Change Contract Date Out/Date Due

Contract Dates can be changed using this utility.
The dates displayed on the screen are the dates from the Contract header, rather than from the product details. However the dates on both the header and also on each of the eligible outstanding details will be updated.

Note: The detail dates are not changed on Sales parts or on rental items that have already been returned.
The "OUT Date and Time" on product details cannot be changed if the products have been cycle-billed or are off-rent.
However the "DUE Date and Time" can be changed on billed rental product details and on off-rent rental products which also includes items on Delivery and Pickup tickets if the products are not yet returned.

The option is provided to recalculate the rates for the new rental period per the Recalculate Rates when Changing Dates flag in the Company Rate Parameters, but if a Flat Rate was given to a product on the Contract and the rental period is changed, the rates cannot be recalculated.

The prompts are:

CONTRACT #

Enter the contract # or search for it in the Contract Search window.

BILL TO NAME

The billing name on the contract displays.

CURRENT DATE / TIME OUT

The Date and Time Out from the contract header display.

CURRENT DATE / TIME DUE

The Date and Time Due back from the contract header display.

CYCLE BILLING INTERVAL

The current billing method displays. This can be changed as required.

• Select 28 Day if this contract is to be billed every 28 days.
• Select Monthly to bill the contract by the calendar month.
• Select Based On Class to default the billings per the class.

ONLY CHANGE DUE DATE

Check this box to only change the Contract DUE Date and Time with the "New Date/Time Due" information.
This can be important if there are unbilled product detail lines out on the contract with varying Out dates that should not be changed.
This is the default value.

Uncheck this box if the OUT Date and Time also need to be updated with this action.

NEW DATE / TIME OUT

The new Date and Time Out default to the original. These can be over-typed as required with the new information.
If changed, the dates on both the header and also on each of the unbilled details will be updated.

A date range control to restrict the Contract dates to the current period, can be set by Operator to respect the dates configured for RSCH in Date Range Control.

Note: The out date/time on Billed, Off-Rented, and Returned products cannot be modified.

NEW DATE / TIME DUE

The new Date and Time Due automatically adjust to create the same period out length, but starting at the new Date and Time Out.
These can be over-typed as required with the correct information.
If changed, the dates on both the header and also on each of the outstanding details will be updated.

CYCLE BILLING DAY CODE

The cycle billing day changes according to the new Date Out.
It is based on the calendar billing days and the customer's cycle billing preferences as setup in the "Additional Information" window of Customer Information.
This can be over-typed as required with the correct cycle billing day code, if the operator has been assigned a Security Role that allows permission to access the Cycle Billing Day Code per the Document Field Access flag.

INDEFINITE RENTAL

The current rental length displays. This can be changed as required.

• Select Yes if the due back date is unknown and the products should remain "unavailable" until they are actually returned.
• Select No if the due back date is correct and products should be scheduled to be rented again as of this expected return date.
• Select Keep As Is to leave the contract "available" status unchanged.

Note: This field is disabled if there is "Flat Rate" pricing on the contract or if the 'Recalculate Rates when Changing Dates' flag in the Company Rate Parameterswhen change contract dates is not Yes.

RECALCULATE CONTRACT

This prompt to recalculate the rates on the contract is controlled by the Recalculate Rates when Changing Dates flag in the Company Rate Parameters.
If this parameter is activated, then this field is checked and disabled, and the rates are always recalculated on outstanding rental items when the dates are adjusted.
If this parameter is not set then the operator will have the option to recalculate the rates in this utility.

Check this box to recalculate the rates for outstanding rental items on the contract.
Uncheck this box if the rates should not be recalculated.

Note: If a Flat Rate was given to a product on the Contract and the rental period is changed, this box is always "unchecked" and disabled as recalculating the rates would invalidate the Flat Rate, and a warning is triggered to alert the operator that the rates may need to be reviewed to be adjusted individually manually.

DAYS TO BILL

This field is active if the Prompt For Days to Bill is activated in the Divisional Rate Parameters.
The number of days to bill for the rental period is determined by the DATE/TIME OUT and the DURATION.
Accept this time period, or type in the maximum number of days to charge for this time period to give a one-time price break on the contract by setting the "Days to Bill" lower than the actual rental period.

Note: If the document dates are changed, the operator will be prompted whether to recalculate the "Days To Bill" too.
In the Company Billing Parameters a flag can be set controlling whether the Days To Bill price break extends to long-term contracts as well as short-term contracts.

SPECIAL RATE

This field is active if the Prompt for Default Rate Code is set in the Company Rate Parameters, and allows a special rate code to be applied.
A special product rate displays if applicable to the contract.
e.g. W for Weekend rate or O for Overnight.

Note: This field is disabled if this document is to be billed by Season, as determined by the Special Rate code assigned in the Rental Period window of the document.

COMMENTS

Window to access the contract comments screen.
Multiple comment lines and/or marketing comments can be linked to a document, each with a print flag, as outlined in Document Comments.

This window can be automatically opened when contract dates are changed through this utility, if the flag to Open Comments In Con Dates is set in the Company Miscellaneous Parameters.

Finished?

Click the ACCEPT button to accept the date and time changes and exit, or click the ACCEPT AND PRINT button to update and print the document, or click the CANCEL button to abort.

OVERBOOKED ITEMS

A list of any products that have been overbooked is displayed.
The part #, description, quantity reserved and the quantity available are all displayed for further consideration.
This is information only and the products cannot be changed here.

The dates will only be changed for an over-booking when the product quantity is not available at the new date/time but the Allow Overrides On Location Quantities Excl Reservations is set to yes in the Company Security Parameters or if the customer on the document is defined as the "External Repair Customer" in the Company Security Parameters.

CONTRACT TOTALS

The window displays total Rentals, Sales, Services, Discounts, Damage Waiver, Taxes, Total Charges and any Deposit already taken.

Error Conditions:
If the dates could not be changed, the products and reasons will be displayed on the Information screen.
Reasons could include the product is not available on the new date/time , or is off rent, or has already been returned, or has a rate adjustment processed from the Update Contract Rental Pricing utility so that 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.

ACTIONS:
Additional actions provided by buttons on the Change Contract Date Out/Date Due screen include:

• Print the Contract:
  After the updates to the Contract information are completed click the ACCEPT AND PRINT button to update and print the document with extensions.