- PRODUCT NUMBER
- Enter the existing rental product number, or barcode, or look
for it in the Inventory Search window.
Detailed Product Inquiry
Once the product number as been selected click the INQUIRY button at the bottom of the screen to view the product history as outlined in Inventory Inquiry.
DESCRIPTION- This is the primary description of the item as it should appear
on reports and invoices printed in the standard language.
If the product description is manually changed and this product is included in a Kit the operator is given the option to also update this description on the Kit but only if the original descriptions are an exact match.
If the product description is changed by the Export/Import Inventory Clean-up utility and this product is included in a Kit the description on the Kit is also updated but only if the original descriptions are an exact match.Note: The product description can always be over-typed on the document.
- ADDITIONAL DESCRIPTIONS
- Additional product descriptions for product search and for
printing purposes can be set up in the window as follows:
- ALT LANGUAGE DESCRIPTION
- If your firm services customers who require that their
documents are printed in a different language such as French or
Spanish, the Alternate Language feature can be activated from the
Company Miscellaneous Parameters and
specific customers can be flagged to use the alternate language in
Customer Information.
This field can be used to set the alternate language description for this product.
The “Alternate Language Descriptions” assigned to Sales Products and to Rental Assets can also be updated from the Export/Import Inventory Clean-up utility.If the product alternate language description is manually changed and this product is included in a Kit the operator is given the option to also update this alternate language description on the Kit but only if the original alternate language descriptions are an exact match.
If the product alternate language description is changed by the Export/Import Inventory Clean-up utility and this product is included in a Kit the alternate language description on the Kit is also updated but only if the original alternate language descriptions are an exact match.Note: The inventory search does not use the alternate language description. This is just a printing feature for the reservations, contracts and invoices.
ALTERNATE DESCRIPTIONS- This window can be used to manually setup multiple alternate descriptions to be used in the product search utilities, as outlined in Alternate Descriptions.
SYSTEM GENERATED DESCRIPTIONS- This window can be used to view the optional descriptions that the system has generated. They are only used in the product search utilities, as outlined in System Generated Descriptions.
VENDOR #- This is the number of the primary vendor (supplier) from whom
the item was purchased or from whom it will be re-ordered.
A window Vendor Search window is provided to view and select from existing vendors.The Update Product Vendor utility can be used to update this primary Vendor # field for a selection of products.
Other suppliers with their pricing for this product can be setup in the Alternate Vendor Purchasing table.
VENDOR PRODUCT #- This is the supplier's identifying product number for
purchasing or re-ordering this product. The Vendor Product#
can be entered in the 'Description' Inventory
Search to find this product.
This field is display only because the vendor product number is tied to Warehouse Receiving records.
If this number needs to be changed, use Update Vendor Product# And Description which also updates the corresponding Warehouse Receiving records correctly.
VENDOR DESCRIPTION- This is the vendor's description of the product.
The Clone Group Information to Products can be used to copy the description defined for the Group to the existing products within that Group, becoming the product Description and the product Vendor Description.
PRODUCT CLASS- Classes are used to define the rate parameters and the G/L
posting accounts for product activity.
This is the Product Class assigned to this rental product, as setup in Rental Product Classes.
This display only.To modify the Product Class on this product use the Update Class/Group/Vendor on Product utility, or Restructure Class/Group/Rates/Tag, and the change is tracked in the Audit Log.
GROUP #- This is the Group assigned to this rental product, as setup in
Groups.
This is display only.To change a group assigned to a product, use Update Class/Group/Vendor on Product or in Restructure Class/Group/Rates/Tag.
This is necessary in order to ensure that all product bookings made for this Group are properly maintained.
Any change in Group is tracked in the Audit Log.Groups are used by inventory lookups, kits, product availability and reservation bookings.
Groups can be used to define rates for the products in that Group, so that rates do not need to be maintained on the individual products. This is only practical when all products in the Group use the same rate structure.
