In the example used in this tutorial, there are multiple branches that share the same rates - Branches 10, 20, 30, 50. Branch 60 shares the same Cat/Class/Sub Classes but with different rates. Master rates will be used to control the rates for all branches except branch 60.
Below are the explanations of the elements that will need to be setup:
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Cat/Class Master - These records are not specific to each branch and do not contain durations and rates at this point in the set-up. These masters are a list of all category/classes that could apply to any piece of equipment. Do not use single or double quotes in the definition of the cat/class/sub class.
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Cat/Class/Sub Class at Branch Level - Once the cat/class/ sub class master has been setup, you need to add the Cat/Class/Sub Class at the branch level. This gives you the ability to define what branches can rent a machine in this Cat/Class Sub Class.
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Branch Level Rates – These are the rates for a specific branch. They can either be copied from another branch, copied from your master rates, or inputted manually for that branch.
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Master Rates – These are used if you would like to maintain consistent pricing across all branches using a master rate file. When changes are made to the master rates, those changes will be propagated to each branch whose original rates were the same as the original master rates. This allows you to manage the rates for multiple locations all at once. If rates in a branch are different than the master rates, they will need to be maintained separately.
1. Setup Category/Class/Sub Class Master
Using green-screen, from the main menu take option 9 - Rental Fleet Management, 20. Rental Counter Menu, 20. Related Systems, 3. Category/Class Master.
Press F6 to add a Category/Class/Sub Class Master:
Enter the details of the Category/Class/Sub Class and Press Enter to Save:
2. Setup Category/Class/Sub Class at Branch Level
Once the cat/class master has been entered in the previous steps, you are now ready to associate it with a specific branch.
After adding the Cat/Class Master, Answer Y to add the rental cat/class at the branch level.
Enter in the Details of the Category/Class/Sub Class as shown below and hit Enter to Save. If you are adding a Non-Serialized Rental Part then you must have a part number in the Part Profile and you enter that part# into the Non-Serialzed Rental Part # field.
This will add the Cat/Class at the branch level for the Branch you are currently assigned to. We will only add this to one branch at this time. After Branch Rates are setup for this branch, we will copy this Cat/Class/Sub Class along with its rates to the other branches that share the same rates.
3. Setup the Master Rates
After adding the Category/Class/Sub Class at the branch level, the system asks if you wish to quick add branch rates (B), add master rates (M), or neither (N).
Answer M to add Master Rates:
Enter in the details of the Master Rates. Rates are required for each duration (Daily, Weekly, Monthly) as well as Overtime charge/hour, Sale G/L, Insurance amount (12%) and Insurance G/L:
PAGE DOWN so you can setup the monthly duration:
Press F2 - SAVE when finished. The system then asks which branches to consider when updating the master rates. Specifying AA indicates that you want the system to propagate master rates to all branches whose original rates were the same as the original master rates. Please note that branch rates must exist before they can be updated. Because the branch rates have not been created yet, using AA will not have any effect.
4. Setup Rates at the Branch Level
Now that master rates have been defined, we can copy the master rates to our main branch (branch 10). In step 5 we will use a special copy command to copy the Cat/Class/Sub Class and its rates to all other branches that share the same rates.
Press F3 to exit the CAT/CLASS/SUB CLASS Master screen. Take option 14 -Rental Cat/Class Maint.
Find the CAT/CLASS by using the search lines at the top. To copy the Master Rates, use option 15:
Enter the branch to copy the master rates to (this is the branch the Cat/Class/Sub Class was added to in step 2)
5. Copying Cat/Class from one branch to another
At this point the Master Rates have been created and copied to the branch rates for Branch 10. At this point Branch 10 is completely setup. The next step is to use a special command that allows you to copy a CAT/CLASS/SUB-CLASS and its rates from one branch to another.
Type “CALL FXCACL” or on the ASP go to option 20 from the RENT01 menu.
Enter the CAT/CLASS/SUB-CLASS and the branch you are copying it from. Note that multiple CAT/CLASS/SUB-CLASSES can be copied at once.
Enter the Company/Division/Branch to be copied to:
Repeat this step for each branch you are copying to (branch 20, 30, 50, and 60)
6. Changing Account Profit Centres for Each Branch
When the durations and rates are copied to each branch from the previous step (for multilocation set-up), the G/L account and profit centre remains the same. In order to change the profit centre in each branch, there is a utility that needs to be used to specify the profit centre to be used in the individual branches.
Note: If there are any updates that would have resulted in invalid accounts, those updates will not take place, and an error report called PROFCERR will be generated showing the details. This is an extremely important step. Failure to do this will result in the wrong branches getting revenue for rental sales
Type in MENU UTIL03 and hit ENTER (there is a space in between) or on the ASP from the Main Menu take options 14, then 24, then 23:
Choose option 3 – Update Rental Prof Ctrs:
Enter the branch you are updating and enter the 3 digit profit center used in that branch. You will do this individually for each branch. Key the profit center used for the Sale G/L, Insurance G/L and damage waiver G/L (if applicable).
Press F1 to Update and repeat for each branch:
7. Linking Machines to a Cat/Class/ Sub Class:
The last step is to add the cat/class/subclass to the appropriate machines in Equipment Profile.
Manually Maintaining the Rates for a Specific Branch
Next, if necessary, change the rates for any branch that is different than the Master Rates. Make sure you are in the correct branch then use option 5 – Durations from the Category/Class/Sub Class Maintenance Screen:
Use option 7 to change the rates:
Press F21 to switch to change mode and change the rates.
After changing rates hit Enter then hit F12 to exit:
Repeat these steps for the remaining durations.
After changing the rates, hit F5 to refresh and you will see the new rates.