Counter Worksheet Details

Counter Menu -> Counter Worksheet Details

The Counter Worksheet is a convenient alternative, to use when entering Contracts, Reservations, or Rental Quotations.
Refer to Counter Procedures for a flow chart diagramming the counter document process.

An advantage of the worksheet approach is that the rental products and sales parts can be entered first with prices, allowing the counter clerk to build a selected product list as the customer itemizes his requirements.
The rates, prices and product availability, are all displayed on the screen as each part is added to the worksheet. After the inventory selection is completed, the worksheet can be converted into a Reservation, Contract, or Rental Quotation.
Any changes to the rates for a product on the worksheet are carried through to the converted Reservation, Contract, or Rental Quotation for that product detail.
The Customer Name, Address, and Billing information is then recorded to complete the document.
Any discounts given on the product details will apply and will not be over-ruled or changed when the customer is assigned, even if the customer has been allowed a regular discount setup in Customer Information.
The regular discount will only be applied to any eligible items that were not given a discount manually on the Counter Worksheet.

An auto-assume flag can be set in Kit File so that the kit items are automatically added to the worksheet with the default quantities and charges. This speeds up the product selection process and also prevents the operator from modifying kit information.
When the auto assume flag is NOT set, kit windows open on the worksheet prompting for quantities and charges.

Missed rentals and Sales can also be logged from the worksheet, with a Reason Code as setup in Missed Rental Codes.

ERD (Entity Relationship Diagram) of Counter Worksheet:

Security and Customizable Settings:
Many aspects of the Counter Worksheet functionality can be customized to meet your firm's business practices as outlined in the Counter Worksheet/Contract Tunable Parameters.

The Counter Worksheet has the password override processing that prompts for a password if the user overrides the rental rate, rate code, or unit price. Overbooked items will also require this password.
To setup Company Security Parameters and passwords refer to Module Passwords.
For more information on this security feature refer to System Security Overview.

Saved Worksheet:
A list of products can be entered and saved on a Worksheet with a permanent Contract#, that can later be recalled in the Worksheet program by that number.
The Worksheet can only be saved, after the division, location, and customer information has been entered on the header.
The saved Worksheet can later be converted to a Contract, but not to a Quote or to a Reservation, as it is assigned a contract number. When a saved Worksheet is printed, it is identified with a WS preceding the Contract number.

If the location on the header of the saved worksheet header is changed, the location is also changed for any Groups on the that worksheet, and although the location is not automatically changed for products on the worksheet, a warning is triggered so the operator is aware that the location on the product details is different from the document header.
If the product location should also be changed, the products need to be deleted from the worksheet and re-added so that they are relieved from the new location.

When a saved Worksheet is deleted and not converted to a contract, a record is written to the deletion log that can be viewed in Delete Log, because a Contract# has been used. The deletion record is listed under function RSRQ04G. The operator code, worksheet number and deletion date are tracked.

To generate a Worksheet, select Counter Worksheet from the Counter menu.
The worksheet could be configured to start with the Counter Worksheet Header, or with the product details as follows:

This Confirmation request only appears if the LINUX or Windows Terminal ID has details in the worksheet "tempfile" from a previous session that was dropped or encountered a rollback.
Rollback errors can be viewed in the Rollback Log.

Click YES to re-open the existing worksheet that was interrupted.
Click NO to abort the old worksheet and start a new one.

This pop-up window only appears when the operator code in Operators is set to prompt for location, and the worksheet is not starting with the Customer Information screen.
Enter the document location or select one from the drop-down list.
Any subsequent equipment and group searches automatically default to that location.

Note: G/L transactions to update inventory costs always post to the G/L Location from which the inventory was relieved.

As explained above, the Divisional Contract Parameters can be set to start the worksheet in one of four different ways:
    Start the document with the Header to capture the customer and site information, as outlined in Counter Worksheet Header.
    Start the document by entering the rental items and sales parts as outlined next in this sequence.

