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Modify Contract
How to get there: Program Menu > Counter System > Modify Contract
Allows you to modify (change) a quotation, work order, reservation, open contract, or closed contract. There are many reasons to modify contracts. For example, the customer may change their mind concerning quantities and even which items they want on the reservation. Or maybe a cash customer is late returning items and wants to extend their contract from a week to a month.
1. In the “Transaction Selection” screen you must enter the contract number or search for the contract by using any of the search options on the pull-down menu accessed by a mouse click on the “search by” box. Under Field Search, you can search a field for a certain word or phrase anywhere within the field. If you push ENTER the program will return to the Counter System Main Menu.
You can select any of the contracts by clicking on the contract number. If you click on the plus sign, then all the items on that contract will be displayed. If you click on the customer name, the customer record will be displayed.
Store to Display: This option allows the selection of only contracts for the desired store.
Status: These check boxes allow the selection of only contracts that have a certain status. Note: Some statuses will be unavailable when performing certain functions such as closed status will be unavailable when closing contracts.
Use Historical: In Jet, this option will show only historical contracts. In SQL, it will show both active and historical contracts.
Payment: These check boxes allow the selection of only contracts for Account and/or Cash customers.
Search: This button will perform the search of all contracts that meet the selection criteria based on the boxes checked.
* Note: Any amounts that are due from an Account customer will be displayed in green. Any amounts that are due on a closed contract for a cash customer will be displayed in red. For any contract marked for delivery or pickup, the contract status will be bold.
2. If the selected contact number cannot be found, you will be asked if you wish to retrieve the contract from the historical field. If you answer yes, the system will search for the contract. If found, the contract will be transferred into the active contract file where you can modify or reprint it. If you answer no to "Retrieve contract from historical file" you will be returned to the "Transaction Selection" screen.
3. If the selected contract number is found, the contract file record will be displayed for your verification. You may reject the contract in which case the program will return to the "Transaction Selection" screen.
4. If the contract has already been closed, you will be so informed and then you will be asked if you wish to continue.
Once you select an open contract, you will see the following:
There are several ways to modify an open contract. You can double click on the item you want to change to open a window box to make a change. You can make changes to (Key, Name, Status, Qty, Hours, Date Due, Time Due, Each Price Disc %, Sort, Delivery, Pick Up, Damage Waiver)
Example: Change to Qty – Double click on the qty box – enter a new qty in the enter value box to make your changes.
When modifying a contract, you can make changes to mostly any fields within the contract. One new feature added is the historical button under-delivery tab.
Modifications can also be affected by online items by right-clicking on them.
Partial Return - Gives the user the ability to close a partial quantity and split the line item into closed and open items
Asset Sales - Facilitates the sale of the rental asset on the contract
Breakage - Facilitates the sale of the rental asset on the contract due to loss or damage on the part of the customer. If a damage waiver has been paid, the option is given to use it to cover the cost of the damage rather than charging the customer.
Select Header - Allows users to put the header back on the contract. (For example, if a new serialized needs to be selected that is not an exchange.
Exchange Item - Item can be exchanged for another attached to the same header or assigned to the same group. Hours and pricing will be zeroed out on the original item and assigned to the second.
Close Item - Returns item into the inventory
Change Substatus - Allows the user to change operational substatus of an item
Change Hour Meter - Allows Operator to update the hour meter reading going out
Change Contract Link - Allows the user to link a related contract to this item
Set Special Rate - Allows the operator to override the default rates on the item if given security clearance
Show Qty By Store - Will show quantity owned and currently in each location for bulk items
Create Service Call - Creates a service call contract for the item selected from the contract. Option to modify location/contract info given. Populates contract number for the service call in the contract link field for the item.
Remove Item - Zeros out item quantity on the contract
Item Availability - Shows availability of the item in its current location
Category Availability - Shows availability of all of the items in the same category
Group Availability - Shows availability for all items in the same group
Package Availability - Shows availability for all items in the package
Show Other Contracts - Lists all other active contracts the item is currently on
View Item - Shows the item file
Line Item Comments - A comment can be added or modified for the item specific to this contract
Move-Item - Prompts to move the item to another line position
Select All Lines/Unselect All Lines - Takes this action on all items on the contract
-More specific items can be selected together by holding down the control key and clicking on the desired items
-Once all or a group of items have been selected, right clicking on one of the items will produce an additional menu
Delete Selected Items From Contract - Removes group of items together
Create Purchase Order for Selected Items - Creates Purchase Order from the contract for
Delivery Tab
Under the delivery tab, you can modify and make changes to the delivery address, delivery, and pickup trucks assigned, venue.
* Note - New historical button has been added, allowing you to select past delivery addresses.
Clicking on the Historical button will display past delivery addresses where you can select from.
Payment Screen:
Next, the Payment Options screen will be displayed. Under Modify Contract you may change payment and or deposit amounts.
| 1. | Rental/sale payment (refund) amount - you may specify a (-) amount limited to the amount previously paid or a positive amount up to the amount owed. The negative amount would be used to refund an amount paid on this contact, usually an amount applied in error. Note if the Setup parameter is set to force entry of payment amounts, you will be required to enter the payment amount if something is owned. | |
| 2. |
Rental/sale payment (refund) method - select any of the valid payment options for this customer. Again, you may be limited to certain codes. Note* To change a payment method that was previously rang-up incorrectly you must refund the full amount of the incorrect method then modify the contract a second time and ring it using the correct method. | |
| 3. | Deposit payment (refund) amount - may only be changed if the contract is Open. This is the amount collected or refunded on this transaction. Note If the Setup parameter is set to force entry of deposits, yo u will b required to enter a deposit amount when a contract is opened | |
| 4. | Deposit payment (refund) method - select any of the valid payment options for this customer Again, you may be limited to certain codes. | |
| 5. | Amount tendered - if anything is owed, you may enter the amount tendered. The change will be calculated and displayed. |
Return to: Returns the user to the screen they were in before they entered the contract. Ex: Day At a Glance, Customer Dashboard, etc.
Reprint Contract: Returns user to the print selection screen.
Modify Contract: Takes the user back into the contract in modify mode.
Clone Contract Header: Clones the customer and dates of a contract allowing the user to quickly and easily make a sister contract.
Create IRO: Ability to create an IRO right from the close of a contract.
Customer Dashboard: Takes the user to the dashboard for the contract’s customer.
Logistics Tickets: Allows the user to view, create, or modify full logistics tickets for this contract.