Completing and closing the contract with the rental return,
signifies the termination of the agreement between the customer and
the rental store. At the time of contract completion, the customer
is billed with an invoice for the remaining charges relating to the
contract. This is done using Rental Return.
This program recognizes the return of rental items, the return of
damaged equipment, the sale of sales items, the return of sale
items, and the disposal of the rental items. It produces an invoice
which is posted with the Daily Close programs.
It also initiates the transfer of equipment returned at a different
location from the renting location.
Refer to Counter Procedures for a flow chart diagramming the equipment return process.
Customizable Return Parameter Settings:
Because most rental firms have varying preferred business
practices, Texada SRM provides a series of parameters to
define and control the functionality of the software.
Refer to Rental Return Tunable Parameters
for a comprehensive list of these tunable settings, both company
wide in Company Parameters and by division
or store in the Division Parameters.
The prompts to enter a Rental Return by contract are:
Note: If the rental charge is incorrect because of overlapping off rent periods, the product rental rate can be over-typed in the billing detail as required.
The Pickup/Return Search window is generated if multiple Pickup Tickets exist for the Contract, so the relevant ticket with location can be selected for this return.
If the Return Location is updated on the Create Pickup Ticket but the Contract is returned before the ticket is closed in Close Pickup Ticket and before the One-Step Transfer could be executed, the One-Step Transfer to move the inventory to the new location is generated in the Rental Return.
Note: If the charges for the returned items are added to an existing invoice the P.O. number on the existing invoice is not changed.
The ability to modify this field can be controlled by the 'Permit' flag set on Rental Return - Date In, Header in the Security Role Permissions for the role assigned to the operator.
Date Range Control:
If the date is over-typed, an override record is generated to
track the date, contract #, clerk, Customer # and the change in
date.
Although no override reason is required, this audit information can
be printed from Print Override
Report.
The ability to modify this field can be controlled by the 'Permit' flag set on Rental Return - Time In, Header in the Security Role Permissions for the role assigned to the operator.
If the time is over-typed, an override record is generated to
track the date, contract #, clerk, Customer # and the change in
date.
Although no override reason is required, this audit information can
be printed from Print Override
Report.
Prorate Partial Days Time:
If your firm does NOT prorate partial days (charge for parts of
days used), anytime after the time out would be eligible for an
EXTRA Day's charge. Check the value in Rental
Classes for the prompt "Prorate Partial Days" to confirm how
the software should charge for overtime based on parts of days
(hours).
Grace Period Time:
To give a grace, the operator can back date the time in.
Or, a preset grace period can be set in Generate Calendar. There are two types of grace
periods:
Overtime Grace Per Period: If the items are returned on the date due, but after the time due, and the number of minutes late is less than or equal to the minutes grace, the extra minutes are not billed.
Note: If rate changes have been made to products on the contract
using the Update Contract Rental Pricing
utility, the contract cannot be returned prior to the
effective date of the rate change, as related billing adjustments
could not be made as of the old rate structure.
A warning is generated and the option is provided to print the rate
change details to a report or to a spreadsheet, as outlined in
Information Log.
When a contract is returned to a different division, from the
"Out" division, a portion of the revenue can be assigned to the
returning division.
This percentage can be setup as the Cross Store Check-In% of
rentals for Return Location in the Divisional Return Parameters.
The G/L account for posting the Cross Store Revenue is assigned in
Rental Product Class.
Any invoice details or additional services added to the rental return invoice are posted with the return Invoice Division instead of the Contract "Out" division.
Note: It is this invoice division that dictates whether the return is fed by multiple Pickup Tickets as previously explained.
Refer to the Rental Return Tunable Parameters or to the Transfer parameters in the Company Contract Parameters for more information on controlling inventory transfers in the Rental Return.
A compatible invoice# with Hold status, will display under the following conditions:
Note: To add returned products to a single invoice from
multiple-returns, the products must all come from one
contract. If a single invoice from multiple contracts is desired,
then consolidate the contracts first from Contract Consolidation.
