Refer to Counter Worksheet Header for details on entering the document header and also for information about the company and division parameters that can be used to define how the product details are selected and reflected on the document.
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 a Texada Web 'In-Yard-Return'.
The screen information includes:
Products flagged in Product Status Codes Menu as not available to rent, can not be entered on the document.
If the number is NOT known, several different options are provided to search for the product:
Refer to the section in Inventory Search that addresses the Equipment Search Results options.
GROUP Search - type in + followed by a Group
number.
The products in that Group are displayed with the same information
outlined in the section in Inventory
Search that addresses the Equipment Search Results
options.
Alternate Utilities for Worksheet and
Contracts
Window on the Product # field and select one of the
following options:
Click on Kit Search to select items listed in a
Kit.
A kit search provides a selection of items by first picking a kit.
A kit is a list of items which rent together.
e.g. Sander and Grinder, Compressor and Air Hose.
The Kit list display as follows:
To view the products in a kit, double click on the kit record, or highlighted it and click the SELECT button.
Click on Missed Rental/Sale to record a missed
transaction, as outlined in Missed Rental
Transactions.
This option only applies to the Counter Worksheet.
Click on View Totals to view the accumulated totals for this document as outlined in Document Totals.
Click on Contract Comments to access comments
associated with this contract.
This option only applies to the Contract.
Comments can be edited and additional comments can be added with relevant print flags.
To add standard Marketing comments click on the
MARKETING button, and select from the list.
Click on the DETAILS button to view the actual
notes.
Click on Exchanges by Customer to access the
equipment exchange processing as defined in Exchanges By Customer.
This option in only offered in a new Worksheet before any items are
selected.
STATUS CODE RENT RESTRICTION:
The Product Availability window is triggered
if the rental product has been assigned a Product Status Code flagged to not allow
rental.
DIVISION DISCREPANCY CHECK:
This information window is optional as outlined in Renting/Owning Discrepancy.
SEASONAL PERIOD NOT DEFINED:
This information window is just a warning when a product with
Seasonal Billing is added to a Contract defined as Seasonal in the
Rental Period window if the Group does not have the optional seasonal periods
defined.
Security:
If the operator has been given Security Role
Permissions in the Document Access Fields to change
product descriptions in document entry, this product description
can be over-typed if required.
Over-typing the description does not make any changes to the
product description stored in the Product file.
ACCOUNT REVIEW REQUIRED TO RENT:
The Account Review Required warning is
triggered if the Use Damage Waiver Per Item Value Limits
feature has been activated in the Company
Standard Waiver Settings and the customer has insufficient
Damage Waiver or Insurance to cover the Replacement Cost of
the rental equipment as defined in Rental
Inventory.
The rental product cannot be rented by this customer.
CUSTOMER'S INSURANCE IS EXPIRING:
The Account Review Required warning is
triggered if the Use Damage Waiver Per Item Value Limits
feature has been activated in the Company
Standard Waiver Settings and the customer has insurance, but
the policy is due to expire within 30 days as defined in the
Insurance Information.
This does not prevent the rental product from being rented by this
customer at this time, but a follow up reminder is written to
Customer Contact Information for that
customer.
EQUIPMENT SPECIFICATION Window:
A window to view the View Equipment
Specifications is provided on this field.
CUSTOMER/SALES PART HISTORY Window:
A divisional setting in the Divisional Inventory
Parameters can be set to automatically pop-up a window to view
Sales Product History on document entry,
displaying the customer's posted sales activity for this Sales
part.
If the automatic display of sales history is suppressed this information can still be viewed on the product detail line on the document by windowing on the Unit Price field, and again in the resulting Special Pricing table.
Other system controlled status codes that could apply on existing contracts, include:
S = SOLD -if the sales item has been sold on an invoice
R = RETURNED -if the rental item has been returned
F = OFF RENT -if the rental item is currently off rent
(i.e. clock is stopped but equipment is not yet returned)
Security:
The Allow Overrides on Location Quantities flags in the
Company Security Parameters controls whether
products can be over-booked on the document.
For sales items, more quantity can optionally be entered than
the customer may require.
For example, if 10 pieces of sandpaper are put out with a sander,
any unused quantity can be returned during Rental Return.
e.g. return 2 unused sheets and charge for only the 8 sheets
used.
Note: In Change mode, once a product has been billed, the Quantity cannot be changed.
