Rental Counter - Functionality
Use the Functionality tab to set up rental functionality 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 wish to include in your Rental Counter module.
To open the Functionality tab, from anywhere within IntelliDealer and navigate to Configuration > Rental > Setup > Rental Control Setup.
First, use the Select Location field to select a branch location to setup rental control options on. You can use the Previous
or Next
buttons to scroll to the next branch location or back to a previous branch location.
Rental Control Setup - Functionality
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From any where in IntelliDealer ,navigate to Configuration > Rental > Setup > Rental Control Setup.
The Functionality tab appears.
Note: Click on the Previous
or Next icon to scroll to the next branch location or back to a previous branch location. -
The options on the Functionality tab are completely customizable allowing the user to setup only the functions that they wish to apply to their rental system.
Date In Required the Date In field is required to be filled out on Rental Counter screens.
Traffic on Reservation creates a traffic ticket when a reservation is requested.
Allow Rental if Unit in Transit allows the user to rent out units in transit.
Manual Equipment Status Change allows the user to manually change traffic sub codes within the rental system.
Retain Cancelled Contracts allows the user the opportunity to cancel out of a rental contract at any point.
R Units Only forces the Availability tab to show only equipment with a Status or R (Rental Fleet).
Retention Days Deleted specifies the number of days to keep deleted contracts stored on the system.
Retention Days Finished specifies the number of days to keep finished contracts stored on the system.
Retention Days Request specifies the number of days to keep rental request stored on the system.
Stock Search Sequence methods:
- Hours: Sorts units on the Availability tab 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.
Next Transaction # is used as the Transaction (Request, Reservation, or Contract) number on the next Rental Counter document that is processed.
Rate Override options:
- Yes: Allows the user to manually override standard rates, set up in Rental Duration Set Up.
- No: Indicates that the rates cannot be overridden
- With Authorization: Allows the rates to be overridden but require an Authorization Code
Rate Authorization Required:
Note: This field only applies if you are configured for feature number 6206 and are using the Rental Rate Authorization system.
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This field allows you to select when rate authorization requests are mandatory in the system using the following options:
- No: Rate authorization is never required
- Decrease: Rate authorization is only required when the selected override rate is lower than the standard rate plus the Allowable Override Percentage
- Both: Rate authorization is required when the selected override rate is higher or lower than the standard rate plus the Allowable Override Percentage
Allowable Override Percentage: This field 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.
Note: This field only applies if you are configured for feature number 6206 and are using the Rental Rate Authorization system.
Allow Overbook of Equipment options:
- Yes: Allows a user to overbook a rental unit multiple times during the same period of time
- No: Indicates that rental units cannot be overbooked
- All But Contract: Allows a user to overbook all rental units but those on rental contracts
Generate Return Confirmation options:
- Yes: Indicates that a receipt document (return confirmation) should be printed upon Return or Off Rent
- No: Indicates that no receipt document (return confirmation) is printed
- All But Contract: Indicates that a receipt document (return confirmation) is printed for all rental documents excluding rental contracts
Non-serialized options:
- Primary: Sets the Non-Serialized Parts view to primary
- Secondary: Sets the Non-Serialized Parts view to secondary
- No: No Non-Serialized Parts view is set
Default Quantity, when enter in grental items onto a contract and no rental quantity is entered, the system defaults to the quantity entered in this field.
Holiday Calendar uses the Holiday/Non-Business Maintenance function for billing cycles.
Off-Rent Hold halts all billings of a contract when a contract is returned and set to an Off-Rent status.
Signature Required for Creation prompts the user to input an authorization name during either the creation or the return of a rental contract.
Job Site Required determines whether the job site is required to be selected or entered when a rental contract is created.
Second Sales ID forces the Responsible Salesperson ID to be entered on Customer Information screens.
Cash Code 2 ID requires customer identification when using cash code 2. If the Use Logging field is selected the Click here to view activity log link appears on the Customer tab.
Use Logging determines if an operator code is required when a user uses change mode on a contract.
Update Date Out Via Traffic updates the Date Out field in the Rental Counter module with the Date Out field from the Traffic module.
Allow Overbook of Cat/Cls/Subcls allows the overbooking of Category/Classes/Subclasses.
Signature Require for Return prompts the user to input an authorization name during the return of a rental contract. The name entered appears on the Traffic ticket under a signature line.
Purge Contract Based on End Dates purges rental contracts based on the "ending" date of the contract, as determined by the latest return date of all units on a contract.
Default Sales ID defaults the Salesperson ID fields in the rental system to the Salespersons ID found in the renter's Customer Profile.
Use Average Costs for Parts, where the Parts tab in IntelliDealer Rental features a margin percentage column, this control determines how that calculation is performed.
