Print Out Fields

The Print Out Fields are located under Configurations>System Configurations>Print Out Fields. These are the preset messages that appear on contracts, invoices, statements and purchase orders. There are certain messages that will print out depending on specific contract settings. For example, if they are paying damage waiver a message about damage waiver will print, whereas if they are not, a different message will print. There are also certain messages that will print out based on contract type: legalese for a work order vs legalese for a quote. Any of these messages can be modified by double clicking within the message field.

*Note-You cannot navigate to the next line within a specific message field by hitting ‘Enter’ or “tab’. These will simply take you out of the message. You will need hit ‘Cntrl+Enter’ to go to the next line within an message.

Different messages can be added for different stores. If you right click on one of the message fields you have the option to copy or delete. If you select ‘Copy’, it will ask you which store you would like to copy that message too. Type in the store number you want to copy it to. The message can be altered from there. Store 000 would be for all stores that do not have a defined message.

Contract:

Asset Sale Message- This is the message that appears on a contract when making an asset sale

Closed Contract Message/ Account- This is the message that appears when an Account Customers contract is closed

Closed Contract Message/Cash- This is the message that appears when a Cash Customers contract is closed

Contract Heading Message- This is the message that appears on the heading of a contract       

Credit Card Message-  This is the message that appears when a customer pays with a credit card. For this feature to work:

• Contract Format must be showing Payment Detail. 
• Credit Cards must be integrated. 
• Credit Card Copies must be set to 0. 
• Must have a credit card payment or deposit payment. 
• Payment must have been taken in the current day.          

**Will not print on Pull Sheets or Invoices.

Damage Waiver Accepted Message- This is the message that states the customer has accepted the Damage Waiver

Damage Waiver Declined Message- This is the message that states the customer has declined the Damage Waiver

Delivery Message- This is the message displayed when the contract is a delivery contract

General Contract Message- This is a general message that is displayed on a normal contract

Instruction Receipt- This is the message stating the customer has received his instructions, usually signed by customer

Invoice Message- This is the message stating the customer is to pay from this invoice

Legalese- This is the Legalese that appears on the bottom of a Normal Contract

Legalese for Quote- This is the Legalese that appears on the bottom of a Quote

Legalese for Reservation- This is the legalese that appears on the bottom of a Reservation

Legalese for Work Order- This is the legalese that appears on the of a Work Order

Load Slip Message - This is the message stating the Fuel Used: Checked Out By: Fuel Out: Meter In: Meter Out: Complete Return By: Mileage Out:

New Item Message- This is the message where new items added to the fleet would be mentioned

Optional Items Message- This is the message for optional items listed on a contract.

Pickup Message- This is the message that appears on the bottom of a pickup contract

Quote Message- This is the message that appears on the bottom of a quote contract

Reservation Message- This is the message that appears on the bottom of a reservation contract

Store Hours-  Enter in your Store Hours to have them displayed on contracts

Letters:

Signature- This is a signature message at the end of a letter

Purchase Orders:

Purchase Order General Message- This is the general message that appears on a purchase order

Receipt:

Receipt Message- This is the message that appears on the actual receipt, printed from the receipt printer (star printer)

Statement:

Balance Due Message- This is the message stating a balance is due on the statement

Bottom Message-  This is the message that appears at the bottom of a statement

New Item Message- This is the message where new items added to the fleet would be mentioned

Over 30 Days Message- This is the message stating the customer balance is over 30 days

Over 60 Days Message- This is the message stating the customer balance is over 60 days

Over 90 Days Message- This is the message stating the customer balance is over 90 days

Past Due Message- This is the past due message on a statement

Top Message – This is the message that appears on the top of a statement

Time Clock:

Time Clock Signature Message- This is the message that appears on the time sheet above the employee signature. * To make paragraphs appear as paragraphs in printout fields click CTRL+ Enter and it will create a line break

Edit System Letters

the Point-of-Rental System has many letters that can print throughout the system. Edit System Letters option allows you to modify these letters.

Customer Letters

New Customer Letter – This letter is printed automatically each time a new customer is added using the Counter System.  This letter can be used to introduce the company’s policies, procedures, hours of operation, etc. to the new customer.  This letter will not be printed for any customer that is added with an “?” in his record.  The “?” feature is usually used for phone-in orders. Also, the instruction printer must also be set up in printer selections for this to print.

New Account Letter – This letter is printed automatically each time a customer’s type is set to Account in File Maintenance.  This letter can be mailed to the customer.  It will have the customer’s name, address, and their credit limit.  In addition, you can add any other information such as payment terms and statement dates to the letter.

Tax Exempt Form – This form will print out each time a contract is marked as non-taxable in the Information tab of the Counter System.  This form would be whatever your state requires for tax exempt verification.

Transaction Letters

Payment Overdue – This is the letter that is printed under Accounting System, Dunning Letters for contracts that are closed but unpaid.

Reminder to Return – This is the letter that is printed under Accounting System, Dunning Letters for open contracts that are overdue.

Demand for Return – This is the letter that is printed under Accounting System, Dunning Letters for open items that are overdue.

Reservation Verify – This is the letter that is printed under Accounting System, Dunning Letters for new reservation contracts.  This letter would be sent after a reservation has been written to verify all the details of the reservation.

Reservation Reminder – This is the letter that is printed under Accounting System, Dunning Letters for reservation contracts.  This letter would normally be sent 1 to 2 weeks before the reservation date.

Bad Check Header

This letter is printed whenever a bad check is entered under Accounting System, Bad Check.  The header is printed after the customer’s name and address and before the paragraph describing the bad check.  This part of the Bad Check letter is usually not used.

Bad Check Footer

This letter is printed whenever a bad check is entered under Accounting System, Bad Check.  The footer is printed after the paragraph describing the bad check.

Instruction Header

This letter is printed as the separator page between item instruction files.  This letter would normally list your hours of operation, contact phone numbers, and overtime policies.

Instruction Footer 

This is printed at the end of the item instruction files.  This would normally have a sentence that says, “Call 555-1212 if you have any problems.”  This footer does not have to be setup.

Deposit Slip Header

This section would print after your company’s name and address and before the check detail on the deposit slip printed at end-of-day. This would normally include your bank name and account number.

Signature File

The Signature File is automatically printed at the bottom of most correspondence letters.  This would normally have “Sincerely, managers name”.  If you changed managers, you only need to change the signature file