Delivery and Pickup Tickets

Overview:
This sub-system operates by division and controls outstanding deliveries and pickups of specific rental equipment using delivery/pickup tickets.
Multiple tickets can be generated for the various products on a contract and can be printed for the drivers to take for the customer to sign.

• Delivery tickets can be generated right from the contract in Counter Worksheet and Contracts, or can be generated from the Delivery Console by clicking on the CREATE button as outlined in Create Delivery Ticket.

• Pickup tickets can then be generated later when the customer is finished with the with the equipment from the Pickup Console by clicking on the CREATE button as outlined in Create Pickup Ticket.

• Delivery/Pickup Dispatch:

  • The dispatch schedule can be used to view delivery and pickup tickets, sorted by document type, customer, driver, or address, with the ticket status.
  • Even though no ticket has been created yet, Contracts, Reservations & Worksheets that have been flagged for Delivery or Pickup on the document header in the Contract Delivery/Pickup window, are listed on this dispatch console along with any contracts flagged "Will Call".
  • Tickets can also be created, printed, closed, and cancelled from the Dispatch utility.
  • A Reservation pending Delivery or Pickup can be converted to a Contract by clicking on the CREATE button in the Delivery/Pickup Dispatch to access the Convert Reservation to Contract utility.
  • Documents pending customer pickup can be included in the schedule with a WCALL status, for staging and preparation purposes.

Before the delivery time and again after the pickup time, a product can be set to an Off Rent status to prevent extra rental charges to the customer prior to the delivery and after the pickup point. This means the customer would only be billed for actual on-site use of the equipment. He is not billed for the time on the contract before the equipment is delivered, nor for the time after he is finished and the equipment is waiting for pickup. These Off Rental records can be viewed in Off Rentals by Contract but can not be changed there. On the Contract the products would show a status F for Off Rent.

When the customer calls for pickup, the Pickup ticket is generated and the equipment is put Off Rent. Additional pickup comments and services can be added to the original contract. Rental Returns can even be completed using the closed Pickup ticket number after the equipment is returned.
Outstanding reports can also be produced to track these deliveries and pickups.

When a contract is deleted in Delete a Single Contract any related Off Rental transactions are also deleted.

This Delivery/Pickup Off Rent/Ticket Sub-system processing can be activated for relevant divisions from the Divisional Delivery/Pickup Parameters.
Other settings controlling the Delivery/Pickup process include:

• A setting in the Divisional Delivery/Pickup Parameters can set the default response to the prompt Create a Delivery Ticket after a contract is completed.

• The number of copies of delivery and pickup tickets to be printed, is controlled by a setting in the Company Contract Parameters.

• The option to print delivery and pickup comments on the tickets is controlled by a setting in the Company Contract Parameters.
  This includes the 'Charges on Deliveries:' and 'Charges on Pickups:' comment on the ticket header, as activated by the two Add Service on Ticket flags in the Divisional Delivery/Pickup Parameters.

• The default settings whether to print Comment/Notes from the Contract on the Delivery ticket can be controlled in the Divisional Delivery/Pickup Parameters including:

  • Print Site Instructions
  • Print Site Comments
  • Print Product Detailed Notes
  Note: These flags do not apply to the Pickup Tickets.

• Contract Comments can be automatically printed on the associated Delivery and/or Pickup Ticket according to the Print Contract Comments flag in the Divisional Delivery/Pickup Parameters.

• Drivers can be maintained in the Drivers window in the "General Settings" on the Operations tab of the Configure System Settings.

• The Enable Will Call Delivery feature can be activated in the Divisional Delivery/Pickup Parameters so that when Delivery is set to No on a Contract or Reservation header, the operator is prompted whether to "Add this Will Call to Dispatch?"
  With this processing an alert that the customer will be picking up the equipment is emailed to the staff address designated for this division in the Divisional Delivery/Pickup Parameters, and a delivery record for the document is included in the Delivery/Pickup Dispatch with a ‘WCALL’ status.

• A setting in the Company Billing Parameters controls the updating of the Cycle Billing Day Code on contracts that are going out by Delivery Ticket, to match the Delivery Ticket close date as entered in Close Delivery Ticket.
  The default recommended by SCS is Y (YES) when the products are actually Off Rent until the ticket is closed.

• The Show Off Rentals as Available flag in the Company Security Parameters can be set to control whether off-rented equipment can still be rented. This parameter relates to delivery and pickup tickets as follows:

  • When a Delivery Ticket or Pickup Ticket is created, this flag does not apply and the product is not available for the duration of the ticket.
  • When a Delivery Ticket or Pickup Ticket is closed, this flag is respected.