The Return Location and Invoice Division must match the original
return invoice.
If the option to Merge Rental Return Invoices With Current
Invoices has been activated from the Company
Billing Parameters, the first existing Rental Return invoice On
Hold with the same customer/site combination and the same division
displays.
Refer to this option in Company Billing
Parameters for further prerequisites.
When the billing period is complete (e.g. weekly) or the job is finished, the invoices can be released for posting from Release Invoices By Customer.
Any eligible invoice numbers already on hold for this customer can be viewed in the window. Only compatible invoices for this contract will display.
Note: When merging rental returns, a maximum of 900 product detail lines is permitted.
A flag in the Required Document Information in the Company Contract Parameters, can be set to make the salesman a mandatory field on all documents.
The "Invoice Date" determines the date of the invoice, the due
date of the invoice, and the date used to post the revenue to the
General Ledger, whereas the "Date In" is used for calculating the
chargeable rental amounts.
Because they have different purposes, there is no problem with
having different dates for "Date In" and "Invoice Date".
Date Range Control:
Select N (No) - Display Items - Manually Select if a few of the items on the contract are being returned. The operator will be able to individually select which items and quantities are being returned.
Select P (Pickup Ticket) - Select items based on
Pickup Ticket to return the products per a single Pickup ticket
generated in Delivery / Pickup
Sub-System.
A Pickup Ticket Select window opens prompting:
Multiple Pickup Tickets Feature with default
P:
The option to always default the Rental Return
process to select products from Pickup Tickets can be activated by
the Allow Multiple Pickups To Be Closed At One Time flag in
the Divisional Return Parameters.
This feeds the Rental Return with products from multiple Pickup
tickets.
For more information about this feature refer to Delivery/Pickup Sub-System.
Click OK when the selection is completed.
Return code 'lower case' p (Pickup Ticket) - Select
items based on Pickup Ticket is displayed and cannot be changed
if this rental return is based on a Pickup Ticket that has been
assigned a Return Location in Create
Pickup Ticket or Close Pickup
Ticket.
Only the products on that ticket are eligible to be returned.
This return code applies if there is only one Pickup Ticket for the Contract and that ticket has a Return Location, or if the contract has multiple Pickup Tickets and a ticket assigned a Return Location was selected from the Pickup/Return Search window above.
Select W (Worksheet) - Enter a List of Items to
Return to use the return worksheet to enter the products and
quantities to be returned as outlined in the Rental Return Worksheet.
If a saved Worksheet is detected for the contract, the operator is
prompted to re-load it on the screen.
This worksheet is also used to receive items flagged for return
from the Texada Web - In Yard Return API, when
activate in Logistics.
When the "In-Yard" return is performed on the Texada Web
mobile device, the inventory records are assigned to the operator's
location, as configured on the Operator
file.
Note: If the worksheet is aborted the product list is only saved
if the list was built by the Texada Web - In Yard
Return API.
Any manually added products remain as out on the contract and are
not saved on the worksheet.
Select Y (Yes) - Display Items - Assume Returned if all or most of the items are being returned. The operator will be able to individually select which items and quantities are not being returned.
Some firms have their counter staff issue return slips when equipment is returned, then after it has been checked for abuse, staff checks in the equipment using the Rental Return. The Return Slip number becomes a cross reference for these firms. Generally, these firms have a custom invoice print program which prints the Return Slip # on the invoice as well as the contract number and invoice number.
If the flag to prompt for the clerk code is not set in the Company Security Parameters, then the current operator signed in will be assumed and the pop-up window will be skipped.
If "Return All Items" was No and the PPSR feature applies then the PPSR Discharge Date Update pop-up is triggered for individual products when the Return flag is changed to Yes.
Note: If the 'PPSR Discharge Date' is left blank when the Contract is closed, the date can still be added in Change mode in the Contract Detail Additional Options window on the appropriate Contract detail line.
