Items Tab

This article goes through the features of the Item Tab. Once the line items are displayed, you may make any necessary changes by entering the line number to be changed or by double-clicking on any field. If you enter by line number you must choose a column heading to be changed: Status, Quantity, Hours, Date due, Time due, Price, Discount Amount, Discount Percent, Order – Sort, Price Each, or Cancel. If you select Cancel you will be asked to select a line number again. Some changes can only be made if you modify or close a contract, NOT when opening a new one.

Note: A status is an option only if the line contains a rental item.

Topics in this article include
 

• Item Changes
• Closed Item
• Create Service Call
• Once a Contract is Created

Item Changes

Changes are made and interpreted as follows:

Line - The line number for a rental/sale item.

Key - The key field for the rental/sale item.

Name - The descriptive name of the rental/sale item.

Status (Line Item) - The definition of the status of each line item. Those status definitions are listed below. 
 

Changing the status is not allowed when opening a contract or for sales items. Otherwise, you may select “Open” or “Close”. “Open” would be used to reopen an item that had been previously “Returned” by mistake. “Close” would be used to indicate that a rental item has been returned.

You may also need to change the Hours column to correct the rental period. If you change the status of a metered item you will be asked to enter the current meter reading in tenths of an hour. If the status is in italics then the item is a non-taxable item.

Quantity - This is used to change the quantity of rented or sold items. This number must be the TOTAL quantity rented or sold. Most often it will be used to change the quantity of sales items. For example, if someone bought 10 sanding belts and later returned 2 of them, you would change the quantity to 8.  When opening a contract, you may set the quantity to 0 to cancel an item. The quantity of a rental item may not be changed if the item has been returned. When modifying or closing a contract, you may change the quantity of an open item, but you must be aware of the following restrictions:
 

a. If the item has a standard fuel charge and/or deposit, these will not be re-computed when you change the quantity. However, you may change them manually (see below).

b. The “times out” and “hours out” fields in the item record may not be updated correctly because they are dependent on the quantity.

c. The price will be re-computed using the new quantity. The rental period and due back date/time will remain the same. You must change these manually if desired.

d. It is possible to change the quantity to 0. This should only be used if you wish to cancel a line item that was rented out by mistake.

Note: The ability to change the quantity of a rental item is intended ONLY for correcting mistakes on the original contract. DO NOT use it as a substitute for closing line items. If you wish to give a full refund on an item, the proper procedure is to close the item to return it to inventory then override the price to 0.

Hours - Can only be changed for rental items. You will be asked for the rental time in the format xM,xW,xD,xH. You may also specify nO or nC to override the due back time. If the item is closed, you may specify the time period to the minute by using the format x:yH where x is the number of hours and y is the number of minutes. For example, 1W,2D,3:45H means 1 week plus 2 days plus 3 hours and 45 minutes.

Date Due - You will be asked for the new due back date and time. Only permitted for rental items. If you change this to a date or time your store is closed, you will be warned and allowed to re-enter. 
 

Note: Changing the due date does NOT update the price of a rental item! To automatically update the due date and the price, change the hours!

Time Due - You will be asked for the new due back time. Only permitted for rental items. If you change this to a time your store is closed, you will be warned and allowed to re-enter.
 

Note: Changing due time does NOT update the price of a rental item! To automatically update the due time and the price, change the hours!

Price - You will be asked for the new price, the default is the current price. Not allowed if the quantity has been changed to 0. If the price is in bold, then a special rate has been defined for this item. To see or modify the special rate, right-click on the item. Then click “Show Special Rate” or “Set Special Rate”.

Discount Amount - You will be asked to enter the discount given for this line item. You can enter up to the line item price.

Discount Percent - You will be asked to enter the percent discount given for this line item. You can enter up to the maximum discount allowed for this store as set in parameters.

Sort Order - You can set the order in which the items print out on the laser-printed contract form.

By right-clicking on any of the line items, a menu will be displayed with the following menu options:

Asset Sales - This option is used to sell the item to the customer. If you select Asset Sales, you will be requested to enter the quantity being sold. Enter the correct quantity. A new line item will be added to the end of the contract selling the items to the customer. 
 

Note: Asset Sales and Breakage accomplish the same task.

