Off Rentals Transactions

This is a maintenance utility that can be added to an Additional Options menu if required as it is not on a standard menu and the screen has not been properly GUI formatted.

Refer to Off Rentals By Contract for information on the off/on rental process.

This option contains the off/on rental transactions, that were generated from Off/On Rentals By Contract.
The previous off/on rentals may be reviewed here in Change mode before the contract is closed, and new off rental transactions may also be recorded using Add mode. This option also allows a partial quantity to be set off rental.
e.g. 3 were rented, and 1 now needs to be set off rent

Any Off Rentals generated from a Delivery/Pickup ticket can also be viewed here, but these cannot be modified.

Recording an On Rental
To put the item back on rent, in CHANGE mode record the DATE/TIME ON rent onto the original off rental number, the software will automatically change the status of the item back to O = OUT and record the difference between the Off Rental Date/Time and the On Rental Date/Time as the downtime.

Recording Downtime
Another feature of this Off Rental program is to record Downtime.
Downtime occurs if no rent should be charged for equipment, for a period of time. Downtime could be due to an on-site repair, or a strike or holidays, or the equipment is being re-located to a new site.
Downtime is recorded when BOTH the date and time off, and the date and time on again are entered.
Time in between is usually not chargeable and is recorded in the total off rental hours.

The prompts are:

OFF RENTAL NUMBER
To add a new transaction in <F5> ADD mode press enter to accept the Off Rental number automatically assigned.

To look up an existing off rental, press <F6> CHANGE Key, then press <F4> to open the lookup window and search by either the contract # or the off rental #.

To add an Off rental, follow the instructions below:
Press <F5> ADD Key to begin, then press <ENTER> to accept the automatically assigned Off Rental Number. Each item off rented will have its own Off Rental Number, which is used to cross reference the Date/Time Off Rental.


CONTRACT #
Enter the contract # or look it up in the Contract Search window.

Once the contract # is entered, a window will open displaying the products on this contract.


CONTRACT PRODUCT WINDOW
The product information includes product#, quantity, status, accumulated off hours, and description.
Y Column
Press Right Arrow once to reach the Y column, then Down Arrow to the item to be put off rent. (Only off rent one product at a time.)
Press <ENTER> in the Y Column to select the product.

Note: Products flagged for Ship Exchange cannot be put off rent.


OFF RENTAL REASON CODES
If this feature has been activated in company Company Contract Parameters, one of the following prompts displays:
ERROR: NO OFF RENTALS ALLOWED
This warning displays if this contract has NO valid reason codes assigned. Press <ENTER> to continue.
If a product on the contract really does need to be put Off Rent, a valid reason code can be assigned in Contract Reason Codes before the Off Rental can be entered.

REASON
Enter a valid Off Rent reason code that has been assigned to this contract, or press <F4> to select one from the window. Only reason codes previously assigned to this contract when the document was entered or assigned in Contract Reason Codes, can be selected.

PRODUCT #
The product number and description selected appear on the screen.

EXCHANGE FOR
Sometimes a product is put off rent on a pickup ticket, because of a product exchange. Where applicable, the new exchanged product number displays in this field.

METER WINDOW
If the product is tracking meter or blade usage, a window opens displaying the product number, description and meter information. On meter items, the meter units increase (e.g. hours or km) and on blades the units decrease (e.g. diamond blades).
The Meter History transactions can be viewed in a window on the LTD field and the Meter Reading Out displays as of the time the product went out.
Enter the current meter reading at the time of the Off Rental. The units used are calculated.
Refer to Update Meter Prompt/Meter Hours for complete details on meter replacement and rollover.
The LTD and current meter reading and date in Rental Inventory are updated.

IDENTIFIER NUMBER
A cross reference number relating to the sequence number on the contract, will display on the screen.

QUANTITY
The current quantity OUT on the contract will display. Press <ENTER> to off rent this quantity or over-type with the correct off rental quantity.
If the quantity is over-typed with a lesser amount, this as a partial off rental and the operator is prompted to split the product quantity into two parts.
Enter Y (YES) to split the product quantity. A second detail line will be automatically added to the contract for the quantity NOT off rent.

ORIG QTY
The original quantity that was off rented on this transaction is tracked in this field.

DATE OFF
Enter the Date that the equipment is to go off rent. The customer will not be charged after this date for this item.
When viewing an existing transaction in CHANGE mode, the off rental date as previously entered is displayed.

DATE OUT
The product date out from the original contract displays.

TIME OFF
Enter the Time that the equipment is to go off rent.
When viewing an existing transaction in CHANGE mode, the off rental time as previously entered is displayed.

TIME OUT

The product time out from the original contract displays.

DATE ON
To end the off rental period, enter the date that the equipment is to go back on rent.

TIME ON
Enter the time that the equipment is to go back on rent again.
This field is skipped if the "Date On" is not entered.

Off Rental Conflicts Found
This window opens only if an off rental record already exists that overlaps this time period. It is an information window only and does not prevent the operator from entering a conflicting record that will add to the accumulating off rent time in spite of any overlap.
The display includes the conflicting detail number, product number and description, and a window to the specific off/on rent date and time details. If the Off Rental transaction has not yet been accepted, the word *New* replaces the Off Rent#.
The overlapping transaction is identified with the word *Error*.

OFF RENTAL HOURS
The hours of downtime is calculated automatically in ADD mode as per the off/on dates and times. It is the "Off Rental Hours" that is used to determine no charge downtime.
This hours total can be over-typed as required, but the no charge downtime for the off rental will no longer match the off rental dates and times.

In CHANGE mode, if off/on rental information is changed in an existing off/on rental transaction record, the operator is prompted to "Re-Calculate Hours" off rent, to reflect the updated dates and times.
If this is not recalculated, the no charge downtime for the off rental will not actually match the off rental time.


COMMENTS
On an Off rental, type in any note about the downtime to be printed on the OFF Rental document. These notes are NOT carried forward to the ON Rental.
i.e. reason for the equipment to be set off rent.

On an On rental transaction, new notes can be entered to be printed on the ON Rental document.


PRINT THIS OFF RENTAL
Type N (NO) to skip printing the Off Rental.
Type Y (YES) to print the Off Rental for this item only. This can be used as a pickup copy for the Driver or it can be faxed to the customer.
Once an Off rental has been closed by putting the item back On rent, the Off rental document will not be printed.

To print all Off rentals for a contract together, use Print Off Rentals .


ACCEPT OR / CANCEL
Press <ENTER> to proceed or / to cancel the off rental.
Topic Keyword: RSFR01
Converted from CHM to HTML with chm2web Pro 2.85 (unicode)