Create/Update
Rental - Customer Information
Program/Screen: RAOUTT/RAOUTT20
Description:
Use this screen to enter or update the customer information specific to the rental contract. This information includes, but is not limited to, the estimated rental return date and time, sales representative, delivery charges, tax district, and delivery instructions.
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Navigation
This is the second or third screen for the Create/Update Rental program. Enter customer information specific to the rental contract. If you are entering a contract for a new cash customer, you can access the name and address fields; otherwise, they can only be viewed. From this screen, you can enter billing information, delivery instructions, and order comments, and you can access the Job Maintenance program.
Unique Create/Update Rental Screens
Reservation/Quote to Rental Selection
Create/Update Rental - Customer Information
Additional Customer Information
Create/Update Rental - Equipment Information
Additional Program Screens
International Information for Cash Customers
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Fields
Displays the unique number assigned to the customer.
Displays the amount of credit currently available to the customer. When the customer is over their credit limit, this amount displays as a negative number.
Displays the code for the currency to be used for the rental contract. Depending on your security settings, you might be able to change this field.
If applicable, this field displays the number of the customer to which the current customer is linked for credit exposure. When used in conjunction with control record CRPCRD, the system can be set to check the credit limit of all linked customers in addition to the individual customer's credit limit.
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Corporate Link Available Credit
If the Check corp credit limit field in the CRPCRD control record is set to Y, this amount represents the credit limit for the corporate master account.
Billing Information
The customer's name for billing purposes.
Line 1 of the customer's billing address.
Line 2 of the customer's billing address.
The city of the customer's billing address.
The state or province of the customer's billing address.
The postal code of the customer's billing address.
The customer's main billing phone number.
If the contract is for a cash customer, enter the customer's employer name and phone number.
If the contract is for a cash customer, enter the customer's date of birth.
If the contract is for a cash customer, enter the customer's social security number in this format: XXX-XX-XXXX.
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Shipping Information
The customer's name for shipping purposes. This is usually associated with the job attached to the rental contract.
Line 1 of the customer's shipping address. This is usually associated with the job attached to the rental contract.
Line 2 of the customer's shipping address. This is usually associated with the job attached to the rental contract.
The city of the customer's shipping address. This is usually associated with the job attached to the rental contract.
The state or province of the customer's shipping address. This is usually associated with the job attached to the rental contract.
The postal code of the customer's shipping address. This is usually associated with the job attached to the rental contract.
The customer's main shipping phone number.
The location and the number associated with the job you selected for the rental contract. You can override this information for a charge customer, and if you are entering a rental contract for a cash customer, you can enter information here that is not validated against the customer job file.
If a purchase order was entered in the selected job record, the number is displayed, but you can override it. Otherwise,you can enter the purchase order number for each rental contract. If the customer is set to require a purchase order number on transactions, you must enter a purchase order number.
If applicable, enter the sales representative you want to assign to this rental contract. If there is a sales representative assigned to the selected job, that representative's number displays, but it can be changed. If the selected job does not have a sales representative assigned, the information defaults from the customer master record, but it can be changed.
If the system is set up to allow split commissions, you can press F2 to access the Sales Representative Split Maintenance screen.
Enter the percentage of commission the sales representative should receive for this rental contract if it is different from his/her normal percentage. Sales representative commission percentages are set up in Sales Representative Maintenance.
Enter the county where the rental transaction occurs. This field is used by those locations who are subject to SMM (Special Mobile Machinery) tax.
County Code Maintenance in Cross Application Maintenance is used to define these counties and whether they charge SMM tax. Use control record CNTYRQ to make this a required field when creating a rental contract.
Enter the estimated date and time of the return of the equipment on the rental contract. If you do not know the date, you can enter a number of days in this field, and the system calculates the date. This information feeds the Availability Calendar.
If there is a territory assigned to the selected job, that territory number displays, but it can be changed. If the selected job does not have a territory assigned, the information defaults from the customer master record, but it can be changed.
Use control record TERRRQ to make this field mandatory. You can also use this control record to have the territory default from the sales representative.
This field displays based on settings in the USECOD control record. If that record is set to use the use code, and you are using the use code to set net rates, the label for this field is 'Net.'
If this field is 'Net,' and the value for Net means use book rates in the MANDSC control record is Y, you cannot change the rates on a manual contract.
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Specify whether to charge damage waiverInsurance coverage for physical damage to rented equipment. on this rental contract. This setting defaults from the customer master record, but it can be changed.
Enter the name of the person who placed the rental order.
Enter the name of the person who signed for the equipment. If equipment is delivered, you should update this field with the name of the person who signed for the equipment at the job site. This field can be set to mandatory in control record SIGREQ.