Breakage - This option is used if the customer breaks some of the items. If the customer broke some wine glasses, then right-click on the item and left-click on Breakage. You will then be requested to enter the broken quantity. Enter the correct quantity. A new line item will be added to the end of the contract selling the broken items to the customer. 
 

Note: Asset Sales and Breakage accomplish the same task.

Closed Item

Change Substatus - This option allows the Transaction Item Substatus to be changed.

Set Special Rate - This option allows you to set a different rate structure for this item on this contract only. You can set a minimum, daily, weekly, and monthly rate. The rates entered into the item record will be the default rates. Any of the rates can be raised or lowered from the standard rate. The entry screen like the following will be displayed.
 

Create Service Call

Remove Item - This option will remove the item from the contract. If the item was just added, the item will be completely removed from the contract. If the item was added previously, the quantity of the item will be changed to zero. 

Item Availability - This option will show the availability of this item for each day of the week.

Show Other Contracts - This option will show any other contracts that this item is on.

View Item - This option displays the item record.

Line Item Comments - This option allows for one line of comments to be entered for the line item.  These comments will be printed on the contract directly below the item.

Move-Item - This option allows you to move a line item up or down on the contract.

 

Once Contract is Created

By right-clicking on any of the line items, a menu will be displayed with the following menu options. This is the same as above with the following additions:

Partial Return - This option allows you to return a partial quantity of the items. If this is a sales item, then a new item will be created with a negative quantity. If this is a rental item, a new line item will be added with the quantity returned, and the original line item will be decreased by the quantity you enter.

Exchange Item - This option allows you to exchange one serialized item for another serialized item of the same kind. This option only functions on serialized items. If you want to exchange BOBCAT-B for BOBCAT-A, then right-click on BOBCAT-A and left-click on Exchange Items. When all the serialized bobcats are displayed, select BOBCAT-B. The system will close out BOBCAT-A and change the price to zero. Then BOBCAT-B will be added to the contract with the original information (hours, due date, price, etc.) of BOBCAT-A.

Select Serialized - This option is only available on rental header items (the key will be displayed in blue). A list of all the serialized items for this header will be displayed. Click on the desired serialized item. 
 

Note: If the header item has a quantity greater than one, then you will be continually asked to select a serialized item until the entire quantity has been selected.

Change Hour Meter - This option allows the hour meter reading to be viewed and/or changed. This is only available to Hour Meter Items. The input screen will look like the below example.
 

Note: If you have a Qualcomm GPS unit on your equipment, you will get the “Get GPS Hours” option. This option allows you to get the meter reading directly from the equipment.

Set Each Price - This option allows each price to be set for the line item. This price can be set to fractional cents.

Send Out Item - This option will take sales items out of inventory. This would be used when a customer picks up the sales items before the rental items have been picked up or delivered.

Pull Item - This option will take the sales items out of inventory. This is used for Internal Repair Orders and Customer Work Orders when the items are pulled from inventory and put on the equipment.

Order Item - This option will place a pending Purchase Order for this item. If a pending PO already exists for the vendor, this item will be added to the existing PO; otherwise, a new PO will be created.

Item Kit - This option will display the kit associated with this item. This would normally be used if you didn’t select the kit items, to begin with.

In the parameters, you can individually select when each option requires a password to change. Also in the parameters, you can set what level of a password is required to override or allow the change. An entry will be made into the Transaction Summary stating the operator number, contract number, and the password level that authorized the override. If the password level is entered that is not entitled to make the change, a warning message will be displayed and the change will not be allowed.

To add additional items to the contract, click the “Add Item” button. Optionally, you can add items by selecting line number one more than the number of line items currently on the contract. For example, if there are currently 5 line items on the contract and you select line # 6, you will be asked to enter items just like opening a normal contract except that you will also be able to sell a rental asset if desired. You can add up to a maximum of 200 line items.

Reorganizing line items - You can move line items up or down on the contract to get the items in whatever order you desire. Click on the item key you desire to move. Then click the Up or Down arrows just below the item list to move the item up or down on the contract until it reaches the desired location. 
 

Note: This option is not available if you are using the Sort field since the Sort field overrides the manual moving.

The following screen will be displayed if you select the Information tab.

To enter information into a field or make changes, you can enter the line # to be changed, from 0 through 10, or use the mouse. If you select 0 or push ESC you will be returned to the Items tab. 
 

Note: To change a check box item using the keyboard you must press the space bar.