Create/Update Rental - Equipment Information

Program/Screen: RAOUTT/RAOUTTC2

Description:

Use this screen to enter or update the equipment being rented on the contract.  You can also add sales items and miscellaneous charge items on this screen.

 

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Navigation

This is generally the third or fourth screen for the Create/Update Rental program.  At the top of the screen, enter the numbers and quantities of the equipment being rented on the contract.  At the bottom of the screen, enter sales or miscellaneous charge items (such as discount coupons) that you want to add to the contract; and optionally, enter quantities for suggested items to rent along with the equipment.

 

Enter Option 2=Detail next to any equipment or item number to advance to a detail screen where you can review and enter additional information for that line on the contract.

 

After you have entered all items for the rental contract, press Enter twice to advance to the Create/Update Rental - Review screen to check all of your entries before generating the contract.

 

Unique Create/Update Rental Screens

Create/Update Rental - Launch

Reservation/Quote to Rental

Reservation/Quote to Rental Selection

Clone Contract Selection

Create/Update Rental - Customer Information

Additional Customer Information

Billing Functions

Create/Update Rental - Equipment Information

Kit Selection

Re-rent Detail

Overtime Information

Equipment Detail

Sales Item Detail

Create/Update Rental - Review

 

Additional Program Screens

Equipment Status Change

Equipment Comment Inquiry

Equipment Tracking

Availability Calendar

Bar Code Entry

 

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Options

Option

Description

1

Search.  Enter 1 in the Opt (Option) field to access the Equipment Search screen.  Use this option when you don't know the number for the equipment you want to rent.

2

Detail.  Enter 2 in the Opt (Option) field at the top of screen to access the Equipment Detail screen and review more detailed information for the equipment.  You can also modify the equipment rates on this screen.  Enter 2 in the Opt (Option) field at the bottom of the screen to access the Sales Item Detail screen.

3

Available.  Enter 3 in the Opt (Option) field to review the Availability Calendar by category/classTwo-part classification for individualized and bulk equipment. Rental rates are entered by category/class, and the ID number for bulk items is the category/class ID..

4

Discounts.  Enter 4 in the Opt (Option) field to access the Apply Discounts popup window and enter a discount percentage to apply to the equipment rates.

6

Equipment Message.  Enter 6 in the Opt (Option) field to review any messages associated with the entered equipment.  These messages appear under the list of equipment on the Equipment Information screen.

7

Suggested Equipment.  Enter 7 in the Opt (Option) field to toggle the bottom section of the screen to Suggested Items and place your cursor there.

8

Original Rates.  Enter 8 in the Opt (Option) field to restore the original rates for the equipment if they have been changed.

9

Free.  Enter 9 in the Opt (Option) field to remove the rates for the equipment on that line.  This results in not charging the customer to rent that piece of equipment.

10

Re-rent Detail.  Enter 10 in the Opt (Option) field to access the Re-rent Detail screen and display certain information for the re-rentEquipment that you rent from a vendor and then rent to a customer. piece of equipment.

12

Comment.  Enter 12 in the Opt (Option) field to advance to the Equipment Comment Inquiry screen and review or add comments for that piece of equipment.

13

Accessories.  Enter 13 in the Opt (Option) field to review any accessories associated with the piece of equipment.

15

Tracking.  Enter 15 in the Opt (Option) field to advance to the Equipment Tracking program to track the location of a specified piece of equipment.

16

Overtime.  Enter 16 in the Opt (Option) field to advance to the Overtime Information screen

17

Request Category/Class Search.  Enter 17 in the Opt (Option) field to advance to the Category/Class Search screen.

18

Max Bill.  Open the Maximum Billing window to enter the maximum percentage to apply to the equipment to determine the maximum rental amount to charge on the contract.  See the Max Bill Percentage field in Category/Class Maintenance for more information.

19

Tiered Rates.  Enter 19 in the Opt (Option) field to access the Tiered Daily Rental Rates popup window.

 

Fields

Equipment number

Enter the unique number assigned to the equipment to be rented.  If you do not know the number, enter a 1 in the Opt (Option) field to the left of the Equipment number field and press Enter to access Equipment Search.

 

If there are suggested items associated with the category/class for the equipment number entered, a greater than symbol (>) displays to the left of the equipment number, and the suggested items are listed in the bottom section of the screen.

 

If you want to enter a re-rent item on the rental contract, enter RR along with the category/class number for the equipment.  You can also enter just RR and press Enter to access a list of open re-rent purchase orders for the customer.  You can then select a re-rent item from an open purchase order to add to the rental contract.

