Exchanging Items  

Sometimes, a customer will need to bring back an item because of a problem and exchange it for another. Instead of having to go through the trouble of removing the item from the contract and then adding another item, the user can simply exchange the item in one step.

The standard exchange of a serialized item is very straightforward. While modifying a contract, right-click the item and choose “exchange item” from the pull-down list. Next, select the replacement item. To exchange similar items on a contract (not under the same header), you must assign a group to all like exchangeable items.

Assigning a Group to Item Records

1.  From the Item File in File Maintenance, type something in the Group field for an individual item. The example below shows the word LIFT entered for a 26' scissor lift. The LIFT group has now been created. LIFT will need to be assigned in the group field for all items offered in exchange.
   
   
   
2. Once the groups have been assigned, items in that group can be exchanged on a contract. To do that, modify the contract and right-click the item being replaced, and select “Exchange Item”.
   
   
   
3. You'll be asked if you want to exchange the item. Press yes, if you'd like to continue. 
    
   
   
4. A list of the serialized items to choose from will appear. Click on the item to be used as a substitution. If none are available, click the “Cancel” button.
   
   
   
5. If the rate structure is different, you can use the rate structure of the original item.
   
   
   
   
6. For SQL users, the applicable hours/percentage of the rental rate will be assigned to each item for utilization purposes. The due date of the original item will be the outdate of the replacement item. Users will not be able to line-item bill any items exchanged. Partial returns will only be allowed on exchanged item lines with a quantity of one. For JET users, the entire value of the rental will be given to the exchanged value, and nothing attributed to the original item.