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Calendar Maintenance
Calendar Maintenance defines opening and closing times, the days you will be closed, accounting periods, and items called Roll time and Roll due. The “Roll” information is used to define overnight and over-holiday policies. You can set these by going to Configuration > System Configurations > Calendar Maintenance.
Topics included in this article
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How to Get There
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Calendar Maintenance
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How Does the Calendar Affect Roll Time?
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Setting up your Normal Work Week
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Special Days | Defining Holidays and End of Month/Quarter/Year
How to Get There
Elite: Gear Icon > Under Core Options, App Configurations > System Configurations > Calendar Maintenance
Expert: Configuration > System Configurations > Calendar Maintenance
Calendar Maintenance
The Calendar Maintenance program must be run periodically to define your holiday dates and partial day hours. It is important to generate new calendar periods at least once a year to redefine your holidays. Follow the steps below to generate new calendar periods:
- To do so, open Calendar Maintenance and press OK.
- Select Generate Periods in the Special Days screen. If you have the multi-store version, be sure to generate periods for each store, as each one has its own Calendar Maintenance program. Please note that by clicking this button, all "special days” will be deleted, and the program will automatically define the normal end-of-month, end-of-quarter, and end-of-year “special” dates for the current year and the next year. An updated list of “special” dates will then be displayed. In a multi-store system, no special days, such as the end of the month or year, are defined at remote stores. Those “special days” are only defined at store #1.
WARNING—Calendar range exceeded!
The system will notify you when your Calendar has expired. You will receive the message “—WARNING—Calendar range exceeded!” appear when writing a reservation. This message appears because the reservation date exceeds the presently defined dates in Calendar Maintenance. The program will assume that your store will be open as defined in your “normal work week.” To redefine the calendar dates, open Calendar Maintenance and press OK. Next, select Generate Periods in the Special Days screen. If you have the multi-store version, be sure to generate periods for each store, as each one has its own Calendar Maintenance program.
How Does the Calendar Affect Roll Time?
Anytime an item is rented for a specific time, the program projects ahead to determine if the store will be open. If the store is not open, the program will choose an open date and time for the item to be due. This program will choose a date and time using the Roll time and Roll due information entered in Calendar Maintenance.
Here are a few examples of how the Roll time and Roll due impact item due dates.
Suppose you are open Saturday from 7:00 a.m. to 6:00 p.m. and closed Sunday. If the roll time for Sunday in your calendar is 4:00 p.m. and the roll due time for Monday is 8:00 a.m., what happens if someone rents a trencher for one day (24 hours) at 4:15 p.m. on Saturday?
Given this information, the trencher would be “due in” at 8:00 am on Monday for your 24-hour rate. The logic is that the trencher is due at 4:15 pm on Sunday, but you’re closed then. Based on this situation, the program must determine if the trencher is due at closing on Saturday or at the roll due time on Monday. In this example, the item is due at the "Roll due" time of 8:00 am on Monday because 4:15 pm on Sunday is after the Sunday roll time of 4:00 pm. Using these same calendar parameters, if the trencher was rented at 11:00 am on Saturday for the one-day (24 hours) rate, it would be due back at 6:00 pm (closing time) because the trencher is due back at 11:00 am on Sunday, which is before Sunday’s roll time of 4:00 pm; therefore, the due date would roll back to closing on Saturday.
Setting up your Normal Work Week
- Open Calendar Maintenance.
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Elite: Gear Icon > Under Core Options, App Configuration > System Configurations > Calendar Maintenance
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Expert: Configuration > System Configurations > Calendar Maintenance
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- After you enter the owner or manager’s level password, the normal work week for your store will be displayed. The open, close, roll, and roll due back times for a “normal” workweek are displayed. From this screen, you can set or update the normal open, close, roll due back, roll times, and end of the week. If you are closed on any day, check the “Closed” box under that day. You will still need to define the Roll time for the days you are closed.
- The OK button will save your changes and exit the normal workweek. The Cancel button cancels the changes and exits the normal workweek.
- After you make changes in Calendar Maintenance and click OK, the Special Days window will display. This allows you to set off days for holidays. You can also set your End of Month, Quarter, or Year. To learn more about this, scroll down to the section Special Days.
Calendar Term Definitions
| Open time | The time that the store opens for the day. |
| Roll due back | The time that an item will be due back if it was “Rolled” forward from a previous day. |
| Close time | The time that the store closes for the day. |
| Roll time |
The cut-off time to determine when items are due back. An item projected to be due back at or after this time will “roll” to the next open day. An item due back before this time will “roll” back to today’s Close time.
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| End of Week |
The day of the week is defined as the end of the week. The system uses this to clear the weekly totals during the end-of-day Totals. It is also used by the Time Clock report to define the default start and ending days of the pay period. |
Calendar Examples
Example 1: Open today, Open tomorrow (e.g. Monday through Friday)
The time that overnight rate begins (e.g. 4:00 pm)
Hours to charge for overnight (e.g. 3 hours)
Add the above numbers (e.g. 7:00 pm)
Example 2: Open today, Closed Tomorrow (e.g. Saturday)
The time that overnight rate begins (11:59 pm)
Hours to charge for overnight (N/A)
Add the above numbers (11:59 pm)
Example 3: Closed today, Open Tomorrow (e.g. Sunday)
The time that overnight rate begins (4:00 pm Saturday)
Hours to charge for overnight (24 hrs)
Add the above numbers (4:00 pm Sunday)
Special Days | Defining Holidays and End of Month/Quarter/Year
Special Days allows you to set off days for holidays, End of Month, Quarter, and Year.
⚠️IMPORTANT! The end-of-month, quarter, and year dates must be defined so the program will know when to end the various accounting periods and automatically generate the proper financial reports. These accounting periods will automatically be set up anytime you redefine your calendar based on your fiscal year-end as defined in parameters. The end-of-month, quarter, and year are only defined at store #1. The remote store's end of periods will follow the main store’s end of periods.
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Open Special Days. The “special days” are the end of accounting periods, and any days that your open and/or close times differ from your normal workweeks, such as Thanksgiving or Christmas. The end of accounting periods is defined as M- end of Month, Q – end of Quarter, and Y – end of Year.
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Elite: Gear Icon > Under Core Options, App Configuration > System Configurations > Calendar Maintenance > Press OK
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Expert: Configuration > System Configurations > Calendar Maintenance > Press OK
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- To add a holiday, click on Add Date. Enter the date to be added and the open time, roll due, close time, and roll time. If you are closed on this date, checkmark the Closed box. Also, checkmark any end-of-period options for this date. Be especially careful if you are defining a date that you will be closed on (i.e., holiday) that falls at the end of the month, quarter, or year because you will have to define the previous business day as the end of that period.
- Press OK.