    Defining the Customer on the Worksheet:
    If the first sales or rental product is entered directly on the worksheet before defining the customer in the worksheet header, and without using the Inventory Search window, then the Select a Customer for this Worksheet pop-up will be triggered in order to determine the correct pricing, taxes and discounts.
    If the first product is selected from the Inventory Search window then the Select a Customer for this Worksheet is not triggered, as the customer for the worksheet then defaults from the selection filters used in that product search.

    Enter the document Default Date Out or select the date from the calendar, before entering the product selection.
    Click OK to proceed.

    Because the document type has not yet been determined in the Worksheet header, the date range set for module RSWH is checked for valid dates as defined in Date Range Control.

    Complete the rental period and rate information for the document in the Rental Period window.
    Because the document division is not yet defined, any division controlled settings in this window respect the Division Parameters according to the operator division.

    This option provides the ability to start each worksheet by prompting the operator to choose one of the three options (Date/Customer/Products) with which to start this specific document.

Product Entry on the Worksheet

Click the TOTALS button at the top right of the screen anytime during product entry to view the billing breakdown of the worksheet as outlined in the Document Totals window.

Quick Quote:
If "Standard Taxing" has been enabled the QUOTE button at the top right of the screen can be used to generate a "Quick Quote" at anytime during product entry to print out a simple quotation on plain paper that is not saved in the system.
This option is not available with Enhanced or Vertex Taxing.
Counter Worksheet Details:
A sequence number is automatically assigned, to keep the entries in the right order. The document details will be displayed by sequence number order.
Detail Insert action:
To insert a line between two existing lines, click on the Seq field in the line below which the new record should be positioned and click the INSERT button.
The new line will be inserted after the first line and before the second line.

Confirmation Action Options:
If the Product Details screen is accepted prior to completing the Customer Information screen, the following options are available.

  • Click Review Customer / Site Information to review or update the customer billing and site information defined on the Counter Worksheet Header.
  • Click Return to Details to review the product details of the current Worksheet again.

  • Click Load Saved Worksheet to re-access an existing worksheet as outlined in Load Saved Counter Worksheet.
    A flag in the Counter Worksheet Defaults of Company Contract Parameters can be set so that when a saved worksheet is re-loaded, the operator is immediately prompted to convert the document to a contract.
    When the product details from a saved worksheet are being viewed on the screen, the Worksheet # is displayed in the top left corner of the screen.

  • Click Quit Worksheet to abort and exit the document clearing the products off the worksheet.

    Click ACCEPT to accept the action or CANCEL to abort.

There are several options for listing the products on the worksheet.
Enter the product number or first few characters of the product #, or use a barcode scanner to read and enter the product by the barcode number.
If an exact match is found the product will be added to the document.
If an exact match is not found, all products with a product number, product description, Vendor product number, serial number for a serialized sales part, or the serial number from a rental product fixed asset, that begin with those characters are listed in the product selection window, as outlined in Inventory Search.

Note: Products flagged in Product Status Codes Menu as not available to rent, can not be entered on the worksheet.

If the number is not known, search for the product in one of several of the following ways:

  • Description - search for a Rental, Sale, or Group, using the description
  • Group - select a Group rather than a specific product
  • Equipment Search - use selection filters to search in the Inventory Search window
  • Kit Search - select items listed in a Kit, from the kit option in the window
  • To search by DESCRIPTION type in the description or alternate description of the Rental item for which to search.
    Enter only the first four or five characters.
    If too specific (i.e. typing in the whole product description), the item may be skipped totally if the item was entered slightly different than expected.

    If a single match is identified it will be displayed in the worksheet, if multiple products are matched they will be listed for the operator to choose.
    Refer to the section in Inventory Search that addresses the Equipment Search Results options.

  • To enter a GROUP type in + followed by a Group number.
    If the Group does not have its own rates, a window is triggered to select a product from that Group to determine the applicable rates, as outlined in Select Product From Group.

    Note: This applies to Groups for Rental equipment. Sales Groups cannot be reserved on a worksheet.

