Rental Counter - Functionality

Allows the user to manually change the Traffic sub code within the rental system. Can be used to change the sub-code of a machine from W (Wash Rack) to Blank (Available) once the machine has been washed, inspected, and prepared for rental. If not selected this field is not manually changeable.

If selected (default), cancelled contracts are marked Deleted and retained per the Deleted months setting.

If not selected, cancelled contracts are deleted immediately on cancel.

The number of months to retain deleted contracts. Maximum value allowed is 99. If blank, the system treats the value as 0. See Rental Record Retention.

The number of months to retain finished contracts. Maximum value allowed is 99. If blank, the system treats the value as 0. See Rental Record Retention.

The number of months to retain contract requests. Maximum value allowed is 99. If blank, the system treats the value as 0. See Rental Record Retention.

Controls how the Availability tab sorts items. Select one of:

• Hours sorts the screen by hours sequence.
• Utilization sorts (within cat/class/subclass) the main items, attachments and alternates by utilization, or the amount posted to the rental income bucket in the equipment master, lowest to highest.

Controls whether the standard rates set up in the Rental Duration Set Up can be manually overridden on a contract by contract basis:

• Yes allows the rates to be overridden
• No indicates that the rates cannot be overridden
• With Authorization allows the rates to be overridden, but requires an Authorization Code. The Authorization Code is stored in a control file so that an audit could uncover if rates have been overridden against company policy. For the option A to be used, ROI % must first be coded on each duration added in the Rental Duration Set Up.

Note:  If you are licensed for feature number 6206 and are using the Rental Rate Authorization system, this field is irrelevant for its configuration.

Allows you to select when rate authorization requests are mandatory in the system. Options are:

• No-never require authorization
• Decrease - only require authorization when the selected override rate is lower than the standard rate plus the Allowable Override Percentage.
• Both - required when the selected override rate is higher or lower than the standard rate plus the Allowable Override Percentage

See About the Rental Rate Authorization System.

Allows you to enter the percentage by which a user can override the standard rental rate for a unit without having to make an authorization request.

For example, if the standard rental rate for a unit is 10 dollars per hour but the user attempts to override the rate and make it 5 dollars per hour (a 50% decrease), if the Rate Authorization Required field is set to Decrease or Both and the Allowable Override Percentage is 49 or lower, the user will be required to send an authorization request to the rental supervisor.

The default date to use for the Date Out field, when adding new rental items to a contract. Options are: 

• System - default to System Date.
• Contract - default to Contract Date.

If selected, the salesperson ID entered in the Default Sales ID field will be used in the Salesperson field when creating rental Requests, Reservations, and Contracts, and can be overridden if required.

When selected, the system logs activity on all rental contracts. The system adds a log entry when a contract is Created, Changed, Deleted, Invoiced, or Returned.

If the Use Logging field is selected the Click here to view activity log link will appear on the Customer tab.

Sets unit search default. Options are: 

• Rental - “Rental” status units only.
• Inventory - “Inventory” status units only.
• Both - “Blank” status which allows the user to see all units.

Sets a rental unit's status to either Washrack or Blank(In) when the unit is returned or exchanged. Indicating that the rental unit is being sent to the Washrack or is In available to rent.

If the IntelliDealer Traffic system is being used and an Inbound Traffic ticket is produced upon return or exchange, the Inbound status resets to Blank (In) after the unit goes through the Washrack. If an Inbound Traffic ticket is not produced, the I/O subtype is set to the value loaded in the Inbound Status field.

Whether or not you can overbook, book one rental unit multiple times during the same period of time, in case the unit is returned early or a rental contract is canceled.

This overbooking is also included if the unit is on an open work order.

Whether to produce a receipt document (return confirmation) upon the return or exchange of a rental unit. Options are: 

• Return - the receipt document should be printed upon Return.
• Off Rent - the receipt document should be printed upon Off Rent status.
• Not at All - not to print a return confirmation.

The duration code that has been configured as a partial day in the Rental Duration screen, to be used when applicable rented equipment is returned up to 4 hours late.

This option applies to finished contracts only. Deleted contracts and requests always use the date the contract was added, whether this option is selected or not.

Controls which date the system compares to the cutoff date when determining whether a finished contract is eligible for purge.

When selected, the system uses the contract end date: the latest return date of all units on the contract. If the contract has no rental items (for example, when billing miscellaneous charges or parts only), the system uses the Date In field. If Date In is zero, the system uses the date the contract was added.

When not selected, the system uses the date the finished contract was added. A finished contract that completed recently can be purged soon after it ends if it was created before the cutoff date.

Whether to default the Salesperson ID to the Salespersons ID found on the renter's Customer Profile. Remember that this default can be overridden.

Note:  As of IntelliDealer 6.0, this field is not used by the system and is to be ignored.