Many of the features and the functionality of the Counter Worksheet and the 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.
Company Wide Settings:
In Company Parameters the following
parameters should be setup in the Counter Worksheet Defaults
window of the Company Contract
Parameters:
Prompt Convert On Worksheet Load:
Prompt For Services When Saving:
Prompt For Deposits When Saving:
Multiple D.W.% By Customer:
Additional Company Parameters that control the worksheet functionality include:
Check this control option to trigger the prompt to Override
All Rates For This Product? when a rate is over-ridden in the
worksheet.
The Override options in the worksheet then include:
The new rates for this detail can be viewed in the window on the Each field.
Note: A zero Rental rate amount is acceptable for a rental period, but the zero value must just be re-typed to confirm it in the Unit Price or Each field of the Contract.
Default Deposit Date Based On:
This control is set in the Company Contract
Parameters and applies to the default date assigned to contract
deposits in Counter Worksheet, Contracts, and Contract
Deposits.
The default date can always be over-typed, as required.
Customer Notes pop-up in rental document header:
This feature applies to Contracts, Reservations, Sales Quotes and
Rental Quotes but not to the general Worksheet.
If the 'Open Cust Notes In Doc Entry' parameter is activated
in the Company Miscellaneous Parameters and
the operator has Security Role Permissions
then the Customer Comments and Notes pop-up
window is triggered in the document entry.
This pop-up is also triggered if the customer number is changed on
one of these document headers.
Waiver Controls include the Company Standard Waiver Settings and the Company Alternate Waiver Settings that can be activated in the Company Contract Parameters:
Waiver Codes:
Multiple waiver codes can be assigned default rates at the company
level in Company Waiver Code
Maintenance.
Any division waiver rates over-ride the company waiver rates based
on the same waiver code, and customer rates over-ride both
the company and division rates for the same waiver code.
Use Damage Waiver Per Item Value Limits:
The feature provides the ability to restrict equipment rental
according to equipment value, and to ensure that the customer has
sufficient waiver and insurance coverage for the equipment
Replacement Cost should it be lost or damaged.
The setup in Company Standard Waiver Settings provides the following:
Separate Maximums can also be set for Cash versus On Account
type customers.
The Maximum for a Cash customer prevents the Cash customer from
ever renting a product with a Replacement Cost greater than
the maximum.
The Maximum for an Account customer requires the customer to have
sufficient valid insurance to cover the difference between this
maximum that D.W. covers and the equipment Replacement
Cost.
When the equipment Replacement Cost falls between the Minimum and the Maximum, all customers must have sufficient valid insurance coverage or must pay the Damage Waiver.
Note: The equipment value limit is not a cumulative check.
The Replacement Cost on the individual product in is checked
independent of other equipment on rent on that document or by that
customer.
The Alternate Waiver Calculation uses either a base value, the pre-discounted rental amount, or the extended rental amount on each product detail line, multiplied by one of two different waiver percent rates defined by the product Group, to determine the DW amount to charge by product on the document.
Maximum Number of Search Results:
This setting in the Company Inventory
Parameters can be used to set a limit for the number of
products to be displayed in equipment lookup searches.
Over-ride Available Location Quantities:
This availability control can be set in the Company Security Parameters to apply to product
requirements on contracts and worksheets.
A separate flag is provided in the Company
Security Parameters to apply to over-bookings on reservations
created from the counter worksheet program.
The Product/Group Bookings Report can be use to report on over-booked products.
Note: Quotes that are created from the counter worksheet program, generate the standard overbooked availability warning but do not prevent the quote from being created.
Availability Checking on Kit Items added to a
Document:
The Kit/SSL Enforces Document Location
Override Restrictions flag in the Company
Security Parameters controls whether quantity overbooking is
enforced when Kit or Suggested Sales List items are added to a
document.
Rental Cap Processing:
This feature can be activated in the Company
Rate Parameters to allow a maximum rental amount per rental to
be set for specific equipment in Rental
Inventory.
All customers will be allowed the Rental Cap unless the flag is
removed in the Additional Information window in the Customer Information.
In the worksheet, this flag is respected according to the cash
customer defined for the division, but the rate is re-calculated if
required when the actual customer number is assigned.
To access the Rental Cap information in the document window on the
Time Due field in the Each window. This maximum
rental can be over-typed if required.
This item will NOT be billed above this maximum Rental Cap and a
note will display in the rental calculation window when the cap has
been reached.
Note: Rental Cap processing is ignored for all customers, if this company flag is not set.
Respect "Days To Bill" On Contracts:
This setting in the Company Billing
Parameters controls how the price break is applied over an
extended rental, when the operator gives a one-time price
break on the contract by setting the Days to Bill lower than
the actual rental period.