An audit record in written to the Audit Log in the "PPSR Changes" category for RSCD04C, to track the date and time that the Discharge Date was entered, with the message, operator, contract#, and customer#.
Note: This window is not triggered if the Rental Return is based on a Texada Web In Yard Return where the meter count has already been captured, and the operator does not have role permission to 'Modify In-Yard Meter In Returns' as controlled in the "Texada Web/Rental Logic" window of the Security Role Permissions.
To calculate the billable units, the meter units used less the
meter allowance based on the rental rate level, is the number of
meter units billed at the meter rate for that rental rate
level.
If the meter units are less than the meter allowance allowed for
the rate level, there is no meter charge.
Meter charges can be billed by the Unit or by the
Shift as determined by the Rental
Product Classes.
Meter allowance and meter rates can be setup by rate level in the
rental rate file for each product, accessed in the Rental Inventory in the Rate window.
Meter usage billing takes into account any previously billed meter
usage when returning metered items.
There are two methods of calculating the units eligible for billing:
Refer to Company Billing Parameters for setup and an explanation of the differences in the billing approaches.
Note: If a metered rental asset is being returned using the Pickup Ticket method to populate the return screen product list, then the meter-in count reported when the pickup ticket was closed also defaults to the rental return.
Click on the EXP/CON button or press <F9> to expand and see the details.
Select M (Missing) - Bill Rental and Sell Qty if
this rental product should be billed for the rental period out, and
also billed for the sale of the rental product on the same
invoice.
The disposal transaction is useful if the customer has lost the
item, or wants to purchase it.
Note: Missing Codes do not apply to Sales parts and cannot be assigned to Rental products that have been flagged as No Sale in the Make/Model and Re-Order Information information.
Select N (No) - Do Not Return or Sell Item if this
Rental or Sales item should remain OUT on the contract.
It will not be billed and will not be returned to stock.
Note: Sometimes the Rental Product displays N and the field is disabled if the product is Off-Rent and needs to be On-Rented again in Off Rent By Contract before the item can be returned and billed.
Select P (Partial) - Split to Multiple Products if this sales product is setup as a Primary sales part in the "Re-Order window" Sales Inventory, and a the customer is returning part of a package.
Example: 3 tables went out on the contract, but only 1 is
returned.
Type Y in the "Return" column, but over-type the quantity returned
from 3 to 1. The remaining 2 tables will still be outstanding on
the contract, so that they can be returned later.
Example: 10 sheets of sandpaper went out on the contract, but
the customer only used 7 and is returning the 3 unused sheets.
Select Y in the "Return" column, but over-type the returned
quantity from zero to 3. The 7 sheets of sandpaper used will be
billed. (Sales items returned are automatically put back on hand in
Sales Inventory.)
A setting in the Rental Return Settings in the Company Contract Parameters can be set to control whether special prices from a contract are re-priced according to the quantity and the special price structure, when the actual quantity sold is reduced on the Rental Return.
Select S (Status) - Update Status to change the
product status code of a Non-Bulk Rental product.
This feature can be activated in the Division
Return Parameters.
When the return details are accepted, a screen will display the
Old status Code. The operator can then select a new code, or reject
the code change as outlined in Updating Product
Status Codes.
Depending on the new status the product can temporarily be tagged
as not available to be rented allowing time for service, or the new
status can even cause a service Work Order to be generated as
outlined in Status Code Actions By
Group.
For more detailed information on the various actions that can be
triggered by status codes refer to Product
Status Codes Menu.
Note: Status Codes do not apply to sales parts.
Select Y (Yes) - Return Item to return and bill a Rental item on the contract, or to Return or Sell a Sales item quantity.
Click No if the Discharge Date does not need to be updated at
this time and the date in the Contract Detail
Additional Options should apply.
Click Yes to update the Discharge Date in the PPSR Product Information window.
