Rental User Guide - erpcustomer.epicor.com · CATEGORY AND INVENTORY ITEM SETUP 12 INVENTORY ITEM...

Rental User Guide Revision Date 5/1/04

The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided (“License Agreement”). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties (“Support Agreement”). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at http://customer.p21.com.

Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21.

Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice.

11/3/04

Prophet 21 Prism Prophet 21 is a registered trademark of Prophet 21, Inc.

All other trademarks and registered trademarks are the property of their respective companies.

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Table of Contents

DATA FILE AND CONTROL FILE SETUP __________________________________ 5

OECTRLMTN Setup Functions __________________________________________ 5

Rental Control File Information __________________________________________ 7

Rental Codes Setup __________________________________________________ 9

Rental Users Setup __________________________________________________ 10

CATEGORY AND INVENTORY ITEM SETUP ______________________________ 11

Category Setup _____________________________________________________ 11

Inventory Item Setup _________________________________________________ 12

Entering a Rental Order (Long Term) ____________________________________ 13 Rental Order Information Screen ______________________________________ 14 Rental Lines Screen ________________________________________________ 16 Rental Header Screen ______________________________________________ 17

Sample of Rental Yard Picking Ticket (Long Term) _________________________ 18

MAKING CHANGES TO AN EXISTING LONG TERM RENTAL ORDER _________ 19

INVOICING A LONG TERM RENTAL FOR THE FIRST TIME __________________ 21

Sample Rental Invoice (Long Term) _____________________________________ 24

SUBSTITUTING A NON RENTAL PART FOR A RENTAL PART _______________ 25

RETURNING A LONG TERM RENTAL ___________________________________ 28

Sample Rental Return Worksheet (Long Term) ____________________________ 30

PROCESSING THE RENTAL RETURN (LONG TERM)_______________________ 31

Sample Rental Invoice (Long Term) _____________________________________ 34

ENTERING A RENTAL ORDER (SHORT TERM)____________________________ 35 Rental Lines Screen ________________________________________________ 37 Rental Header Screen ______________________________________________ 37

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Sample of Rental Yard Picking Ticket (Short Term) _________________________ 38

Sample of Rental Agreement (Short Term) _______________________________ 39

INVOICING A SHORT TERM RENTAL____________________________________ 40

Sample Rental Invoice (Short Term) _____________________________________ 42

CREDIT HOLD RENTAL ORDERS _______________________________________ 43

FUTURE MONTHLY LONG TERM RENTAL INVOICES ______________________ 45

ADJUSTMENTS TO LONG TERM RENTAL _______________________________ 46

DAMAGED RENTAL INVOICES _________________________________________ 47

ADD ON CHARGES TO RENTAL INVOICES_______________________________ 48

CREATING A RENTAL CONVERSION ESTIMATE __________________________ 49

Sample Rental Conversion Estimate_____________________________________ 51

CONVERT RENTAL ESTIMATE TO PURCHASE ___________________________ 52

Sample Rental Conversion Invoice ______________________________________ 53

REPRINT UP TO100 ORDERS __________________________________________ 54

REVIEW ORDERS/INVOICES___________________________________________ 55

REPRINT RETURNS __________________________________________________ 56

DELETE INVOICING __________________________________________________ 57

REPRINT YARD PICKING TICKETS _____________________________________ 58

REPRINTING RENTAL INVOICES _______________________________________ 59

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OECTRLMTN SETUP FUNCTIONS In order to first start using the rental programs the necessary data files must be created in the OECTRLMTN program. Access the OECTRLMTN program and select the option for File Homes/Create.

OECTRLMTN 1

DATA FILE AND CONTROL FILE SETUP


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Enter the word CREATE on the lines for Oeheader, Oelines, Oefcheader and Oefclines fields. This will create the necessary rental files.

