Counter Menu -> Counter Worksheet Header -> Counter Worksheet Details -> Contract Summary and Totals
The Contract Totals is displayed after the document Header and product Details screens have been completed.
The ESCAPE key returns to the Confirmation Screen, from which the operator can chose to return to the Header, the Details, the Totals, or to exit the document.
The information in the Contract Totals screen include:
Additional services can be added to the Contract, Reservation,
or Quote to be billed to the customer in the Contract Services window.
Some service charges can be setup to bill automatically such as
Re-stocking Fees, EPA fees, and product or Group related charges.
These services can be a flat rate or can be based on the amount
charged for the associated product.
Refer to Services for more details on this
feature.
Note: The prompt for Services when saving a Worksheet only appears if the feature is activated in the Counter Worksheet Defaults window of the Company Contract Parameters.
Note: Only unposted same day TP Credit Card payments can be completely Voided in the Deposit History window for Canadian or U.S. currencies, in the event an order is cancelled before the deposit clears the clearing house.
Note: The prompt for Deposits when saving a Worksheet only appears if the feature is activated in the Counter Worksheet Defaults window of the Company Contract Parameters.
Authorization:
An Authorized amount can also be defined on a Contract Deposit
where the amount is checked and declined or confirmed as available
on the customer's card.
This Authorization feature applies for Methods
of Payment types (M, A, F) on the Contract deposit which
triggers a pop-up when the Contract totals are accepted, that asks
whether this payment is to be a CHARGE or an
AUTHORIZE transaction.
Note: The duration of the authorization is controlled by the Financial Institution.
Accept the default deposit amount or enter the correct deposit
amount or leave this field blank if no deposit is being taken at
this time.
When the optional Bank Deposit Worksheet prints during Daily Close 1, all money entered as a deposit will
be included.
Deposit Refund:
If a contract is cancelled or voided, any outstanding deposit must
be refunded in order to close or delete the contract.
A deposit refund can be entered as a negative dollar amount,
usually in the same Methods of Payment
that it was taken so that the same G/L Deposits Held account is
updated by the change in value.
With Texada Pay if the 'Refund Existing Payment
Only' control is activated in the Texada
Pay configuration, a one-time refund can only be given if it is
less than or equal to an existing deposit transaction amount.
Some clearing houses will not approve a refund unless the original
payment has been processed and approved so if a refund cannot be
processed immediately the operator is given the option to add the
Refund Request to the TP Pending Refund
Queue table to be re-submitted to the clearing house at a later
time.
Cash Drawer:
If the operator signed in has been flagged to utilize the Cash
Drawer in Operators, the associated
drawer opens per the Cash Drawer
command.
If a specific drawer has not been assigned to the operator, then
the default drawer assigned for the document division in Divisional Miscellaneous Parameters, opens.
An audit record is written to the Cash Drawer
Inquiry for function RSCH03, with the system generated reason
of "Contract".
If the Prompt For Clerk flag has been set in the Company Security Parameters, the Clerk Confirmation window is triggered to capture the clerk code and also the password if required.
A parameter in the Company Contract
Parameters controls the default deposit date. This can be
over-typed as required.
Options include:
Capturing the Debit Card/Credit Card/Cash Payment
Options:
Depending on the payment method one of the following windows will
be triggered:
If the Texada Pay feature is not enabled,
a warning is triggered and a Marketing link is generate when the
user clicks OK to provide more information on Texada Pay.
Contact Texada Services to activate this feature.
This option is also disabled for Seasonal Contracts because "Off Rentals" conflict with the seasonal billing process.
For detailed information about this Delivery Tickets refer to Delivery / Pickup Sub-System.
Check this box to generate a Delivery ticket for the driver,
listing all the products just entered on this contract and setting
the status for both sales and rental products to Off Rent.
If this is a new contract all products will be included on this
first delivery ticket with the total original quantities.
If an existing contract has been re-accessed and additional
products have been added to the contract, only these new products
will be listed on a new Delivery ticket and given the off rent
status.
Note: If the Cycle Bill Items from Contract feature has been activated in the Divisional Contract Parameters any sales parts on the Delivery Ticket are not auto-sold, instead they are put off rent until the delivery is confirmed by Close Delivery Ticket.
The Delivery ticket number is a combination of the contract# and
the sequence number of the ticket and provides space for the
customer to sign on receipt of the equipment.
e.g. For the second delivery ticket generated for Contract 1399,
the ticket number assigned would be 1399-002
The clerk code is also tracked with the ticket.
DELIVERY TICKET DETAILS
The Delivery Ticket Details window is only
triggered if the delivery services are to be charged by the ticket,
rather than for the whole contract, as setup in the Divisional Delivery/Pickup Parameters.
If the delivery services are NOT charged by the ticket, then the 'Activate External Transport?' prompt is triggered instead.
Descartes - SET DELIVERY TIME WINDOW
If On Demand or WinRoute is utilized by this division
as setup in the Logistics tab of the
Software Integration, the Delivery and Pickup Time window opens to capture
the expected delivery time frame.
Uncheck this box if a Delivery ticket is NOT required, and these products should not automatically be placed Off Rent.
Uncheck this box to skip printing this document at this
time.
The contract can also be printed from Print
Contracts.
Check this box to print this document now.
The number of copies to print in the standard contract format can
be controlled in the Company Contract
Parameters.
