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Work Order Formats
Location: Program Menu > Configurations > System Configurations > Work Order Formats
Purpose: Allows you to change the look and feel of your contracts to accommodate business or customer requirements
Key Points. The following are some key points about Work Order Formats.
- Up to 20 different contract formats can be defined for use when printing, emailing, or faxing a contract.
- Default formats can be set based on contract status or delivery method (i.e. open, closed, reservation, email, fax, and more).
- Point-of-Rental Software can print the ENTIRE contract including backside legal, lines, and shading if desired. However, most people have the backside legal preprinted, and some preprint their logo and a watermark on the front of the contract.
- You can use any printing company or you can call Steve @ In-a-Bind for pre-printed forms. (800) 862-2463 He is familiar with the Point-of-Rental contract formats and will print them to our specifications. Note: All configuration settings are for the format Contract-Params unless specified.
Instructions:
1. Go to the Program Menu>Configuration>System Configurations>Work Order Formats.
•Click the edit button next to any formats that you want to edit.
Tip: It is recommended that you create a format called Test Format for testing so you can see what the different selections look like and how they affect the printed contract. As you make changes it is not necessary to exit POR to test the format. Go directly to a Counter System Menu and print a contract to see how your change has affected the contract. Once you are satisfied with your format edit the live format using those settings.
2. Give the format a description - This will be required. (This is what you will see on the print screen).
3. The file name should be Contract-Params. rpt. If you are creating a new format that did not exist before, simply click in the file name field and choose Contract-Params.
You will see five tabs labeled Header, Item Details, Detail Columns, Sections, and Footer.
View Format – Will allow you to view parameters for all contract formats.
Click on the links below for more information on the following Work Order Formats.
Work Order Format - Header
Work Order Format - Item Details Tab
Work Order Format - Sections
Footer
After you created your various formats you can set when a format is used. Go to Configuration/Parameters/Contracts. You will see a Formats Tab. From there you may select default formats for open, closed, reservation…etc. After setting up your defaults you can test them from the Counter System Menu.
Field Definitions
Header
Standard - Prints store name, address, phone and fax#, and website information in the upper left.
Logo-1x2 - Prints 2"w x 1"h logo in the upper left, with address, phone and fax#, and website information just to the right of the logo. The logo must be formatted in 2 x 1 size.
Pull Sheet - Prints minimal company info at the top, with larger customer name. Designed for pulling and staging reservations.
No Logo – 1x4 - This prints no company information in the upper left. It is designed for preprinted logo no bigger than 4"w x 1"h. In this format, your preprinted logo must have your address, phone, and web information included in it.
Use Invoice Format – No longer used for Contract Format Versions after Version 2010
Remit with Store - Prints store name, address, phone and fax#, and website information in the upper left. Also, prints store remit to address just to the right.
Logo - 1x4 - Prints on the contract a 4"w x 1"h logo instead of company information in the upper left. This REQUIRES you to incorporate your company information in the logo.
Logo - 1x4 Box - Different design than the others, that uses boxes for the store and customer information.
Logo - 1x4 Basic - Prints on the contract a 4"w x 1"h logo instead of company information in the upper left, with minimal contract information on the header.
No Logo – 1x2 - Allows 2"w x 1"h area in upper left for the preprinted logo. Note: This header does print company address, phone and fax#, and website information just to the right of the preprinted logo. This is designed for multi-store users that want all stores to have the same logo, but also print addresses at each store. Note: The box is an example of where you may preprint.
No Logo – 1x8 - Allows 4"w x 1"h area in upper left for the preprinted logo. Nothing will print at the top of the heading section.
Item Detail Columns (Same for rental and sales items)
Column 1
Nothing - Leaves field blank.
Item Qty - Prints qty of each item.
Columns 2, 4, 6, 7
Nothing - Leaves field blank.
Key - Prints Item Key.
Number - Prints Item Number.
Part Number - Prints Item Part Number.
Serial Number - Prints Item Serial Number.
Each Price - Prints Total Price Divided by Qty.
Discount Amount - Shows the discount amount for the line item.
Discount Percent - Shows discount percent for the line item.
Due Date Only - This shows only the date due, not the time for each item.
Date Time Due - Date and time due back for each item.
Total Price - Line item total price.
Delivery Boxes - Prints 2 boxes for you to check that items were loaded and delivered.
Pickup Boxes - Prints 2 boxes for you to check that items were picked up and unloaded.
