New Contract



In this article, we are going to go over some information on creating a contract in the Expert and Elite programs. Repeat customers are the backbone of most party and general rental centers. In addition to account (charge) customers, the system is designed to automatically store biographical information on cash customers once their information has been entered.

Topics in this article include

• Getting there

• Contract Lifecycle

• New Contract Window

• Searching for a Customer

• Find Items to Add to the Contract

• After You Add an Item

• Contract Screen

• Details on other Tabs

• Payment Screen

Getting there

Expert

• Counter System > New Contract

Elite

• Left Menu > Transactions > New Contract
• Elite: Universal Search > Contract

Contract Lifecycle

The picture below is the lifecycle of a contract. When writing a contract, you can start with a quote, reservation, or start an open contract.

New Contract Window

Customer Related Contracts

Service-Related Contracts

Searching for a Customer

You can retrieve a customer by entering their info in any Search Key, which is either the Customer Key, Name, Driver's License, or their system-assigned number, in the Customer Lookup fields, followed by pressing ENTER. The customer may also be looked up through the Field Search by selecting the desired field and typing the search word in the “Containing” field, followed by pressing ENTER. 

If No Exact Match Is Found

The system displays the closest matches in alphanumeric order and offers:

Duplicate-Customer Protection

• The system blocks the creation of a new record if the Customer Key, Number, or Driver’s License matches an existing record.
   
• If a possible duplicate is detected, you’ll see:<br>“Customer Already Exists. Use Existing Customer?”
  • Yes → update the existing record.
  • No → two records will exist (discouraged).
     
• Editing a customer to a driver’s license number that’s already in use triggers a warning and allows you to merge the records.

Credit and Balance-Related Restrictions

Reservation Reminder

Point of Rental shows an alert for any existing reservation within three days of today’s date.

Find Items to Add to the Contract

After selecting a customer, the Inventory selection screen will appear. You can search for and select items to add to your contract here.

Quick Filters (toggle on/off)

Working in the Results List

Select an item from the results list. You can click the item or use the Arrow-keys + ENTER. To view more search results, press Show More at the bottom of the window. Press the "ESC" button on your keyboard to exit and return to the contract.

You can also right-click on any item to open a menu with options to get information about the item. 

After You Added an Item

1. Availability Check
   If the item isn’t available, you can still rent/sell it, overbook with a password, or place the customer on the wait-list (not for quotes).
    
2. Rental Items – Specify Time
   
   
   • Format: xH, xD, xW, xM (e.g., 4H, 1D, 1D,1O, 1D,3C).
     • For example; 4H means 4 hours, 1D means 1 day, 1W means 1 week, or 7D, or 168H
   • The system calculates due back. You may override with nO (roll-due) or nC (closing).
     
     • For example, a specification of 1D, 1O is interpreted as charging for one day, but forces the due back time to the next day at the roll due back time (see Calendar Maintenance). Entering 1D, 3C will charge for one day but have the item due back three days later at (C) closing.
3. Quantity
   • Rental/Return contracts: cannot exceed available qty.
   • Reservation: up to owned + sub-rented.
   • Enter 0 to cancel the item before saving.
      
4. Special Prompts
   • Misc. items: enter custom price/name. 
   • Metered items: enter current reading (tenths of an hour). You must use a decimal point.
   • Usage items: enter reading(s); The last average reading will be the default. Reading must be a whole number.
     • For example, a micrometer reading on a diamond blade of .572 will display 572. The average of the entered reading(s) will be displayed. A usage item will have two lines: a rental line for the rent and a sale line for the usage.

Header vs. Serialized Items

Scenario	What Happens
Header Item Chosen	You’re prompted to pick a specific serialized unit (on send-out for reservations; immediately on open contracts).
Serialized Item Chosen	That unit is placed on the contract; you return to the search list to add more items.

You can switch between header and serialized lines on a quote/reservation by modifying the contract and right-clicking the line.

Contract Screen

Now that a customer and items have been added to a contract, let's explore some key items.

Contract Function Keys

Tools

Set Credit Card - This allows you to enter and store customers' credit card information.

Change Contract Store - This allows you to change the contract's store location. You will see the new store location after the contract number.

Change Item Store - This allows you to change the store for items on a contract.

Add Asset Sale - This allows you to add an asset sale item to the contract.

Set Contract Price - This allows you to set the overprice for the contract. You can set by (Rental Amt, Sale Amt, Rental & Sale Amt, and Total with Tax). You also can reset the pricing back to either standard pricing or have the prices recomputed to today’s pricing.

Track Shipment - This allows you to track shipment orders that were placed.

Export to Spreadsheet - This will export items on a contract to an Excel spreadsheet.

Reports

Transaction Edit - This allows you to see all edits made to the contract. This will list the date, store, actions taken, operator, contract status, and payment method.

Related Contracts - This will list all the contracts that are associated with this contract such as any continued contract.

Print Instructions - This allows you to attach an instruction file to be printed out with the contract. See our uLearn Documentation for Item Instructions.