Default Time Out uses the value entered as the default time value in the Time field on the Return Summary screen when returning a rental contract.
Default Cash Code used as the default cash code for the rental counter system.
Default Search Status options:
- Rental: Item searches in the rental system are set to “Rental” status items only
- Inventory: Item searches in the rental system are set to “Inventory” status items
- Both: Item searches in the rental system are set to both "Rental" and "Inventory" status items
Insurance Expiry Days issues a warning message to the user if a customer has a Certificate of Insurance that is due to expire within the number of days entered in this field.
Expired Insurance Halt stops the user from creating a contract for a customer who has an expired Certificate of Insurance.
Inbound Status options:
- Blank: A blank status is automatically applied to a rental unit when it is returned or exchanged
- Washrack: A waskrack status is automatically applied to a rental unit when it is returned or exchanged
Washrack Available machines will be considered available even if they are coded as on the wash rack.
Default Duration allows a default rental duration to be set.
Date Out Default options:
- System: Defaults the Date Out field to the system date, when adding new rental items to a contract
- Contract: Defaults the Date Out field to the contract date, when adding new rental items to a contract
Default Sales Code the default salesperson id used when creating rental contracts, requests and reservations.
On-Hand Warning Quantity is the minimum on-hand quantity for non-serialized parts.
Recurring Charge Variable will show on the contract and invoice printouts, and the billing preliminary next to the appropriate total.
Use Insurance or Damage Waiver for Recurring Changed indicates that either insurance or a damage waiver is going to be used for the new recurring charge.
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After selecting your settings on the Functionality tab for the selected location, click the Save button to the apply changes to the rental system.
Screen Description
The fields on the Functionalitytab are:
| Field | Description |
|---|---|
| Date in Required | If selected, the Date In field is required to be filled out on Rental Counter screens. The system automatically recalculates the contract date in, and the date in used for overbooking. |
| Traffic On Reservations | If selected, gives the user the option to create Rental traffic tickets for Reservations before they are converted to contracts. Normally a traffic ticket is only created for a Reservation once it has been converted to a contract. |
| Allow Rental If Unit In Transit | Allows the user to rent out units currently in transit. |
| Manual Equipment Status Change |
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. |
| Retain Canceled Contracts | The user has the option of canceling out of a contract at any point in the add procedure. If this field is selected, the canceled contract is saved as a deleted (status D) contract. If this field is not selected, the canceled contract is deleted from the system. |
| R Units Only | If selected, forces the machine availability screen to show only equipment with Equipment Status of R for Rental Fleet. If not selected allows both Rental and Inventory machines to be shown. |
| Allow Rate Override When Invoiced | If selected, allows the user to edit the Override and Rate fields on the Details tab and Extended Details screen for rental contact lines that have already been invoiced, as well as edit the Price field on the Return Summary screen. This change is retroactive, and the system makes an adjustment for the difference between the original rate and the new rate on already billed invoices. |
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Regarding 'Deleted', 'Finished', and 'Request' While invoice history is controlled in the RETNHIS table, Deleted Contracts, Finished Contracts, and Rental Requests can be stored for the number of months specified in these three fields. Note: The purge of contracts past this retention point that qualify for removal are done with the first full database reorganize after an Accounts Receivable month end. |
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| Deleted |
Specify the number of months to keep history on the system. Maximum value allowed is 99. If blank, the system defaults to the system date. |
| Finished |
Specify the number of months to keep history on the system. Maximum value allowed is 99. If blank, the system defaults to the system date. A rental utilization history file (RMUHST) stores the summarized details for contracts even after they are purged from the normal "active" rental files. This allows accurate Rental Utilization information to be gathered from the system even after the retention period has passed. |
| Request |
Specify the number of months to keep history on the system. Maximum value allowed is 99. If blank, the system defaults to the system date. |
| Stock Search Sequence |
Controls how the Availability tab sorts items. Select one of:
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| Next Transaction # | Enter a number to be used as the Transaction (Request, Reservation, or Contract) number on the next Rental Counter document that is processed. From now on, every Rental Counter document that is created will have a number that runs forward, in sequence, starting from this number. |
| Rate Override |
Controls whether the standard rates set up in the Rental Duration Set Up can be manually overridden on a contract by contract basis:
Note: If you are licensed for feature number 6206 and are using the Rental Rate Authorization system, this field is irrelevant for its configuration. |
| Rate Authorization Required |
Allows you to select when rate authorization requests are mandatory in the system. Options are:
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| Allowable Override Percent |
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. |
| Authorize Credits | If selected, forces the user to request authorization when adding a credit line (negative value) to the Details tab of a rental contract. |
| Date Out Default |
The default date to use for the Date Out field, when adding new rental items to a contract. Options are:
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| Default Sales Code |
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. |
| On-Hand Warning Quantity | Enter in a minimum on-hand quantity for non-serialized parts. If your on-hand quantity drops to this level, a warning message will be displayed. |
| Recurring Charge Verbiage | The verbiage to show on the contract and invoice printouts, and the billing preliminary next to the appropriate total. |
| Enhanced Liability Processing | When using this option you must ensure that the contract's certificate is set to N and the expiry date is 0. |
| Holiday Calendar | If selected, the billing cycles for contracts uses the Holiday/Non-Business Maintenance function. The billing cycles include Saturdays, Sundays and Holidays. |
| Off Rent Hold | Halts all billings of a contract when a contract is returned and set to an Off-Rent status. |
| Signature Required For Creation | The system can prompt the user to input an authorization name during either the creation or the return of a rental contract. The name appears on the Traffic ticket under a signature line. |
| Job Site Required | When a contract is created, this determines whether the job site is required to be selected or entered. |
| Second Sales ID | Forces the Responsible Salesperson ID to be entered on the Customer Information screens. |
| Cash Code 2 ID | Whether or not customer identification is required when using cash code 2. |
| Use Logging |
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. Note: If the Use Logging field is selected the Click here to view activity log link will appear on the Customer tab. |
| Default Time Out | Uses the value entered as the default time value in the Time field on the Return Summary screen when returning a rental contract, rather than using the system generated times. If blank, the rental system uses the system generated times. |
| Default Cash Code | Enter a default cash code to be used by the rental counter system. Validated against the CASHTAB table. |
| Default Search Status |
Sets unit search default. Options are:
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| Insurance Expiry Days | A warning message can be displayed if a customer has a Certificate of Insurance that is due to expire within the number of days entered in this field. |
| Expired Insurance Halt | Prevents contracts from being opened to customers if the Certificate of Insurance coded on their Customer Profile has expired. |
| Inbound Status |
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. |
| Washrack Available | Whether units will be considered available even if they are coded as on the wash rack. |
| Default Duration | For cases where one type of rental (e.g. hourly, daily, or monthly) is far more common than other types, this field allows a default duration to be set. All rentals will default to the duration listed here if no duration is calculated during the add process, but can be overridden on the contract. Leaving this field blank sets no default duration and duration will need to be put on the contract. |
| Allow Overbook Of Equipment |
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. |
| Generate Return Confirmation |
Whether to produce a receipt document (return confirmation) upon the return or exchange of a rental unit. Options are:
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| Non-serialized | Controls the priority of the Non-Serialized Parts view. You can make it either a Primary, Secondary, or No view. |
| Default Quantity | When entering rental items onto a contract and no rental quantity is entered, the system defaults to the quantity entered in this field. |
| Part Day Duration |
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. |
| Recurring Charge | Indicates that either Insurance or a Damage Waiver is going to be used for the new recurring charge. The method that is chosen prompts the system to calculate the insurance or damage amounts, regardless of whether the customer has a valid certificate of insurance on file. |
| Update Date Out Via Traffic | Updates the Date Out field in the Rental Counter module with the Date Out field from the Traffic module. This regards only the first shipment and applies to both serialized and non-serialized units. |
| Allow Overbook Of Cat/Cls/Subcls | Whether you wish to allow the overbooking of Categories/Classes/Subclasses. The system warns the user that there are not enough rental units in the Category/Class/Subclass being added to a rental transaction to fulfill the transaction’s requirements, but allows the user to continue and double-book the Category/Class. |
| Signature Required For Return | The system can prompt the user to input an authorization name during either the creation or the return of a rental contract. The name appears on the traffic ticket under a signature line. |
| Purge Contract Based On End Date | Purges rental contracts based on the "ending" date of the contract, as determined by the latest return date of all units on a contract. If there are no rental items which is possible, when billing only miscellaneous charges or parts use the Date In field. If that is zero, use the date the contract was added and compare that to the cutoff date generated, based on the number of days in the controls. |
| Default Sales ID |
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. |
| Use Average Cost For Parts Only | For IntelliDealer, where the Parts tab in IntelliDealer Rental features a margin percentage column, this control determines how that calculation is performed. |
| Exit Without Agency Authorization |
If selected, allows the user to exit a rental contract with a credit card Charge Method on it without having to authorize the contract charges first. For example, if a user opens a contract that has a credit card selected in the Charge Method field of the Customer tab and this switch is deactivated, the user would be forced to authorize the charges on the contract before being able to close it. As such, activating this switch allows the user to view a contract's details without forcing any unnecessary authorizations. |
Security Switch 999 - Configuration - Rental - Access Setup
Data Source: RMCTL, RMDUR
Revision: 2026.02