Set this flag if the Days to Bill price break applies to
long-term contracts that are cycle billed, as well as the
short-term contracts.
This ensures that the Days to Bill still applies even after
a contract is extended beyond the original rental period, and the
customer always receives the initial price break for that first
rental period identified on the contract.
Note: If the dates are changed, the operator will be prompted whether to recalculate the Days to Bill too.
Seasonal Rental Billings:
Seasonal rental periods can be setup by Group to generate a single billing per season at
the appropriate seasonal rate.
This would be useful for seasonal rentals such as heaters, where a
different charge could apply to the different seasons according to
demand and usage.
A maximum of four seasons can be defined in sequence based on the
starting date.
This feature is activated when a unique "Rental Rate Code" is
defined in the Company Rate Parameters for
Seasonal Pricing, along with a Seasonal "Billing Day
Code".
Then when a document is created and is assigned the "Seasonal
Rental Rate Code" as the Special Rate in the Rental Period window on a document header, all
rental products and Groups added to the document default to the
"Seasonal Rental Rate Code" and this becomes the only rate added to
the document for this product/Group.
If there is no valid rate for the "Seasonal Rental Rate Code", a
warning is triggered and the complete rate structure applies for
the product or Group billing on this document.
A zero dollar rate on a Seasonal Contract
for a Seasonal rental product is not suppressed even if the option
to Suppress 0 Rates on Document is activated in the Company Rate Parameters.
Note: To enter a Counter Worksheet for seasonal rentals, the customer information must first be entered to capture the Seasonal Rental Rate Code, before the product details can be entered to allow seasonal rates.
An optional default "Marketing Code" can also be defined in the Company Rate Parameters to print seasonal comments on resulting invoices.
Note: Rental Products on Contracts that are flagged for
'Seasonal Billing' can be put "Off Rent" but zero hours will always
be calculated to eliminate conflicts with the seasonal billing
calculation.
This includes the "Off Rent" hours generated by Delivery and Pickup
Tickets.
Post Document Discounts To General Ledger:
This option in the Company Posting
Parameters controls how discounts given on sales and rentals
are posted to the General Ledger.
When discounts are posted separately, the gross product charge is posted as a Credit to the product Revenue account and any discounted amounts are posted as Debits to the Discount Expense account.
Because Standard prices can be different between divisions, any
divisional pricing defined in the "Rental Rates & Pricing"
parameters on the Operations tab of Configure System Settings in Price Codes and assigned to the Division as the
default Price level in the Divisional Rate
Parameters, is considered in the calculation as part the
original price, prior to any discount given.
Any other special pricing by customer, product, group, class, and
circular, is considered to be discount pricing and will post
separately to the GL when this post feature is active.
Display Insurance Information:
This display option is controlled in the Company
Security Parameters as follows:
Leave this control off to suppress the insurance information window in the worksheet.
Allow Override of Rental Rates:
This parameter in the Company Security
Parameters controls the ability to over-ride rental rates and
rental dollar amounts on rental documents.
When set to prohibit over-rides, any rate adjustments at document
entry must be done through the discount process.
To further control an over-ride the operator's Security Role Permissions can be set to either allow or prohibit the operator from over-riding the discount field value.
Prompt For Clerk:
This flag controlled in the Company Security
Parameters can be set to prompt for the clerk code in the
document header.
If this flag is set, a further flag can be set to require the
clerk's password to also be entered for verification.
Three attempts to enter the correct password are allowed before the
operator is refused access.
Log All Sale Margin Overrides Below This Percentage:
This feature can be activated by setting a Margin Percent in the
Company Security Parameters.
When a sale price is entered on a document and the margin is
less than the defined percent, an audit record is written for
Override Type 'MO'- Margin Override.
No Reason code or Password is required, unless the Reason Code
and/or Password Security features are also activated.
The Margin Override audit log can be printed from Print Override Report for Type 'MO'.
Continue Document On Failed Credit Check:
This option is controlled in the Company
Security Parameters and can be set to prevent a customer from
continuing to do business if he has exceeded his Credit
Limit.
Additional flags can be set to ignore future dated unpaid invoices
in the Credit check, and also to allow the customer to go over his
credit limit by a percent of his allowed credit.
Add Products On Failed Rental Value Limit Check:
This option is also controlled in the Company
Security Parameters and can be set to prevent a customer from
continuing to rent value controlled equipment, if he has exceeded
his Rental Value Limit.
An additional flag can be set to allow the customer to go over his
Rental Value Limit by a percent of his allowed limit.
Note: To utilize this feature effectively, the Customer information should be entered on the Counter Worksheet before entering the product details.
Display Total Product Weight:
This option is controlled in the Company
Inventory Parameters to display the total weight of rental and
sales products on the "Totals" screen for the Counter
documents.
The weight of any negative quantities is not included in the weight
total.
