Send Out Reservation

 This selection is used when rental and/or sales items are to be modified. From Program Menu, click on Counter System, Modify Contract

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, all the items on that contract will be displayed. The customer record will be displayed if you click on the customer name. Any amounts due from an Account customer will be displayed in green. Any amounts that are due on a closed contract will be displayed in red. By clicking the “Show All Items” all the items on the contract will be displayed rather than just the first item.

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.

1.  The contract will be shown on the screen. Next, you will be asked if the reservation is going out (Yes or No). You must type “YES” or “NO” to continue. If you type “NO” you will be returned to the Main Menu. If you type yes, then those items will be taken out of inventory and the contract status will be changed to open

2.  Refer to an OPEN contract starting with step 5 for the remaining steps.

***Special Note***

Reservations can be sent out before the actual delivery day. While we DO NOT recommend this, we understand it is sometimes necessary. Below are the rules for how the Rental Out Date and the Delivery Date are affected.

No date/time changes are made when the Delivery Date & Date Out/Event Date are on the current day.

When the Date Out is tomorrow and your default rate code is Party Formula, no date/time change is made.

When the Date Out is tomorrow and after 3 pm today and your default rate code is NOT Party Formula, no date/time change is made.

If a date change is made, the delivery date will be checked next.

If the Delivery Date is tomorrow and after 3 pm today and your default rate code is Party Formula, no delivery date/time change is made.

If the Delivery Date is tomorrow and your default rate code is NOT Party Formula, the delivery date/time will be updated.

Day at a Glance

Finding Reservations in DAG

• Follow the path below for your product:
  1. Expert: Program Menu > Counter System> select Day at a Glance.
  2. Elite: Left menu > Tools > Day at a Glance
     

Accessing Reservations 

• Select the Reservation tab.
  
  1. In Expert, you can right-click your mouse and select Send out Reservations or any of the contracts by clicking on the contract number.
  2. In Elite, click on the contract number. Once the contract appears, a menu will open by default. Press Send Out Reservation.
     

Viewing Items on the Contract 

• If you click the plus sign, all the items on that contract will be displayed. 
  
  
  
• Or you can select the Show Item Detail.
  
  

Quickly Viewing Reservation Balances (Color Coded)

• If the "Show Item Detail" box is left uncheck, you'll be able to view:
  • 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.
    
    
    
  • Any contracts marked for delivery or pick up will have their contract status will be in bold.
    
     

Sending out Reservations

1. Follow the instructions below for your product to send out reservations.
   1. In Expert, you can right-click your mouse and select Send out Reservations or click on the contract number to open any of the contracts.
      
        
   2. In Elite, click on the contract number. Once the contract appears, a menu will open by default. Press Send Out Reservation.
      
      
      
2. You will receive a message asking if the customer data is ok. If you select yes, it will continue to the contract. If you select no, it will let you correct the information. You will receive a warning if it is a will-call reservation and the customer’s driver's license has expired.
   
   
    
3. This feature is only available for Elite and Expert users on versions 2025.13 and above. If you are not an Elite or Expert user or you're not on version 2025.13, skip to the next step.
   If you have customers with outstanding amounts on closed contracts or overdue items, you will receive a message alerting you when a reservation is submitted. This message will allow you to access the customer dashboard to review these contracts and resolve any issues before sending out additional items.
   
   
   
4. Once you enter the contract, you will receive a message asking, "Do you want the due back time to recalculate?" If you type yes, the items will be recalculated based on the due time. If you select no, it will not recalculate the time.
      
5. The status of the line item will change from reservation (yellow) to out (green), and the inventory items will be removed. If any money is due on the contract, you can proceed to the payment screen to make a payment.
   
   
6. You can find the reservation in the Open Items tab in Day at a Glance.