Contract Report

Reports Menu -> Automatic Reporting -> Function RSCH55 -> runs Contract Report

This program provides filters to report on open and/or closed contracts for a customer, site, and/or salesman selection range, listing the rental and/or sales products.

The Contract Report can be setup to be run automatically with the report or spreadsheet output results emailed to staff, by setting up RSCH55 with the relevant filters and email addresses in the Automatic Reporting.
This report ignores Divisional restricted views when run from automated reporting.

The report lists the product #, description and quantity. There is a subtotal for products having the same description.
The Rate/Price each listed, is the rental rate or list price including any discounts per unit.
The report also prints a total for the product and the Date Out.
The Billed Thru date, or the last Cycle Billing Date, prints if the product has been billed.
The Site #, Salesman code, the Contract # list, with any accumulated billing amount, and the current product status.
The spreadsheet output also includes the contract division, shipping address information, business source, date due, cycle billing day code, service interval from the Site, and any Replacement Cost.
The product statuses include:

The Detailed Contract Report by Division can be used to generate a complete contract report by division, with product and service charges.

To print this report, the prompts are:

CONTRACT STATUS

Select one of the following status options:

• Select Open to include only outstanding contracts in the report output.
• Select Closed to include only completed contracts in the report output.
• Select Both to include all contracts regardless of the open or closed status.

DATE TO USE

Select one of the following date options:

• Select Contract to filter the output by the contract header date out, regardless of the date out of the individual products on the document.

  FROM CONTRACT DATE

  Accept the default date, or to narrow the report results enter a preferred starting date for the contracts.

  TO CONTRACT DATE

  Accept today's date for the cut-off date for the report, or enter a preferred date.

• Select Date Out to filter the output by the date out of each product detail line, regardless of the date out on the contract header.
  This option could cause some products in the 'date range' to be reflected in the output, but to omit other products outside the 'date range' even if they are on the same contract.

  FROM LINE DATE OUT

  Accept the default date, or to narrow the report results enter a preferred starting date out for each product detail on the contracts.

  TO LINE DATE OUT

  Accept today's date for the cut-off date for the details, or enter a preferred date for the product detail cut-off.

FROM CUSTOMER #

Leave this field blank for all customers, or enter the starting customer number for the range, or select it from the Accounting Customer Search window.

TO CUSTOMER #

Leave this field blank for all customers, or enter the ending customer number for the range, or select it from the window.

FROM SITE #

Leave this field blank for all sites, or enter a starting site number for the report, or select one from the Customer Site Search window.
If the From and To customers are the same customer number, only Sites for that customer will be displayed in the Customer Site Search window provided.

TO SITE #

Leave this field blank for all sites, or enter an ending site number for the report, or select it from the window.

FROM SALESMAN

Leave this field blank for all salesmen, or enter the starting salesman code for the range, or select it from the drop-down list.

TO SALESMAN

Leave this field blank for all salesmen, or enter the ending salesman code for the range, or select it from the drop-down list.

DIVISION, "ALL", OR "SEL"

• Type ALL to accept all divisions in the one report.
• To print the report for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select one from the drop-down list.
• Type SEL to select a range of divisions or to select divisions by accounting region as outlined in Division Select By Region.

Note: The Contract report output from the division selection is restricted by the Divisional Restricted Views assigned to the operator.
However when the report is generated from Automatic Reporting restricted views are ignored.

PRODUCT CLASS, "ALL" Or "SEL"

To use the Product Class selection filter choose one of the following:

• Type ALL to include all classes as setup in Product Classes.
• Enter a single specific Product Class code for the report, or select one from the Product Class Search window.
• Type SEL to make a selection of classes to include in the report, as outlined in Select Product Classes.

PRODUCT GROUP, "ALL" Or "SEL"

To use the Group selection filter choose one of the following:

• Type ALL to include all Groups in the report.
• Enter a single specific Group for the report, or select it from the Group Search window.
• Type SEL to make a selection of Groups to include in the report, as outlined in Select Groups.

CONTRACTS WITH DEPOSITS ONLY

Check this box to only list contracts with outstanding deposits being held.
Uncheck this box to include all contracts in the range regardless of deposits.

Note: The deposit amounts only print on the spreadsheet output format.

PRIMARY SORT ORDER

Select one of the following sort options:

• Select Customer to sort the report by Customer.
• Select Salesman to sort the report by Salesman.
  This is useful to provide each Salesman a list of their contracts so the Salesman can follow up to extend long term rentals, or remind customers to return the equipment.
• Select Class to sort the report by Product Class number.
• Select Group to sort the report by Group number.
• Select Date Out to sort the report by date.

SECONDARY SORT ORDER

The Site, Salesman, and Product#, are columns in the report and can be used to sort the data within the defined Primary Sort Order.
Select one of the following sort options to apply within the Primary Sort Order:

• Select Site to sort the report by Site within the Customer or Salesman sort.
• Select Salesman to sort the report by Salesman
• Select Product Info to sort the report by rental equipment then by sales parts, alphabetically.

NEW PAGE PER SALESMAN

This field only applies if the Primary Sort Order is by Salesman, and does not apply if the report is being output to Excel.

Check this box to print the information for each Salesman on a new page.
Uncheck this box to prevent paging by Salesman.

NEW PAGE PER CUSTOMER

This field does not apply if the report is being output to Excel.

Check this box to print the information for each Customer on a new page.
Uncheck this box to prevent paging by Customer.

SIGNED CONTRACT

Select one of the following signature options:

• Select Signed to only include Contracts with a signature in the report.
• Select Unsigned to include just the Contracts with no signature.
• Select Both to include all eligible Contracts regardless of signature capture.

Only the spreadsheet option shows the signed flag on the output details.

PRODUCT TYPE

Select one of the following product options:

• Select Rentals to include Rental equipment only in the report.
• Select Sales to include only Sales parts in the report.
• Select Both to include rental equipment and sales parts in the report.

CUSTOMER TYPE

Select one of the following customer account options:

• Select Cash to only list contracts in the report for customers flagged as Cash type customers.
• Select On Account to only list contracts in the report for customers flagged to charge On Account.
• Select Both to include contracts for all types of customers.

INCLUDE PRODUCT PPSR DETAILS

This option applies to Contracts in a division where the "Activate Contract Detail Additional Options" feature has been activated in the Divisional Contract Parameters, and can only be output to a spreadsheet.

Check this box to include the PPSR information and the License Plate #1 number with expiry date on the spreadsheet output.
Uncheck this box if the PPSR information is not required.

REPORT OPTIONS

This value defaults to the operator preference as defined in Operators.
Select one of the output options to Print a report or export the data to Excel as outlined in Report Options.

The spreadsheet output also includes the Contract PO#, Name Check List, and up to five rental rates based on the print flags set in the Company Default Rates as well as Job Cost information when captured.
The new page options do not apply to the spreadsheet output option.

Finished?

Click the ACCEPT button to begin printing the report, or CANCEL to abort.

EVENT window:

The Location and Event Information window appears only if the event management processing has been activated in the Company Rate Parameters, to provide the ability to report on contracts by job Event.