Required Site on Document:
A flag in the Additional Information for
each customer can be set, forcing the operator to enter a valid
site code on each document for this customer, with the exception of
Point Of Sale Invoices.
The default value is set in the Company Contract
Parameters.
Required Document Information:
Certain information can be flagged in the Company Contract Parameters as mandatory fields in
document entry, including:
Store or Division Controls:
In Division Parameters, setup the following
options by division:
Counter Worksheet Start With:
The default starting point for the worksheet can be set by division
in the "Document Settings" of the Divisional
Contract Parameters.
One of the following four options can be entered or chosen from the
drop-down list to be the default for this division:
Deposit Amount:
If the contract or reservation requires a deposit, the Deposit
Multiplier % in the Company Contract
Parameters can be used to define the percent of the document
charge that is required as the deposit.
Business Source:
The source information can be captured and a source analysis
summary can be printed from Business Source
Report.
The flag in the Additional Pop-Up Windows
can be set in the "Document Settings" of the Divisional Contract Parameters to always prompt for
the optional Business Source as setup in Business Source Codes.
Print General Comment for Contracts in this Division:
A division can be flagged to always print a general comment on all
contracts from that division, as setup in the Divisional Printing Parameters.
Divisional Waiver Controls in the Divisional Contract Parameters:
Print Time in Document Details:
This option can be set in the "General Settings" of the Divisional Printing Parameters.
This parameter controls whether the Time prints along with
the Date on each product detail line in rental documents
such as Contracts, Invoices, and Off Rentals.
# of Days to Display History for Sales Products:
This setting in the divisional "General Settings" of the Divisional Inventory Parameters applies only if the
customer information and division have been entered in the
worksheet header before the products are entered.
Auto Display History For Sales Products In Docs:
This setting in the "General Settings" of the Divisional Inventory Parameters applies only if the
customer information and division have been entered in the
worksheet header before the products are entered.
Mandatory ID & Reference:
These fields can be flagged as required on documents as set in the
Divisional Miscellaneous Parameters.
Options include:
Driver's License Scan:
The Prompt for Driver's License/ID control and processing
can be set in the "Customer Settings" of the Divisional Contract Parameters.
For details on this feature refer to Driver's
License Scanners and Document Customer
Search.
This parameter also controls whether Tab stops on the
Driver's License field in the document header if a valid Driver's
License is not already saved in Customer
Information for the customer, as outlined in Driver's License Search.
This is not mandatory information and can still be left blank if
required.
The Tab stop is ignored on this field if this parameter is
set NOT to prompt or if a single valid Driver's License is already
saved in Customer Information for the
customer.
Divisional Special Pricing and Time-Based
Discounts:
Special Pricing options can be setup in the Divisional Rate Parameters.
A Time-Based Discount is a discount that an operator can apply to a
Rental Product on a quote, reservation or contract, for a limited
portion of the rental period.
For example, a Time-Based Discount could be applied for the first
part of a rental period as an initial Training period.
On contract, reservation, and rental quote only (not
Miscellaneous Invoice) if an operator changes the discount percent
on any Rental (not Sales) product and the document division has any
Time-Based discount override code setup in Time-Based Discounts in the Divisional Rate Parameters then the operator will be
prompted for a Reason Code (even if prompt for Reason Codes is
off).
A window opens to allow the operator to view and modify the
discount values, up to the preset maximum days and discount
percent.
Note: The Time-Based discount % value is not displayed in the
Expanded product detail line, as it only applies to a portion of
the rental period.
Any rental discount percent from the header is displayed.
In Change mode the operator can window on percent to view Time-Based Discount data, or if Time-Based Discount applies, the window opens automatically when the operator moves through line detail.
The quotes and reservations convert the Time-Based Discount
information to any resulting documents.
The contract pushes the Time-Based Discount to resulting invoices
where the information can be viewed but not changed.
Create Work Order From Create Contract:
Some divisions that always only rent a product such as Scaffolding
that requires some service or setup in order to rent, require a new
Work Order to be created for each Contract.
This feature would not be useful for standard rental divisions.
This feature can be configured in the Divisional Work Order Parameters.
Miscellaneous Settings:
Performance Questions:
A performance check can be setup using Performance Questions to prompt staff to report on
your key performance indicators when the document is completed by
clicking on the PERFORMANCE button in the Contract Totals screen.
Security and Settings:
Field Access Control:
Additional role security can be set to restrict certain actions in
document entry using field access security as defined for the
operator in Security Role Permissions.
This security feature can be used to control the operator's ability
to over-ride field values including product description, discount
percents, dates/times, quantities, rates, price, and terms.
Date Range Control:
The date out will be checked to make sure the date is valid against
the date ranges set as acceptable in Date
Range Control as follows:
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