If
the User Auth Req field
for the customer or customer job is set to Y,
you can press F4
here to access a list of authorized users for the customer/customer
job, and you can select one of the users to populate this field.
Indicate if you are delivering the rented equipment to the customer job location. If Delivery is set to Y, the job or customer shipping information is used for tax purposes. If it's set to N, the tax information comes from the location creating invoices for this contract.
If the equipment is delivered, enter the name of the driver who will deliver it.
Enter the date of the equipment delivery.
The code that prints on the invoice when there are delivery charges. Press F4 in this field to find and select a specific shipper/carrier for the delivery. Once selected, the carrier's name replaces the Delivery Code in the field.
The amount you want to charge for delivery. This amount is billed to the customer at the time of the first invoice, which could be the first cycle bill or the first return.
Indicate if you will pick up the rented equipment at the customer job location.
If the equipment is picked up, enter the name of the driver who will pick it up.
The code that prints on the invoice where there are pickup charges. Press F4 in this field to find and select a specific shipper/carrier for the pickup. Once selected, the carrier's name replaces the Pickup Code in the field.
The amount you want to charge for pickup. This amount is billed to the customer based on the setting for the Bill Pickup Charges field on the F9-Billing Functions popup window.
Indicates whether to charge taxes on this rental contract for rental amounts. The settings default from the selected job, or from the customer master record if no job is selected.
Indicates whether to charge taxes on this rental contract for non-rental amounts (for sales items and miscellaneous charges). The settings default from the selected job, or from the customer master record if no job is selected.
The tax district code for this rental transaction. If you are integrated with a tax software package, the district may be based on the Delivery setting. If Delivery is set to Y, the customer or job shipping information is used for tax purposes. If it's set to N, the tax information comes from the location creating the invoice.
If the customer is tax exempt for resale reasons, enter their resale number. This should default from the customer master, but it can be changed.
If you operate within the European Union, this field displays the number from the customer's VAT (Value Added Tax) certificate.
Enter delivery instructions for the driver, or add to or update delivery instructions that came from the selected job. Use F7, F8, and F9 to toggle this area to display customer comments from the customer master record, authorized users, and delivery instructions respectively.
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Function Keys
|
Function Key |
Description |
|
F1 |
Help. Place your cursor in a field and press F1 to access online help for that field. Place your cursor outside of any field, and press F1 to access online help at the program level. |
|
F2 |
Split. Advance to the Sales Representative Split Maintenance screen. |
|
F3 |
Exit. Exit the page or program. |
|
F4 |
Search. Place your cursor in a searchable field and press F4 to access a lookup window or more advanced search screen. |
|
F5 |
Billing. Advance to the Billing Functions screen. |
|
F6 |
Add Job. Advance to the Job Maintenance program. |
|
F7 |
Customer Comments. Toggle the Delivery Instructions area to display customer comments. |
|
F8 |
Authorized Users. Toggle the Delivery Instructions area to display customers who are authorized to receive issued material using the RentalMan Tracker application. |
|
F9 |
Delivery Instructions. Toggle the Customer Comments area to allow for entry of delivery instructions. |
|
F10 |
Order Comments. Advance to the Order Comments screen to enter or review internal comments for the order. These comments do not print on the contract. |
|
F11 |
Open Reservations. Advance to the Customer Contract Inquiry program to review open reservations and quotes for the customer. |
|
F12 |
Cancel/Previous. Exit the program or move back a screen. |
|
F13 (Shift + F1) |
Contract Price. Advance to the Contract Price Search screen to review and select a price list to associate with the rental contract. |
|
F14 (Shift + F2) |
Tax Override. Access the Partial Tax Override popup window where you can enter tax exempt reason codes to override taxes for rental and sales amounts at the state, county, city, and district levels. |
|
F15 (Shift + F3) |
Cash Shipment. Advance to the Shipping Information screen where you can enter the address to which the rental equipment should be delivered for a cash customer. |
|
F16 (Shift + F4) |
Truck Dispatch. Advance to the Truck Dispatch Entry program. |
|
F17 (Shift + F5) |
Additional Information. Advance to the Additional Customer Information screen where you can enter information like the customer's market segment, payment code, and billing code. |
|
F20 (Shift + F8) |
Update Comments. Advance to the Customer Comments screen where you can enter and update comments that were entered for a customer in Customer Master Maintenance. |
|
F21 (Shift + F9) |
Notes. Open the Notepad window and add free-form notes to the rental contract. |
|
F22 (Shift + F10) |
Contact. Open the Marketing Contact Search window and select a contact for the contract, or use the Contact Information window to add a new contact name and email address to the contract. |
|
F24 (Shift + F12) |
More. Display more available function keys for the program. |
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