• The Create Pickup Time Default field in the Divisional Delivery/Pickup Parameters can be set to a preferred default time for creating Pickup Tickets in Create Pickup Tickets. This also becomes the Off Rent time for billing.
  If this default field is blank, the current time is displayed as the create Pickup Ticket time.
  The time can always be over-typed as required.

  Note: Pickup Ticket processing may make contracts eligible for Smart Billing, as no further revenue would be expected on the products once they are off rent.

• Auto Close Delivery and Pickup settings can be set in the Delivery/Pickup Parameters to close the Delivery and/or Pickup Tickets directly at the time the tickets are created.

  • This enables a closed Delivery Ticket to be generated and printed, but because it is closed immediately, no Off Rental hours are issued. The billing is calculated as of the Contract Out Date.
  • Auto Closed Pickup Tickets can also be printed and are tracked as closed tickets. However rental products are flagged as Off Rent at the time the Pickup Ticket is generated and the billing time is stopped because of the Off Rental hours.

• If the Auto Close option is activated as described above, at the time a ticket is generated the Operator is given the option to close the ticket, leave it open, or to print the new ticket.
  Auto Close Default responses for this prompt, can also be setup in the Divisional Delivery/Pickup Parameters.

• The Allow Multiple Pickups to be Closed at One Time flag in the Divisional Return Parameters, can be set to feed Rental Returns with products being returned on multiple Pickup tickets from a single Contract.
  When activated, the default response to the "Return All Items" prompt in Rental Returns is always 'P' for Pickup tickets. A window will then open listing all Closed pickup tickets for that contract. Multiple tickets can be flagged to be billed in that Rental Return on a single invoice.
  Note: This feature is triggered by the division of the Invoice being created, which is the operator's default division. This is not necessarily the contract division.

  If this option is not activated for a division then the default response to the "Return All Items" prompt in Rental Returns is then determined by the setting in Default Options For Screen. It can always be over-typed in the Rental Return as required.
  If a 'P' is manually entered, a single Pickup ticket can still be used to feed the return.

• The divisional Transport Supplier feature can be activated in the Divisional Delivery/Pickup Parameters, to email a notice to an external transport contractor when a ticket is created from the Contract Summary and Totals screen, Create Delivery Ticket utility, or Create Pickup Ticket utility.

• When Texada Web is enabled in the Software Integration parameters to track driver tickets, then any operator who does not have Security Role Permissions to the Cancel Open Texada Web Del/Pick Tickets option, will not be allowed to cancel delivery or pickup tickets in SRM.
  Delivery and Pickup Tickets cannot be closed until the driver has completed the ticket on the mobile app.
  Any items on an open delivery or pickup ticket cannot be returned until the ticket is closed or cancelled.

The actions included in the Delivery and Pickup menu options include:

Delivery Console

Delivery tickets can be viewed and additional actions to manage Delivery tickets include:

Create Delivery Ticket
Print Delivery Ticket
Close Delivery Ticket
Cancel Delivery Ticket
O/S Deliveries Report

Pickup Console

Pickup tickets can be viewed and additional actions to manage Pickup tickets include:

Create Pickup Ticket
Print Pickup Ticket
Close Pickup Ticket
Cancel Pickup Ticket
O/S Pickups Report

Delivery/Pickup Dispatch

Features include:

• The dispatch schedule provides the ability to review the status of any product requiring delivery or pickup per the Delivery/Pickup flags on the document header.
• Documents for customers picking up their own equipment can be tracked on the schedule for staging purposes and are identified by the status of WCALL.
• Double clicking on a product line in the Dispatch paging screen, displays the document header, product details and delivery information as outlined in Delivery/Pickup/Document Details.
• Associated Delivery and Pickup Tickets can be created, printed, cancelled and closed.
• A Dispatch Report can also be generated in document format or to a spreadsheet.
• A Reservation pending Delivery with status RD_REQ or pending Pickup with status RP_REQ can be converted to a Contract and a ticket can then be created.

Ranked Service for Delivery/Ticket on a Document:
Separate from this Delivery/Pickup Ticket sub-system, is the option to use a ranking system to help the operator to select the correct method for delivery and pickup according to the equipment on that document.
This ranked charge is calculated for the equipment on the Contract, or on the equipment on each Delivery/Pickup Ticket when the services are charged by each ticket instead of on the entire contract.
This ranked process is control by a special "Type-D" Service Code assigned to the Group.
For details on this module refer to Group Delivery/Pickup Type-D Service Overview.