Data Management Tools | Rental Rate Adjustment

 This article explains how to adjust rental and sales prices using the Rental Rate Adjustment feature in the Database Management Tools module. It guides users through accessing this feature in both Expert and Elite versions, emphasizes performing changes in Training Mode first, and details how adjustments affect open contracts and reservations. The article also covers using CSV import/export for bulk price changes and provides step-by-step instructions for applying rate and sales price adjustments, including rounding options, effective dates, and contract handling preferences.

Topics in this article include

• Before You Begin

• Accessing the Training Database or Training Mode

• How to Get There

• Who can access Rental Rate Adjustment?

• How Will tems on a Contact be Affected?

• Rental Rate Adjustment  

• Sales Price Adjustment

• Filtering data by Importing and Exporting CSV Files

• Rouse Import

• Verification and Testing

Before You Begin

Before performing any rate adjustments:

• Work in the Training Database or Training Mode until changes are validated.

• Export current rates to a CSV as a backup reference.

• Ensure you have the correct permissions and a license for the Data Management Module.

• Verify that no users are actively working in the system to avoid update conflicts.

Accessing the Training Database or Training Mode

How to Get There

Expert - Program Menu > Database Management > Data Management Tools > #18 Rental Rate Adjustment

Elite - Left Menu > Tools > Database Management > Data Management Tools > #18 Rental Rate Adjustment

Who can access Rental Rate Adjustment?

You MUST have an owner's level password and a license for the Data Management Module.

How will Items on a Contract be Affected?

By default, items on the Reservation and Open contracts will be updated. However, before starting the updating process, you can check a box to "Hold Pricing on Reservations" or "Hold Pricing on Open Contracts" found in the Update section (as shown in the image below).

Using this tool will set a special rate on affected existing contract line items for those two contract types. This prevents the contracts from changing the rate if someone modifies the line. 

Rental Rate Adjustment

Follow the steps below to perform a rental rate adjustment.

1. Open Rental Rate Adjustment tool. Please note, you MUST have an owner's level password and a license for the Data Management Module.

   

   1. Expert - Program Menu > Database Management > Data Management Tools > #18 Rental Rate Adjustment

   2. Elite - Left Menu > Tools > Database Management > Data Management Tools > #18 Rental Rate Adjustment

        

       

2. Select Rental Adjustment under the Load section.

   
   
     

3. Enter Adjustment Values. Under Rental Adjustment, enter the rental price % change and the rental price round-off.

   
    
   

   Rental Price % Change

   This parameter defines the percent change being applied to your rental rates. It may be specified up to two decimal places. For example, 5.25 designates a 5 and ¼ percent increase. A negative number is used for prices to decrease. For example, -4.5 designates a 4 and ½ percent decrease.

   Rental Price Round-Off

   This parameter defines the round-off factor to be applied to the adjusted rental prices. For example, 0.50 causes all rental prices to be rounded off to the nearest 50 cents. ℹ️ If you round to the nearest dollar, items with low rental rates may round up/down in an undesirable fashion.   For example, suppose you rent plates for $0.35/day, $1.00/week, and $3.40/month and round to $1.00 with a 10% price increase, the rates will be $0.00/day, $1.00/week, and $4.00/month.

   
      

4. Choose Stores and Categories. Under Selection, choose the store and category or categories to schedule for the rate changes.

   
    
   

   Choosing all stores (as opposed to an individual store)	Selecting all stores will update the header record with the new price. Any record that does not have a header will also update with the new price.
   When choosing a specific store	When updating the price on the header record, a new store special rate will be created for the specific store in the header record special rates. If you have an item that does not have a header, a special rate will be added to the item file (the price on the item will not update).

    
      

5. Load Data. Click the Load Data button once selections have been made. A list of items will be displayed.
   
   
   

6. Check the box next to the items that will be changed. Double-clicking on ‘Select’ will check or uncheck all the boxes. 

    
   
   

7. Set Effective Date & Contract Handling Options. Within the Update section, you can tell the system when and on which transaction these prices will take effect. 

   
   
   

   Effective Date	This will allow you to choose the dates when the new rates will take effect.
   Permanent Price Change	This box is automatically checked. If this box is not checked, then it will create a Special Rate during that time.
   Hold Pricing on Current Reservation	With this box checked, pricing on future reservation line items will be set as a special rate. This will prevent the new book rate from affecting any reservations where the existing line item is modified. This box will only appear if the effective date selected is a future date.
   Hold Pricing on Open Contracts	With this box checked, pricing on existing line items will be set as a special rate.  This will prevent the new book rate from affecting any open contract where the existing line is modified.

