Configuration: Flow/Appearance

Use the Flow/Appearance tab to set up rental flow and appearance options within the Rental Counter module. The Rental Counter module has been designed to be as flexible as possible so that it can work in a way that makes the most sense for each dealership setting. In an effort to give the dealer control over most aspects of how the system works, a number of control settings have been created, which can be activated and deactivated depending on what parameters you want to include in your Rental Counter module.

To open the Flow/Appearance tab, navigate to Configuration > Rental > Setup > Rental Control Setup.

Topic in this section

Rental Control Setup

  1. From anywhere in IntelliDealer screen, navigate to Configuration > Rental > Setup > Rental Control Setup.

    Flow/Appearance tab appears.

  2. Select a Location by clicking on the Search icon next to the Select Location field.

    Location Selection screen appears.

  3. Click on a Location.

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

  4. The options on the Flow/Appearance tab are completely customizable allowing the user to setup only the functions that they wish to apply to their rental system.

    Always Create Traffic Ticket allows traffic tickets to be created from the Reservation section of Rental Counter.

    Create Delivery options:

    • Yes: Indicates an outbound rental traffic ticket is required when a machine leaves on rental

    • No: Indicates that a traffic ticket should not be produced when a machine leaves on rental

    • External: Indicates that the external traffic system is updating the equipment information

    Create Pickup options:

    • Return: Indicates that an Inbound rental traffic ticket is desired when a machine is set to returned status or exchanged

    • Off Rent: Indicates that an inbound rental traffic ticket is desired when a machine has off-rent status

    • No: An inbound rental traffic ticket is not produced when the machine is returned

    • External: Indicates that the external traffic system is updating the equipment information

    Display Rate options:

    • Screen: Shows rates on the screens

    • Print: Prints rates on Requests and Reservations

    • Both: Shows rates on the screens and prints rate on Request and Reservations

    • No: Does not show rates or print them

    Highlight Equipment if Memo Exists machine's that have memos entered from the Equipment Profile tab appear highlighted on the Rental Counter screen.

    Create Work Order On Return automatically generates a work order during a rental return. The work order will be generated when the Inbound Traffic ticket is received, or during the return/exchange process if Traffic is not being used.

    Create Work Order on Exchange automatically generates a work order during a rental exchange. The work order will be generated when the Inbound Traffic ticket is received, or during the return/exchange process, if Traffic is not being used.

    Over Credit Limit Halt if checked the user will not be able to credit more than the designated percentage of the total contract. If not checked, a warning message is displayed and the user has the choice of stopping or continuing.

    Credit Reason Required prompts the user to choose a valid reason whenever a credit is issued on a rental contract.

    Highlight Contract if Rate Override Exists contracts with overrides appear highlighted on the Rental Contract screen.

    Sold to Name of Transaction Listing includes sold to names on the transaction log.

    Create Inspection Sheet on Return options:

    • Yes: Generates a certification inspection sheet during a rental return

    • No: Does not generate a certification inspection sheet

    • Off Rent: The certification inspection sheet is generated at off rent times.

    Create Inspection Sheet on Exchange generates a certification inspection sheet during rental exchanges. The inspection sheet will be generated when the Inbound Traffic ticket is received, or during the return/exchange process if Traffic is not being used.

    Create Inspection Sheet on Outbound generates a certification inspection sheet during rental outbound. The inspection sheet will be generated when the Inbound Traffic ticket is received, or during the return/exchange process if Traffic is not being used.

    Maximum % of Contract Value Allowed for Issuing Credit controls the maximum amount that the user can credit on a contract as a percentage of the total contract. A warning message will display in the system when the user has exceeded this amount.

  5. After selecting your settings on the Flow/Appearance tab for the selected location, click the Save button to the apply changes to the rental system.

Copying Rental Controls to Another Location

  1. From anywhere in IntelliDealer screen, navigate to Configuration > Rental > Setup > Rental Control Setup.

  2. Click the Click here to copy rental controls to another location link.


  3. The Flow/Appearance tab appears with the selected location in the Select Location field.

  4. Click the Save button to save rental control setting to the selected location.

Screen Description

The search field on the Flow/Appearance tab is:

Field Description
Select Location Select a location to set up rental control options that appear throughout the rental system.

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

The fields in the Rental Control Setup section of the Flow/Appearance tab are:

Rental Control Setup
Field Description
Always Create Traffic Ticket

If selected, the system forces the user to create a traffic ticket for all rental contracts created in the system, based on the settings selected in the Create Delivery and Create Pickup switches below.

