Rate Increase/Decrease Utility

System Maintenance Menu -> Configure System Settings -> Operations Tab -> Rental Rates & Pricing -> Special Rate Codes -> UPDATE button -> Rate Increase/Decrease Utility

This utility can be used to increase or decrease the existing Rental Rates or Meter Rates, on Standard or Special Product and Group Rates.
When rates are changed, they are rounded up to the nearest amount according to the defined rounding factor.

Note: This Rate Level update respects the Division Special Rates security defined for the operator in the Security Role Permissions.

After the process is finished, fine tune the rates on individual products in Rental Inventory or using Product Special Rates.
To check your work, print out the rates using Special Rates Report.

SPECIAL RATE LEVEL

Leave this field blank to update standard product rates, or enter the Special Rate level for the rate increase/decrease or select it from the Special Rates Search window.

If the operator has Security Role Permissions to update only Special Rates for his Division, the Special Rate Code as set in Division Parameters is displayed and cannot be changed.

Note: When updating Special Rates change one Special Rate Level at a time. Only the existing rates for the selected Special Rate Level will be changed.

REBUILD CURRENT WORKSHEET

Uncheck this box to return to an existing worksheet for this Rate Level, as outlined in View Rate Change Worksheet.

Check this box to delete any existing worksheet records for the selected Rate Level, either Standard Rates or the Special Rate Level, and to reselect the products to be updated.

Product/Group Selection for Worksheet:
To create a new worksheet for the selected Rate Level, use the filters to select the products and groups to be updated and the default rate change values, as follows:

GROUP, "ALL" OR "SEL"

To utilize the Product Group selection option choose one of the following:

• Type ALL to include all groups in the worksheet.
• To generate the list for a single Product Group, enter the group or select it from the Group Search window.
• Type SEL to select a range of Product Groups to include in the worksheet as outlined in Select Groups.

CLASS, "ALL" OR "SEL"

To utilize the Product Class selection option choose one of the following:

• Type ALL to include all classes in the worksheet.
• To generate the list for a single Product Class, enter the class or select it from the Product Class Search window.
• Type SEL to select a range of Product Classes to include in the report as outlined in Select Product Classes.

FROM PRODUCT#

Leave this field blank to include all products or type in the starting product number for the range, or select a starting product in the Inventory Search window.

TO PRODUCT#

Leave this field blank to include products or type in the ending product number for the range, or select a product in the window.

INCLUDE GROUP RATES

Check this box to include Groups on the worksheet in order to update the rates at the Group level.
Uncheck this box to exclude Groups from the worksheet.

INCLUDE PRODUCT RATES

Check this box to include products on the worksheet in order to update the rates at the individual product level.
Uncheck this box to exclude products from the worksheet.

INCREASE/DECREASE %

Enter the default rate percent to increase or decrease the rates for each product or Group.
Enter a negative sign with the percent if the rate is supposed to be decreased.

This becomes the default in the worksheet where the rate for specific products or Groups can be changed as required before processing.

INCREASE/DECREASE $

Enter the default dollar amount to increase or decrease the rates for this same amount at each level in the rate structure of each product or Group.
Enter a negative sign with the dollar value if the rate is supposed to be decreased.

This becomes the default in the worksheet where the rate for specific products or Groups can be changed as required before processing.

ROUNDING FACTOR

Leave this field with zeros if no rounding is required or enter the value that the should be used to round up the new rates increase/decrease for each product or Group.

This becomes the default in the worksheet that can be changed for specific products or Groups before processing.
e.g. Enter .50 to round up to the nearest 50 cents, or for the nearest dollar, enter 1.00

Finished?

Click ACCEPT to generate the new rate worksheet for this Rate Level, or click CANCEL to abort.

VIEW RATE CHANGE WORKSHEET

A window is provided to view and modify any rate records on an existing worksheet for this Rate Level.
Only the Change% and the Round To values can be adjusted for any Product or Group on the worksheet.

Worksheet Product/Group Rate Update Details:
The resulting worksheet lists the Products and Groups selected for this Rate Level, with the Type to indicate Product or Group, the Product or Group number, description, default rate change percent, and default round-up value.
The worksheet rate calculation fields can be modified as follows:

CHANGE %

The percent to update rates can be over-typed for any product or group.