8. Update Rates. After you confirm your choices, click on Update Rates.

9. A message will appear asking you to confirm that your new rates will begin immediately or at the set date that you chose. Note: The second rental rate change entered will override the first if you set up an additional rate change for the same item for the same start date/period.

   

Sales Price Adjustment

1. Open Rental Rate Adjustment. Please note, you MUST have an owner's level password and a license for the Data Management Module.
   
   

   • Expert - Program Menu > Database Management > Data Management Tools > #18 Rental Rate Adjustment

   • Elite - Left Menu > Tools > Database Management > Data Management Tools > #18 Rental Rate Adjustment
       

2. If you need to update your sales price, select Sales Adjustment under the Load field.
   
   
3. Under Sales Adjustment, enter the sell price % change and the sell price round off. Using the respective radio buttons, you can define if these changes will be reflected on the sell price, purchase price, or retail price. 
   
    
   

   Sell Price % change	This parameter defines the percent change to be applied to your sell prices. It may be specified up to two decimal places. For example, 5.25 designates a 5 and ¼ percent increase. A negative number is used for process decreases, for example, - 4.5 designates a 4 and ½ percent decrease.
   Sell Prices Round Off	This parameter defines the round-off factor to be applied to the adjusted sale prices. For example, 0.50 causes all sale prices to be rounded off to the nearest 50 cents.

   
     
4. Under Selection, choose the store and category or categories to schedule for the rate changes. You can also enter a customer number if you want to change the price for an individual customer.
   
    
   

   Choosing all stores (as opposed to an individual store)	Selecting all stores will update the header record with the new price. Any record that does not have a header will also update with the new price.
   When choosing a specific store	When updating the price on the header record, a new store special rate will be created for the specific store in the header record special rates. If you have an item that does not have a header, a special rate will be added to the item file (the price on the item will not update).

   
   
   
5. Click the Load Data button once selections have been made. A list of items will be displayed.
   
   
   
6. Check the box next to the items that will be changed. Double-clicking on ‘Select’ will check or uncheck all the boxes.
   
   
   
7. Within the Update section, you can tell the system when and on which transaction these prices will take effect. 
   
    
   

   Effective Date	This will allow you to choose the dates when the new rates will take effect.
   Permanent Price Change	This box is automatically checked. If this box is not checked, then it will create a Special Rate during that time.
   Hold Pricing on Current Reservation	With this box checked, pricing on future reservation line items will be set as a special rate. This will prevent the new book rate from affecting any reservations where the existing line item is modified. This box will only appear if the effective date selected is a future date.
   Hold Pricing on Open Contracts	With this box checked, pricing on existing line items will be set as a special rate.  This will prevent the new book rate from affecting any open contract where the existing line is modified.

   
   
   
8.  After you confirm everything, click on Update Rates.  
9. A message will appear asking you to confirm that your new rates will begin immediately or on your chosen date.
   ℹ️ If you set up an additional rate change for the same time period the second sales rate change entered will override the first.
   

Filtering Data by Importing and Exporting CSV Files
 

Rates can also be adjusted through an import/export feature that is also available. You can filter the data you want to adjust and then export it to a spreadsheet.

   

The rates can be manipulated in a spreadsheet and then saved. Once you select “Import CSV,” you will be given a list to choose from.

Once loaded, specify when the price change should occur and click Update Rates.

Rouse Import

The Rouse Import allows users to update their book rates on their rental items based on the Rate Average rate from Rouse.  The structure around updating these works as it does with with the rental rate adjustment, only the rouse rate average is used rather than a percentage.  Users must be using the Rouse Rate Integration to take advantage of this feature.

Verification and Testing

After updating rates, verify changes before applying to live data:

• Perform a test reservation, quote, or contract in Training Mode or Training Database.

• Ensure the new rates appear correctly on:

  • Customer Portal (Elite)

  • Quotes

  • Reservations

  • Open Contracts

  • Invoices

  • Reports

• Confirm rounding behavior matches expectations.

• Review selected categories and stores to ensure updates are applied to the correct items.