  • Other OPTIONS provided in the Inventory Search and Action Options window on the Product # field include:

    • Equipment Search
    • Kit Search
    • Missed Rental/Sale
    • View Totals
    • Contract Comments
    • Exchanges by Customer
    This Select a Customer for this Worksheet pop-up is triggered if the customer has not yet been selected for the document, in order to determine the customer so the appropriate taxes and damage waiver charges can be calculated for the inquiries generated within the Worksheet details screen.

After the product number has been selected and entered on the document, the description displays as it will print on the document.
Alternate customer language is respected.

If the operator has been given Security Role Permissions in the Document Access Fields to change product descriptions in document entry, this product description can be over-typed if required.

The Account Review Required warning is triggered if the Use Damage Waiver Per Item Value Limits feature has been activated in the Company Standard Waiver Settings and the customer has insufficient Damage Waiver or Insurance to cover the Replacement Cost of the rental equipment as defined in Rental Inventory.
The rental product cannot be rented by this customer.

The Account Review Required warning is triggered if the Use Damage Waiver Per Item Value Limits feature has been activated in the Damage Waiver Parameters and the customer has insurance, but the policy is due to expire within 30 days as defined in the Insurance Information.
This does not prevent the rental product from being rented by this customer at this time, but a follow up reminder is written to Customer Contact Information for that customer.

A window is provided on the Description field to view the Equipment Specifications for this product.

A divisional setting in the Divisional Inventory Parameters can be set to automatically pop-up a window in document entry, displaying the customer's posted sales activity for this Sales part, as outlined in Sales Product History.

If the automatic display of sales history is suppressed this information can still be viewed on the product detail line on the document by windowing on the Unit Price field, and in the resulting Special Pricing table, clicking on the SALES HISTORY button.

Status O for OUT displays for both Sale and Rental products on the worksheet.

Other system controlled status codes that could apply on existing contracts, include:

   S = SOLD     -if the sales item has been sold on an invoice
   R = RETURNED -if the rental item has been returned
   F = OFF RENT -if the rental item is currently off rent
                 (i.e. clock is stopped but equipment is not yet returned)

Enter the quantity of the product to be used on the worksheet.

The Allow Overrides on Location Quantities flags in the Company Security Parameters controls whether products can be over-booked on the document.

Negative Quantities:
To generate a credit, a negative quantity can be entered for a sales or rental product.

For security to control the operator's ability to enter negative quantities, set up roles and a password in the Module Passwords for NEGQTY, so that operators with no role permission need to enter the password in the Password Authorization pop-up window generated when a negative quantity is entered.

For sales items, more quantity can be entered than the customer may require.
For example, if 10 pieces of sandpaper are put out with a sander, any unused quantity can be returned during Rental Return.
e.g. return 2 unused sheets and charge for only the 8 sheets used

Zero Quantity:
Sales Product Classes or Rental Product Classes can be flagged to allow or prevent zero quantities on the worksheet, but negative quantities are not allowed.
If an item still has a zero quantity when the worksheet is converted to a contract then that line item is omitted from the new contract.
Serialized sales parts must always have a quantity of 1 regardless of the Product Class flag.

Division Discrepancy:
In Divisional Inventory Parameters a flag can be set to generate a warning if a non-bulk rental product belongs to a different division from the division on the worksheet, as outlined in Renting/Owning Discrepancy.

If the flag to restrict Non-Bulk Allowed On One Contract/Worksheet Only is set in the Company Security Parameters then a warning is thrown if this non-bulk rental product is already on another open Contract or Worksheet, and the equipment cannot be added.

A window on the Quantity field is provided to view and update the product Notes, as outlined in Detailed Notes.

SERIAL # window:
If the item is a serialized sales item, the quantity entered must be 1.
On contracts or when the worksheet is converted to a contract the Select Serial Number window will open and available serial numbers from this location are displayed for selection.
Specifications for the individual serialized items can be viewed by clicking on the SPECS button in the Serial Number window.

