Rental Rate Authorization

Use the Rental Rate Authorization screen to review the details of a rental rate authorization request. See About the Rental Rate Authorization System.

The Rental Rate Authorization screen is accessed by clicking an employee name in the Requested By field on the Rate Authorization tab.

Fields on the Rental Rate Authorization screen are:

Field	Description
Location	The location where the request was created.
Contract Number	The rental contract number associated to the request.
Line Number	The line number on the contract related to the request.
Stock Number/ Part Number	The stock number or part number associated to the request.
Standard Rate	On pending requests, the standard rate is the standard rental rate for the selected unit and duration as configured on the Category Class Subclass Setup screen. On historical requests (requests which have already been accepted, declined or cancelled) the standard rate is the standard rental rate for the selected unit and duration as configured in the Category Class Subclass Setup screen plus or minus any special pricing records (if applicable) for the customer on the contract.
Customer Rate (if applicable)	The standard rental rate for the selected unit and duration plus or minus any special pricing records for the customer on the contract (if applicable). This field only appears when viewing a pending request. When viewing a historical request, the customer rate is represented in the Standard Rate field.
Current Rate	The rental rate for the selected unit and duration as it currently appears on the contract.
Requested Rate	The requested override rate and the percentage increase or decrease from the standard rental rate of the unit.
Authorized Rate	The authorized rental rate. When reviewing a pending request, if you accept the request and enter an authorized rate that is higher than the Requested Rate, the Override field on the contract is auto-populated with the authorized rate. If you accept the request and enter an authorized rate that is less than or equal to the Requested Rate, the requested rate appears in the Override field on the contract.
Commissionable	Denotes whether the selected rental contract is marked as commissionable. This field is for reporting purposes only. If selected, no commissions are calculated by the system.
Description	A brief description explaining why the request has been or will be approved or denied. If you decline the request, you must provide a description.
Status	The status of the request.
Requested By	The name of the employee who created the request.
Customer	The name of the customer associated to the rental contract.
Date Requested	The date of the request.
Salesperson	The name of the salesperson associated to the rental contract.
Date Accepted (if applicable)	The date on which the request was accepted. This field only appears on historical requests that have already been accepted.

Click a Part Number to view the associated Parts Profile.

Click a Stock Number to view the associated Equipment Profile screen.

Note:  The Accept and Decline buttons only appear on pending requests.

Click Accept to approve the request, allowing the user who created it to save the Authorized Rate (or higher) to the contract. Note that: 

• If the rate you enter is lower than the Requested Rate and you click Accept, the requested rate is applied to the contract but the employee may enter a value as low as the Authorized Rate without having to resend an authorization request.

• If the rate you enter is higher than the Requested Rate and you click Accept, the rate you enter is automatically be applied to the contract. If the employee then attempts to override that rate with a lower value, they are forced to resend a request.

Click Decline to deny the request. If you deny a request you must enter a Description. The request will be returned to the employee, allowing them to modify the override rate and resend it for review.

Click Close to close the request without sending a decision.

Revision: 2026.09