 

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Your system may be set to require a purchase order number when re-rented serialized equipment is entered on a rental contract.  This is done in control record RERENT.  If this is the case, after you enter the re-rent number, the Re-rent Detail popup window appears for you to enter the purchase order number.  Information about the re-rent item such as make, model, serial number, and meter reading display, if that information was entered on the purchase order.  If it was not entered on the purchase order, it should be entered on the Re-rent Detail window.

 

If you are not set up to require a purchase order for re-rent items, it is advisable that when you rent re-rent items, you enter a line item comment where you enter the make, model, and serial number for the item, and press F10 to add the vendor name on the Order Comments screen.

 

Quantity

Enter the quantity to be rented.  If the equipment is serialized, this quantity must be 1.

 

Description

Displays the description of the equipment from the master file.

 

Miles/Meter/Hours/Usage

Enter the current miles, meter reading, hours information, or usage information (whichever is applicable) for the piece of equipment.

 

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Suggested Items or Sales/Miscellaneous Items (F9)

 

Quantity

Enter or change the quantity for the sales item, miscellaneous charge item, or the suggested item.  After you enter a quantity for a suggested item that is a rental type item, that item and quantity move up to the end of the equipment rental list at the top of the screen.  If the suggested item is a sales item, and you enter a quantity for it, that item moves to the Sales/Miscellaneous Items list at the bottom of the screen.

 

Description

Displays the description of the sales item, miscellaneous charge item, or the suggested item.

 

Price

Enter the price (amount to be charged) for the sales item or miscellaneous charge item.

 

Unit of Measure

Accept or change the unit of measure for the sales item or miscellaneous charge item.

 

Item number

Enter the unique number assigned to the sales item or miscellaneous charge item that you want to add to the rental contract.

 

If you enter a miscellaneous charge item that has a type of CP for coupon, your settings in control record COUPON determine whether you can modify its price and whether you can enter the item more than once on the same contract.  If you can modify its price, another setting in that control records determines whether the coupon price can exceed the total contract amount.  The COUPON control record also determines if you are allowed to enter a coupon item number that has already been entered on another contract.

 

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Your system may be set to automatically calculate or add a fixed monetary amount for an EPA  (Environmental Protection Agency) charge to the rental contract.  Use control records EPACHG, EPACH2, and RAEQM3 for these settings.

 

If your system is set this way, you will see an item listed in the Sales/Misc item section for this charge that you cannot change.

 

Minimum Rate

The minimum rate that will be charged for the rental of the suggested equipment.  This is often the same as the equipment's daily rate.

 

Deposit

If applicable, this field displays the deposit amount applied toward the suggested item.

 

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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

Scan.  Access the Bar Code Entry screen to enter or scan bar code information for the equipment.

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.

F8

Item Number/Mfg Number.  Toggle the displays between item number and manufacturer's number for sales items.

F9

Sales/Suggested Items.  Toggle between the Sales/Miscellaneous items section and the Suggested Items section.

 

This option is not available when entering a manual contract.

F10

Order Comments.  Access the Order Comments screen.

F11

Rates.  Display the rates for each piece of equipment on the contract.

F12

Cancel/Previous.  Exit the program or move back a screen.

F16 (Shift + F4)

Select All.  Select all items and advance to the Equipment Detail screen.  Work with the first piece of equipment and press Enter to advance to the next piece of equipment in the detail screen.  Continue these steps until you have worked with or reviewed every piece of equipment in the Equipment Detail screen.

F17 (Shift + F5)

Top/Bottom of List.  Move to the top of the list with F17.  Move to the bottom of the list with F18.

F18 (Shift + F6)

F19 (Shift + F7)

Top List/Bottom List.  Move to the top list (equipment) with F19.  Move to the bottom list (Sales, Miscellaneous, or Suggested Items) with F20.

F20 (Shift + F8)

F21 (Shift + F9)

Suspense Days.  Advance to the Temporary Rental Suspension screen to review equipment under rental suspension for the date you are entering the contract.

F22 (Shift + F10)

Status Change.  Advance to the Equipment Status Change program.

F23 (Shift + F11)

More Options.  Display more options at the top of the screen.

F24 (Shift + F12)

More Keys.  Display more available function keys for the program.

 

Related Programs

Category/Class Maintenance

Equipment Maintenance

Suggested Items

 

Special Topics

Setting Up Environmental Charges white paper

Re-renting Equipment quick guide

 

 

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