Groups can also be used to copy Descriptions, Safety Notes, Kits, Specifications, Costs, Weights, and Sales Lists, to the products within the Groups using Clone Group Information to Products.
METER TYPE- Tracking meter units used or blade usage is only applicable to
NON-BULK items.
For a non-bulk item, select one of the following options:- Metered Item is checked if this product tracks meter
units used such as hours or km, through contracts, maintenance,
product exchanges, and rental returns.
Overtime meter usage can be billed by the unit or by the shift. Refer to Rental Product Classes for further details.
The Current Product Status Report can be used to list non-bulk products with the current meter count.
For information on tracking Meter rollover or replacement on equipment refer to Update Meter Prompt/Hours.The Meter Units of the non-bulk rental equipment can also be tracked by the AEMP Telematics processing and updated from a "Cellutrak" import, where the captured 'Engine Hours' are converted to actual hours and logged as meter units on the product.
The Meter fields include:
METER READING- This is the current meter reading.
This will be updated as the equipment is rented, exchanged, put off or on rent, and returned, when the new meter reading is recorded.
Window to view the meter information as outlined in Product Meter Information.The "Current Meter Reading" is reported on the Equipment Summary Report and the Rental Age Report Export.
Automatic Meter billing up to this count will be generated when a contract with this asset is invoiced in the Cycle Billing process if the rental product has a meter rate structure defined and the “Bill Current Meter” feature is activated in the Company Billing Parameters.
If the metered asset is out on more than one contract, then the meter units used will not be billed in the Cycle Billing.
LTD METER READING- This field tracks the total units used in the lifetime of the
equipment.
Window to view Meter History.
-
Bladed Item indicates that this product tracks blade usage such as diamond blades where the units decrease with use.
- METER READING
- This is the current blade reading.
This will be updated when the equipment is rented, exchanged, put off or on rent, or returned, and a new blade reading is reported.Window to access the Product Blade Information as follows:
- CURRENT METER READING
- Enter the current blade reading.
This will be updated when the equipment is rented, exchanged, put off or on rent, or returned, and a new blade reading is reported. - CURRENT METER DATE
- This is the date of the latest recorded blade reading.
- INITIAL METER READING
- This is the original blade reading of the equipment.
- INITIAL METER DATE
- This is the date of the original blade reading.
Finished?- Click OK to accept the blade readings for the new equipment.
LTD METER READING- This field does not apply to blade items.
-
Not Metered is checked if there is no meter tracking for this product.
The Meter Reading and the LTD Meter Reading fields are disabled.
- Metered Item is checked if this product tracks meter
units used such as hours or km, through contracts, maintenance,
product exchanges, and rental returns.
INVENTORY- Check this box if the item is part of the rental fleet.
Uncheck this box if the item is not part of inventory (re-rental items or other generic items).
The item will still be included in Inventory Search but, will not be included as part of the total value when the Inventory Value Report is printed.
Non-inventory products can be included or excluded in the Rental Age Report.Note: In Purchase Order entry when a Sales or Rental product is ordered that is not flagged as inventory, the option is provided to change this Inventory flag if the operator has Security Role Permission to Change Inventory Flag During P.O. Entry as set in the "Document Field Access".
Any change to this flag is tracked in the Audit Log.
Refer to Inventory Flag Defaults for information on how this flag is set when inventory is "auto-added" into Rental Inventory.The Inventory Listing Report provides this flag in the filter selection and includes the value on the output.
- Make/Model/Re-Order Info
- Window to access the re-order information as outlined in Make/Model and Re-Order Information.
LIST PRICE MATRIX- Check this box to allow pricing for this product to be updated
based on the pricing tables setup in Update
List Price Matrix.
List Price Matrix Exceptions can be run to identify products that do not utilize matrix price updates.Uncheck this box if pricing of this product should never be updated using the pricing matrix tables.