If the serialized sales part is flagged to enter the serial numbers at "Time of Sale", the operator can select an existing serial number, or click ADD to add one at this time.

Note: Each serialized item sold must have its own sequence number (line detail) to allow the serial # to print properly on the contract and invoice.

This field captures the charge per unit for sales and rental products.
  • Sales Part:
    Accept the price per unit displayed, or over-type it with the correct price.
    SPECIAL PRICING options:
    A window is provided to view and select from any Special Price codes setup for this product in the Special Pricing Search window.

    Within the Special Pricing window, a second window is provided to view Sales Product History for this customer for this product.

    Promotion pricing for sales items can be setup in Circular Pricing Maintenance to define special pricing for sales items for mailings, flyers, or newspaper inserts.

    If there is any current valid circular pricing setup for the sales item, then after the quantity is entered on the document, the Select Circular Pricing window automatically opens to display circular pricing options, and the operator can select the appropriate pricing.

    Restrict Price Over-Ride:
    The ability to restrict operators from over-riding the Unit Price can be set at the Class level in the Additional Options of the Sales Product Classes.
    When this override restriction is set for a Class only operators with a Security Role that allows the "Price Override of Restricted Sales Class Products" permission in the 'Document Field Access' settings, will be able to over-type the Unit Price in the document.
  • Rental Product:
    If the Prompt for Rates on Contract flag is set in the Divisional Rate Parameters then the rates window is always triggered as outlined in Rental Rates.

    If the rental of this equipment causes the customer to exceed his Rental Value Limit the Exceeded Rental Value Limit warning is displayed.

    Accept the rental rate per unit for the period, or override the rate with the correct rate.
    This is the amount before the Discount.

    The ability to Allow Override Of Rental Rates is controlled in the Company Security Parameters.
    This parameter controls the ability to over-ride rental rates and rental dollar amounts on rental documents.
    When this company wide control is set to prohibit rate over-rides, any rate adjustments at document entry must be done through the discount process.

    Rate Over-Ride Tracking:
    If the rate amount is over-ridden, the override will be automatically tracked, so that management can produce a report for analysis and audit using Print Override Report.

    A flag in the Company Rate Parameters can be set to control whether the Rental Rate Override Prompts for All Rates.
    This controls whether all rates for this product detail are automatically overridden proportionately, or whether the operator is given the option in document entry as follows:

    Select one of the following actions to apply to the rate change:
    • Select Over-Ride All Rates to change all rate levels in the product rate structure proportionately for this product on this document detail line.
    • Select Over-Ride Current Rate to change only that one rate code and the corresponding base rate level.
    • Select Apply as a Flat Rate to always charge this Flat Rate per unit, every time this product is billed for this document.

    When the rental rates are over-ridden for 'All Rates' or for 'This Rate Only' for a meterized product on a document and the Prompts for Override of Meter O/T parameter is activated in the Company Security Parameters, then the operator is prompted whether the meter rates for the same rental rate level should also be changed by the same ratio as the rental rates were changed.
    When a product is given a 'Flat Rate', the option to over-ride Meter Rates does not apply.

    e.g. If a rental rate is lowered the system calculates the percentage it is lowered such as a 10% reduction. Then when the operator selects to also reduce the meter rates, the system will lower the meter rate associated with that rate level by that same 10 %.

    Note: The other product details on the worksheet are NOT affected by these rental rate or meter rate changes, nor is the main product rate file updated.

    Zero Rate:
    A zero Rental rate amount is acceptable for a rental period, but the zero value must just be re-typed to confirm in the Unit Price field of the Contract.

    A window is provided on the Unit Price field of each rental product detail to access the rate and billing information for that specific rental transaction including date/time out and date/time due, rate structure, and billing details, as outlined in Rental Period Calculations.

    This window opens automatically to confirm the rental dates and rates, if the document Date Out is prior to today's date.

    This pop-up confirmation screen is triggered if changes were made in the Rental Period Calculation window that may have changed the Rate being charged for this period.

