Off Rent Tunable Parameters

Many of the features and the functionality of the Off Rentals by Contract can be customized to meet your firm's business practices.
Some of the tunable parameters can be set to apply to your entire company, and some to the parameters can be controlled by specific division or operator.

Division Control by Operator

A flag can be set by operator in Operators to control whether an operator should be able to return or edit existing contracts from a division other than his own default division. When activated, this setting prevents operators from putting products Off Rent on contracts from other divisions.

Allow Off Rentals by Document and Reason

Off Rentals and valid reasons for Off Rentals can be controlled at the time the document is entered. This is activated in the Company Contract Parameters by the Off Rental Reason Codes, and causes the Counter Worksheet, Contracts, Reservations, and Rental Quotes to prompt to "Allow Off Rental".

• If Off Rental is to be allowed for the document, a window opens listing valid reason codes as setup in Off Rental Reason Codes. The reason codes will print on the document.
  Only these codes will be permitted when the contract is put Off Rent.
• If Off Rental is NOT to be allow for this document, the comment "NO OFF RENTALS ALLOWED" prints on the document, and Off Rental will NOT be permitted.

When the Enhanced Off Rental Processing is also activated, a partial charge can be billed to the customer for the down time, dependant on the Off Rent Reason Code.

If the Off Rental Reason Codes parameter is NOT activated, the Allow Off Rentals prompt is suppressed in the document and no reference to Off Rentals prints on the documents. Off Rentals can always be generated.

Note: Seasonal contracts cannot be put Off Rent as the Off Rental processing is not compatible with Seasonal Billing.
For more information on the Seasonal Rental Billings feature refer to Counter Worksheet / Contract Tunable Parameters.

Enhanced Off Rental Processing

This processing facilitates partial billing of off rental time, by allowing a percent of the time to be no charge depending on the Off Rent reason.
To activate this Enhanced Off Rental Processing from Support Application Parameters, contact Texada Support.

This feature uses the Allow Off Rentals by Document and Reason processing activated in the Company Contract Parameters to determine the percent to bill or not bill for the down time by the Off Rent Reason allowed on the document as follows:

• The no charge off rent percent can be set for each reason code in Off Rental Reason Codes.
• When the document is created, multiple relevant Off Rent Reason Code can be selected to be available for this document if off rental is required.
  The reason codes and percents can later be viewed or adjusted on the individual document in Contract Reason Codes.
• When a product is put off rent in Contract Off Rentals, an Off Rent Reason Code must be selected from the codes eligible to the contract.
• The percent can later be viewed or adjusted on the individual document in Contract Reason Codes.
• The Off Rental document will print the off rental period as well as the no charge "Days Off" downtime.
• The Invoice can also print these periods if the flag is set for the customer in the Additional Information of the Customer Information.
• It will be the actual 'no charge' off rent time that will be displayed in any billing calculation windows for the contract, rather than the full off rent period.

Availability of Off Rented Equipment

An off rental of equipment can be interpreted differently by different firms. Some firms interpret off rented equipment as available to be rented, while other firms do not. This may depend on the type of equipment.

• In the Company Security Parameters the flag can be set to not Show Off Rent As Available if equipment which is off rented at your firm is generally not available to be re-rented.
  For example, the equipment is no longer in use by the customer at the customer's site, but the equipment has not yet been returned. Since it is currently not in your rental yard, it is considered unavailable for an immediate rental. The equipment may need inspection, or repair before the next rental.

• Conversely in Company Security Parameters set to Show Off Rent As Available if equipment which is off rented at your firm is generally available to be re-rented.
  This would be the case if the customer has returned the equipment to the rental yard, and counter staff used the off rental to stop the billing of the contract. Later after the equipment has been inspected, the contract would be closed with the Rental Return, which produces the billing. This applies in firms where the Invoicing staff (responsible for the rental rates charged) is different from the Rental Yard staff.

Power Kit Off Rentals

When a Primary Non-Bulk Rental product is put Off Rent using Off Rentals By Contract, then any Power Kit components accompanying that primary product are also put Off Rent.

Note: Individual components of a Power Kit cannot be put Off Rent.
For information on this feature refer to Power Kits.

Smart Billings

Off Rental processing may make contracts eligible for Smart Billing, as no further revenue would be expected on the products while they are off rent.

Off Rental Menu Options and Utilities:

Contract Off Rentals
Off Rental Reason Codes
Set Document Off Reason Codes
Off Rental Inquiry