Posted to Totals - This exports the items on a contract to an Excel spreadsheet.

Payment History

Payment Report - This allows you to see payments taken on the contract and select how you would like to view payments either by rental/sale or by deposit. Payment History will display the date and operator who received the payment and the store location where the payment was taken, along with the customer's credit card information.

Actions

Create Reminder - This allows you to create a reminder for yourself or other employees.
 

Task Assigned - This allows you to assign a task to yourself or other employees.
 

Schedule Inspection - This allows you to schedule inspections for items that are on the contract. Please note this is only on Elite and SQL versions of Expert.

Select Job Site

Select Job Site - This allows you to select a job site for the contract. It will be added to the job site under the delivery tab.
 

Change Status
 

When opening a new contract, you can change the status of the contract by clicking on Change Status at the top of the contract processing screen. You can change the contract from a quote or reservation. If you get to the payment screen and then need to change the status just click the Back button to return to the contract processing screen. This is only an option at the opening of a contract. Once the contract has been assigned a customer number you will need to use the normal methods.

Add Part Item

Parts Lookup - This option allows you to search for parts from various manufacturers. See our uLearn documentation on Parts Lookup for more information.

Special Order - This option allows you to create a special-order item and place it on the contract.

Contact Information

Note: Depending on the type of rental item you are entering on the contract, different option screens will appear.
 

Descriptions of the fields displayed at the top of the screen are provided below. Fields displayed in blue fonts may be changed by double-clicking the left mouse button when the cursor is on the field. Fields displayed in black font are information only and may not be changed on the screen.

Customer - This is the customer's name.

Contract # - This is the contract number. This will be "NEW" when initially opening the contract since the number is assigned just prior to printing.

Status (Contract) - This is the status of the contract.

Open - This means that at least one rental item is out on the contract.

• When opening a new contract, you can change the status of the contract by clicking on Change Status at the top of the contract processing screen. You can change the contract to a quote or reservation. If you get to the payment screen and then need to change the status just click the back button to return to the contract processing screen. This is only an option at the opening of the contract. Once the contract has been assigned a contract number you will need to use the normal method.
   

Closed - This means that all rental items have been returned but the contract is not fully paid.

Completed - This means that all rental items have been returned and the contract is paid in full.

Reservation - This means that item(s) are not out but are reserved for a future date and time.

Adjustment - This is a debit or credit contract.

Quote - This is a contract that defines the pricing for rental/sale items.

Work Order - This is a contract to repair items for a customer.

Rent - This is the TOTAL price of all rental items on the contract.

Sale - This is the TOTAL price of all sale items on the contract.

Damage Waiver Amount - This is the TOTAL amount of damage waiver charges for the contract. To waive the damage waiver amount for this contract, uncheck the Dmg Wvr box. If the "no damage waiver" box is checked under the customer's record, the damage waiver box will be unchecked automatically each time a contract is opened for that customer. The name of "Damage Waiver" can be changed under Parameters. If the damage waiver is taxable in your area, a change to this field will also cause the Tax amount to change.

Other Amount - This is the TOTAL amount of "other" charges for the contract. This may include fuel charges, etc. depending upon how the database is set up.

Item Percentage - The Item Percentage amount is an optional charge. It can be used for State Road Tax, EPA Fees, or GST tax. The name of the item percentage charge can be set under Item Rates in Parameters.

Tax Amount - This the TOTAL tax amount for the contract. If the "tax code" field in the customer's record is set to non-taxable, the tax amount will be set to 0 when the contract is opened for that customer.

Total - This is the TOTAL of Rent, Sale Damage Waiver, Other Charges, and Tax.

Paid - This is the TOTAL amount(s) paid.

Due - This is the TOTAL amount due excluding deposits.

Deposit - This is the TOTAL of all deposits being held for this contract.

Date/Time Out - This is the date and time out for this contract, or if this is a reservation, this is the date and time the contract is anticipated to go out. The date must be entered in your standard date format.

Show Zero Priced Items - With this option checked all items with a zero price will be displayed on the screen. For larger contracts with component items such as tents, you will probably want this unchecked.

Display Overbooks - With this option checked, overbooks will be checked for the entire company. With the option unchecked, overbooks will only be checked for the selected store.

Select Operation - This option will display the list of Transaction Operations you created under your configuration’s settings.

Delivery/Pickup Check Boxes - If either of these boxes are checked, you will be prompted to enter a delivery or pickup time and date. If the delivery box is unchecked, it will be assumed the contract is a "Will Call" and the customer is picking the items up from your store.

Enter line to Change - This allows you to change the order of the line items on the contract. Select from the drop-down menu. You will be given the option to change (Status, Quantity, Hours, Date Due, Time Due, Price, Discount Amount, Discount Percentage, Order-Sort, Price Each, and Cancel).
 

Add Item - This allows you to add additional items to the contract.

Cancel - This allows you to cancel the whole contract and any edits that were made.

Ok - This allows you to move on to the Payment Screen and the Print Screen.