OECTRLMTN 2


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RENTAL CONTROL FILE INFORMATION Select the field on the OECONTROL maintenance screen for Rental Information. This will display the following screen:

RENTAL INFORMATION 1

The QUOTE/RETURN ORDER Range is used for :

A “Quote” order lists all the items on ‘long term’ rental for a customer along with their purchase price. To be used if the customer decides to purchase the items.

A “Return” order is a credit memo (toward an existing invoice) for a ‘long term’ rental item which has been returned. This is only applicable after the first minimum rental period.


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The Last number is the number of the last quote/return generated. The beginning number is the first number that will be used, until it reaches the last number at that point it will start back at the first number.

This range of numbers should be different from the current order and invoice number ranges used for OEENTRY.

The Rental agreement print message will print on the rental invoices.


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RENTAL CODES SETUP

Rental Codes 1

Any inventory item that will be a on a rental order must have a rental product code from this screen.

CODE – This is a 4 character user defined field

TYPE – Enter a C for a commodity product type which means this item needs to be purchased to go along with the item being rented or enter an R which means this item is available for rental.

TERM – This is to determine whether the item is rented on a long term or short term rental period. Short term items can also be rented as long term rentals but long term rentals cannot be rented on a short term rental.

RERENT – This field is not used at this time

DESCRIPTION – Enter a user defined description


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RENTAL USERS SETUP

Rental Users 1

In order for a user to be able to enter rental orders, they must be listed on this screen. The OEENTRY program will validate the users logon to this list to tell whether that user can enter rental orders/invoices.

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CATEGORY SETUP Rental items should be set up in a rental category class. Use the program INCATMTN to create these category classes.

Enter up to 4 characters to be used for the item category/class for rental items.

INCATMTN 1

CATEGORY AND INVENTORY ITEM SETUP


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INVENTORY ITEM SETUP Each rental item that is set up should be set up in a rental category/class. Each rental item must begin with the letter R, and also have a corresponding part that does not begin with an R. For example: The rental part number for part number 12345 would be R12345. Both of these part numbers must have the same Rental Product Code. The selling price structure for rental item is as follows:

Short Term Rentals – Sell Price 1 - Daily Rental Fee

Sell Price 2 - Weekly Rental Fee

Sell Price 3 - Monthly Rental Fee

Sell Prices 4-7 are not applicable for short term rentals

Long Term Rentals - The customer’s customer type will determine what level pricing the customer will receive. For example, customer type 1 will get sell price 1 and customer type 3 will get sell price 3.

There are no special pricing capabilities for rentals

All rental items and commodity items must have an entry in the Rental Product Code field. The rental product code is located on page 2 of the inventory screen. See the inventory control manual for setting up the other fields on these screens.

INMAINT 1


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ENTERING A RENTAL ORDER (LONG TERM) To enter a new rental order, you must be in the OEENTRY program and then in COUNTER

BILLING mode and then in the RENTAL ENTRY screen.

Rental Entry 1

To start a new order:

• Enter your Taken by initials

• Enter the customer number or part of the customer name

• Use option 1

• Select either L for Long Term Rental

• Enter your location


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• Enter your printer number for where to print the rental yard picking ticket.

Next the RENTAL ORDER INFORMATION screen will display.

Rental Order Information 1

RENTAL ORDER INFORMATION SCREEN • Date out and Time Out – These fields are required only on short term rentals. It

is automatically filled in with the current date and time.

• Date In and Time In – These fields are required only on short term rentals are invoiced. These are for reference only and are not used in the calculations.

• Months, Weeks and Days – These fields must be filled in on short term rentals, and this is where the calculation will come from on what to charge the customer for this rental. These are only used at invoicing time.

• Estimated Return Date – Enter the expected date the item is to be coming back. This is for reference only.


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• Anniversary Date – This is the date at which the rental period starts. It is required on long term rentals only.

• Stop Date – This is the date at which the rental period stops. It is required on long term rentals only.

• Full Return – This field is for future use

• Conversion Date – This field is only used if the customer decides to purchase the rental items.

• Conv Expire Date – This field is for reference only for how long the prices should remain in effect on a rental conversion estimate.


