Rental Manager

 

 

1. Setup Rental Equipment Types and Other Charges if Required

2. Setup Rental Contracts and Assign them to customers

3. Create a Rental Unit with:

4. Create a Reservation  (Or directly create a Rental Agreement without a reservation)

5. Return the Unit and Invoice

 

 

Standard Codes

 

 

 

This window allows you to Add, Delete, or Inactivate your Equipment Types. Click + Add Rental Equipment Type to be able to input a code and description :

 

 

 

 

 

 

 

Any other charges that you may want to charge your customer will appear here. Select +Add Rental Other Charge to create a new one

 

 

Another pop-up will open; all the fields here are mandatory and must be filled out. 

Code: unique code for the charge

Description: state what the charge is for

Charge Instance: when will the customer be charged for this? Once or Monthly, or even the First Invoice or at the Termination of the Agreement

Default Amount: an amount must be set; however, if the amount is subject to change, set the default rate to $0

 

 

 

 

 

This opens to the Rental Rates screen; here you can create your Rental Contracts and set the Rates, Charges, and Customers that belong to the contract. Each Contract has a rate for Daily, Weekly, Monthly, and 4 Weeks. Enter the rates you wish to charge by selecting  +Add Equipment Rate

 

 

This will open a pop-up to input the information. All fields except 4 Weeks Rate are required.

 

 

 

You can also choose to set extra Rates based on Readings. Select +Add Reading Rate to open the pop-up. The first two fields are the only ones set as mandatory, however, it will need the Allowances and Rates in order to be able to calculate a charge. 

 

 

 

 

 

Here is where you can Add, Delete, or even Override your Other Charges

 

 

+Add Other Charge opens a pop-up to allow you to select the other charge from a drop-down menu. You can set a separate Default Amount and Charge Instance here as well. 

 

 

 

The Override allows you to set your Other Charges by Rental Equipment Type

 

 

If you have a large number of customers to put on to one Contract, this screen will allow it to be done in BULK. The counter next to the search bar will let you know how many Customers belong to this contract. Select Manage Customers to begin adding customers

 

 

 

Select the NAME of your Customer, then use the ARROWS in the middle to move them on and off of the Contract 

 

Units need to be designated in the system as available for Rent or Lease before they can be chosen from the list. To start, put your company code into the search 

 

 

Select a Unit from the list and click More Info to display all options for the unit. This opens to the Specifications tab. Look along the bottom for Domicile Location to set the Location for this unit

 

 

Select +Add Domicile Location

 

Each Unit can only be assigned to one location at a time.

 

 

 

Set the Rental Type Accordingly under the Asset Tab

 

 

 

 

Set the Corporate Division under the corresponding tab. 

 

Select +Add to add the division to the Unit. All fields here are mandatory

 

 

Assigning Contract to Customer

 

This field will always be blank until you have chosen a Contract from the drop-down menu

 

 

 

 

 

This screen will only show Units that are qualified based on the Rental Parameters (location renting from, unit availability status, and corporate division)

 

 

 

 

Selecting +Add Reservation opens a Wizard. The only REQUIRED information is the Start and End dates of the Rental

 

 

 

 

 

 

Once the reservation is in the system, you can create a Rental Agreement for it

 

 

 

 

The second tab along the bottom displays any current agreements in the system. Select one to show the Agreement Details in the right-hand pane. 

 

You can also bypass the Reservation Screen and use +Create Rental Agreement. This is useful when the customer is standing in front of you. The location will default to the one being shown; if you have multiple locations that you rent/lease from, be sure the correct location is selected to show the appropriate Units. 

 

 

Once you have confirmed the location and customer, press ok. A Rental Agreement will open on your screen. From here, you will be able to select the Unit, display accumulated Time &Reading Charges, and add Other Misc Charges.  

 

 

 

 

Select the Unit to add to the Agreement. 

 

 

 

When the correct Unit has been chosen, it will display on the Unit Tab. Note that the Radial for Type is now greyed out

 

 

 

If you have created any charges based on Time or Readings (link to Readings Rate in the Standard Codes Section of this article) you will be able to view the applied charges here. 

 

You will need to enter an OUT READING regardless of whether you set rates by this or not; only the first 3 fields are mandatory.  If you do wish to set charges by readings, enter the Charge and Allowance information here as well.

 

 

 

 

The Other Charges marked as active in the system automatically apply to all agreements. Use this tab here to REMOVE them by pressing the Red X and then the Garbage Can

 

 

 

Otherwise, to add a charge not set as active but already created in the system, select +Add Misc Charge.  Fill in all required fields, noting that the Effective Date should already match the Start/Bill date from the Unit Tab

 

 

Select either Save/Exit to be able to modify the agreement later, or click Finalize/Print to render a PDF version of the agreement (attached).

 

 

 

Select the appropriate unit from the list

 

 

 

 

Input a Return Reading; you also have the choice of adding any Work Required to the unit before it can be rented again. Notes can be added to the agreement, as well as there is a line to enter the Renter's email address. 

 

 

There are two options to finalize a rental agreement; you can return the unit and invoice it now, or return the unit and invoice at a later date. This is useful if one customer rents many units and would like to pay for them at the same time, or if the driver returning the unit is not the administrative officer for your customer and does not have the authorization to pay. 

 

 

A Return Unit Report will generate

 

 

Select the To Be Invoiced tab along the bottom. The location will default to your main one; click on the blue hyperlink in order to choose your location

 

 

 

A list will generate of all Rental fees waiting to be invoiced. You can select them one by one, or in this case as the listings are all for the same agreements, choose Select All. Once all selections are made, choose Generate Invoices. A pop up will appear;  this shows what was emailed automatically to the customer, as well as giving you the option to print. 

 

 

 

 

 

 

 

Enter the Return Reading, add any required work or notes to the unit, and select Return and Invoice

 

 

 

A summary of the charges will be displayed

 

After confirming all charges, select Invoice. A PDF will render