Worksheet - Zero Quantity:
Sales Product Class or Rental Product Class can be set to allow or
prevent zero quantities on the Counter Worksheet. If an item still
has a zero quantity when the worksheet is converted to a contract
then that line item is omitted from the new contract.
Non-bulk rental products and serialized sales parts must always
have a quantity of 1 or -1, regardless of the Product Class
flag.
Click NO if the product quantity should not be transferred to
the Contract-Out location to fill this contract.
Click YES to move the required quantity to the Contract-Out
location to fill this contract and to create a one-step Internal Transfer to update the location
information.
Note: If a transfer is created and the item is deleted or the quantity is changed on the Contract, the transfer is not automatically reversed or updated, and needs to be manually transferred back to the source location if required.
Refer to Inventory Region for more information on this feature.
Note: This rental limit only includes rental products with an assigned replacement value.
Security:
For complete details on the setup and use of the warn, block, and buffer applied with this feature, refer to Maintenance Due Causing Warn/Block on Rental.
If the serialized sales part is flagged to enter the serial numbers at "Time of Sale", the operator can select an existing serial number, or can add one at this time.
Note: Each serialized item sold must have its own sequence number (line detail) on the document to allow the serial # to print properly on the contract and invoice.
Within the Special Pricing window, a second window is provided to view Sales Product History for this customer for this product.
If there is any current valid circular pricing setup for the sales item, then after the quantity is entered on the document, the Select Circular Pricing window automatically opens to display circular pricing options, and the operator can select the appropriate pricing.
Rental Product:
If the Prompt for Rates on Contract flag is set in the
Divisional Rate Parameters then the rates
window is always triggered as outlined in Rental
Rates.
If the rental of this equipment causes the customer to exceed his Rental Value Limit the Exceeded Rental Value Limit warning is displayed.
Accept the rental rate per unit for the period, or override the
rate with the correct rate. This is the amount before the
Discount.
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 field of the Contract.
If this amount is over-ridden, the override will be
automatically recorded, so that management can produce a report
using Print Override Report.
If the Company Rate Parameters for Rental Rate Override Prompts for All Rates is NOT set, then when a rate is over-ridden all rates for this product detail on this document are automatically over-ridden proportionately.
Click on Over-Ride This Rate Only to change only that one rate and base rate level.
Click on Flat Rate Rental to always charge this Flat Rate
per unit, every time this product is billed.
This Flat Rate then prints on the document detail in place of the
standard product rate structure.
Note: When a product is given a Flat Rate, it bills that
rate every interim billing and even if it is "Off-Rent" it will
attempt to bill it in Bill a Single
Contract where it can be edited if not required.
The exception being, it will not bill an "Off-Rent" Flat
Rate rental in Cycle Billing as this
executes a batch billing run that is less convenient to edit.
e.g. If a rental rate is lowered the system calculates the percentage it is lowered such as a 10% reduction. Then when the operator selects to also reduce the meter rates, the system will lower the meter rate associated with that rate level by that same 10 %.
Note: The other product details on the worksheet are NOT affected by these rental rate or meter rate changes, nor is the main product rate file updated.
This window opens automatically to confirm the rental dates and rates, if the document Date Out is prior to today's date.
Click YES to recalculate the rental rate based on the revised
information.
Click NO to accept the displayed Unit Rate and close the
window.
(UNIT PRICE - DISCOUNT AMOUNT) * QUANTITY.
Security:
This option can be set in the Company Security
Parameters to allow Override Extended.
Any override is tracked automatically with Print Override Report.
The Meter Reading OUT defaults from the Current Meter Reading
but this can be over-typed if required. This is the meter reading
for which billable units will be tracked on this document.
For information on tracking Meter correction, rollover or
replacement on equipment refer to Update
Meter Prompt/Meter Hours.
Note: This window is suppressed and a P.O. is not created if the specific product has been flagged to Stop P.O. in the Make/Model and Re-Order Information (Rental Assets) or the Inventory Re-Order Information (Sales Products) window.
Click CANCEL to close this window if a P.O. should not be created to order this product or service at this time, or enter the P.O. information as outlined in Purchase Order Information.
Refer to Contract/Purchase Order Link Overview for details on this feature.
On the Counter Worksheet, if the Header information has not yet been completed, then the values default from the Customer# to Clone as defined for the operator's division in Divisional Contract Parameters.