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Rental Lines 1

RENTAL LINES SCREEN Enter the rental part number and the quantity to be rented and transmit. The screen will come back with the item’s rental pricing and the on hand and available of the item. When an item is rented it creates a demand against the item and the available figure is reduced. The on hand of a rental item never changes, just the demand and the available.


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Rental Header 1

RENTAL HEADER SCREEN At this time you can modify the pay type or just enter a U in the update box to complete the rental order transaction. If you have chosen a printer the YARD PICKING TICKET will print.


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SAMPLE OF RENTAL YARD PICKING TICKET (LONG TERM)

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If you need to add items to a rental order or change an item or something on the order, you need to use option 3 to Add/Replace items on the order. For instance, if the picking ticket went out to the yard and they did not have the material so they are going to substitute a new item you would use this option to change the part number of the item to the non-rental part number.

Rental Entry 2

MAKING CHANGES TO AN EXISTING LONG TERM RENTAL ORDER

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The rental order information screen will appear next. If you want to make any changes, do so and the rental lines screen will appear. If you want to remove a line from the order, enter the word DELETE over the part number and the part number will be removed from the order. If you want to substitute a new part for the rented part, type over the rental part number with the non rental part number. The pricing that will appear now is the purchase price. You will be sure to want to change the pricing on this part.

Rental Lines 2

Transmit out of the order as normal and a new yard picking ticket will print.

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After the merchandise has been picked you want to invoice the customer for the first 28-day period of the rental. Long term rentals are rented in 28 day increments. Use option 4 to invoice this first rental period.

Rental Entry 3

INVOICING A LONG TERM RENTAL FOR THE FIRST TIME


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The rental order information screen will now appear. You want to make sure the anniversary date is the correct date that the rental period started. This is important if the invoicing is not done at the counter.


You will notice that if you had previously substituted the non rental part for the rental part, then the part number that is now displayed on the order is the rental part number. At this point, the program has moved the quantity being rented from the non-rental part number to the rental part number.


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Rental Lines 3

Make any changes necessary and transmit thru the order to the order header screen. Verify the payment type and enter information as necessary. At this time the system creates an –01 order that will be billed automatically in 28 days from now, and at that will then create an –02 order that will be used for the next time, etc. Also the rental invoice will now print. See the section Future Monthly Long Term Rental Invoices for explanation on how the next 28 day invoice is generated.


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SAMPLE RENTAL INVOICE (LONG TERM) Note the billing period information prints on this form.

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When you have to substitute a non-rental part for a rental part number on an order, here are the changes you will see in the inventory:

Inventory 1

This is the status of the items before any orders are entered. Note we have no rental widgets available.

Inventory 2

SUBSTITUTING A NON RENTAL PART FOR A RENTAL PART

SUBSTITUTING A NON-RENTAL PART FOR A RENTAL PART

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After we enter the rental order and change the part to the non-rental part number the inventory looks like below:

Inventory 3

Notice when we recall the order, the part number has been changed from the non-rental part number to the rental part number.

Rental Lines 4

Now when we look at the inventory status, the system has moved one of the non-rental quantity to the rental part numbers quantity and the demand is now on the rental part.

SUBSTITUTING A NON-RENTAL PART FOR A RENTAL PART

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Inventory 4

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When the customer returns the merchandise from a long term rental, we must then process a rental return to make the merchandise available for someone else to rent. If the merchandise has been out for more than one 28-day rental period, we also have the option to issue the customer credit for part of the rental period.

First thing we need to do is to create a rental return worksheet. We will do this by entering the customer number of the customer who is returning the materials and then using option 5 on the RENTAL ENTRY menu. The rental return worksheet will print and the same screen will appear.

The rental return worksheet will list all the items the customer currently has rented. The return number that it prints on the form will be used to process the customer return of the materials and then will be used as the credit order number, should credit be issued to the customer for a portion of the rental.