    Click YES to recalculate the rental rate based on the revised information.
    Click NO to accept the displayed Unit Rate and close the window.

The extended amount is the total charge for this item before taxes.
It is calculated by this formula:


Over-Ride Extended Security:
Some firms allow the Extended amount to be overridden for Sales items.
This is convenient if deals are made at the counter for a specific price instead of using the percentage discount feature.
Example: $0.43 each or 3 for $1.00

The ability to Override Extended for Sales products can be set or restricted in the Company Security Parameters.
Any override is tracked automatically and reported in Print Override Report.

Meter Reading Update window:
The Update Product Meter Information window appears only for non-bulk metered rental products on a contract, or when the worksheet is converted to a contract.
The Meter Out reading defaults from the Current Meter Reading but this can be over-typed if required. This is the meter reading for which billable units will be tracked on this document.
For information on tracking Meter correction, rollover or replacement on equipment refer to Update Meter Prompt/Meter Hours.

Accessing the Notes, Taxes, Discount Fields and Print flag:
Each product entered on a document has individual tax and discounts fields.
The tax and discount amounts are determined by the tax and discount information for the customer and division entered on the Header screen.
If the Header of the worksheet has not yet been completed, then the values default from Customer# to Clone as defined by the operator's division default in the Divisional Contract Parameters.
If the tax codes or discounts on the Header are changed on an existing document, any new items added to the document will use these codes, but any existing items will keep the codes originally assigned to them.
Existing items may need to be changed individually where required.
To view and access the tax, discount, and print fields, on the Product detail paging screen, press <F9> or click EXP/CON on the product detail line as follows:
Window to access the notes field for the product as outlined in Product Notes on Document.

A setting in the Divisional Contract Parameters controls whether the worksheet detail notes window opens automatically for Rentals, Sales, Both, or Neither.

There are three approaches to taxing:
  • Standard Tax window:
    The two standard tax codes default to the document by customer or by division, according to the Rules as outlined in Tax Maintenance Overview.
    If the operator has role permission, the tax code tax codes can over-typed or selected from the drop-down list, if required.

    Note: The Tax Code NTX over-rides any other code at any level.

  • Enhanced Tax window:
    The taxes and exemptions to be applied are displayed as explained for Enhanced tax processing in Taxes and Exemptions.
    If the operator has role permission, the tax codes can deleted in the window and the exemptions can be modified as required.

  • Vertex Taxing:
    Because Vertex Tax Software calculates the tax amounts and allows for any exemptions, Tax Code 1 is always interpreted as Y and Tax Code 2 as NTX as the taxes are combined in the Tax 1 value.

This flag controls how this product detail prints on the document.
Select one of:
  • Select Y (Yes) to print this product detail on the document.
  • Select N (No) to prevent this product detail from printing on the document, however any extended amount and taxes are still included in the totals.
  • Select P (Hide Price) to print this product detail record, but not to print the Unit Price, Extended Price, or any Rental Rates on the product detail.
    The extended amount and taxes are still included in the totals.

The discount percentage displays.
This can be overridden, but the Discount Amount field cannot.
Enter a 10% discount as 10.00

Discount Security:

The ability to modify this field can be controlled by the 'Permit' flag set on Worksheet - Rental Discount, Detail for rentals, and Worksheet - Sale Discount, Detail for sales, in the Security Role Permissions for the role assigned to the operator.
Discount overrides on kit items in the Select Kit Items window are controlled by the separate 'Permit' flag set on Worksheet - Rental And Sale Kit %, Detail, and once a kit is accepted if there are kit defined discounts on an item the discount can no longer be adjusted.

Discount Exceeds your Allowable Limit:
This warning is triggered if the operator has been assigned a Security Role Permission with a cap on the Maximum Discount% for Rentals and/or Sales, and the percent manually entered as an over-ride, exceeds the defined limit.
The option to get over-ride approval from an operator with permission to assign this high a discount rate, is provided:
  • Click NO to abort the discount over-ride and to revert back to the previous discount value (even if the previous value exceeds operator maximum).
  • Click YES to trigger the Discount Authorization window for over-ride approval and operation verification.

