Inventory - Check All Overbooks

Check All Overbooks – This option checks all your inventory for overbooking situations. Any overbooks will be shown in another window in the top left hand of the screen. Items that are truly overbooked will have a red background. Items that are overbooked for the day, but not truly overbooked on an hourly basis will have a yellow background. The week that has an overbook situation will be shown with the quantity available each day of that week.  Left-clicking on any of the overbooked items will display that item in Item Availability. You can then check the overbook situation to see if it really is a problem. The Overbooked screen will look like the following:

            *Note: The overbook screen will now display each overbooked item as it finds them. You are also able to select the Esc key while it is running to stop it.

Start Date:  The system will check for all overbooks that occur within that week. You can change the starting date for checking overbooks by using the up and down arrows, manually entering the date, or double-clicking on the date for the calendar selection

Store to Display:  For multi-store operations, you can select the desired store to check for overbooks. You can also select All Stores to show all overbooks for your company. The company could have sufficient quantity for each reservation: however, you could have insufficient quantity located at a particular location to satisfy that store’s reservations. Therefore, you will need to run this report daily to see if you need to transfer inventory from one location to another. If you do, you should create a Transfer ticket to let your delivery person know.

1 week - Selecting this option will display all overbooks for one week from the start date.

4-week group - Selecting this option will display all overbooks grouped in four weeks from the start date.

4 weeks - Selecting this option, will display all overbook in a four-week period from the start date.

Refresh:  Overbooked items are checked in real-time when you click on the “check All Overbooks” option. Even if the overbooked screen is displayed, the screen will NOT be automatically updated so you would need to click on the Refresh button to refresh the overbooked screen for real-time information.

Print:  This button will print the Overbook screen to your report printer.

Create Sub-rental PO: You will get this option by right-clicking on any of the overbooked items. By selecting this option, you will create a pending Sub-rental Purchase Order for the selected item for the time period of the overbooking. You must select the Sub-rental Vendor for the sub-rental. If you do not know who it will be sub-rented from, you can click Cancel when the vendor is asked. When the Sub-rental PO is approved, the person must select a vendor at that time.  * Note: This option requires the Purchase Order Module.

Store Transfers: This function allows you to transfer rental and inventory items from one store to another store. This feature is only available with multi-store systems.

Transfer Now - Allows you to transfer immediately (with no paperwork. Items will move from one store's inventory into the others.

Future Transfer - This allows you to create a transfer contract to transfer the items at a future date. Once the contract is in an open status the items are removed from your inventory. When the receiving store closes the transfer contract in their store, it will add the inventory into their stock.

Sales Quantity Update:  When a sales item is selected it will give you the following options to update your inventory. (Count, Receive, Update Count Date, Transfer Quantity).

Count Items: Allows you to update the quantity on hand of an item.

Receive Items– Allows you to add inventory, update purchase price, and update purchase date.

Update Count Date – Allows you to put today’s date into the count date field for this item.

Transfer Quantity – This function allows you to transfer rental and inventory items from one store to another.

Order Items: This allows you to put this item on a purchase order from Item Availability.

Create Sub-rental: This option will open a new sub-rental contract with this item. Remember that it must use Counter System to write a new contract so you must be at the Enter Operator Id screen for this to function properly.  * Note: You must have at least 1 customer with a key that begins with SUBRENT – for a Sub-rental contract to be created.

Inventory Selection Screen

Item Availability can be viewed from the Inventory Selection screen. Right-click on the blue header key, select IA from the option box. You can move the column up or down by selecting the up and down arrow.

Once the box has been checked, select save, the new column will be displayed. You will see a PDF icon for each line item under the IA column. Click on the icon to display the item availability. You will be able to display the availability for each item individually. You can select the date to start and will run for seven days or you can select a date from the calendar. Check the month box will display the availability for a month. You also have the option of selecting all stores or individual store locations. Click on the by store box to display all stores at once.