RETURNING A LONG TERM RENTAL

RETURNING A LONG TERM RENTAL

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Rental Entry 4

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SAMPLE RENTAL RETURN WORKSHEET (LONG TERM)

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After the rental return worksheet has been printed, we can process the actual return. To do this, we will enter the rental return number along with option 6 on the RENTAL ENTRY menu. Then the following screen with display. Verify that the stop date is the date that the material actually was returned.


PROCESSING THE RENTAL RETURN (LONG TERM)


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An order pad will display with a list of all the items that were on the rental return worksheet. Enter the quantities of the items being returned and transmit. The rental order information screen will appear again giving you chance to change any necessary information.

Rental Order Pad 1


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Credit Invoice 1

You then will be asked whether or not you will be issuing the customer credit for part of the rental period. Answer Y or N as needed and then press return. Then rental credit invoice will then print and if the customer was entitled to any credit it will be on the invoice,

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SAMPLE RENTAL INVOICE (LONG TERM)

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To enter a new rental order, you must be in the OEENTRY program and in the COUNTER BILLING mode and then in the RENTAL ENTRY screen.

Rental Entry 5

ENTERING A RENTAL ORDER (SHORT TERM)

ENTERING A RENTAL (SHORT TERM)

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To start a new order:

• Enter your Taken by initials

• Enter the customer number or part of the customer name

• Use option 1 – You would use this option if you needed to create a yard picking ticket. You can use option 2 and that will print a Rental Agreement for the customer to take with him.

• Select S for Short Term Rental

• Enter your location

• Enter your printer number for where to print the rental yard picking ticket

Next the RENTAL ORDER INFORMATION screen will display.

See the Entering a Long Term Rental order for a description of the information on this screen.

ENTERING A RENTAL (SHORT TERM)

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Rental Lines 5

RENTAL LINES SCREEN Enter the rental part number and the quantity to be rented and transmit. The screen will come back with the short term’s daily rental pricing and the on hand and available of the item. When an item is rented it creates a demand against the item and the available figure is reduced. The on hand of a rental item never changes, just the demand and the available.

RENTAL HEADER SCREEN At this time you can modify the pay type or just enter a U in the update box to complete the rental order transaction. If you have chosen a printer the YARD PICKING TICKET will print.

If you used option 2 instead of option 1, a short term rental agreement will print.

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SAMPLE OF RENTAL YARD PICKING TICKET (SHORT TERM)

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SAMPLE OF RENTAL AGREEMENT (SHORT TERM)

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When the customer returns the merchandise on a short term rental, the invoice is generated at that time. There is no record of the sale until the merchandise is returned and the invoice processed.

To invoice the customer we will enter the order number on the RENTAL ENTRY screen along with option 6, Enter Rental Return. The Rental Order Information screen will appear, the person entering the invoice needs to fill in the Months, Weeks and Days that the item was out on rental.


INVOICING A SHORT TERM RENTAL

INVOICING A RENTAL (SHORT TERM)

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After this screen has been completed, the lines screen will display and then you can transmit thru the lines to the header screen, verify the format of payment and then update the order. After that the short term rental invoice will print.

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SAMPLE RENTAL INVOICE (SHORT TERM)

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To release rental orders that go on credit hold, you need to turn on credit manager mode while in the rental entry screen. From the rental entry screen, select option 99 for the OEENTRY SWITCH SETTINGS. From here, enter the security code to turn on Credit Manager Mode. After this has been turned on, select option 12 Review Orders/Invoices. This time the only orders that will display will be those that are on credit hold. You will have an option at the bottom of the screen to Release and Print the order from credit hold or just release it from credit hold and not print the order. You can also view the customer credit profile from this screen or just recall the order to review it.

CREDIT HOLD RENTAL ORDERS

CREDIT HOLD RENTAL ORDERS

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After the first 28-Day rental period has passed, and the merchandise has not yet been returned by the customer, the system will automatically create another invoice for the next 28-Day rental period. This is done by inserting two programs in the END-OF-DAY shell script. The first program OERNTUPD will create the invoices for the customers. The second program is CBRENTPT1 which will print the invoices. These programs must be placed in the END-OF-DAY prior to IVUPDATE. Neither program requires any initial input.

