Select Job Site

Select Job Site: This option will list all the Job Sites available to this customer. A Job Site can either be a General Job Site or a specific Job Site for this customer. All General Job Sites will be displayed with a gray background. The Job Site selection screen will look like the following:

image001_073_797x263

If you're on Elite, the search field returns information from both the description and the address field. Select the desired Job Site by clicking on the desired line. See the File Maintenance for a discussion of creating and modifying Job Sites.

Select Venue: If you have your overtime calculation set to Party Rate in the Parameters, you will see Select Venue. The Select Venue function operates just like the above mentioned Select Job Site.

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 on the Opening of a contract. Once the contract has been assigned a customer number you will need to use the normal methods.

Change to Reservation: This option will change a Quote to a Reservation. This option is only available when creating a Quote contract.

Change to Quote: This option will change a Reservation to a Quote. This option is only available when creating a Reservation contract.

Contract Information

Information on the screen is displayed in the Contract Information at the top and on three tabs (Items, Information, Delivery, Add Comments, Add Calls, Tasks, Notifications, Service, and Fulfillment).

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

Customer: The customer's name.

Contract #: The contract number. Note: This will be “NEW” when initially opening the contract since the number is assigned just prior to printing.

Status (Contract): The status of the contract.

OPEN = At least one rental item is Open 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 on the Opening of the contract. Once the contract has been assigned a contract number you will need to use the normal methods.

CLOSED = All rental items have been returned but the contract is not fully paid.

COMPLETED = All rental items have been returned and the contract is fully paid.

RESERVATION = Item(s) are not Open but are reserved for a future date/time.

ADJUSTMENT = A debit or credit contract.

QUOTE = A contract that defines the pricing for rental/sale items.

WORK ORDER = A contract to repair item(s) for a customer.

Rent: The TOTAL price of all rental items on the contract.

Sale: The TOTAL price of all the sale items on the contract.

Damage waiver amount: 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. Note: If a damage waiver is taxable in your area, a change to this field will also cause the Tax amount to change.

Other amounts: 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 Fee, or GST tax. The name of the item percentage charge can be set under Item Rates in Parameters.

Tax amount: The TOTAL tax amount for the contract. Note: If the “tax code” field in the customer’s record is set to non-taxable, the tax amount will be set to 0 when a contract is opened for that customer.

Total: The TOTAL of Rent, Sale, Damage Waiver, Other, and Tax.

Paid: The TOTAL amount(s) paid.

Due: The TOTAL amount of due excluding deposits.

Deposit: The TOTAL of all deposits being held for this contract.

Date/time out: The date and time out for this contract or, if this is a reservation, this is the Date/time anticipated to go out. The date must be entered in your standard date format. For North America, that is MM/DD/YY format, i.e., 04/28/08 for April 28, 2008. For the rest of the world, that would-be DD/MM/YY format, i.e., 28/04/08 would be entered. You may also enter TODAY and the system will enter the current date. SUN, MON, TUE, WED, THU, FRI, and SAT may also be used. If today is Monday, June 9, 2008, and FRI is entered then the system will automatically enter 06/13/08 into this field. A week from Friday can be entered using NFRI convention where N means next. NNFRI also works for two weeks from Friday. If you enter a date and/or time that your store is closed, a warning message will be displayed and you’ll be allowed to re-enter. Another option with the calendar displayed is to click on the date you want with the left mouse button.

Show Zero Priced Items – With this option checked all items with 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 each item on the contract will be checked for overbooking conflicts. Since overhead can be substantial on larger contracts, uncheck this box when making modifications.

Company Overbooks – With this option checked, overbooks will be done for the entire company. With this option unchecked, overbooks will only be checked for this store.

Select Operation – This option will display the list of Transaction Operations you created under Configuration on the Program Menu.

Delivery/Pickup Check Boxes: If either of these boxes is checked, you will be prompted to enter a Delivery or Pickup time and date. Note: The time and date fields are located at the top of the screen. Contracts that are to be delivered or picked up are displayed to aid in determining if there are sufficient delivery or pickup resources available. A screen like the following will be displayed. A delivery time can be typed in or selected from the drop-down list. The predefined delivery time windows can be set up under Configuration; Delivery Time Windows. A delivery time of zero or “No Time” can be entered to show that no time has yet been set for this delivery/pickup. If you select for the contract to be delivered, it is assumed that the contract will also be picked up. The Pickup Date and Time will be displayed automatically. Note: If you do not schedule pickups at the time of opening the contract, check the box labeled “No pickup” next to the Pickup time box.

* Note - If the contract is delivered and you Sent Out on the day of the delivery, no question is asked and the contract out date and item due back dates are not changed. If the contract is delivered and you Send Out on a different date than expected, you will be asked if you want to start charging rent from today. If answered Yes, the contract out date and the item due back dates will be updated accordingly.

image002_062