If Crystal forms is used by this division, the number of copies to
print can be set in Customer Forms.
For Jasper forms documents, the quantity to print can be set from
the pdf print window.
For information on the printed contract appearance refer to
Print Contracts.
Uncheck this box if this document should not be emailed at this
time.
The contract can later be emailed from Print
Contracts if required.
Check this box to email this document in a single email as outlined in the Compose Email.
Click YES if extensions are to be printed, so that the estimated
rental charge prints on the contract.
This is useful for customers paying cash. It is generally not
desired for customers On Account, since the customers may confuse
the contract with the invoice and pay both.
Click NO to omit the estimated rental charges on the hardcopy document.
The ability to modify this field can be controlled by the 'Permit' flag set on Contract - Trade Discount, Totals in the Security Role Permissions for the role assigned to the operator.
If the discount percent is overridden, the override is
automatically written to a report Print
Override Report.
For tighter security, a password and a reason can be required in
order change a discount.
Trade Discount percents are given on equipment rentals, taxes,
and the damage waiver, when the invoice is paid by the Discount
Date according to the Terms code. Specific Product Classes, and
Rate Code levels can be flagged to disallow Trade Discounts.
The Due Date, Discount Date, and Discount amount are printed on the
bottom of the contract.
For more information on this discount feature refer to the Trade Discounts.
The Selection Required window is triggered to provide print and email options, if the Use Contact Document Emailing feature is activated in the Company Email Configuration.
The P.O. can also be printed or emailed later from Print Purchase Orders.
Refer to Contract/Purchase Order Link Overview for details on this product ordering feature.
The number of copies of the standard delivery ticket format can
be controlled in the Company Contract
Parameters.
If Crystal forms is used by this division, the number of copies to
print can be set in Customer Forms.
If multiple copies are printed, one can be left with the customer,
and the driver can return the other signed copy to update the
record in Close Delivery Ticket.
By closing the Delivery ticket, the equipment is put On-Rent and
the time becomes billable.
If a delivery ticket was generated, the option to print it is provided as follows:
The Selection Required window is triggered to provide print and email options, if the Use Contact Document Emailing feature is activated in the Company Email Configuration.
Delivery tickets can also be printed from Print Delivery Ticket.
If the date of the invoice does NOT fall within the allowable
Date Range, the Auto-Bill Sales Date
Error is triggered.
If an invoice has been generated automatically, the invoice number
for the auto-sale is displayed for reference.
Note: A flag in the Sales Product Class can be set to prevent products in that class from being sold immediately on the contract, so that confirmation of the sale is required in the Rental Return.
ACTIONS:
Additional actions provided by buttons on
the Contract Totals screen include:
A green check mark is displayed beside the button if attachments exist for or are associated with the document.
Capture a Credit Card or Check information for future Payment
Transactions:
The CAPTURE CARD button is only visible if the
Texada Pay processing is activated.
This action does not take the payment, it only captures the card or
check information to store on file for later payments.
Click the CAPTURE CARD button to access the Capture Card/Check on File window and scan or enter Credit Card or standard check information to be saved in the Customer Credit Card table for use to complete future payments.
Key Performance Indicators:
Click the PERFORMANCE button on the document totals
screen to report on the issues in each document, as outlined in
Performance Question by Document.
This button is only visible on the document if there are active
Performance Questions for the document date setup in
Performance Questions.
Flat Rate Rental:
The FLAT RENTAL
button is only active if the Allow Flat Rate utility is
activated in the Company Rate
Parameters.
Click this button to view and set the flat rate rental charge
amount for the contract, to apply on each cycle billing
invoice.
Note: When the contract is closed in Rental Return, it will be returned at zero rental charge even if it has never be billed on an interim billing.
Recalculate Delivery/Pickup:
The CALC DEL/PICK button is only active when a new
contract is entered, and can be used to re-calculate the automatic
delivery and pickup service charges if they have been
over-ridden.
Damage Waiver:
Damage Waiver applies only to rental charges, and will be billed on
every monthly invoice for rental items that are eligible for damage
waiver as defined in the Rental Product
Class and if the document division is flagged to Charge
Waiver in the Divisional Contract
Parameters.
If the document is not covered by a waiver charge and should be,
it can be added now.
Click ADD DMG WVR button if damage waiver applies to
this contract.
Click DEL DMG WVR button if a Damage Waiver has been calculated but should not be applied to this document.
Note: If the Use Damage Waiver Per Item Value Limits feature is activated in the Company Standard Waiver Settings, then the Damage Waiver flag set in Customer Information is enforced, so that this button is only enabled for customers with Damage Waiver set to 'Optional' in Customer Information.
Signature Capture:
The operator requires role permission to send eSign emails as set
in the "Document Field Access" window of the Security Role Permissions.
Click the eSign button at the bottom of the screen
to email this document to the customer requesting a signature on
the Contract. This is useful when the customer is not present.
The Select an Email Address window is
generated where a single address can be selected or entered to
receive the email document request for signature.
Once an email is requested the eSign button
displays as disabled.
The document email for the signature request is sent when the
totals screen is closed to ensure any changes made to the document
are reflected in the email.
Any Safety Sheets associated with this contract are included in the
'eSign' email.
If the eSign feature is not enabled, a warning is triggered and
a Marketing link is generate when the user clicks OK to access more
information on this signature feature.
Contact Texada Services to activate this feature.
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