An audit record in written to the Audit Log in the "PPSR Changes" category for RSCD04C, to track the date and time that the Discharge Date was entered, with the message, operator, contract#, product# and customer#.
Note: When a Logistics system such as Texada Web is enabled in the Software Integration parameters to track driver tickets, then any items on an open delivery or pickup ticket cannot be returned until the ticket is closed by the API or cancelled.
If the item is marked Y in the "Return" column, the following applies:
A setting in the Rental Return Settings of the Company Contract Parameters controls the default for
Sales Items on the Rental Return.
Often sales items will accompany rental items on a contract. Some
firms will deliberately send MORE quantity than may be required.
e.g. send 10 pieces of Sandpaper with every Sander.
Then any sales item not used by the customer can be returned to
inventory.
If the sales item is a Primary sales part and is marked P
(Partial) in the "Return" column, enter the unopened quantity of
the primary part to be returned to stock. The following "Secondary
Product Returned/Billed" window then opens for the Operator to
enter the Secondary product quantities sold and returned to
stock.
The prompts are:
Click YES if this difference in quantity is still out on the
Contract. The Contract will remain open with this quantity still
Out.
Click NO if this quantity is not still out. The window will close.
Re-enter the correct quantities Returned and Billed.
The ability to modify this field can be controlled by the
'Permit' flag set on Rental Return - Unit Price, Detail in
the Security Role Permissions for the role
assigned to the operator.
This applies to both the sales price and the calculated rental rate
in this field.
To alter this rate, over-type it with the correct unit rate
each.
To make the item No Charge, type 0.
If the rate is altered, an audit record is written that can be
viewed in Print Override Report.
A note will display in this rental calculation window if the
maximum rental cap has been reached for the product per unit.
Special Weekend and Overnight rates will be applied for eligible
products and rental periods, if setup to optimize the rates in the
Divisional Rate Parameters.
Flat Rate Contracts:
If the Contract has been
assigned a Flat Rate for the total rentals and a Billing Day Code
of 'F' in the Contract Summary and Totals,
then the Contract is meant to be billed in the Cycle Billing Edit process at the Flat Rate as
many times as required, and when it is closed in Rental
Return the "Each" for each rental will be a zero charge.
Fore more information on this feature refer to the Allow Flat Rate option in the Company Rate Parameters.
To alter this price, over-type it with the correct price
each.
To make the item No Charge, type in 0.
If the price is altered, an audit record is written that can be
viewed in Print Override Report.
Note: If only a partial quantity is sold, a flag in the Company Contract Parameters can be set to cause any special prices based on quantity sold, to be re-priced according to the special price structure, if the actual quantity sold is reduced on the Rental Return.
Security:
The ability to modify this field can be controlled by the 'Permit'
flag set on Rental Return - Rental Discount, Detail for
rentals, and Rental Return - Sale Discount, Detail for
sales, in the Security Role Permissions for
the role assigned to the operator.
As an option, the extended amount may be overridden when
entering the contract. This action is controlled in the Company Security Parameters.
If overridden during Contract entry, and the quantity remains the
same during the Rental Return, the software will maintain the
overridden extended amount.
An example would supplies sold at $0.43 each or 3 for $1.00, where
the extended is overridden to $1.00.
Note: The following fields in the expanded product detail only apply to rental items, and not sales parts.
The ability to modify this field can be controlled by the 'Permit' flag set on 'Rental Return - Bill Date, Detail' in the Security Role Permissions for the role assigned to the operator.
If the return is based on a Texada Web In Yard Return, the Date and Time In default from the In-Yard-Return and cannot be changed if the operator does not have role permission to 'Modify In-Yard Meter In Returns' as controlled in the "Texada Web/Rental Logic" window of the Security Role Permissions.
The ability to modify this field can be controlled by the 'Permit' flag set on Rental Return - Bill Date, Detail in the Security Role Permissions for the role assigned to the operator.
