Copy Special Rental Rates

This option can be used to copy all special rates from one Rate Level to another.
While copying the rates, the rates can also be raised. Then fine tune the rates on individual products using Product Special Rates.
To check rates, print out the rates using Special Rates Report.

Example Uses:

• Customer Special Rates:
  If a special rates structure is setup for one customer, and another customer should get the same deal, then this program can be used to quickly copy the rates to the special rate code assigned to the other customer.

• Division Special Rates:
  If your firm uses divisional rental rates (i.e. each division has its own rates), this option can be used to copy the rates, and then only those rates that are different need to be customized.

• Special Rates Updates:
  When preparing for a rate change for the Special Rates (i.e. changing some of last year's rates for the Sidewalk Sale customers), copy the Rate Level to a new code, update the rates on the new code, and then copy the rates back onto the old code.
  For example:

  • Copy Special Rate Level S - Sidewalk Sale to Special Rate Level N - New Rates
  • Fix the rates on Level N in Product Special Rates
  • Check rates for N in Special Rates Report
  • Copy them back to Rate Level S again when the new rates become effective.
    This utility can be used to update the new rates at your leisure. (Copy back to the old Rate Level code, since the customers still have this old code assigned to them in the Customer Information file.)

The prompts and filters to copy rates are:

FROM PRODUCT CLASS

Leave this field blank to include all classes, or enter the starting Product Class, or select one from the Product Class Search window.

TO PRODUCT CLASS

Leave this field blank to include all classes, or enter the ending Product Class, or select one from the window.

FROM PRODUCT GROUP

Leave this field blank to include all groups, or enter the starting Group, or select one from the Group Search window.

TO PRODUCT GROUP

Leave this field blank to include all groups, or enter the ending Group, or select one from the window.

FROM PRODUCT NUMBER

Leave this field blank to include all products, or enter a starting product #, or select one from the Inventory Search window.

TO PRODUCT NUMBER

Leave this field blank to include all products, or enter the ending product #, or select one from the window.

FROM RATE CODE

Leave this field blank to include all rate codes on the products, or enter a starting rate code to define the rate code range to be updated.

TO RATE CODE

Leave this field blank to include all rate codes on the products, or enter an ending rate code to define the rate code range to be updated.

e.g. FROM RATE CODE - 3 Daily, TO RATE CODE - 5 Monthly.
Only rate codes on the products matching this rate code range (between 3 & 5) will be copied to the new Special Rate Level.

% INCREASE/DECREASE

To increase the rates while copying, type in the percentage applicable. Type in 20% as 20.00
For a decrease, use a negative. e.g. for a 10% reduction, use -10.00

RATE INCREASE TYPE

Select one of the following filters to determine the rates to be changed:

• Select Regular to apply the increase or decrease to only the current regular rates, and to leave new rates with effective dates unchanged.
• Select New to apply the increase or decrease to only the pending new rates defined by the effective dates, and to leave the regular rates unchanged.
• Select Both to apply the increase or decrease to both the regular rates and to any new rates with effective dates, that are copied to the special rate levels in this range.

RATE TYPE

Select one of the following filters to determine the rates to be changed:

• Select Rental if the increase or decrease is to only effect the product Rental rates.
• Select Meter if the increase or decrease is to only effect the Meter rates.
• Select Both if the increase or decrease is to only effect both the Rental rates and Meter rates.

ROUNDING FACTOR

Leave this field blank if no rounding applies, or type in the amount that should be used to round up the rate increase/decrease.
e.g. to round up to the nearest 50 cents, type .50 or for the nearest dollar, type 1.00

PRODUCT TYPE

Select one of the following filters to determine the rates to be changed:

• Select Bulk to copy only rates for the bulk items.
• Select Non-Bulk to copy only rates for single non-bulk products.
• Select All to copy rates for all products.

Note: All Group rates are still copied if the Include Group Rates box is checked.

NON-BULK OWNING DIVISION

Enter a specific division code, or "ALL" to include all divisions.
Only Non-Bulk rental items with Fixed Asset Tags assigned to this owning division are affected.

This field does not impact bulk products.

COPY FROM SPECIAL RATE LEVEL

Enter the Special Rate level to be used as the source for the copy, or select one from the Special Rate Level Search window.
Leave this field blank to copy from the standard rates (i.e. the rates on the products stored in Rental Inventory ).

COPY TO SPECIAL RATE LEVEL

Enter the target Special Rate level code to be copied to.
This code must already be setup in option Special Rate Levels.

INCLUDE GROUP RATES

Check this box to include rates on groups.
Uncheck this box to skip the group rates.

CLEAR DESTINATION FIRST

If the Copy To Special Rate Level process has been run before, then this Special Rate will have existing rates assigned to it.
This prompt controls whether existing rates are replaces or just added to.

Uncheck this box if rate codes already exist on the Copy To Rate Level, so that rates are only updated if a match is found between the Copy From Rate Level and the Copy To Rate Level, and any new rate codes are added if they don't already exist.
Note: If there is an extra rate code on the Copy To Rate Level, it will not be replaced or deleted.

Example: The existing Monthly Rate does not get replaced or deleted in the final result of the copying.
Also the existing Weekly rate gets changed from $25 to $30, and a new Day rate is added.

    COPY FROM (source)     COPY TO (target)       RESULT
    ---------              -------                ------
    1 - Spring Special     2 - Summer Special     2 - Summer Special
    Day   $10              _____                  Day    $10
    Week  $30              Week   $25             Week   $30
    _____                  Month  $90             Month  $90

Check this box to remove all existing rates for the Copy To target Rate Levels prior to copying the Copy From source Rate Levels, in order to completely replace the existing rates with the new rates.
(i.e. delete the old existing rates before replacing with the new rates).
This clear action respects the bulk, non-bulk, or all, Product Type selection.

CLEAR OWNING DIVISION ONLY

This prompt only applies to non-bulk rentals and if the destination or target rates are being cleared first.

Uncheck this box to clear all rates for all non-bulk items.
Check this box to clear only rates for non-bulk items whose tags are owned by the division defined in the Non-Bulk Owning Division field.

Finished?

Click ACCEPT to accept and update the rate information, or CANCEL to abort.