Rental Control Setup - Billing/Invoicing

  1. Navigate to Configuration > Rental > Setup > Rental Control Setup.

    The Flow/Appearance tab appears.

  2. Click the Billing/Invoicing tab.

    The Billing/Invoicing tab appears.

    Note:  Click the Previous or Next icon to scroll to the next branch location or back to a previous branch location.

  3. The options on the Billing/Invoicing tab are completely customizable allowing the user to set up only the functions that they wish to apply to their rental system.

    • Exemption Codes—enter the Tax 1, Tax 2 and Discount exemption codes into the appropriate fields. This code is usually X.

    • Cycle Days—produces a billing cycle suitable for non-serialized rental shops. This field adjusts the invoice print date based on the Date Out on the contract.

    • Default Cycle—used for a Cycle Rent type of contract. If this type of contract is created the system defaults the invoice cycle according to the number of days entered.

    • Bill Only After Delivery—places the rental contract on Hold until the Outbound Rental Traffic ticket has been coded as 'Received' at the customer's site.

    Billing Methods
    Type Description
    1. (Pre-Bill with Billing Cycle Optimization) An invoice is produced at the start of the rental period. Optimization occurs during the billing cycle of the contract. In other words, if it goes out on a weekly, it rolls up to a monthly. The system does not calculate the optimum combination of rental durations and quantities upon return.
    2. (Pre-Bill with Return Optimization) An invoice is produced at the start of the rental period. No automatic optimization occurs during the billing cycle of the contract. In other words, if it goes out on a weekly, it does not roll up to a monthly. It only increases the quantity of the currently assigned duration. Optimization occurs during the return recalculation.
    3. (Pre-Bill with No Optimization) Invoice at the start of the rental period. No optimization occurs during the billing cycle of the contract. The system does not calculate the optimum combination of rental duration and quantities upon return.
    4. (Post-Bill with Optimization) An invoice is produced 1 day before the end of the rental period. Optimization occurs throughout the billing cycle of the contract.
    5. (Pre-Bill with Optimization) An invoice is produced at the start of the rental period. Optimization occurs throughout the billing cycle of the contract.

    The Hold on Bill options:

    • Yes—a message appears notifying that a contract has been placed on hold pending a required authorization number

    • No—indicates no hold on rebilling

    • Cash Code—indicates that the contract should be held if the CASHTAB table switch HOLD RENTAL COUNTER CONTRACT ON REBILL for the contract's cash code is set to Yes

    • Invoice Delay Days—postpones the creation of an invoice by the number of days entered.

    • Defer 1st Invoice Days—postpones the creation of an invoice by the number of days entered. This may optionally pertain to only the first invoice generated by a contract.

    • Defer Subsequent Invoice Days—postpones the creation of an invoice by the number of days entered. This may optionally pertain to only subsequent invoices produced after the first invoice.

    • Future - Check Overbooking—performs a future-check overbooking of potential availability conflicts with existing reservations.

    • Print Invoices in Billing Run—if selected, the system prints rental invoices when generating a rental billing run.

    • Print Future Preliminary Report—allows the user to print the Future Billing Preliminary report (RM034-F) when running a rental billing run preliminary.

  4. After selecting your settings on the Billing/Invoicing tab for the selected location, click the Save button to apply the changes to the rental system.

Revision: 2026.01