MARKUP %- The markup percentage will default from the Product Class
selected for this item. Accept this default, or type in the correct
markup percentage.
e.g. Enter a markup of thirty percent as 30.00Alternatively, use the Markup Based on Margin Calculator window to calculate the Markup% from a margin amount.
LIST- The list price will calculate as the LAST PO COST * (1 + MARKUP
% ).
Accept this selling price, or over-type with the correct price.
The list price will display on the screen when selling the asset on an invoice, but it can be over-typed as required.Over-typing the List field will not cause the markup % to recalculate. Once the list price is accepted, changing the markup % will not automatically recalculate the List Price.
Note: To force the list price to be recalculated based on the current markup, first reset the List to zero. Then reset the Markup% to the new percent value.
Any changes made to the list price are tracked.
A window on the List field is provide to view Price Change History, as outlined in List Price Changes.- List Price Reduced by Percent of Revenue Formula:
- The selling price of a non-bulk rental asset can be calculated
on a base list price reduced by a percent of the revenue generated
by the equipment during its rental life.
This feature is activated when a discount percent of revenue off list is set up by product group in Groups.
A maximum discount percent to limit how much the list can be reduced, may also be set.When this formula is in use for a non-bulk asset, the value displayed in the List Price field is the discounted price.
Window to view the original base list price. If the base is adjusted, the List will be recalculated accordingly.
ALTERNATE LIST- This is an information field only, that can be used to track an
alternate price.
e.g. List price in a different country.The Alternate List can also be captured for Sales or Rental Inventory in the Inventory Clean-Up export for products.
KIT #- Enter the Kit to be displayed when this item is rented or look
it up in the Kit Search window.
A Kit is a list of secondary items that generally accompanies a primary item. Only the primary item should be marked with the Kit number.
Kit items can be sold at no charge, full charge or a discounted amount.
e.g. If a Bomag Roller were sold, the Kit could contain various tools which generally are included at no charge.Note: It is possible that the same item calling the kit is also included in the kit, however this structure can cause a loop to be created recalling the kit repeatedly.
If the kit must be setup this way, to break the loop on the document un-select the product the second time the same kit is presented.The Clone Group Information to Products can be used to copy the Kit defined for the Group to the existing products within that Group.
Update Kit By Product may also be used later, to assign a kit to the product. This program can be used to assign a kit to several products at the same time.
SSL#- Enter the Suggested Sales List (SSL) to be displayed when this
item is rented or look it up in the Suggested
Sales List Search window.
The Suggest Sales List will recommend other items to be sold with this item.
e.g. If a sander were sold, the Suggested Sales List could contain several sizes of sandpaper.Note: It is possible that the same item calling the SSL is also included in the SSL, however this structure can cause a loop to be created recalling the SSL repeatedly.
If the SSL must be setup this way, to break the loop on the document un-select the product the second time the same SSL is presented.The Clone Group Information to Products can be used to copy the SSL defined for the Group to the existing products within that Group.
Update Suggested Sales List By Product may also be used later, to assign a SSL to the product. This program can be used to assign a SSL # to several products at the same time.
SHOW ON WEBSITE- Select one of the following options:
- Select Yes if this product should be displayed on the web site.
- Select No to prevent this product from showing on the web site.
- Select System Default to apply the default display flag as set in Show on Web site Default in Global Portal Settings.
This flag to display the product on the web site applies to both the Portal as outlined in Portal Overview.
This flag can also be setup for products in Inventory/Division Settings.
BITMAP IMAGE NAME- Enter the image name for the picture representing this product
on the website.
Flags in Product Classes and Product Groups can also be set to control products displayed on the website.
This image applies to both the Portal as outlined in Portal Overview and the Kiosk feature as outlined in Kiosk Shopping.
This image can also be setup for products in Inventory/Division Settings.
NOTES- Enter any instructions, comments or notes about this item.