For example, if this switch is activated and the Create Delivery field is set to Yes, the system automatically creates an outbound rental traffic ticket whenever a contract is created.
Create Delivery Select Yes to indicate an outbound rental traffic ticket is desired when a machine leaves on rental. Select No to indicate that a traffic ticket should not be produced when a machine leaves on rental. Select External to denote that an external traffic system is updating the equipment information. This setting means that equipment information updates that would normally have been done by the rental counter programs when Traffic is not being used are not done.
Create Pickup Select Return to indicate that an Inbound rental traffic ticket is desired when a machine is set to returned status or exchanged. Select Off Rent to indicate that an inbound rental traffic ticket is desired when a machine has off-rent status. Select No so that an inbound rental traffic ticket is not produced when a machine is returned. Select External to denote that an external traffic system is updating the equipment information. This setting means that equipment information updates that would normally have been done by the rental counter programs when Traffic is not being used are not done.
Display Rate The rates that are designated in the Rental Duration Set Up can appear in various places in the Rental Counter system. Valid values are Screen (to show rates on the screens), Print (to print rates on Requests and Reservations), Both (to both show the rates on the screen and print them), and No (to not show rates or print them).
Highlight Equipment if Memo Exists On the Rental Counter screen, any machines that have memos entered from on the Equipment Profile are highlighted if the checkbox is selected. If the checkbox is not selected, no highlighting occurs.
Create Work Order on Return

A work order or job request can automatically be generated during a rental return. The work order or job request is generated when the Inbound Traffic ticket is received, or during the return process if Traffic is not being used.

From the drop down list, choose what is generated: Work Order only, Job Request only, Either a Work Order or Job Request, or No automatic generation of either.

If the Allow Returns to Different Locations switch is activated on the Authorization List for Product Support - Rental Counter screen and the unit is returned to a different branch, if this switch is set to Work Order, Job Request, or Either, the work order or job request that is generated upon returning the unit automatically defaults to the location that the unit is being returned to.
Create Work Order on Exchange

A work order or job request can automatically be generated during a rental exchange. The work order or job request is generated when the Inbound Traffic ticket is received, or during the exchange process, if Traffic is not being used.

From the drop down list, choose what is generated: Work Order only, Job Request only, Either a Work Order or Job Request, or No automatic generation of either.
Over Credit Limit Halt If the checkbox is selected, the user cannot credit more than the designated percentage of the total contract. If the checkbox is not selected, a warning message is displayed and the user has the choice of stopping or continuing.
Credit Reason Required Reason codes can optionally be set up in the Rental Counter system, that prompts the user to choose a valid reason whenever a credit is issued on a rental contract.
Highlight Contract if Rate Override Exist If selected, any contract that exists with overrides is highlighted on the Rental Contracts screen. If not selected, no highlighting occurs.
Sold to Name on Transaction Listing Whether to include the sold to name on the transaction log.
Create Inspection Sheet on Return A certification inspection sheet can automatically be generated during a rental return, an exchange, or both. The inspection sheet is generated when the Inbound Traffic ticket is received, or during the return process, if Traffic is not being used. Select Yes if the Inspection sheet should be generated. Select No if no inspection sheet is desired. Select Off Rent to indicate that an inspection sheet should be generated at off rent time.
Create Inspection Sheet on Exchange A certification inspection sheet can automatically be generated during a rental exchange. The inspection sheet is generated when the Inbound Traffic ticket is received, or during the exchange process if Traffic is not being used. Select the checkbox if the Inspection sheet should be generated.
Create Inspection Sheet on Outbound A certification inspection sheet can automatically be generated during a rental outbound. The inspection sheet is generated when the Inbound Traffic ticket is received, or during the return/exchange process if Traffic is not being used. Select the checkbox if the Inspection sheet should be generated.
Maximum % of Contract Value Allowed for Issuing Credit This field sets the maximum amount that the user can credit on a contract as a percentage of the total contract. A warning message displays in the system when the user has exceeded this amount. This does not apply to contracts that are entirely credit items.

The On Add section of the Flow/Appearance tab allows you to add options to rental contracts, requests, and reservations.

The fields in the On Add section of the Flow/Appearance tab are:

On Add
Field Description
Parts Select

Whether the system automatically invokes parts selection during contract creation, rental requests (if applicable), and rental reservation (if applicable).

When adding a Stock Item:

  • If selected, the Add Related Parts screen appears indicating the mandatory parts that are added to the corresponding Contract, Request, and/or Reservation, as well as the optional parts that can be added.
  • If not selected, the system automatically applies any mandatory parts to the corresponding Contract, Request, and/or Reservation.
Miscellaneous Select

Whether the system automatically invokes miscellaneous select during contract creation, rental requests (if applicable), and rental reservation (if applicable).

When adding a Stock Item:

  • If selected, the Add Related Parts screen appears indicating the mandatory miscellaneous charges that are added to the corresponding Contract, Request, and/or Reservation as well as the optional miscellaneous charges that can be added.
  • If not selected, the system automatically applies any mandatory miscellaneous charges to the corresponding Contract, Request, and/or Reservation.

Select the Click here to copy rental controls to another location link to copy rental controls to another location.

Use these buttons to complete your work on the Flow/Appearance tab:

Button Description
Save Saves changes made on the Flow/Appearance tab.
Save & Close Saves changes made on the Flow/Appearance tab and exits the tab.
Close Closes the Flow/Appearance tab without saving and returns to the Configuration Quick Links screen.

Data Source: RMCTL

Revision: 2026.01