Over-Ride Tracking:
If the discount percent is overridden, the override is automatically written to a report Print Override Report so that management will be aware of when discounts have been given by a counter clerk.
For tighter security, a password and a reason can be required in order change a discount.
Passwords may be setup to better control when rates are overridden.
If Reason Codes On Override has been activated in the Company Security Parameters the operator will be prompted for a reason code to explain why the rate was overridden as outlined in Prompt for Reason Code.
Enter the Reason code for the change in the rate or select it from the drop-down list.

Time-Based Discounts:
If the Reason for the discount is to give a Time-Based Discount, a window to specify the discount plan details is generated as outlined in Line Item Discounts.

No Discount On Lower Rate Over-Ride:
In the Divisional Miscellaneous Parameters a flag can be set to disallow the discount if the rental rate is over-ridden to less than the regular rental charge.
However the discount % can still be re-entered manually, if the lower discount is actually valid.
This does not apply to sales discounts.

Discount Not Allowed:
This warning is triggered if the operator or division is applying a valid Special Rate Code on this product and the flag on the Special Rate Code is not set to allow Rental Disc.

Customer Discount Programs:
Additional discount incentive programs can also be setup in Customer Discount Programs and assigned to preferred customers in Customer Information.
If a customer is not eligible for his Discount Program at the time an invoice is created, a warning will be triggered on the screen after the document header information is completed, to alert the operator.

Rental Product Class Discount Control:
A flag in the Rental Product Class can be set to control whether rental products in a specific class should not be given customer or standard discounts.
This flag is handled differently for Kit items to allow for package pricing as outlined in Kits, and does not apply to Time Based Discounts, or when a split billing invoice is generated.

The discount amount is calculated as the Unit Price multiplied by the Discount%.
This amount cannot be overridden.

Note: If changing the discount % does not yield the desired Extended Amount, set the discount percent to 0.00 and change the Unit Price to the desired amount.

The sort values used in the sorting sequence of the product details, are displayed in the third detail line as determined by the Document Sort Preference.

This field appears with the potential discount amount, only if the customer and product are eligible for a Trade Discount.

Trade Discount percents are setup in the customer record, and are given on equipment rentals only when the invoice is paid by the discount date established from the Terms code.
Specific Product Classes, and Rate Code levels can be flagged to disallow Trade Discounts.
Once the Trade Discount is disallowed on a product detail on a contract, reservation, or quotation, it will NOT be reinstated even if the restricting factor is changed. To re-instate a Trade Discount, the product detail line must be deleted and re-entered.

For more information on this discount feature refer to the Trade Discounts.

This Select Maintenance Rental Period Hours window is only triggered for non-bulk rentals to capture the actual rental usage for calculating when maintenance is due, if the Rental Product Class for the non-bulk product is flagged as 12 or 24 Hours in the Maintenance Rental Period field.

KITS and SSL Selection Windows:
Product selection windows for any Kits or SSLs that are associated with the rental or sales product are automatically generated.
Related items can be selected to be included on the document as outlined in Select Kit Items and Select Suggested Sales Items.
Availability Checking on Kit/SSL Items added to a Document:
The Kit/SSL Enforces Document Location Override Restrictions flag in the Company Security Parameters controls whether quantity overbooking is enforced when Kit or Suggested Sales List items are added to a document.

After the inventory selection list is completed, click the ACCEPT key and select one of the following options in the Confirmation window:

Confirmation Action Options:

Click ACCEPT to accept the action or CANCEL to abort.

Worksheet Header Information
Refer to Counter Worksheet Header for details on the completing the document header, and converting it to a Quotation, Reservation, or Contract.

Services and Totals Information
Refer to Contract Summary and Totals for details on the completing the services and payment details for the document.

Topic Keyword: RSRQ04
Converted from CHM to HTML with chm2web Pro 2.85 (unicode)