FUTURE MONTHLY LONG TERM RENTAL INVOICES

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If the needs arises to make an adjustment to a customers long term rental invoice, and the invoice has already been updated, you can use option 7 from the Rental Entry Screen. The part number used for these adjustments should be a special part number created for this purpose. The part number should be set up with a product code of 90 – 97 so that it does not effect an inventory on hand. When processing these adjustments, note that you are entering an invoice so anything you enter will be added to the customer’s receivables. If you want to credit the customers account you need to enter your quantity as a negative number. Examples of adjustments to rental invoices would be: If you did not get the correct end date of the rental and you owe the customer monies for the difference or you forgot to put add on charges on the original rental invoice.

ADJUSTMENTS TO LONG TERM RENTAL

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If the customer returns the rental item and the merchandise is either damaged or can no longer be rented to another customer, you need to enter a damaged rental invoice. By using this option, the on hand of the rental item will be reduced when the merchandise is returned. You can use option 8 from the Rental Entry Screen to process this invoice.

DAMAGED RENTAL INVOICES

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In some cases when the rental item is returned it is necessary to charge the customer for other services. There could be a cleaning charge or some sort of other fees. These items can be added to the invoice when the item is returned. If you are processing a return of a short term rental item, the quantities added to the invoice with positive numbers. If you are processing a return for a short term rental item, the quantities added to the invoice must be entered with a negative number. This is because you are processing a credit at this point, if you were to use positive quantities the customer would receive more credit.

ADD ON CHARGES TO RENTAL INVOICES

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If the customer decides not to return the rental item but instead decides to purchase the item, he may request that you supply him with an estimate of what it would cost to keep the item. You can do this be selecting option 9 from the Rental Entry Screen (Create Rental Conversion Estimate) along with the customer number in the Customer or Order No. field. Note: Rental items are not allowed on non-rental orders/invoices.

Rental Entry 6

CREATING A RENTAL CONVERSION ESTIMATE

CREATING A RENTAL CONVERSION ESTIMATE

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Rental Order Pad 2

The rental order pad screen will appear with items that the customer has out on rental. Enter the quantity for the items that the customer wishes to purchase. The Rental Order Information screen will then display, enter any information as needed. Process the rest of the order and the conversion estimate will print.

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SAMPLE RENTAL CONVERSION ESTIMATE

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If after producing the rental conversion estimate, the customer decides to purchase the merchandise, you can then use option 10 to convert the estimate to an invoice. Process the screens displayed as necessary and then the rental conversion invoice will print.

CONVERT RENTAL ESTIMATE TO PURCHASE

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SAMPLE RENTAL CONVERSION INVOICE

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Option 11 off of the Rental Entry menu can be used if you need to reprint any orders.

Rental Reprint Screen 1

REPRINT UP TO100 ORDERS

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Option 12 can be used to list orders by the Taken By, or if Credit Manager Mode is turned on the only orders that will display are those rental orders that are on credit hold.

Rental Order Review 1

REVIEW ORDERS/INVOICES

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Option 13 on the Rental Entry Menu can be used if you need to reprint rental return worksheets. You need to enter the return number in the Customer or Order No. field that needs to be reprinted.

REPRINT RETURNS

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Option 14 on the Rental Entry Menu can be used to delete the invoicing for a first-time invoice only. (Orders created via option 1 and then invoiced via option 4). This is valid only for orders which have not been thru the end of day processing yet.

DELETE INVOICING

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Option 15 can be used to reprint yard picking tickets, up to 100 may be reprinted at one time.

REPRINT YARD PICKING TICKETS

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Rental Invoices can be reprinted by using the IVRPMTN program.

REPRINTING RENTAL INVOICES

Rental User Guide - erpcustomer.epicor.com · CATEGORY AND INVENTORY ITEM SETUP 12 INVENTORY ITEM...

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