RENTAL CAP INFORMATION:
Window to view any maximum rental amount per the contract for this
product unit. This item will NOT be billed above this maximum
Rental Cap per unit and a note will display in the rental
calculation window when the cap has been reached.
The ability to modify this field can be controlled by the 'Permit' flag set on Rental Return - Rate Code, Detail in the Security Role Permissions for the role assigned to the operator.
The Rate Code is selected as follows:
Product Rental Rate Search Window:
Window to view the
rental and meter rate structure for this product, as stored on the
contract. The rate level can be changed.
The rate list can be resorted by any column in ascending or
descending order, by clicking in the column heading.
Columns can also be dragged and dropped to reposition them as
required.
The ability to modify this field can be controlled by the 'Permit' flag set on Rental Return - Rate, Detail in the Security Role Permissions for the role assigned to the operator.
If the contract had been previously billed, the software subtracts the accumulated charges from previous billing from the total charges to equal the NET UNIT RATE for this billing. This is viewable in the window.
If the customer had been billed in advance and the equipment was returned early, the software will automatically calculate the credit rental amount, if applicable.
Window to view how this meter amount was calculated, as outlined in Meter Billing Calculation.
Select Process Rental Return to proceed with the return and generate the invoice.
Select Return to Details to return to the product detail paging screen to make further changes.
Select Save to Rental Return Worksheet to save the list of items as a Worksheet for this contract, that can be re-accessed and processed later.
Select Abort Rental Return to cancel this return. This will exit the rental return details screen and any entries made to the product details will be ignored.
Note: A warning is triggered if the customer has invoices that are past due making him ineligible for his discount program.
Any resulting Work Orders can be printed after the invoice is generated and printed.
When the product selection with Return Codes and locations is accepted an One-Step Transfer transaction is written moving the equipment to the service location.
Any change to the Product Status Code is tracked in Status Code Change History.
This Updating Product Status Codes screen
also appears if the product has been flagged in Auto Status Code Update By Product or Auto Status Code Update By Group to update and to
verify the product status code in the rental return.
This processing can be activated in the Divisional Return Parameters.
The Stop Auto Status Change For No Rent flag can be set to prevent the product Status Code from being updated in Rental Return, and Exchange by Contract when the non-bulk rental product has a current status that does 'not allow rental'.
Note: This update screen is suppressed, if the non-bulk rental product has also been sold using Return code M in the rental return details.
If the Return Location was updated on the Create Pickup Ticket but the Contract is returned before the ticket is closed in Close Pickup Ticket and before the One-Step Transfer could be executed, the transfer to move the inventory to the new location is included in the Rental Return Location Transfers.
If the Suppress Inventory Transfer Screen has been activated company-wide and the Return Location is different from the Out Location, then transfers will automatically created or not created, based on the Inventory Transfer Default that can also be set in the Company Contract Parameters.
Note: This transfer screen is still generated when the rental product is flagged as M (Missing) to Bill Rental and Sell Qty, if the Out location on the Contract is different from the In location of the Invoice, in order to generate the revenue charges to the correct division.
REVENUE POSTINGS on Transfers:
The revenue postings for bulk and non-bulk items, taxes and damage
waiver, are all posted to the contract OUT division.
However, if Split Billing has been activated by the Cross Store
Check-In% of Rentals For Return Location in the Divisional Return Parameters, then the rental
revenue for Non-bulk items goes to the product Owning division per
the Fixed Asset Tag (regardless of the contract OUT division), with
the split portion going to the IN division, which is the Invoice
division. Revenue for Bulk items, Damage Waiver and Taxes still
post to the contract OUT division as normal.
Any additional charges like a rounding charge, etc. are posted to
the return IN division which is the Invoice division.
When rental products are returned to a different division, from
the "out" division, a portion of the revenue can be assigned to the
returning division. This percentage can be setup in the Divisional Return Parameters.
The GL account for the Cross Store Revenue is assigned in Rental Product Class.
