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Set Special Rates
Overview
You can set a special rate at different levels throughout the software including item, customer, contract, and venue (job site).
Topics in the article include:
- Setting special rates at the item record level
- Setting special rates at the customer level
- Setting special rates at the contract level
- Setting special rates at the venue site (job site) level
Setting special rates at the item record level
1. In Expert, go to Program Menu > File Maintenance > Item File > Tools > Set Special Rates. In Elite, go to the Configuration Gear Icon > File Maintenance > Item File > Tools > Set Special Rates.
2. You will be able to add special rates for this item by clicking the Add button. For example, you can add a special rate for a specific customer who rents the item or for a store that rents out the item.
3. You can also modify an existing special rate by clicking on the line item.
4. You can define a special rate for an individual customer, for all customers that are assigned to a specific customer pricing type, or for a store. To do this, enter the new rates in the appropriate boxes. When adding a new special rate, the rates will default to the normal rates for the item. You can also define a discount dollar amount or a discount percentage amount. Normally, if you define a discount dollar amount or a discount percentage amount, you would set all the special prices to zero. In this way, the discount will be taken off the standard pricing for the item and not on the special rates. Here is a sample screen that would give 30% off to all customers with the customer pricing type SUBRENT:
Note: Customer pricing types can be set by going to Program Menu > Configuration > Customer Configuration > Customer Pricing Type.
To trigger a permanent special rate to move to the item record, make sure to complete the following steps:
1. Run by POR Task Runner > backup.bat
2. Special Rate Store must be '000' (All Stores).
3. Special Rate End Date cannot be set.
4. Special Rate Start Date must be on or before tomorrow's date. Since this routine generally runs after the store closes (9 pm), Point of Rental moves special rates with a date of tomorrow or earlier.
Setting special rates at the customer level
In Expert, go to Program Menu > File Maintenance > Customer File > Pricing Tab > Add Special Pricing. In Elite, go to the Configuration Gear Icon > File Maintenance > Customer File > Pricing Tab > Add Special Pricing.
Setting special rates at the contract level
Note: When writing a reservation, if the date falls after the beginning of a future special rate, the program will apply that special rate to the contract. From that point forward, that special rate will stay with the contract unless it is overridden manually. In Elite, any price change within the contract will be set as a special rate to prevent lines rerating when other elements that could affect them are modified/added. To remove the value for the item, apply a 100% discount percentage or discount amount for the entire line. Similarly, special rates are set for miscellaneous sales items and asset sales. A label within this modal will display what level of special rate (if any) has been set.
In Expert, go to Program Menu > Counter System > Modify Contract > Tools > Set Contract Price. In Elite, go to Transactions > Modify Contract > Tools > Set Contract Price.
Once in the Set Contract Price screen, you can set either the rental, sale, rental & sale, or total with tax amounts.
You can also enter a special rate for an item within the contract by right clicking on the line item or by double clicking on the Price, Total Price, Minimum, Daily, or Monthly columns.
Note for Elite: Ad hoc pricing can be set in the ‘Set Price’ section. When this price is set, it will persist for the lifetime of the contract. It will not carry over to the next invoice if the contract is continuation billed. It will not change when the line is modified. If the contract is cloned, it will follow the ‘yes’ or ‘no’ answer to the prompt about recomputing prices. A change in quantity will use the derived each price of the ad hoc price to update the price. Discounts can be set against ad hoc prices. Additionally, security in the transaction section of security allows the user to turn this ability on/off on a company, group, or employee level.
Setting special rates at the venue site (job site) level
In Expert, go to Program Menu > File Maintenance > Venue Site > Special Rates > Add. In Elite, go to Configuration Gear Icon > File Maintenance > Venue Site > Special Rates > Add.
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