This notes do not print out any where, but they do show at the bottom of the screen in Counter Worksheet, Sales Orders and Sales Order Invoices.
ON P.O.- The total quantity on open Purchase Orders is updated whenever
a purchase order is entered or received against.
This field is display only. If this running total gets out of balance with the actual open Purchase Orders, it can be reset using Recalculate Qty On P.O.Note: Any products on a Purchase Order that has been cancelled are not reflected in this count.
A cancelled P.O. is not included in the Rebuild Quantity on Purchase Order calculation or in the Open Purchase Order Report.Window to view the Purchase Orders for this product as outlined in View Document Information.
ON CONTRACT- This is the total quantity on open contracts and leases.
The quantity on contract is updated whenever a contract is entered or returned.
This field is display only.
Window to view the Contracts for this product as outlined in View Document Information.Note: If this running total gets out of balance with the actual open contracts, it can be reset using Recalculate Inventory Availability.
This utility also resets the On Reservation and On Sales Order quantities at the same time.
ON RESERVATION- The total quantity on reservation is updated whenever a
reservation is entered, cancelled or converted.
This field is display only.
Window to view the Reservations for this product as outlined in View Document Information.Note: If this running total gets out of balance with the actual reservation quantities, it can be reset using Recalculate Inventory Availability. This utility also resets the On Contract and On Sales Order quantities at the same time.
QUANTITY ON HAND- The total product quantity at all locations displays.
This field is display only.
To update the quantity displayed, assign the quantity to a product location in the Locations window.Note: If the Quantity On Hand becomes out of sync with the total quantity at the locations, and needs to be reset, a warning indicator is displayed on the screen.
Click on the ? for an explanation and reset the On Hand quantity as instructed.
No audit record is generated.
The Verify Tag Qty = Loc Qty utility can be run to identify rental products where the quantity On Hand does not match the quantity on the Asset Tag Detail.
DATE COUNTED- This date is maintained automatically and reflects the last
time a location quantity was updated for this product.
This is useful for monitoring accurate inventory counts.
It indicates that a quantity adjustment was made in Rental Inventory or in one of the Update Quantity/Location utilities such as Product Quantity Adjustment, Update On Hand Quantity by Product#, Inventory Count, or Auto Receive Non-Bulk Rental Item.Date Counted by Location:
Window to view the dates last counted for each individual location as outlined in Dated Counted by Location.
DATE LAST MOVE- This date is maintained automatically and tracks the latest
activity for the item, including the last date when this item was
on a P.O., received, or on an invoice, contract, exchange, billing,
or serviced on a W.O. It can be used to determine if there is
recent activity, or no activity for some time.
It is updated when used as a part on a work order, but not when it is the make/model# being repaired.Note: The Date Last Moved and Last Invoice# will not be updated if the document date is less than the current Date Last Moved, to prevent old transactions from back-dating the last moved information.
This date can be used as the preferred inventory sort in the Inventory Search window, when setup as the Non-Bulk Rental Primary Sort choice for a division in the Division Inventory Parameters.
ADJUSTED FIRST COST- This value is updated during the purchasing process for the
non-bulk asset and can be updated manually as required.
It is used in the Time Utilization Report, Disposal Transaction Report and the Rental Age Report.
REPLACEMENT COST- Enter the cost each to replace this item if purchased new.
This is an optional field that will default from the Groups Replacement Cost value.When this date is updated manually or updated by the Restructure Class/Group//Rates/Tag utility using the Product Cost Restructure option, a record is written to the Audit Log for "RSPF_REPLACEMENT", with date, operator, product, and cost values.
The Clone Group Information to Products can be used to copy the Replacement Cost value defined for the Group to the existing products within that Group.
Rental Value Check:
When a rental product has a Replacement Cost, the system is able to track the total value of rental equipment that a customer has out on rent at one time.