If a Products or Group should not have a rate increase, blank out or enter zero for the rate in the Change % column, as records cannot be deleted.

CHANGE $

The dollar amount to update each rate can be over-typed for any product or group.

If a Products or Group should not have a rate increase, blank out or enter zero for the rate in the Change $ column, as records cannot be deleted.

ROUND TO

The rounding up factor can be over-typed for any product or group record.

Finished?

When all items have been assigned the correct values to use in the update click OK to exit the worksheet.

RATES TO BE CHANGED

Generally Rental Rates and Meter Rates are updated in separate runs in order to increase them at different percent rates.
Select one of the following update options:

• Click Rental Rates to only change equipment rental rates for the products and/or Groups per the worksheet.
• Click Meter Rates to only change meter rates and not the rental rates for the products and/or Groups per the worksheet.
• Click Rental and Meter to update both the rental and meter rates at the same percent rates for the products and/or Groups per the worksheet.

PRODUCT RATES TO BE CHANGED

This parameter does not apply to Groups listed on the worksheet.
Select one of the following classifications of product to update:

• Click All Products to change the rental and/or meter rates for all products per the worksheet.
• Click Non-Bulk Products to only change rental and/or meter rates for Non-Bulk rental equipment on the worksheet.
• Click Bulk Products to update only the bulk rental products listed on the worksheet.

NON-BULK OWNING DIVISION

This field applies only to Non-bulk rental items, and provides the ability to only update rates on equipment belonging to a specific division as defined on the Asset Tag.

Type ALL to update the non-bulk rental equipment regardless of the Owning Division on the Fixed Asset Tag, or enter a specific Division, or select one from the drop-down list.

EFFECTIVE DATE FOR INCREASE

Accept today's date if the rate change should take place immediately, or enter the date when the new rates are to apply.

If a future date is entered, this effective date and the new rates can be viewed in the rate records in expand mode.
At this effective date, the new rates replace the expired rates in the rate file, and any Contracts, Quotations, Reservations, etc., using the rate or special rate and with a date out that is later than this date will be billed at the new rate.

If any future dated rates exist for the product in either the meter or rental rate structure, an error report will be generated and the existing future dated rates must be cleared in order to process the new rate information.

Note: When a future date is entered for the Effective Date for Increase, the program RSRF16A should be included to run daily from the Automatic Job Scheduling to ensure that the new rates update the "old" rates as of that future date.

Finished?

Click the ACCEPT button to begin the update, or CANCEL to abort and save the worksheet.

UPDATE CONFIRMATION Screen:

If the Rate Update selection has been accepted, confirmation is required as rate update changes can NOT be reversed easily.

Click NO to abort the update process. No changes will be applied.
Click YES to continue with the rate update.

Be advised that once executed, this operation cannot be undone.
Hence, prior to running this request, verify in the play environment that the results obtained from running this operation are as expected.

Note: The rate information for rental products on invoices that originate from a source contract reflect the rates defined on the contract.
The rate information for rental products that is printed on posted Miscellaneous Invoices that are re-printed from History in Print Invoices reflects the rates that are captured at the time the invoice is posted in the Daily Close 2: Generate Postings.
This means that when rates are changed any unposted Miscellaneous Invoices in Current status for these products will not print the correct rates per the rental invoice, instead they will print the new updated rates as of the time of posting the invoice.

Errors:
This Information/Error Messages report is generated if there are any existing future dated rental or meter rates for any product or Group in the update queue.
The problem products are listed with existing Effective By dates.
After acknowledging this information screen, the option is provided to clear any current rate increases before the rate update process can be completed.

Click NO to abort the update process. No changes will be applied.
Click YES to clear existing Effective By dates and continue. Confirmation is required, as deleted increase records cannot be recovered.

CLEAR WORKSHEET CONFIRMATION Screen:

Once the rates have been updated, the option to save the worksheet is provided.
This may be useful if the same product list could be used again with different rates for a different update.
e.g. different Owning Division, or product classification, or meter versus rental rate classification

Click YES to save the worksheet for re-use.
Click NO to delete the worksheet now that it has been processed.

ACTIONS:
Additional actions provided by buttons on the Update Rate Utility screen include:

• Save a Worksheet:
  Click the SAVE button to save a list of the products and Groups with the rate change information on the worksheet, without completing the updates to the product and group rates.