

Select one of the following actions:

• Select Process Details to proceed with the error checking of all contracts to be updated.
• Select Return to Details to re-access the rate update worksheet to review and/or make further changes.
• Select Abort Changes to interrupt the rate update process. No rates will be updated on the contracts and the worksheet will be saved.

PRINT CONTRACT LIST

The option is provided to print a list of contracts that have had rate structure changes.
A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

The report lists the contract numbers, customer number, site number, site name, and number of products that were changed.

Rate change details can be tracked from the Audit Log Inquiry / Export utility, with the option to export them to a spreadsheet.

Errors and Restrictions:
If the rates are to be updated and any errors are found, an error list is displayed with the contract#, date out, number of items and the error message.
No rates are updated until all errors are resolved.

Errors can be caused by a contract being locked by a user on another session.
An error is also triggered if there are any products for the selected customer that have been put off rent on a date that is prior to that product's "last billed through" date, as the billing adjustment for the off rental still requires the old rate structure.

Finished?

Click OK to acknowledge the error report on the screen.

Confirmation Screen:

Click NO to re-try the rate update if the errors have been resolved using other sessions.

Click YES to Abort the update process.
No rates will be updated on the contracts, and a forced rollback of the data occurs.
The worksheet is not saved.

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Topic Keyword: RSCD22 (3961)