List Box - Prints 1 box for you to use however you like.
Manufacturer - Item Manufacturer.
Vendor - Vendor 1 in the item record.
Model # - Item Model Number.
User-Defined 1 - User Defined 1 field.
User-Defined 2 - User Defined 2 fields.
Item Weight - Item Weight defined in the item record.
Item Setup Time - Item Setup Time defined in the item record.
Bin Location - Bin Location field in the item record.
Discount % /Each - Combo field that shows discount percent and each price.
Discount Amt /Each - Combo field that shows the discount amount and each price.
Replacement Cost - Replacement field is used if defined. If blank, then uses sell price.
Retail Savings - Retail Price minus the final price.
Extended Retail Price - Item Price as it is listed in the item record, before any price modifications or discounts.
Hours/Days/Weeks - Best for closed contracts. Shows total hours/days/weeks rented.
Each Retail Price - Retail Cost divided by item qty.
Item Description - Field right below item name in the item record. If used in Column 2, leave column 3 blank. Also, if there is no item description, it will use the item name.
TTL Discount - Shows discount if either or both discount amount or percent is used, based on Retail Cost.
Each Undiscounted – Each Price of the item before the discount, based on the price of the item on the contract. This is different from the effective discount because it discounts off what is shown on the screen, not the retail price of the item.
Extended Undiscounted – Same as above, just the total of the line item.
Purchase Case Qty – Case Quantity in the Options tab of the item.
Rental Case Qty - Rental Quantity in the Options tab of the item.
TTL Discount Amt – Complete discount of the line item, regardless of whether it’s an amount or a percent
Rental Date – From the date of the open to the date, the item closes
Rental Date/Time -- From the date of the open to the date the item closes with the time
Rental Period – From the date of the open to the date, the item closes
Rental Period W/Time – From the date of the open to the date the item closes with the time
Comments – Used for the Load Slip format
Column 3
Nothing
Item Name
Item Description
Column 5
Nothing
Status - Shows if the item is open, returned, on hold, reserved...etc.
Discount % - Shows discount percent for the line item.
Footers
Vertical Standard – This is the standard footer used for most contracts. Totals Rental/Sales/Delivery/Damage Waiver/Item Percentage. They due subtotals and amounts paid. This format works the same in Contract-ParamsLite
Horizontal Standard - This is the same information as Vertical Standard, just in a horizontal layout. This format works the same in Contract-ParamsLite
Horizontal 1 – This shows Retail amounts for rental and sales items, then figures a “Savings” amount. The rest of the totals is the same as the Horizontal Standard This format works the same in Contract-ParamsLite
Horizontal 2 - This shows Undiscounted amounts for rental and sales items, then figures a “Savings” amount. The rest of the totals is the same as the Horizontal Standard
Horizontal 3 - This shows Retail amounts for Everything in the totals section, including tax/subtotals and total amounts. This footer is good for showing to a 3rd party signing for the rental/sales items.
Horizontal 4 – This shows Undiscounted amounts for rental and sales items, then figures a “Savings” amount. The rest of the totals is the same as the Horizontal Standard Vertical.
Horizontal 5 - This shows Undiscounted amounts for Everything in the totals section, including tax/subtotals and total amounts. This footer is good for showing to a 3rd party signing for the rental/sales items.
Horizontal 6 - This shows Undiscounted amounts for Everything in the totals section, including tax/subtotals and total amounts. This footer is good for showing to a 3rd party signing for the rental/sales items.
Vertical 1 - This shows Retail amounts for rental and sales items, then figures a “Savings” amount. The rest of the totals is the same as Vertical Standard
Vertical 2 - This shows Retail amounts for Everything in the totals section, including tax/subtotals and total amounts. This footer is good for showing to a 3rd party signing for the rental/sales items.
Vertical 3 - This shows Retail amounts for Everything in the totals section, including tax/subtotals and total amounts. This footer is good for showing to a 3rd party signing for the rental/sales items.
Vertical 4 – This shows Undiscounted amounts for rental and sales items, then figures a “Savings” amount. The rest of the totals is the same as the Horizontal Standard Vertical.
Vertical 5 - This shows Undiscounted amounts for Everything in the totals section, including tax/subtotals and total amounts. This footer is good for showing to a 3rd party signing for the rental/sales items.
Vertical 6 - This shows Undiscounted amounts for Everything in the totals section, including tax/subtotals and total amounts. This footer is good for showing to a 3rd party signing for the rental/sales items