Only rental products that have a replacement value and belong to a Product Class that is flagged to be included in the Rental Value Limit in Rental Product Classes, are included in the value total calculated at Contract entry.Customers can be assigned an optional Rental Value Limit in the "Credit Information" window of Customer Information.
Equipment Replacement Value Totals are checked against Customer Rental Value Limits in Contract entry and when source documents are converted to the Contract.The formula to calculate equipment Rental Value on the Contract is: Replacement Cost * Quantity on Contract * Rental Conversion ValueThe Company Security Parameters control how the Rental Value Limit is utilized on the Contract, including whether to permit or prevent a customer from going over his personal Rental Value Limit, and what the allowable percent should be by which the customer can exceed his Rental Limit before he is actually prevented from doing further rentals of value controlled equipment.Note: The Rental Value total includes equipment out on a Contract until it is entered on a Rental Return. This means that equipment that is Off Rent, On Delivery, and On Pickup, is still included in the customer's Rental Value total, as it is still his responsibility until it is checked back in.
Refer to Customer Information for details on this feature.
- APPRAISAL VALUES
- A window is provide to view the Appraisal Values for non-bulk rental assets.
AVG COST EACH- The average cost per unit is calculated using the average
quantity cost from the Fixed Asset Tags.
This is a display only field.
Click on the
icon to view any cost changes as
outlined in View Average Cost
Adjustments.
LAST PO COST- When the item is purchased, this field records the Last Purchase Cost.
L.C.F. - LANDED COST FACTOR- This factor is used to include the exchange, brokerage, duty,
and freight, in the cost of an imported product.
The value displays as 1 if no L.C.F. applies to the product.The factor will be used to convert the cost on the invoice (during Accounts Payable invoice entry) to the final purchase cost.
e.g. If the invoice unit cost of an item was $10.00 and the L.C.F. was 1.2, then the final unit price including brokerage, duty and freight would be $12.00.This field is display only and is updated when inventory is purchased and either the costs are entered in the A/P Invoice, or the costs are updated in Warehouse Receiving.
Default Duty/Brokerage and Freight percentages can be setup for individual suppliers in Vendor Information.
The currency exchange rate is setup in Currency Codes.The L.C.F. formula is:
LCF = Round((Exchange * Duty/Brokerage * Freight),4)e.g. Exchange 57.53%, Duty/Brokerage 2%, Freight 3%
LCF = (1.5753 x 1.02 x 1.03) Rounded to 4 decimal places
LCF = 1.6550Note: If required, the LCF can be updated through the Update Product Costs & Prices utility.
LANDED P.O. COST- When an item is purchased, this field is updated to track the
last landed purchase cost.
It is display only.
The Landed Purchase Order Cost = Last P.O. Cost * Landed Cost Factor.
STATUS CODE- Specific products can be identified as NOT eligible for rental,
for transfer, and/or for depreciation, causing an warning message
to be displayed when an operator attempts to rent, transfer, or
depreciate them.
Enter the appropriate code for this product, or select one from the Product Status Codes Search window.
Security can be setup to restrict operators from changing the product code.
To setup Security Roles and a password use the module name RSAR, and refer to Module Passwords.
For more information on this security feature refer to System Security Overview.Note: An Override Reason is not required to change the Status Code.
Any change to the Product Status Code is tracked in Status Code Change History for RSPF02.
Note: If a Contract has been created for the "External Repair Customer" as defined in the Company Estimate & W.O. Parameters then any 'not available' for Rent flag on the Status Code is ignored.
BULK ITEM- This box is checked if the quantity for this product will be
greater than 1.
This box is unchecked if the quantity for this product will be 1. This is appropriate for serialized equipment.
This field cannot be accessed. Use Change Bulk Status if required.
MULTIPLE TAGS- If Bulk Item is not checked there is only 1 Fixed Asset
Tag allowed for a non-bulk product, and this prompt is skipped.
If Bulk Item is checked and multiple Fixed Asset Tags are required this box is checked.
