Integrated Rental: Before you Begin

To ensure that the content in your IntelliDealer database integrates smoothly with IR Cloud, some database clean-up activity is required.

To locate the data source in IntelliDealer, you can enter its name in the menu search field.

Refer to the following table for the recommended clean up activities you should perform.

Preload Screen Data Type

IntelliDealerData Source

Correction

Models

CGIBASE

Makes on Equipment should match the Makes configured in the Equipment Model configuration of IntelliDealer.

Locations

CMBR and

CMBR2

Ensure location addresses are entered properly and are parsing [CL1] [CL2] correctly.

For best results VitalEdge recommends:

  • Business Address 1 contain the business location name.

  • Business Address 2 contains the street name.

  • Business Address 3 contain the City and State/Province.

  • Business Postal Code contain the Zip/Postal Code.[AM3] [CL4] [CL5] 

See also: Customer Contact Information.

Warning: The name of the location MUST be unique, otherwise the preload will stop until the location is corrected to be unique.

ChargeCodes

CGIIMC

Verify all Misc. Charges are setup with active G/L accounts.

As an alternative, in the CGIIMC file set the Misc. Charges status to 'D', or update to an active GL account.

Equipment[AM6] 

CGIBASE

Each unit must have a unique Make, Model, and Machine Serial number. If it doesn’t, update the serial number, ensuring it is not NA, N/A or left blank.

For the Group Code Configuration, ensure the Hour Meter settings are accurate. Can be one of: One, Two, or None.

Any Attachments for the equipment exist, are in the same location as the parent unit, and are in one of these states: On Order, Presold, Inventory, Rental or Sold.[AM7]  The state and branch of the Attachment should be the same as the prime unit.

Division and location are specified for the equipment.

Equipment Configurations

CGIOPT

Clean up special characters such as single quotes (‘) and double quotes (“) so they present correctly in IR Cloud and IntelliDealer.

Customers

CMASTR

Ensure that Parent Customers and assigned tax codes are active.

Quick Add Work Order Customers must have a contact set to 000.

Ensure location addresses are entered properly and are parsing correctly.

Check that all Country and State entries are using a two-character state code, as specified by: Statoids. [AM8] [AM9] 

CustomerInfluencers

CMASCON

Review by Customer to ensure there are no FirstName and LastName duplicates.[AM10]  For any duplicates, add a job title to one or more to differentiate them.

Ensure location addresses are entered properly and are parsing correctly.

CustomerLocationTax[AM11] 

CMASTX

Ensure that all locations within the same state have the same settings in Tax1-4.

Note:  If these fields are blank, they DO NOT count as exemptions. If it is exempt, it needs to be assigned a code.

General Ledger Accounts[AM12] 

COACMAST

For Rental Re-Rent Revenue, the Application Type (CACGT) should be Rent (R).

If Application Type is R or W, and a Cost of Sale Account is assigned, then the account can be used to record depreciation in IR.