Note: If the tax codes or discounts on the Header are changed on
an existing document, any new items added to the document will use
these codes, but any existing items will keep the codes originally
assigned to them.
Existing items may need to be changed individually where
required.
To view and access the tax, discount, and print fields, on the Product detail paging screen, click on the EXP/CON button or press <F9> on the product detail line.
The Prompt for Contract Detailed Notes in the "Document Settings of the Divisional Contract Parameters controls whether the worksheet detail notes window opens automatically for Rentals, Sales, Both, or Neither.
Note: The Tax Code NTX over-rides any other code at any level.
Enhanced Tax window:
The taxes and exemptions to be applied are displayed as explained
for Enhanced tax processing in Taxes and
Exemptions.
If the operator has role permission, the tax codes can deleted in
the window and the exemptions can be modified as required.
Vertex Taxing:
Because Vertex Tax Software calculates the tax amounts and allows
for any exemptions, Tax Code 1 is always interpreted as Y and Tax
Code as NTX as all taxes are combined in the Tax 1 value.
The Calculate Detail Discount window is provided to view and update the discount percents given on this product detail.
Discount Security:
Time-Based Discounts on Reason Code:
If the Reason for the discount is to give a Time-Based Discount, a window to specify the
discount plan details is generated as outlined in Line Item Discounts.
Note: The Time Based Discount does not show as part of the discount percent or dollar value on the product document detail line, but can be accessed in the Line Item Discounts window on the Discount % field.
Note: If changing the discount % does not yield the desired Extended Amount, set the discount percent to 0.00 and change the Unit Price amount to the desired amount.
Trade Discount percents are setup in the customer record, and
are given on equipment rentals only when the invoice is paid by the
discount date established from the Terms code. Specific Product
Classes, and Rate Code levels can be flagged to disallow Trade
Discounts.
Once the Trade Discount is disallowed on a product detail on a
contract, reservation, or quotation, it will NOT be reinstated even
if the restricting factor is changed. To re-instate a Trade
Discount, the product detail line must be deleted and
re-entered.
For more information on this discount feature refer to the Trade Discounts.
This window can also be automatically triggered when the contract detail line is accepted, if the pop-up option is flagged in the Additional Pop-Up Windows of the Divisional Contract Parameters.
The document summary totals screen is displayed as outlined in Contract Totals screen.
ACTIONS:
Additional actions provided by buttons on the Contract
Details screen include:
Individual Components from a Power Kit also cannot be deleted, as they are linked to a primary non-bulk rental.
Because of these restrictions on what products can be deleted
from a contract, this requires an extra level of security against
contract product deletions that doesn't apply to quotes or
reservations.
In the Contract Details screen, click the
DELETE button or press <F7> to open a Delete
Product window displaying a list of products on this contract
that are eligible for deletion. These are the only products on the
contract that can be deleted.
Click on the sequence number of the record to delete to highlight
it and click the DELETE button at the bottom of the
screen.
Confirmation is required.
When a product detail line is deleted from a Contract and the Add to Delete Log for Contract/Invoice Details is set in the Company Security Parameters, then an audit record is written to the Delete Log for RSCH02 to track the operator and date of deletion.
If this contract detail has generated a Purchase Order to order any sales products,
re-rental equipment, or services, a warning is generated reminding
that follow up may be required and the link to the contract is
removed on the P.O. detail.
Refer to Contract/Purchase Order Link
Overview for details on this feature.
Link a File to this Document:
Click the ATTACHMENTS button to review and set any
File Attachments associated with this
document.
The link to an attached document will be passed on to any resulting
documents created by converting the contract to an invoice.
A green check mark is displayed to alert the operator when there are any associated attachments.
Document Signature:
A "note page" icon is displayed to alert the operator when the
document has been signed and the signature can be viewed in the
File Attachments by clicking on the
ATTACHMENTS button.
Note: Signed document attachments cannot be deleted.
Record a Product Substitution:
Click the SUBSTITUTION button to log the details in
the Substitution Transaction window.
This is a "down rent" action and is useful when a rental product is
not available and so a rental product of greater value is put on
the document but with the rates of the lesser rental product that
was originally requested.
This button is not visible on the screen if the operator
currently signed into the session does not have the Security Role Permission flagged to 'Create
Substitution in Contract' in the "Document Field Access"
settings.
This button is only enabled in ADD mode when focus is on the
'Product Number' field of the Contract Detail.
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