A new fixed asset tag is generated for each new purchase when entering the invoice into Accounts Payable.
Multiple fixed asset tags enables the date acquired, amount and quantity to be stored separately for each purchase. This makes it simple to track the additions to the rental fleet, and depreciate each purchase separately.
This box cannot be unchecked if multiple tags exist for the product.If Bulk Item is checked, and multiple Fixed Asset Tags are not required this box is unchecked.
This is useful for smaller bulk items such as air hoses, when all quantities are then included on one Fixed Asset tag.- ASSET TAGS
- A window is provided to access the Fixed Asset Tags as outlined
in Asset Tag Detail.
Find Rental Inventory By Serial# can be used to review serial numbers for bulk and non-bulk Rental products.
Verify Asset Tag Qty = Location Qty can be used to identify quantities discrepancies between the Tag total and the On Hand total.
Update Asset Tags can be used to update some of the tag data and provides access to both the Asset Tag Export and Asset Tag Import.
FILE ATTACHMENTS- Multiple external documents or images can be associated with
this product when setup in the File
Attachments window.
This field is disabled if there is no attachment directory defined in Company Miscellaneous Parameters.
RENTAL INFORMATION- This window can be used to access additional product details including a conversion factor, rental rates, and security deposit, as outlined in Rental Information.
BARCODES- Skip this window if your firm does not use barcodes on this product, or use this window to setup barcodes for the product as outlined in Barcodes.
SAFETY NOTES- Skip this window if the safety notes do not apply, or use this
window to define safety notes as outlined in Safety Notes.
The Clone Group Information to Products can be used to copy the safety notes assigned to the Group to the existing products within that Group.
Any existing safety notes for the product Group are also included for the new product.
SPECIFICATIONS- Window to access and update specifications for this product
that can be referenced during contract entry in the window on the
product description field, as outlined in Equipment Specifications.
The Clone Group Information to Products can be used to copy the specifications assigned to the Group to the existing products within that Group.
FINANCING- Skip this window if lease or finance information is not
required for this product, or use this Financing
Options window to setup the payment information in either of
the two financing schedules methods provided.
Export/Import Asset Financing Schedule:
The icon beside the Financing window in
Rental Inventory accesses the Asset Financing
Export/Import tools that can be used to import Financing data
into the Asset Financing Information table
for non-bulk equipment.
This configuration icon is only enabled when focus is on the 'Product Number' field before the product number has been entered.
POSTING ID fields- These three fields only apply to non-bulk rental equipment, and
only appear if the Posting by Inventory by Customer Type
processing has been activated in the Support
Application Parameters.
The Posting ID codes, to be assigned to all non-bulk rental equipment, must first be setup in Posting Identifications. When non-bulk rental equipment is rented or sold, the current Posting ID is then updated.
An audit trail in Posting ID Changes tracks changes to the Posting ID codes by product.This processing also facilitates the posting of revenue and expenses for non-bulk rental equipment, to different revenue and expense G/L accounts by product, according to the type of customer.
Refer to Inventory Posting Identification Overview for setup.The prompts for the product's Posting ID codes are:
- CURRENT POSTING ID
- This is always the Current Posting ID code for the
product, and is updated when the product is added, sold, or rented,
at the time the invoice is created.
The Posting ID Search window is provided to view and select from valid ID codes. - RENTAL POSTING ID
- This is the Posting ID code to be assigned as current when the product is rented.
- SALE POSTING ID
- This is the Posting ID code to be assigned as current when the product is sold.
Note: These fields are disabled for bulk rental products.
INACTIVE- Uncheck this box if this is an active product that should
always appear in the Inventory Search.
Check this box if this product is no longer part of your fleet and should only appear in the Inventory Search when the 'Include Inactive' filter is checked. Confirmation is required.This flag can also be set by the Inventory Clean-Up tool.
Finished?- Click ACCEPT to accept this product.