The prompts are:
Uncheck this box for any product records that should not be
moved from their current location.
This can be useful if a transfer to a service yard has already
occurred.
Note: For any Non-Bulk Rental products, this From location is set to the current location record (RSIL) for the product and cannot be changed.
When a Field Ticket is generated from Rental Return a comment is written in the contract notes, referencing the Field Ticket number and date.
Uncheck this box to leave the Invoice on Hold and to prevent the
Invoice from posting.
The flag can later manually be changed in Hold/Release Current Invoices to release the
invoice.
Check this box to release the Invoice for posting in the next
Daily Close.
The current DBR# will be assigned.
Some firms allow additional details and other charges to be added to the invoice at this time (e.g. sell lost or broken rental items to the customer), however the product details generated from a cycle billing or a rental return cannot be deleted from the resulting invoice.
The ability to access existing invoice details at all in Miscellaneous Invoices is controlled by the operator flag Cannot Change Invoices in Operators.
Each product detail and service generated from the contract,
posts the revenue to the division of the contract.
Any additional items and services added to the Invoice post the
revenue to the Invoice division.
Divisions can be viewed and changed in EXPAND MODE on the second
detail line.
The invoice is completed as outlined in Invoice Services and Totals.
If further adjustments or corrections are required a reversing transaction can be entered, and then the correct product detail can be re-entered.
If the invoice has already been posted with the Daily Close, the
Customer's Account and the General Ledger have been updated.
A credit invoice can be issued using Miscellaneous Invoices for the same customer, same
products, same rates/prices, with the same quantities but with
NEGATIVE amounts.
This will create a credit invoice and credit back any taxes.
ACTIONS:
Additional actions provided by buttons on the Rental Return
screen include:
Reversing a Rental Return:
Click the REVERSE button at the bottom left of the
screen prior to selecting a contract, to initiate a reversal by
'Contract' or by 'Invoice' as outlined in Select
Reverse Method.
Note: If product meter usage charges were credited when the
Rental Return Invoice was reversed, the meter usage count is not
updated in the Meter History.
The Current and LTD meter count can be updated manually if
required.
This button is only active when the Security Role Permissions assigned to the Operator, is flagged in the "Deletions" window to allow Reverse Rental Return by Contract and/or to Reverse Rental Return by Invoice either as creating a Credit invoice or by Deleting the old invoice before posting.
Note: When the operator has permission to use only one of the
reverse options then the Select Reverse
Method pop-up is skipped and clicking the REVERSE
button opens the only accessible reverse method for that
operator.
Refer to Select Reverse Method for
information on the differences in these two utilities.
Rental Return Across Contracts:
The FIFO return approach as outlined in FIFO
Rental Return can be accessed from the standard Rental Return
screen, by clicking on the FIFO RETURN button.
Print the Rental Return Worksheet:
Before selecting a contract number, click on the PRINT
WORKSHEET button to print a return worksheet as outlined in
Print Rental Return Worksheet.
Choose the Contract from an In-Yard Return:
Click on the IN-YARD RETURN button to access the
In-Yard Return Search window to select the
Contract from a list of any items that were checked-in on a mobile
device such as the Texada Mobile 'In-Yard Return'.
Products that have be flagged in Texada Web as In-Yard Returned are
assigned an F Off-Rent Status.
Note: If your firm uses the Texada Web feature, any Contract details or services cannot be changed or deleted in SRM or from an API, once the Contract is flagged as an 'In-Yard-Return'.
This button is only available when Texada Web has been activated in Logistics and is only enabled when focus is on the Contract# field.
Choose the Contract by Pickup Ticket:
Click the PICKUPS button to access the Pickup Ticket Search window.
Products that have be flagged with a Status of Open, Driver
Completed or Closed on a Texada Web Pickup Ticket are listed and a
Rental Return can be initiated directly from a selected
record.
This button is only available when Texada Web has been activated in Logistics and is only enabled when focus is on the Contract# field.
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