Contracts Tabs
 

In the contract, you will see different tabs that allow you to view different options and perform different functions.
 

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 change Status, Quantity, Hours, Date-due, Time Due, Price, Discount Amount, Discount Percentage, Order-Sort, Price Each, or Cancel.

Note: Status is only an option if the line contains rental items. If you select Cancel you will be asked to select a line number again. Some changes can only be made if you are modifying or closing a contract, NOT when opening a new contract. Changes are made and interpreted as follows:
 

Line - This is the line number for a rental/sale item.

Key - This is the key field for the rental/sale item.

Name - This is the descriptive name of the rental/sale items.

Status (Line Item) - This is the definition of the status of each line item.

Delivery - There is a delivery charge for the item (gray background).

Hold - The rental time has stopped (white background).

Labor - This is a labor item (gray background).

Out - This is an open rental item (green background).

Overbooked - This is a reserved rental item that is overbooked (red background).

Quoted - This is a quoted rental item (blue background).

Reserved - This is for reserved rental items (yellow background).

Reserved OK - This is for reserved rental items that have an adequate quantity (yellow background).

Returned - This is for a closed rental item (red background).

Selling - This is a sale item that is reserved and has not been sent out yet (gray background).

Sold - This is a sale item that has been added to an open contract and then pulled (gray background).

Sold Asset - This is a sold rental item (gray background).

Pulled - This is a sales item on a reservation that was pulled before the contract is sent out. Pulled status does not change to sold but these items are sold.

Changing the status is not allowed when opening a contract or from sales items. Otherwise, you may select “Open” or “Close”. Open would be used to reopen an item that had been previously returned by mistake. You may also need to change the Hours column to correct the rental period. Close would be used to indicate that a rental item has been returned. 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 the item is a non-taxable item.

Quantity - This is used to change the quantity of a rented or sold item. 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.

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 - This can only be changed for rental items. You will be asked for the rental time period in the format of 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 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, 2D4:45H means 1 week plus 2 days plus 4 hours and 45 minutes.

Due Date - You will be asked for the new due back date and time. This is 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. This is 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 the due date does NOT update the price of a rental item. To automatically update the due date and price, change the hours.
 

Price - You will be asked for the new price, the default is the current price. This is not allowed if the quantity has been changed to 0. If the price is in bold, the 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”.
 

For Elite: You will be asked to define the new price as a special rate, the default being the current price. Not allowed if the quantity has been changed to 0.
 

Purchase Price

When adding the column for the Purchase Price of the Items to the Contract View- the last purchase price for the company is what will be displayed. This is to help with consolidated buying decisions and the anticipated purchase price

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

For Elite: Double-clicking on this field will present the user with a box that allows them to enter a discount percentage, a discount amount, or enter a total price for the line which will then calculate the discount amount automatically.
 

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 the parameters.
 

For Elite: Double-clicking on this field will present the user with a box that allows them to enter a discount percentage, a discount amount, or enter a total price for the line which will then calculate the discount amount automatically.

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

When you right-click on a line item, the following menu will be displayed:

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.

Asset Sale - This option is used to sell the item to the customer. If you select Asset Sale, you will have requested to enter the quantity being sold. Enter the correct quantity. Asset Sale and Breakage accomplish the same thing.

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

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-A for Bobcat-B, then right-click on Bobcat-A and then left-click on Exchange Items. When all the serialized bobcat is displayed, select Bobcat-B. The system will close out Bobcat-A and change the price to zero.

Close Item - This will close out the line item on the contract, returning the item to inventory.

Change Substates - This option allows the Transaction Item Substates 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 rate, daily rate, weekly rate, and monthly rate. The rates entered into the time 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.
 

Show Qty by Store - This option will show you the quantity owned and out at each store location.

Create Service Call - This option will create a service call contract on the specified line item.

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 change to zero.

Suggested Item - This option will show any items that have been added to the suggested items fields in file maintenance for this item.

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

Category Availability - This option will show the related item availability for each day of the week.

Group Availability - This option will show the related item available in the same group.

Package Availability - This option will show the availability of items making up the package of the item for each day of the week.

Show another Contract - This option will show any other contract that this item is on.

View Items - This option will show the file record of the item.

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 will allow you to move around the item line order. For example, The item was on line 3 and moved to line 5.

Select All Lines - This option allows you to select all lines on the contract.

Unselect All Lines - This option allows you to unselect all lines on the contract.

Break into Two Lines - This option allows you to take quantity from one line and break it out moving a particle amount to another line. This is handy if you need to group your items by set-up area. For example, 100 chairs can be broken down to 70 on line one and 30 on line two.

Details on other Tabs

For more information on the other tabs on the contract screen, click on the name of the tab below to see its uLearn documentation.

 Information Tab | Contract Process - Delivery Tab | Add Comments Tab | Add Call | Tasks | Notifications tab | Service Tab | Fulfillment tab (Contract tab)

Payment Screen

After you click OK you will be brought to the Payment Screen. Please see our other documentation on uLearn for more information.